[foss4g2014] Status Update 2013-08-27

[David Percy]

Hi, I left the list of sub-committees in my office, and was working
from home yesterday, I should have them around noon.

On Tue, Aug 27, 2013 at 5:56 PM, Darrell Fuhriman <darrell at garnix.org> wrote:
> There's a lot in here, but your attention in reading all of it is greatly
> appreciated.
>
> Next meeting will be September 9th, 17:30 at Renewable Funding:
> http://calagator.org/events/1250464774
>
> At our last meeting we came up with a rough calendar (I've also added a
> couple of things).
>
> ASAP   - Hire PCO and book venues
> Sep 1  - Choose designer for logo
> Sep 15 - Finalize Logo (soft deadline, but would like it for Nottingham)
> Oct 1  - Finalize sponsorship packages
> Dec 15 - Have site ready to accept proposals
> Dec 31 - Early bird sponsorship deadline
> Jan 1  - Send Call for Papers/Presentations
> Feb 1  - Academic paper deadline
> Mar 31 - Call for Workshops
> Apr 15 - Regular Track presentation deadline
> Apr 16 - Open community comments
> May 1  - Close community comments
> Jun 1  - Send out first invitations for Invited Talks
> Jun 15 - End of Early Bird Registration Discount
>
> 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.
>
> We could really use people who are willing to focus on some specific topics.
>
> Notes and TODOs on the subcommittees
>
> General
>   - we are looking to hire a PCO
>     - Percy and Darrell met with John Kirkland to fill this role.
>     - 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.
>     - Tanya, Neil, and Darrell visited OCC to check out the space we have
> reserved.
>   - Discussions with other organizers have put the fear of god into us about
> overcommitting on hotel rooms.
>   - We will probably wait to sign contracts for hotels and with the OCC
> until we have hired a PCO.
>     - we have gotten preliminary contracts from the DoubleTree and Marriott
> downtown
>   - PSU offers conference registration services for a minimal fee
>     - Percy is going to look into whether this can be used by us, or if it's
> only applicable for
>   - There is a foss4g-private list for discussing things that should not be
> in the public archives.
>     - However, please feel free to subscribe:
> http://lists.osgeo.org/cgi-bin/mailman/listinfo/foss4g2014-private
>     - Subscriptions do require approval
>
> Sponsorship
>   - no head yet (volunteers?)
>   - Darrell will contact previous committees for sponsor contact list
>   - It has been decided not to hire a person to solicit sponsorships at this
> time
>   - We will (tentatively?) offer an early-bird discount of 10% to sponsors
> who pay before a certain date (see above)
>     - this may not be necessary if we find that we don't need to get the
> money in the bank quickly
>
> Design, website, etc.
>   - no head yet (volunteers?)
>   - Darrell sent out RFQ. We're still accepting submissions. There are three
> so far.
>   - If you haven't seen the RFQ, it's on the website:
> http://2014.foss4g.org/posts/2013/08/rfq-foss4g-2014-design-services/
>     - Please distribute it to your networks!
>   - A website is up and running at http://2014.foss4g.org/. This is a github
> hosted page, using Jekyll, so anyone can contribute.
>     - if you have time to devote to the website, that would be awesome!
>
> Academic Track
>   - headed by Percy
>   - will focus on getting academics involved
>
> Program Track
>   - no head yet (volunteers?)
>   - 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.
>     - suggestions? $1k, $2k? Keg of beer?
>   - There needs to be a discussion of how to accept and review paper
> proposals
>     - one option is to modify the code used by OS Bridge
> (https://github.com/osbridge/openconferenceware)
>     - we should also look at the software used in previous years
>
> Invited Talks
>   - No head yet (volunteers?)
>   - The schedule has nine slots for invited talks, plus 3(?) slots for
> plenaries.
>   - We are tentatively planning to cover some (all?) of the invitees
> expenses.
>     - This may be contingent on getting complimentary rooms as part of our
> hotel block.
>   - Suggestions for interesting speakers welcome at any time.
>     - 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.
>
> Workshops
>   - no head yet (volunteers?)
>   - Six of the computer labs at PSU are booked. We're working on the other
> two.
>   - We will probably need BYO Laptop rooms, but those can be gotten at a
> later date
>
> Entertainment (Gala, Field Trips, etc)
>   - no head yet (volunteers?)
>   - Darrell got info on reserving a section at a Timbers game, though this
> obviously can't be done until the schedule is out.
>   - Looking for more Gala location suggestions beyond OMSI, which is all
> Darrell can think of.
>
> Hackathon
>   - no head yet (volunteers?)
>   - Reid of Stumptown Syndicate wants to coordinate WhereCampPDX for the
> final saturday of the conference.
>   - We are thinking that holding the hack-a-thon at the same time, in the
> same venue, would be a good idea.
>     - Metro may not be big enough, especially for break out hack rooms, so
> the Eliot Center has been suggested. (Where OS Bridge is held.)
>     - Reid, I believe you were going to look into venue pricing, yes?
>
>
>
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-- 
David Percy ("Percy")
-Geospatial Data Manager
-Web Map Wrangler
-GIS Instructor
Portland State University
-gisgeek.pdx.edu
-geology.pdx.edu
-portlandpulse.org