13:03:30 #startmeeting osc11 PLanning Meeting 13:03:30 Meeting started Wed Jul 20 13:03:30 2011 UTC. The chair is AJaeger. Information about MeetBot at http://wiki.debian.org/MeetBot. 13:03:30 Useful Commands: #action #agreed #help #info #idea #link #topic. 13:03:35 #chair henne suseRocks 13:03:35 Current chairs: AJaeger henne suseRocks 13:03:55 Welcome to the second part of our openSUSE conference 2011 planning meeting. 13:04:11 * suseROCKs prefers a little more #bed :-) 13:04:11 For an agenda, see: http://en.opensuse.org/openSUSE:Conference_meeting 13:04:26 I'd like to say a big THANK YOU to Henne for updating the todo pages: 13:04:39 http://en.opensuse.org/openSUSE:Conference_promotion_todo_list and http://en.opensuse.org/openSUSE:Conference_todo_list 13:04:52 * suseROCKs thanks henne as well before actually going over to look at the page 13:05:04 The agenda for today is: 13:05:05 * Venue 13:05:08 * Social Events 13:05:11 * Hotels 13:05:20 Let's start with the first one on the list. 13:05:24 #topic Venue 13:05:42 did you come up with a list somewhere? 13:05:47 Henne and myself put some stuff online at http://en.opensuse.org/openSUSE:Conference_todo_list#Venue 13:06:40 I suggest we review the list by area one by one and henne edits again. Ok? 13:06:48 yes please 13:07:10 #topic "Venue - Beergarden" 13:07:40 there are also some general Venue tasks 13:07:49 maybe we should do them first? 13:07:57 henne: Thanks, let's go up. 13:08:02 #topic "Venue - General" 13:08:23 * henne introduces AJaeger to the power of #undo ;) 13:08:37 henne: Even for topics? Thanks! 13:08:39 yes 13:09:09 so Technical Support 13:09:12 Who all is here participating? Is it just the three of us? 13:09:26 Seems to be - but even then it makes sense. 13:09:37 Sure 13:09:45 cwh is also there 13:09:51 yo 13:09:51 Technical support - yes we need volunteers to do this. 13:09:53 HI cwh! 13:09:58 I'd participate but I won't be in Germany anytime soon :P 13:10:17 do we want to have someone per room who is responsible? 13:10:21 Dominian, Useful suggestions, comments, and ideas are sill welcome :-) 13:10:33 suseROCKs: I'll keep an eye on the channel.. at work at the moment. 13:10:50 i guess this only makes sense for the main room. right AJaeger? 13:10:56 henne: We could combine technical support and session chair - or split it up. 13:11:00 henne, Can you give us an idea for the purpose of this discussion.... how many rooms are we talking about (and I presume you mean session rooms) 13:11:16 For the main room and the Baalroom we need technical support since we want to have microphones there. 13:11:34 suseROCKs: four rooms, see seminar rooms 13:11:41 on http://en.opensuse.org/openSUSE:Conference_location 13:11:54 ok 13:12:10 so we only need 2 people for the main room 13:12:20 henne: Give me the AI to update the above URL with some more details. 13:13:13 ok 13:13:22 so we only need 2 people for the main room IMHO 13:13:29 Ok so we need a person to handle technical issues in each room, right? 13:13:40 I would add one additional person for Ballraum 13:13:46 both for technical assistance/session chair 13:13:59 AJaeger: why? 13:14:15 henne: Ballraum is large and will have microphones etc as well. 13:14:16 Are we planning on people bringing their own laptops and hook up to the projector or bring a USB? 13:14:16 and both with a phone you can call 13:14:32 suseROCKs: own laptops of course 13:15:27 So the tech person should be prepared to address laptop connectivity issues since that's the most common reason why sessions get delayed 13:15:55 yeah 13:15:57 AJaeger: is the ballroom also upstairs? 13:15:59 and might have a spare laptop in case something doesn't work? 13:16:00 We sat around for a half hour last year waiting for one session to get started :-/ 13:16:04 henne: Upstairs 13:16:16 henne: 3rd floor 13:16:47 AJaeger, +1 to the spare laptop and I suggest we inform our presenters that they have the option of bringing their own laptop or just a USB if they prefer. 13:16:47 then lets have 2 people upstairs and 2 people downstairs 13:17:12 ok, henne. 13:17:19 makes the task to find 16 volunteers 13:17:40 yep. 13:17:41 and the taks to organize 2 spare laptops 13:17:53 agreed. 13:17:59 that's enough for technical support I think 13:18:06 yeah - next one is "pin buttons" 13:18:21 Shall we do them - or use name tags and lanyards? 13:18:28 I'd like to ensure we videotape each session (at least the talks) is that part of technical category? 13:18:31 name tags with lanyards is less work ;) 13:18:51 ^^ means we need to ask people to loan their cameras. I have one I plan to loan if not enough are available 13:18:52 suseROCKs: Already noted for main room but not for others. 13:19:39 WE would not only need volunteers to record but also some to upload stuff. That took ages at osc09 ;( 13:19:54 Yes 13:20:12 Fortunately my camera handles a huge SD Card for 9 hours worth of data. So I can easily swap out SD Cards 13:20:30 i have a question for the last task 13:20:37 who is going to organize the volunteers? 13:20:43 But we do need someone ready on hand to quickly process completed tapings. So, a "video team" should be organized 13:21:02 henne, Volunteers in general or volunteers for video? 13:21:17 henne: I guess we need to do a general call for volunteers as part of marketing activities. 13:21:22 volunteers for tech support 13:21:38 who is we? you and me? :) 13:21:47 ;) 13:22:00 we should leave it open then 13:22:07 AJaeger, Yes. And I think its really important we do that because we want to make sure everyone feels a part of and invested in the conference. 13:22:10 so we know no one is caring for it 13:22:40 henne: The technical support as "audio-video". 13:22:49 For video we might need an extra person, I would separate this out. 13:22:50 Are these volunteers that will be on-site at the conference in Germany? 13:22:58 the task is: Technical Support. Find 4 volunteers (2 downstairs/2 upstairs) for each day to act as techsupport for beamer/mic/room support 13:23:11 projector - not beamer ;) 13:23:33 with that definition I'M fine. 13:23:41 now on to video 13:23:45 so do we want to record ALL talks? 13:23:46 Dominian, I think we'll have a better idea of "volunteer needs" once we have the full list blown up 13:24:00 i would suggest we only record the main room 13:24:08 suseROCKs: Right, but these people will be on-site at the conference in Germany? 13:24:14 everybody always wants video but nobody really wants to do it 13:24:20 Dominian: yes of course 13:24:22 henne: If we have enough volunteers, yes. But let's make a call for a video team and let them decide what they can do. 13:24:23 drat 13:24:33 henne, I want to do it. :-) 13:24:33 henne: ok, I can't volunteer then hehe 13:24:45 henne: Main room for sure. 13:25:16 haven't you learned yet that the success of some call for help is dependend on the description of the task? :) 13:25:24 The key is to find 4 willing donors of cameras and people willing to manage the cameras 13:25:39 so lets define what we, the conference team, want 13:25:52 henne: Then make it minimal and easy to manage - just the main room. 13:26:06 i find that enough yes 13:26:20 :-/ 13:26:52 suseROCKs: we had no volunteers for osc10 to do video, and it took ages to upload - so from past experience, let's start small. If enough people volunteer, we can go for the maximal version 13:26:54 suseROCKs: how about you organize that and then you do more? :) 13:27:19 henne, That's what I said, isn't it? :-) 13:27:35 not explicitely no... 13:27:46 okay wonderbar 13:27:58 henne: So, sign him up and let's move on. suseROCKs thanks, I didn't grab it either. 13:28:05 ok, "pin buttons" 13:28:18 Shall we do them - or use name tags and lanyards? 13:28:28 what is "pin buttons"? 13:28:28 name tags with lanyards is less work ;) 13:28:29 we don't have a button machine. but it would be cool to have one 13:28:42 in general 13:28:49 we can buy one, they're not so expensive. 13:28:50 here in US Pin and button is synonomous :-) 13:29:03 I want an openSUSE license plate for the front of my car 13:29:06 :P 13:29:10 AJaeger: is stuff like that in the budget? 13:29:13 It might make it more difficult to create buttons for those that did not register. 13:29:17 although Green on a Tan vehicle probably wouldn't look that good. 13:29:51 henne: I guess that buttons are as expensive as name tags/lanyards, so it's in the budget. 13:30:15 okay. I'll happily take that task :) 13:30:28 I throw away name tags/lanyards. But Buttons seem more keepsake-able 13:30:39 henne: Give me a cost estimate asap so that I can add it to the budget spreadsheet. 13:30:42 If we're gonna spend the money, seems more prudent to spend it on something that will last 13:30:45 AJaeger: will do 13:30:48 next thing 13:31:53 "check acoustic influence" 13:32:01 There will be some for sure. 13:32:15 acoustic influence... is that a mocking of my hearing aid? :-) 13:32:37 I think this should read: meet at the venue with the PA guys 13:32:54 henne: rewrite it 13:32:57 or rather organize a PA 13:33:22 henne: what exactly does PA stand for? 13:33:28 * cartman wonders the same 13:33:38 Public Audio 13:34:02 public address 13:34:06 http://en.wikipedia.org/wiki/Public_address 13:34:12 Close enough ;-) 13:34:12 loudspeaker :) 13:34:29 henne: incl. mixer - ok. 13:34:45 and Green megaphones 13:35:04 So, yes, needs to be done as part of PA setup. 13:35:14 okay lets go over these in the room parts 13:35:29 next "cleaning, restroom services" -> location team will take it 13:35:47 so those 4 will do it? 13:35:50 I think some of these tasks (Including PA planning) needs to be done by local volunteers. And we should make clear on our list of tasks which ones require local-ness 13:35:58 henne: We'll take care that it gets done. 13:36:23 ah okay 13:36:36 make it "organize cleaning..." 13:36:47 insurance: Have we have had that? 13:36:50 yep 13:36:52 You guys are going to clean up after me when I use the bathroom?? This could get interesting. 13:37:20 henne: Assign it to me and I look into it. 13:37:24 okay 13:37:35 Anything else generic? 13:37:36 AJaeger: ping michl 13:37:47 henne: yeah, will do. 13:37:54 Michl is back? 13:37:59 Will there be a brothel? 13:38:02 suseROCKs: We know where he lives ;) 13:38:09 lol 13:38:15 Dominian: Please read the code of conduct. 13:38:20 AJaeger: :P 13:38:27 #topic "Venue - Beergarden" 13:38:36 yeah lets continue 13:38:54 sun shaed, waste bins -> location team will take care of it. 13:39:24 okay 13:39:32 what about toys? :) 13:39:46 bring your own ;) 13:39:54 a football, a frisbee 13:40:00 stuff like that 13:40:02 beach balls? 13:40:25 always fun to bounce a beach ball around during a keynote speech 13:40:31 not sure whether we can easily use them - the area is not that big. But write it up and the location team will figure out whether it's possible. 13:40:56 okay 13:40:57 henne: Add water pistols to hand out during suseROCKs' sessions ;) 13:41:14 #topic "Venue - Entry Area" 13:41:26 AJaeger, I actually was thinking about water pistols :-) 13:41:35 I would assign everything here to the location team. 13:41:43 Question: Did we miss anything in the list? 13:42:16 we have lighting 13:42:23 do you want to buy more? 13:42:39 henne: yes, some more - so change it to "Buy lightning and also bring existing ones" ;) 13:43:04 henne, add to Venue (generic): REnt Van for setup and conference - assign to me. 13:43:06 is this a dark place? 13:43:21 suseROCKs: Nope - but it gets dark eventually ;) 13:43:39 That could be a problem for me... hmm 13:43:49 but worry about that later... 13:44:11 okay 13:44:24 anything else for Entry Area? 13:44:43 Like banners, etc.? 13:44:55 yeah bring the banners 13:45:04 do we really want to buy flowers? 13:45:05 Good: bring banners, erect banners from sponsors 13:45:17 henne: plants not flowers 13:45:25 my English gets rosty 13:45:26 do we really want to buy plants? 13:45:28 ;) 13:45:40 yes, a few 13:45:47 rusty 13:45:48 :-) 13:46:03 heh 13:46:08 I'm not against plants. I love em, but what is its relationship here? 13:46:22 Close with Zentrifigue separation walls? 13:46:25 suseROCKs: We like to make the entry area look nice 13:46:26 whats that supposed to mean? 13:46:35 separate off instead of close 13:46:48 WE have to move the movable wall behind the entry area. 13:46:54 is that the task of building it up? 13:46:59 yes. 13:47:04 ah. well 13:47:12 i don't think we have to go that deep ;) 13:47:31 then add: Build everything up ;) 13:47:34 or should i also note down "drink water after moving the heavy wall" ;) 13:47:36 Sounds like you want a "Decoration Team" :-) 13:47:49 the question is rather 13:47:55 who builds it up? 13:47:57 henne, Bring truss for moving the heavy wall 13:48:18 the famous location team? 13:48:41 henne: The famous team but with extra help. 13:48:48 or do we need to organize more people for saturday? 13:48:48 We need to ask for some more volunteers. 13:48:56 okay then this is the task 13:49:04 henne: I guess Friday 13:49:16 okay 13:49:19 we'll figure it out ;) 13:49:25 ok, onto the bar 13:49:26 Seriously, just create a "Decoration Team" to handle that and people will volunteer with their creative ideas 13:49:54 are you goind to do that AJaeger 13:49:56 ? 13:50:01 finding the volunteers 13:50:07 give it to me on behalf of the location team. 13:50:12 k 13:50:22 i do that anyway if you say "loation team" ;) 13:50:46 I'll later change some of these to the rest of the team 13:50:52 projector to produce daily schedule to the wall 13:51:03 is that still what we want? 13:51:18 cwh, suseROCKs? 13:51:33 what about the BoFs? 13:51:33 We can drop it - a proposol from the location team ;) 13:51:56 Personally I'd prefer several printed posters throughout the venue rather than a projector beaming the schedule (hard to read) 13:52:01 I agree with whoever wrote down the BoF schedule confusion story udner Registration desk. 13:52:29 but seems people are more in favor of pritned handouts of schedules based on yesterday's conversation 13:52:48 yeah i think so to 13:52:56 but we would need to produce posters 13:52:56 suseROCKs: If we print schedules, we can also print a few larger ones. Henne, add the posters and let's remove teh projector 13:53:11 or can one blow up a A4 pdf to A3? 13:53:28 henne: That'S what I would do - but let Robert figure it out. 13:53:49 Are we going to have daily handouts of changed schedules? 13:54:08 suseROCKs: We decided yesterday that the team producing the handouts will decide this. 13:54:14 added 13:54:19 ok 13:54:36 anything else we could use in the entry area? 13:55:03 what about wardrobe? 13:55:04 Bar and Registration task are part of entry area as well - but are the next two items. 13:55:32 henne: We haven't planned for that one. 13:55:36 Can i ask... "Bar" means ?? 13:55:44 suseROCKs: drinks and food 13:55:51 An actual bar for drinking? Or a bar for refreshments throughout the conference? 13:56:04 suseROCKs: For Old Toad and refreshments 13:56:08 henne, Ok sounds like "Snack Bar" then ? 13:56:18 suseROCKs: yeah something like that 13:56:40 but still. what about wardrobe? :) 13:56:41 Mind renaming it as such just to reduce some confusion (language-wise)? 13:56:56 suseROCKs: done 13:57:01 henne, Want me to have a wardrobe malfunction? 13:57:06 Henne add for the location team: Check if wardrobe is possible and organize it. 13:57:27 We'll evaluate;) ok? 13:57:32 k 13:57:46 * AJaeger needs to go in a phone call, will try to multitask. 13:57:57 ok seriously, wardrobe?? What's that about? 13:58:31 suseROCKs: a cloakroom, a garderobe, a coat rack 13:58:43 ohhhhh 13:58:53 man we have some major language differences today :-) 13:59:11 what language do I speak? 13:59:14 ;) 13:59:24 here wardrobe would be a place where you go into a room to change into a different outfit or costume 13:59:51 hehe okay 14:00:01 so do we want to continue or do we want to stop now? 14:00:01 I kept wondering, what costumes are we wearing this year??? 14:00:08 suseROCKs: Green ones ;) 14:00:20 Believe it or not, I'm actually bringing a costume :-) 14:00:22 when will the CFP team start in here? 14:00:29 in about an hour 14:00:36 so, shall we continue? 14:00:47 sure why not. I got out of bed for this! 14:00:52 i can continue for another hour 14:01:06 I'm in a phone call but can continue... 14:01:11 ok, so let's continue. 14:01:12 okay 14:01:23 since we're talking rooms, i have a side note. I don't see any rooms mentioned for Press or Speakers 14:01:23 #topic "Venue - Bar" 14:01:55 suseROCKs: We never had that - we had last time a single table for press. 14:02:11 suseROCKs: its mentioned on the promo todo list 14:02:27 suseROCKs: in the media relations table 14:02:30 suseROCKs: But I think we can do something. Henne, could you add under "generic": Organize press and speaker rooms. 14:02:49 AJaeger, We didn't really need a speakers room before because the speakers had the opportunity to just go upstairs to their room and relax and decompress before a session. Now they don't have that "escape" room. 14:02:50 its already there, assigned to Jos 14:03:14 suseROCKs: they have the beergarden outside, the entry area with bar etc. 14:03:33 is that generally closed off? 14:03:48 closed off from whom? 14:04:06 a speaker room is meant to give speakers a chance to relax away from the crowds 14:04:11 We have some single rooms that can be used for whatever purpose is needed. 14:04:13 so closed off from general access 14:04:24 ok 14:04:35 ok 14:04:42 lets continue with the bar 14:05:00 henne: Write down to reserve one for these rooms as "Speakers room" 14:05:01 you want to build it out of the empty old toad cradles right? 14:05:08 henne: Klaas wants 14:05:30 henne: Assign the rest to Oliver Fecher 14:05:43 done 14:06:35 the butcher will bring the sandwich coolers 14:06:54 foods and drinks and running the bar is part of the "Food and drinks topic" 14:07:22 #topic Venue - Registration desk 14:07:33 henne: remove the lanyards 14:07:51 the BoF schedule: Will the cfp team discuss this? 14:07:53 there is the main task missing for the Bar topic 14:08:00 who will man it? 14:08:07 foods and drinks and running the bar is part of the "Food and drinks topic" 14:08:32 that topic is inexistent :) 14:08:37 AJaeger, Sure 14:08:43 because we have the bar :) 14:08:58 non-existent 14:08:59 henne: It was a topic of yesterday's agenda but didn't make it today's... 14:09:19 i got rid of it because this is only interesting for the Bar 14:09:25 we also had the idea to sell the stuff 14:09:34 #undo 14:09:34 Removing item from minutes: 14:09:55 and finance free entertainment in the evening with that 14:10:02 so we need people to man the bar 14:10:10 Ok, then let's handle the complete topic here. 14:10:15 yes please 14:10:45 So, we need volunteers to run the snackbar and sell stuff. 14:10:51 yes 14:11:18 who is going to organize them? 14:11:31 Ordering of stuff will be done by location team (prior to meeting) and the volunteers. 14:11:51 henne: Write down drago and myself for organizing them. 14:11:52 sidebar.... do we have refrigeration capabilities on site or do we need to bring ice chests? 14:12:07 suseROCKs: For what? 14:12:19 Cold beer :-) 14:12:31 Yes, we'll have drink fridges on the list. 14:12:35 suseROCKs: the butcher brings 2 ice chest 14:12:47 and we have to organize fridges for the drinks ourselves 14:12:53 i've noted it down 14:13:22 henne: Add freeze for ice cream as well. 14:13:36 ice cream? 14:13:40 ooh ice cream... add extra for vuntz :-) 14:13:54 where do we get ice-cream from? :) 14:13:55 So, we'll have at the bar softdrinks, snacks, sandwiches and ice cream. 14:14:01 henne: Olli Fecher 14:14:35 ok 14:15:16 anything else for the bar? 14:15:52 As henne said we plan to sell the stuff easily and any profits will be used to buy some BBQ stuff to BBQ in the evening. 14:16:17 easily-> cheaply. 14:16:34 lets move on :) 14:16:49 #topic Venue - Registration desk 14:17:24 what about the BoFs? 14:17:34 we'll discuss that at the CFP meeting 14:17:40 i think we should task the CFP team with it 14:18:12 Check: http://news.opensuse.org/2011/06/14/opensuse-conference-and-rw-sessions-the-bof/ 14:18:32 It contains a section on "Scheduling the BoF's" 14:18:56 suseROCKs: TAke that as input - and we might need to update teh news story then... 14:19:19 okay I note it down for them 14:19:28 henne: Add Board for scheduling BoFs to registration desk - just in case. 14:19:44 sure 14:19:46 we need volunteers to run the registration desk. 14:20:12 FYI: Alexia said she was planning to come to this year's conference. 14:20:24 but with increased attendance, I hope she's not left to do all the registration work :-) 14:20:48 suseROCKs: Last time I mailed with her, she told me it's too close to Brainshare and she won't come. 14:21:01 ahh changed of plans then :-) 14:21:31 so we need to find volunteers 14:21:38 So, task is to find volunteers to run the registration desk - give it to drago and myself. 14:21:38 who is going to do that? :) 14:22:06 we all will... through spreading the word and marketing etc. 14:22:22 what about promotion stuff like in the last years? 14:22:28 bags 14:22:32 sticers 14:22:37 t-shirts 14:22:49 do we want to hand out something like that? 14:23:04 well... in past years we used Novell bags (same one for both years) Would be nice to have an actual openSUSE labeled bag, but that will cost more 14:23:05 or is all you get the program and your pin? 14:23:32 and whatever our sponsors want to distribute... 14:23:49 I'm all for some linen bags - but we have to check budget for those. 14:23:56 Seems we won't do tshirts this year, but we sshould definitely be ready to give out DVDs and stickers (I know we're out of DVDs right now) 14:24:19