[Foss4g2009] Venue & program comments

Sat Feb 7 23:04:05 EST 2009

Mark,
With regard to the poster session i have not allocated any  time slot in the
program as I assume the poster session essentially runs for the duration of
the conference - therefore it's a physical space issue only?

I had thought that the lower parkside foyer:

http://www.scec.com.au/rooms/floorplan.cfm?roomID=128

shown as the 'foyer ground' in the above page - it looks to be a small space
from the floor plan but from memory I'd thought about this space as dual
use:

1. OSGeo chill out area
2. Poster space

A review of the space would need to be done to validate this and we'd need
to check out if SCEC has any restrictions on the usage of the space?

Here's a rubbish picture i took on my last visit:

http://picasaweb.google.com.au/mapbutcher/SCEC#5265141353150288194

Simon

2009/1/22 Mark Leslie <mrk.leslie at gmail.com>

> I wanted to verify that the room allocation matrix (FOSS4G Client Venue
> Matrix - 12 DecCS2.xls) is up to date.
>
> Following our points about a poster session, I've been trying to sort out
> what space we have booked and what's allocated where.  I've moved the
> details from this spreadsheet, the program and the floorplans into a wiki
> table
> http://wiki.osgeo.org/wiki/FOSS4G_2009_SCEC_Rooms#Current_Allocations so I
> can see what's going on (done before I was directed to the spreadsheet).
>
> In particular, there are a number of offices, foyers and promenades that we
> don't have designated for any purpose, but I'm not sure if we actually have
> access to them.  Can anyone comment on the Organizers Office, Foyer Ground,
> Parkside Promenade, Parkside Terrace or Upper Promenade Foyer?
>
> Mark Leslie
> Geospatial Software Architect
> LISAsoft
>
> -------------------------------------------------------------
> Ph: +61 2 8570 5000 Fax: +61 2 8570 5099 Mob: +61
> Suite 112, Jones Bay Wharf 19-21 Pirrama Rd Pyrmont NSW 2009
> -------------------------------------------------------------
>
> LISAsoft is part of the A2end Group of Companies
> http://www.ardec.com.au
> http://www.lisasoft.com
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>
>
> Cameron Shorter wrote:
>
>> Simon, can you please review and confirm this is ok.
>>
>> Kirsty,
>> Are these rooms going to be available to us in the evenings?
>> Simon hasn't included "Birds of a Feather" sessions or an "Installfest" in
>> the program which could see us using the rooms till later (say 8pm), and
>> people will want to come back and use the internet till midnight.
>> What is the cost impact of this?
>>
>> FOSS4G OC - Tour Hosts wrote:
>>
>>> Dear Cameron and Simon,
>>>
>>> Firstly Cameron it was good to meet you this morning - it always helps
>>> to put a face to the name and voice on the end of the line.
>>> Thank you for your comments on the venue allocation for the FOSS4G
>>> Conference. Please find my responses to your questions below.
>>>
>>>> From: Cameron Shorter Sent: Wednesday, 10 December 2008 8:08 AM
>>>> mapbutcher wrote:
>>>>
>>>>
>>>
>>>
>>>
>>>> 1. Notes on the attached program (PDF and Excel)
>>>>>
>>>>> Find attached a first draft program, this includes an outline
>>>>>
>>>>>
>>>> program
>>>
>>>
>>>> for the conference as a whole inclusive of the workshops and also an
>>>>> outline daily schedule. The program does not include the following
>>>>>
>>>>>
>>>> at
>>>
>>>
>>>> this stage:
>>>>>
>>>>>
>>>> Thanks Simon the program looks great and it is good to see something on
>>> paper.
>>>
>>>
>>>> Do we get an option to save money by not using the Parkside Auditorium
>>>> on Thursday? The program as structured suggests we don't need it.
>>>>
>>>>
>>> We would need to pay for the Auditorium on the Thursday even if we did
>>> not use it for two main reasons; Firstly, the Foyer area which we are
>>> using for Exhibition and catering comes packaged with the Auditorium ie:
>>> SCEC would be unable to sell the auditorium to another client as they
>>> would not have access to the foyer. Secondly whether the room is in use
>>> or not it will still be set up with our AV equipment and requirements.
>>> Therefore we are better off using the Auditorium for a session on this
>>> day rather then paying for an additional session room.
>>>
>>>
>>>
>>>> 6. Comments on the venue
>>>>>
>>>>> a) Capacity has been given for G07 can we abandon the suggested
>>>>>
>>>>>
>>>> usage
>>>
>>>
>>>> in favour of using this as a session room and secure this for the
>>>>> conference i.e. 21st, 22nd & 23rd?
>>>>>
>>>>>
>>>> We would strongly recommend against using G07 as a session room for
>>> three reasons:
>>> 1) The ceiling height is low and this prohibits the height of the
>>> screen, this can lead to the bottom of the screen being hidden by the
>>> chairs in front. The room is better suited to speaker preparation room,
>>> board room for Organising Committee, area for volunteers to gather/store
>>> belongings.  2) The capacity is quoted as 60 theatre style however please
>>> bear in
>>> mind that delegates will often leave a seat between themselves and
>>> others for comfort sake. We would recommend that the size of the room
>>> allows for additional seats. 3) The capacity of the room will decrease
>>> once an AV screen, lectern and
>>> head table for chairperson is included as these will take up space at
>>> the front of the room.
>>> From your above and previous comments we realise that the OC does not
>>> want a speaker's preparation room as part of the conference. Is this
>>> because most delegates will use their own computers for their
>>> presentation? Please confirm.
>>>
>>>
>> After chatting with Paul Ramsey and Jeff McKenna, both agreed that
>> speaker's prep room is not required. "People have hotel rooms they can use
>> for that".
>> Yes, speakers will all be bringing laptops, unless they are damaged in
>> customers, in which case they will borrow a laptop from a friend or someone
>> in the audience.
>>
>>>
>>>
>>>> b) Can we confirm G04 for the conference i.e. 21st, 22nd & 23rd?
>>>>> c) Can we opt out of 110A and 110B?
>>>>> d) I think we need to secure Parkside 01, 02, 03, 04 & 05 for
>>>>>
>>>>>
>>>> workshop
>>>
>>>
>>>> set up on Monday 19th.
>>>>>
>>>>>
>>>> TH will contract this space on Monday 19 October.
>>>
>>>
>> Looking at the exhibition layout, which spill around Parkside 110A & 110B,
>> will this be an issue if we don't use these rooms.
>>
>>>
>>>
>>>> e) I would like to see exhibitors have access to the Parkside foyer
>>>>>
>>>>>
>>>> as
>>>
>>>
>>>> soon as lunch has finished on the Tuesday 20th?
>>>>>
>>>>>
>>>> Are you planning on offering workshop delegates morning and afternoon
>>> tea? Looking at the program it seems like only lunch will be offered,
>>> can you please confirm?
>>>
>> Simon?
>> I expect will be be serving tea for 15/20 mins.
>>
>>> If you are not using the foyer for afternoon tea
>>> then exhibitors could come in and dress their stands after lunch. Please
>>> note that the foyer is the only way delegates can get from rooms G01,
>>> G02 and G03 to G04 and G05, so delegates may be walking through the
>>> exhibition area while exhibitors are setting up. The exhibition would
>>> officially open at 0900am on Wednesday 21 October.
>>>
>>>
>>>
>>>> f) Will the booth bump in during the night on the Monday incur extra
>>>>> costs?
>>>>>
>>>> There is a small charge for bumping into the exhibition area from
>>> midnight. However it is less then paying for an extra day's room rental
>>> for bump in on Monday.
>>>
>>>
>>>> Agreed, I'm interested to know if we can mitigate risk by opting out
>>>>
>>>>
>>> or
>>>
>>>
>>>> taking rooms at the last moment.
>>>> We can lock into number of delegates = 550 to 600.
>>>> Anything over that should be optionally added later.
>>>>
>>>>
>>> Agreed that for the moment we contract rooms for 550 - 600 delegates and
>>> then we have placed additional rooms on hold which we will be able to
>>> contract at a later date (at 2009 prices) should delegate numbers or our
>>> requirements increase.  Following on from my point above regarding G07 we
>>> are concerned about
>>> the room capacities of the session rooms and would recommend that
>>> instead of using G07 as a session room that we hire half of the Parkside
>>> 110 rooms (either A or B) giving you the following room capacities:
>>>  Parkside Auditorium - 1000 delegates
>>> Parkside 110 (A or B) - 240 delegates Parkside G02 - 70 delegates
>>> Parkside G03 - 50 delegates (tutorial)
>>> Parkside G04 - 120 delegates (tutorial)
>>>
>>> In providing a bigger room, it provides greater flexibility in
>>> programming and gives delegates a bit more room and comfort.
>>>
>> I think we should be using Parkside 110A as it is right in the middle of
>> the Exhibition, and could double as the Demo Plugfest room that was used if
>> previous years. (Alternative is to set up a small stage in the Exhibition
>> area, if that is allowed.)
>>
>> What is the impact on cost?
>> Julia, when you want me to make a decision based on options, please
>> provide me with differences in functionality / service / risk / cost so that
>> I can make an informed decision. (Otherwise I'll be asking you for these
>> details)
>>
>>
>>
>>>
>>>> 7. Comments on the exhibition
>>>>>
>>>>> The variety of booth choices is preferable to many small booths. In
>>>>> summary this alternate configuration will provide us with:
>>>>>
>>>>> a) 15 x 3m x 1m booths
>>>>> b) 9 x 3m x 2m booths
>>>>> c) 8 x 3m x 3m booths
>>>>>
>>>>>
>>>> Sounds good.
>>>>
>>>>
>>>>> My preference remains to stay with the Parkside Foyer as alternate
>>>>> costs for the Exhibition space seem prohibitive. I would like to
>>>>>
>>>>>
>>>> seek
>>>
>>>
>>>> confirmation that we can double up as required on these booth sizes?
>>>>>
>>>>>
>>>> Agreed.
>>>>
>>>>
>>> As previously mentioned there is no capacity to double up on booth size
>>> if required. The floorplan that SCEC has provided shows the maximum
>>> number of exhibition booths that we can fit in Parkside Foyer along with
>>> 600 delegates. Due to the physical space restrictions of the space we
>>> are unable to make anymore changes to this floor plan (moving exhibition
>>> booths around or changing the size of any booths).
>>>
>> Kirsty has given us an exhibition floor plan which has some bigger stands:
>> Linked from here:
>>
>> http://wiki.osgeo.org/wiki/FOSS4G_2009_SCEC_Rooms#Exhibition_Floorplan_.28Parkside_Level_1.29
>>
>>>
>>> Moving forward I have attached an updated snapshot of the venue
>>> allocation that outlines the above rooms and what we recommend we
>>> confirm with SCEC. Cameron, as discussed this morning please sign the
>>> attached document to ensure that the OC is in agreement with the rooms
>>> that TH will contract with SCEC for the FOSS4G 2009 Conference.
>>> I have spoken to SCEC and they are happy if I contract these room on
>>> Monday so please read through and call me if you have any additional
>>> changes.
>>> Kind Regards
>>>
>>> Julia Vernon
>>>
>>
>> Attached is my revised suggestion for rooms (if not too expensive). I've
>> removed room G07 as I don't think we need it if we use 110A.
>>
>>
>> ------------------------------------------------------------------------
>>
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