[FOSS4G-Oceania] FOSS4G SotM Oceania 2020 Hub Managers meeting 2020 09 21

[Jonah Sullivan]

You can find the meeting agenda here
<https://docs.google.com/document/d/1WAwzPPIPx9QvPU2gqvIGai6WyU_C_10phIvrAeGXt1s/edit?usp=sharing>,
or below.

Watch out for a few messages coming soon:

   - email "call for presentations" via mailchimp list
   <https://foss4g-oceania.us17.list-manage.com/subscribe/post?u=26f3c80da46835144592b59b6&id=3d38178ba0>
   - short tutorial on making a hub website from Hamish
   - website improvements (especially the description of the conference)
   - conference logo assets

FOSS4G SotM Oceania 2020 Hub Managers meeting 2020 09 21
Attendees

   -

   Greg Lauer
   -

   Julie Callebaut
   -

   George Corea
   -

   Dawn Hendrick
   -

   Rafael Molina
   -

   Hamish Cambpell
   -

   Henry Walshaw
   -

   John Bryant
   -

   Edoardo Neerhut
   -

   Carrol Chan
   -

   Salote Baleisuva
   -

   David Garcia

Apologies

   -

Outstanding actions:

   -

   ACTION: Jonah to send out meeting minutes, and invitation to next
   meeting in a fortnight.
   -

   ACTION: LOC to reconfigure the prospectus for the hubs to use
   -

   ACTION: LOC to edit Sponsorship part of website issue link
   <https://github.com/foss4g-oceania/foss4g-sotm-oceania-2020/issues/33>
   -

   ACTION: LOC update website map with each hub
   -

   ACTION: LOC to create Tito events  (populated with event details for
   each hub by hub managers)

Agenda

   -

   Sponsorship
   -

      Budget
      -

      Prospectus
      -

         Old Sponsorship Prospectus
         <https://docs.google.com/presentation/d/1dERFhYruRW8FSiDOlWHeP7fRpKcco7grzOCNyPAbouk/edit?usp=sharing>
         -

   Logistics
   -

      Event Funding
      -

         Known expenses can be disbursed by OSGeo Oceania before payment
         -

            Then reconciled after the event
            -

         Tickets (via Tito) will go to OSGeo Oceania and then disbursed
         after the event
         -

         Tax
         -

            NZ tax not required (under the threshold)
            -

            AU further clarification required
            -

            ACTION: Greg to resolve Australian GST question
            -

      Call for presentations
      -

         Centralised?
         -

         Information required?
         -

         ACTION: LOC to send out a call for presentations
         -

            Nominate which hub you’d like to attend or present to
            -

               Could also become a part of an online resource
               -

            How long
            -

            Title
            -

            Live / recorded / in-person
            -

      Conference Website
      -

         https://2020.foss4g-oceania.org/
         -

         Hub website:
         -

            Perth website as a template
            -

               ACTION: Hamish to provide quick tutorial for hub websites
               -

            External services (meetup, eventbrite, etc)
            -

         ACTION: LOC to improve description of conference on the website
         -

         ACTION: LOC to set up a print-on-demand system for Conference Swag
         -

         ACTION: LOC to remove “online” from conference logo
         -

         ACTION: LOC to send link to logo assets folder
         -

      Ticketing:
      -

         Tito must be used for non-free events - email the distribution
         list to request a Tito event and access
         -

         Demonstration by Hamish
         -

      Timing
      -

         Meeting planner
         <https://www.timeanddate.com/worldclock/meetingtime.html?iso=20201120&p1=196&p2=152&p3=927&p4=82&p5=282>
         -

         2 hours where we can have common content that is live and
         interactive. It will be late afternoon in Apia (2-4pm) and in
the morning
         in Perth (9-11am).
         -

      Communications
      -

         https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
         -

   Perth hub Google Drive docs
   <https://drive.google.com/drive/u/0/folders/1Xdkdtem4EqxjeUUb1OmntFPRrqfs5LQj>
   (feel free to pilfer!)
   -

   Questions from hubs:
   -

      Will there be any financial assistance for hubs? [from Alex
      <https://lists.osgeo.org/pipermail/foss4g-oceania/2020-September/001480.html>:
      this really needs to be managed by the conference committee as a
      conference budget concern that is approved by the Board... the conference
      itself should be seeking funding, and allocate that to local venues, if
      it's appropriate. The Board can handle approving the financial model and
      making the transactions...]
      -

      Will OSGeo Oceania be able to sign venue contracts and pay
      deposit/booking fees? [from Alex
      <https://lists.osgeo.org/pipermail/foss4g-oceania/2020-September/001480.html>:
      Regarding signing contracts, I think that if there is a contract that
      needs to be signed, that it should be our organisation and not an
      individual that takes on the risk, but it'll be a lot of work doing due
      diligence on 10-20 different contracts with venues! Still, if this is the
      model that the conference committee chooses, then the Board can make it
      work.]
      -

      Will there be the possibility of using existing registration
      infrastructure (Tito)? [YES]
      -

      When will we have the schedule for streamed content?
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.osgeo.org/pipermail/foss4g-oceania/attachments/20200921/d7a11c8d/attachment-0001.html>