[FOSS4G-UK] Notes from FOSS4G UK 2023 Call 21st June 2023

[Antony Scott]

Hi all,

Notes below.

Present: Nick, Barry, Rachel, Al, John, Simon, Peter, Tom A, Dan, Ant,
Matt, Illya, Piet

*Logo *
Now ready and on website, subject to addition of
- name
- ribbon
Barry to update

*Venues*
- Ant will create venue schedule, including numbers
- Contact details needed for each site, whatever is best for individuals
- Glasgow
-- Trying to confirm rooms, should be in place early July
-- Sponsorship - tbc
- Lancaster
-- Venue sorted and free
-- Sponsors tbc
- Keyworth
-- BGS providing a venue
- Maynoud
-- Venue in place, tbc
- London
-- tbc
- Swansea
-- To be updated
- Bristol
-- Venue booked (Engine Shed), including workshop space if needed
-- CGI SparkGEo sponsoring
- Basingstoke?
-- Possible venue, volunteers needed
-- Geoxphere to sponsor

*Call for Talks*
- Has been published, deadline end July

*Keynotes*
- Ujaval Gandhi and Helen McKenzie confirmed
- Matt to confirm titles, photos etc
- Timings tbc

*Schedule*
- Keynotes to top and tail
- Panel discussion after closing keynote
- Panel slots pre-recorded with discussion after
- Nick to confirm

*Website*
- Draft website: https://uk.osgeo.org/foss4guklocal2023
- GitHub source for website:
https://github.com/osgeouk/website/tree/gh-pages/foss4guklocal2023
- Almost ready to go, launch this week, all to update

*Social media*
- Al to lead - Mastadon, Twitter etc
- Word of mouth was main contact last year

*Registration*
- £20 fee
- students, under represented groups, those on a low income, those in
precarious employment, those who would like to volunteer and anyone else
for who a £20 ticket would be a barrier (financial or administrative).
- email to ask for a code, stating which group you belong to (no further
justification is needed)
- need to get names for block bookings
- all organisers to register
- speakers to have free pass - sent when talk is accepted
- numbers needed for each venue - hold back a few places for speakers
- Ant to set up in coming week

*Tech*
- Amy at Kartoza happy to support as well - will feedback
- Need to sort format for panel discussion - Illya and Barry to join
discussion with Amy
- Same payment as last year £500
- Streaming test session to be arranged
- Demos to be prerecorded if possible - recommend everything from
presentation machine
- Add checkbox for live demos to call for speakers
- see
https://docs.google.com/document/d/1XULYu_UAyTxaomCHHbKKlC0Fw99L0qdMDyDjqPVf4xk/edit?usp=sharing

*Sponsorship*
- Details at
https://drive.google.com/file/d/19xtzaK0B_EpWrW39th83Lqi6D09j2Jai/view?usp=drive_link
- Keep spreadsheet up to date
https://docs.google.com/spreadsheets/d/1_VL5p6e9kNZBF6KDw2V7ksQFaSg29SUlqIG-xM19Nmk/edit#gid=0

*Roles*
- Three people per venue - tech, host/MC, welcome desk
- Nick to flesh out

*Schedule of dates*
- 31st July is call for talks deadline (extend if necessary)
- Registration open by end June

*Next meeting*
26th July 12-1
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