FOSS4G 2009 Meeting 2008-08-29 (Venue/Date selection )

Organising Committee Meeting held on Friday 29 August 2008
Present:
* At Tour Hosts offices:
** Committee (OC): Cameron Shorter (CS) 
** Tour Hosts (TH): Denisa Adamova, Janelle Driscoll, Kirsty O’Brien, Andrew Durbridge 
* Via teleconference: Shoaib Burq (SB), Dave Patton (DP), Bruce Bannerman (BB), Jeff McKenna (JM), Harley Press, Simon Hope 
Apologies: Tyler Mitchell (TM), Tim Bowden (TB) , Chris Tweedie (CT), Markus Lupp (ML), Mark Leslie (ML)
== Venue and Conference Dates ==
=== Discussions ===
* TH is investigating the option of having the exhibition in the Parkside foyer rather than hiring Exhibition Halls. This would reduce the venue cost. TH to confirm once floor plan approved.
* If choosing the SCEC, additional costs of $33.50 pre person would be added to the registration fee for each delegate (this does not reflect accommodation costs).
* OC confirmed that the SCEC is a better location for the Conference. 
* For the moment SCEC is the preference. But we need to look at accommodation options and dates at both venues.
=== Actions ===
* TH to send the list of accommodation options to the OC.
* TH to look into alternative venue options. 
* TH to contact SCEC about other alternative dates.
* CS to send an e-mail the OSGeo list asking people about preferred dates for the Conference.
* TH/OC would like to have the venue and date confirmed by Friday 7 August.
== Sponsorship and Exhibition ==
=== Discussions ===
* Jeff McKenna and Bruce Bannerman will have a lead role in Sponsorship and Exhibition. 
* OC is happy with the sponsorship hierarchy and target. 
* It was decided that private information (including the Sponsorship and Exhibition Document) should be sent using the foss4g-private e-mail address rather then the private wiki.
=== Actions ===
* TH to draft the Sponsorship and exhibition document. This document will include the entitlements of each package and the number of packages available. 
== Website ==
=== Discussions ===
* Dave confirmed that he can help with converting pages of the website to PHP. 
=== Actions ===
* TH to convert the website to HTML.
* TH to reply to OC comments on the wiki website page.
* TH to update the website with the comments the OC has provided and resend the test link.
== FOSS4G 2008 Promotion ==
=== Discussions ===
* TH staff may be attending the FOSS4G 2008 conference to look at the technical and logistical parts of the Conference. To be discussed further at the budget meeting on Wednesday.
* It was suggested that an Jeff McKenna will be in charge of promoting FOSS4G 2009 to sponsors, exhibitors and delegates at the FOSS4G 2008 Conference.
=== Actions ===
* Confirmed Australian attendees: Chris Tweedie, Tim Bowden or Ben. CS to contact all of them and confirm their attendance.
* JM will contact the 2008 conference organisers to organise for postcards promoting FOSS4G 2009 to be in the delegate satchels as well as advertising the 2009 conference in either/ both the opening and closing ceremony. 
* TH will produce a pull up banner to advertise FOSS4G 2009. This will be placed at the OSGeo exhibition stand.
* TH to produce session slides and a video advertising FOSS4G 2009 to be played at either or both the opening and closing ceremony. 
== Budget ==
=== Discussions ===
=== Actions ===
* TH to send an e-mail to the foss4g2009- private list to set up a budget meeting. It was suggested that Dave Patton, Paul Ramsey, Cameron Shorter and Bruce Bannerman should attend the meeting. (tentative date Wednesday 3 September at 9.00am) 
* TH will go through the budget in detail during this meeting. 
* After the budget meeting TH to update the budget and circulate the budget via the foss4g2009- private list for further comment.
== Use of the Wiki and IRC ==
=== Discussions ===
* All agendas, to do lists and action notes to be posted on wiki not sent around in e-mails.
* There is a FOSS4G IRC channel that can be used for meeting reminders 
* Agendas to be placed on wiki at least 4 days prior to the meeting date. 
=== Actions ===
== Project Plan and Program Timeline ==
=== Discussions ===
=== Actions ===
* TH to add a link to wiki with the Project Plan and Program Timeline.
== Next Meeting ==
FOSS4G_2009_Meeting_2008-09-10_Program_And_Venue
=== Discussions ===
=== Actions ===
* TH to send around suggested dates for all meetings in 2008.
Category:Meetings