[Foss4g2009] Venue & program comments

Sun Feb 8 17:53:48 EST 2009

Yes, physical space was my only concern, and it looks like the lower 
parkside foyer has plenty or room for both posters and relaxation.  I 
believe the picture even reveals comfy chairs :)

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
http://www.terrapages.com

mapbutcher wrote:
> 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
>> http://www.terrapages.com
>>
>>
>> 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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>>> Foss4g2009 at lists.osgeo.org
>>> http://lists.osgeo.org/mailman/listinfo/foss4g2009
>>>
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> 