[foss4g2014] Status Update 2013-08-27

[David Percy]

the subcommittee chairs:
program
academic
workshops
sponsorship
shwag
field trips
volunteers

On Wed, Aug 28, 2013 at 7:47 AM, David Percy <percyd at pdx.edu> wrote:
> 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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>> Foss4g2014 at lists.osgeo.org
>> http://lists.osgeo.org/cgi-bin/mailman/listinfo/foss4g2014
>
>
>
> --
> David Percy ("Percy")
> -Geospatial Data Manager
> -Web Map Wrangler
> -GIS Instructor
> Portland State University
> -gisgeek.pdx.edu
> -geology.pdx.edu
> -portlandpulse.org



-- 
David Percy ("Percy")
-Geospatial Data Manager
-Web Map Wrangler
-GIS Instructor
Portland State University
-gisgeek.pdx.edu
-geology.pdx.edu
-portlandpulse.org