<html><head><meta http-equiv="Content-Type" content="text/html charset=us-ascii"></head><body style="word-wrap: break-word; -webkit-nbsp-mode: space; -webkit-line-break: after-white-space; "><div>There's a lot in here, but your attention in reading all of it is greatly appreciated.</div><div><br></div><div>Next meeting will be September 9th, 17:30 at Renewable Funding: <a href="http://calagator.org/events/1250464774">http://calagator.org/events/1250464774</a></div><div><br></div><div>At our last meeting we came up with a rough calendar (I've also added a couple of things).</div><div><br></div><div>ASAP - Hire PCO and book venues</div><div>Sep 1 - Choose designer for logo</div><div>Sep 15 - Finalize Logo (soft deadline, but would like it for Nottingham)</div><div>Oct 1 - Finalize sponsorship packages</div><div>Dec 15 - Have site ready to accept proposals</div><div>Dec 31 - Early bird sponsorship deadline</div><div>Jan 1 - Send Call for Papers/Presentations</div><div>Feb 1 - Academic paper deadline</div><div>Mar 31 - Call for Workshops</div><div>Apr 15 - Regular Track presentation deadline</div><div>Apr 16 - Open community comments</div><div>May 1 - Close community comments</div><div>Jun 1 - Send out first invitations for Invited Talks</div><div>Jun 15 - End of Early Bird Registration Discount</div><div><br></div><div>We also came up with some subcommittees, which Percy and I added to, but I can't remember the full list now, and Percy isn't on IM for me to find out.</div><div><br></div><div>We could really use people who are willing to focus on some specific topics. </div><div><br></div><div><b>Notes and TODOs on the subcommittees</b></div><div><br></div><div>General</div><div> - we are looking to hire a PCO</div><div> - Percy and Darrell met with John Kirkland to fill this role.</div><div> - However, recent discussions on the board and conferences lists makes it seem that hiring a company is a better idea, so they can handle signing of contracts, etc. Darrell has contacted two commercial companies so far, and is waiting for replies.</div><div> - Tanya, Neil, and Darrell visited OCC to check out the space we have reserved.</div><div> - Discussions with other organizers have put the fear of god into us about overcommitting on hotel rooms.</div><div> - We will probably wait to sign contracts for hotels and with the OCC until we have hired a PCO.</div><div> - we have gotten preliminary contracts from the DoubleTree and Marriott downtown</div><div> - PSU offers conference registration services for a minimal fee</div><div> - Percy is going to look into whether this can be used by us, or if it's only applicable for </div><div> - There is a foss4g-private list for discussing things that should not be in the public archives. </div><div> - However, please feel free to subscribe: <a href="http://lists.osgeo.org/cgi-bin/mailman/listinfo/foss4g2014-private">http://lists.osgeo.org/cgi-bin/mailman/listinfo/foss4g2014-private</a></div><div> - Subscriptions do require approval</div><div><br></div><div><div>Sponsorship</div><div> - no head yet (volunteers?)</div><div> - Darrell will contact previous committees for sponsor contact list</div><div> - It has been decided not to hire a person to solicit sponsorships at this time</div><div> - We will (tentatively?) offer an early-bird discount of 10% to sponsors who pay before a certain date (see above)</div><div> - this may not be necessary if we find that we don't need to get the money in the bank quickly</div><div><br></div><div>Design, website, etc.</div><div> - no head yet (volunteers?)</div><div> - Darrell sent out RFQ. We're still accepting submissions. There are three so far. </div><div> - If you haven't seen the RFQ, it's on the website: <a href="http://2014.foss4g.org/posts/2013/08/rfq-foss4g-2014-design-services/">http://2014.foss4g.org/posts/2013/08/rfq-foss4g-2014-design-services/</a></div><div> - Please distribute it to your networks!</div><div> - A website is up and running at <a href="http://2014.foss4g.org/">http://2014.foss4g.org/</a>. This is a github hosted page, using Jekyll, so anyone can contribute.</div><div> - if you have time to devote to the website, that would be awesome!</div><div><br></div></div><div>Academic Track</div><div> - headed by Percy</div><div> - will focus on getting academics involved</div><div><br></div><div>Program Track</div><div> - no head yet (volunteers?)</div><div> - As this is one of the more challenging jobs, it has been suggested that an honorarium of some amount would be appropriate to whoever tackles it.</div><div> - suggestions? $1k, $2k? Keg of beer?</div><div> - There needs to be a discussion of how to accept and review paper proposals</div><div> - one option is to modify the code used by OS Bridge (<a href="https://github.com/osbridge/openconferenceware">https://github.com/osbridge/openconferenceware</a>)</div><div> - we should also look at the software used in previous years</div><div><br></div><div>Invited Talks</div><div> - No head yet (volunteers?)</div><div> - The schedule has nine slots for invited talks, plus 3(?) slots for plenaries.</div><div> - We are tentatively planning to cover some (all?) of the invitees expenses. </div><div> - This may be contingent on getting complimentary rooms as part of our hotel block.</div><div> - Suggestions for interesting speakers welcome at any time.</div><div> - There are a few "go to" names that should be obvious, but I'd like to see if we can find ones that might be popular, but not necessarily obvious.</div><div><br></div><div>Workshops</div><div> - no head yet (volunteers?)</div><div> - Six of the computer labs at PSU are booked. We're working on the other two.</div><div> - We will probably need BYO Laptop rooms, but those can be gotten at a later date</div><div><br></div><div>Entertainment (Gala, Field Trips, etc)</div><div> - no head yet (volunteers?)</div><div> - Darrell got info on reserving a section at a Timbers game, though this obviously can't be done until the schedule is out.</div><div> - Looking for more Gala location suggestions beyond OMSI, which is all Darrell can think of.</div><div><br></div><div>Hackathon</div><div><div> - no head yet (volunteers?)</div></div><div> - Reid of Stumptown Syndicate wants to coordinate WhereCampPDX for the final saturday of the conference.</div><div> - We are thinking that holding the hack-a-thon at the same time, in the same venue, would be a good idea.</div><div> - Metro may not be big enough, especially for break out hack rooms, so the Eliot Center has been suggested. (Where OS Bridge is held.)</div><div> - Reid, I believe you were going to look into venue pricing, yes?</div><div><br></div><div><br></div></body></html>