[foss4g2014] Meeting Notes from last night

[Darrell Fuhriman]

Also on the wiki: http://wiki.osgeo.org/wiki/FOSS4G_2014_Planning_Meeting_18th_November

Attending:
In the room: Molly, Darrell, Reid
On the phone: Eli, Matt, Tanya, Neil, Greg, Percy

Agenda
See also previous meeting notes, FOSS4G 2014 Planning Meeting 12th November
Platform for managing paper submissions
Molly presented on several options
We can expect 400+ submission
Need to check if there is existing community voting method
WhereCampPDX co-location with Code Sprint
Reid gives some background on Eliot Center and wifi provider
Sponsorships through FOSS4G add-on and WhereCampPDX on smaller local companies
Previous year's budget link to get added here _______ or sent to list
Mostly dedicate code sprint space (shared for morning announcements and lunch)
Not necessarily combined registration
Stumptown mostly taking lead on organizing for both days, FOSS4G probably venue, food
Avoid last day FOSS4G double booking with WhereCampPDX party, possible opportunity to combine on OSGeo Annual Meeting and then progress to party
logo design process
Timeline will be sent to list (December 23rd for final)
Concept research, send ideas starting now
PDX is (mostly) consensus for name
Last opportunity to brainstorm ideas and pass along to Elizabeth
Sponsorship updates
Mountain theme, Mt. Tabor, St. Helen's
Lists have been assembled, need to remove duplicates
Review for appropriate contacts
Some focused email and phone follow up
Mailchimp, constant contact or something else to track outreach
Roll out soon (before logo)
Need to determine source to keep all this in (shared google doc?)
Hotel
Not very interested in Hotel block, too high a risk
Convention center
GIS Day video
Contact Madeline or Christina for Darrell to make announcement
ORURISA/GIS In Action coordination
Occasional announcements
Regular Announcements
Program Announcement
Potential media sponsor? Professional organization affiliation? ORURISA and/or URISA?
Press Releases
Percy will proofread
Darrell will help
Nate is really good at this stuff, Percy will talk with him
Need outlets/media sponsors, see media sponsors at 2013
Academic Update
Do we want to keep using existing OJS instance? (i.e. we could take overpayment and administration)
Helena interested in helping at AGU
Website
Darrell to send email update on this
Nottingham details coming in, FOSS4G2013_Cookbook
Sending update
Required to Board
Discuss too
To do list before next meeting
Eli to do theme recap on list, either come to decision or pass raw material to Elizabeth
Percy to respond to Helena on AGU
Percy to email Nate DiNiro about outreach Percy did this, will report back
Percy to look into (existing) OJS more
Darrell to contact Paul Ramsey about community voting
Reid to send budget outline
Eli to combine sponsor list and start
Eli to come up with Press Release schedule and combine with Molly
Darrell to sign up for mailchimp
Eli to come up with shared source for sponsorship stuff
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