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<DIV dir=ltr><FONT face=Arial color=#000000 size=2>Meeting held 22 Aug 15h00 -
17h00 SAST</FONT></DIV>
<DIV dir=ltr><FONT face=Arial size=2></FONT> </DIV>
<DIV dir=ltr><FONT face=Arial size=2>Present via conference call: Gavin, Daina,
Graeme, Alize, Inge, Burnie</FONT></DIV>
<DIV dir=ltr><FONT face=Arial size=2>Input / reports submitted beforehand
(thanks!): Serena, Mandy, Magda, Russell, Burnie, PeopleSA</FONT></DIV>
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<LI>
<DIV><FONT face=Arial size=2>Budget: <STRONG>Gavin</STRONG> working on it
pending current input. Will be reconciled next week as several orders need to
be placed. Need to add Fountains venue and various other items
</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Posters: <STRONG>Mandy</STRONG> will be ordering
7/8 boards via PeopleSA. Poster presenters must also pay by deadline if their
abstracts are to appear in the proceedings.</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Workshop wiki: <STRONG>Graeme</STRONG> to remove
reference to seat numbers on the wiki and just state 'seats available', then
'last seats available' when down to 10, then 'no seats left' when
full.</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Workshops, labs, presentations, posters:
<STRONG>Graeme, Inge, Serena, Mandy</STRONG> to liaise with presenters to
confirm REGISTRATION and PAYMENT, and communciate and publish SCHEDULE. OCS
will be final formal schedule. </FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Workshops: Ruby on Rails pulled out, we won't
replace. Once Lab slot available. Try to fill with MadMapper.
</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Half-day registration: <STRONG>Gavin</STRONG>
will create a new registration category for those who want to attend Monday
morning, Friday morning or Friday afternoon - i.e. selling workshops and
technical visits separately. [Gavin added - technical visits don't apply, only
workshops]. It will be available immediately for admin use if users request
and will be public and promoted from 16 September. R650 is proposed price, to
include lunch.</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Payment deadlines: <STRONG>All</STRONG> to
communicate and enforce. ALL presenters to be REGISTERED by 22nd and PAID by
31st, unless by special request. Remainder of registrants to be PAID
before they are admitted to the venue!</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Sponsors and exhibitors: Madga submitted report
of latest status. Seems to match the Google Doc except for SanParks and CGS.
And GeoCat listed with no other info. <STRONG>Magda</STRONG> please respond.
<STRONG>Petro</STRONG> to confirm that payment status is updated on the Google
Doc. Firm income from exhibitors and sponsors stands at around R900 000.
</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Exhibition floor: To limit the number of open
stands and reduce costs (<STRONG>Petro</STRONG> awaiting new quote), Magda and
Petro have removed stands 1-18. That leaves us with 28 stands, which are
almost full. We can add extras back as needed. <STRONG>Magda</STRONG> to
update Exhibitor wiki page. </FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Exhibitor and sponsor catalog in Programme:
<STRONG>Magda</STRONG> to ensure that logos, adverts, descriptions etc. are
put together properly for the conference programme and as per Prospectus.
</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Logos and images: <STRONG>Magda </STRONG>is the
repository of all logos and images for web and printing. <STRONG>All
</STRONG>to send images to her. </FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Image specifications: web sidebar: 200 pixel
width, max 200 pixel height. jpg, gif or png. Print: min 300 pref 600 dpi tiff
or jpg to be supplied at required size or larger for proceedings, bags, etc.
</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Website: <STRONG>Tyler </STRONG>to move Media
partners (with logos) to BOTTOM RIGHT sidebar. Also to investigate the fate of
the footer image and to put it back, with image mappings. Also to investigate
ticker or otherwise to cycle through Exhibitor names as they don't get a logo
but we'd like to list them. <STRONG>Tyler or Graeme </STRONG>to make Brochure
and email form / registration form available on website. </FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Registration process: Daina echoed various
others' views that the registration process is 'clunky' and not ideal, from
her experience. Daina proposed improving the form that gets sent out, from a
registrant's perspective.</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Sponsor banners: Banners will be placed in areas
of descending prominence according to sponsorship level. The window wall where
stands 1-18 were is now available. [Flagpoles in the street outside are also
available. Can we use these as a new incentive?]</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Lightning talks, demo theatre and code sprint:
These appear to be under control with Tim.</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Plenaries: <STRONG>Carrin</STRONG> to urgently
work on detailed opening and closing programmes on Programme wiki page.
</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Computers, network, bandwidth:
<STRONG>Burnie</STRONG> supplied a new quote from ProsperIS, the 'preferred'
IT supplier for CTICC. Pending better deals or a good purchase discount, we
will be hiring workshop and sundry computers from ProsperIS, who will also set
up network (cabe and wifi) and arrange bandwidth. They propose sponsoring
wifi and on-site support. Presenter notebooks are separate and are part
of the AV deal. Computers and networks will be set-up on SUNDAY 28TH. If
nothing better crops up, <STRONG>Burnie</STRONG> arrange for order to be
placed with ProsperIS on 29 Aug. <STRONG>Burnie</STRONG> suggested using GIMS
roaming training notebooks for workshops - to approach GIMS
urgently.</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2>Marketing and comms: <STRONG>Daina </STRONG>to
focus on Tectonic animate gif and media partner deal fulfilment.
<STRONG>All</STRONG> to communicate as far and wide as possible - use
Announcement and Communication wiki pages as guides.</FONT></DIV></LI>
<LI>
<DIV><FONT face=Arial size=2><STRONG>Next meeting</STRONG>: weekly meetings
from now - next one 12 - 13h00 SAST 29th. Same arrangement via
teleconference.</FONT></DIV></LI></OL>
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<DIV><FONT face=Arial color=#000000 size=2>
<DIV class=section1 style="MARGIN: 0cm 0cm 0pt"><FONT face="Times New Roman"
size=3><SPAN style="FONT-SIZE: 12pt">Gavin
</SPAN></FONT></DIV></FONT></DIV></DIV></BODY></HTML>