Difference between revisions of "KW Linuxfest/Meeting-2017-10-27"

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== [[KW Linuxfest/Meeting-2017-10-27|IRL Meeting on Friday, 27 October 2017]] ==
+
== [[KW Linuxfest/Meeting-2017-10-27]] ==
−
 
 
−
:'''When''': 27 October 2017 from 8:00pm to 9:00pm {{ical|url=https://sobac.com/owncloud/s/HgmWQARgiWv6j4q/download?path=%2F&files=KW%20Linuxfest%20Organizational%20Meeting%20schedule.ics}}
 
−
:'''Where''': Mumble: mumble://kwvoip.ca/KW%20Linuxfest
 
−
 
 
  
 +
; When: Friday, 27 October 2017 from 8:00pm to 9:00pm {{ical|url=https://sobac.com/owncloud/s/HgmWQARgiWv6j4q/download?path=%2F&files=KW%20Linuxfest%20Organizational%20Meeting%20schedule.ics}}
 +
; Where: Mumble: mumble://kwvoip.ca/KW%20Linuxfest
 +
; Previous meeting: [[KW Linuxfest/Meeting-2017-10-04]]
  
 
__TOC__
 
__TOC__
Line 12: Line 11:
 
===== Deliverables  =====
 
===== Deliverables  =====
 
for this meeting (in order of urgency)
 
for this meeting (in order of urgency)
−
* item
+
* Venue confirmed ('''cjm''')
−
* item
+
* Call For Sponsors sent ('''cjm''')
 +
* Grant application prepared ('''Marc''')
 +
* Mail working (MX record) ('''cjm''')
 +
 
  
 
===== New Items =====
 
===== New Items =====
 +
* Criteria for CFP evaluations
 +
** Should be blind (Colin should remove any names, addresses and other identifying info before making them available to the Evaluation Committee)
 +
* Work on [[KW Linuxfest/Code of Conduct]] (set completion date?)
 +
* [[KW Linuxfest/Call For Exhibitors]] ready to be sent? ('''Bob''')
 +
 +
 
* Add your agenda items here (it's a Wiki!)
 
* Add your agenda items here (it's a Wiki!)
  
 
==== Meeting Notes ====
 
==== Meeting Notes ====
−
:'''Participants''': [[User:ColinJMills|Colin J. Mills]], [[User:BobJonkman|Bob Jonkman]] <!--, [[User:MarcPare|Marc Pare]], [[User:Silverwizard|Sean Howard]] -->
+
:'''Participants''': [[User:ColinJMills|Colin J. Mills]], [[User:BobJonkman|Bob Jonkman]], [[User:MarcPare|Marc Paré]] <!-- , [[User:Silverwizard|Sean Howard]] -->
−
:'''Audio File''': <!-- [[filename]] (xx MBytes, ##h##m) [http://fileurl Play] -->
+
:'''Audio File''': [[File:2017-10-27 KW Linuxfest Organizational Meeting.ogg]] (27.56 MBytes, 31m06s)
 +
 
 +
===== Venue =====
 +
* Confirmed! Conestoga College
 +
* We have the lecture hall (200 seats?)
 +
* Also the cafeteria as the Exhibit Hall and for lunch
 +
** Exhibit Hall will be closed during presentations
 +
* Audio support in the lecture hall?
 +
** Colin will meet with hardware (A/V) people when school resumes
 +
** No live streaming this year, maybe for KW Linuxfest 2019!
 +
*** But at a different venue (Conestoga College will want to brand anything produced there)
 +
 
 +
===== Sponsorships =====
 +
* Colin spoke with potential sponsor Clearpath, uncertain response
 +
** Colin has other contacts he will reach out to (Vehikl, his computer program at Conestoga College, &c.)
 +
* Marc has contacts with sponsors or funders
 +
** Do we have a list of sponsors?
 +
* Are there photos of previous years? Funders like that kind of thing
 +
** Yes, see  https://sobac.com/owncloud/apps/gallery/s/HgmWQARgiWv6j4q#2017-01-28%20KWLinuxfest%20Pictures
 +
** Bob will find other pictures of previous years
 +
* Funders will need a budget
 +
** Marc will prepare one based on anticipated expenses and revenues
 +
* Keep a list on the Wiki for groups that have been approached for
 +
*# Sponsorships or Funding
 +
*# Exhibitor
 +
** Use the [[WatCamp#WatCamp_Sources|WatCamp sources list]] to identify exhibitors
 +
 
 +
===== Mail Server =====
 +
* Colin has set the MX record for ''kwlinuxfest.ca'' to ''sobac.com''
 +
** DNS propagation is taking its time
 +
* Mailing list for organizers is mailto:organizers@kwlinuxfest.ca
 +
* What happened to the server hosting the mail system for ''kwlinuxfest.ca''?
 +
** Colin will check with Sean Howard
 +
 
 +
===== Web Site =====
 +
* Registration page will be available by the end of November
 +
 
 +
===== Registration =====
 +
* Admission will be $10 in advance
 +
** Proceeds to go lunch, advertising, future promotional material (eg. banner)
 +
* Food purchases have to come from Chartwell (Conestoga's food supplier)
 +
** Colin will check with Chartwell
 +
** Food order is paid after the event, so we can have flexible orders
 +
* Call for Exhibitors will go out as soon as online registration is available (Mid-November)
 +
** Will allow exhibitor groups to direct their members to registration site
 +
 
 +
===== Speakers =====
 +
* We will extend Call For Papers/Presentations to 15 November 2017
 +
** https://twitter.com/kwlinuxfest/status/924069264235081730
 +
 
 +
===== Promotion =====
 +
* We've been pretty quiet on social media
 +
** We should increase retweets, replies, faves, &c.
 +
* Poster: Artist needs dimensions: Folio (17" x 11")
 +
* Banner: Laurel Russwurm may have a line on inexpensive banners
 +
** Bob will check with Laurel for cost, supplier name
 +
** Banner should not be specific to this year's event
 +
*** eg. no year, date, location
 +
* Marc will approach groups (sponsors?) to get stickers
 +
* We should have a "Swag Kit" -- something to give to attendees
 +
** Stickers, tote bag...
 +
** Get from banner vendor? Bob will check
 +
** Marc will check with VistaPrint, they sometimes have promotional pricing
 +
** Colin will follow up with artist for promotional material
 +
** Marc will have a button maker
 +
** Colin will scope out other vendors for promotional items
 +
 
 +
===== Code of Conduct =====
 +
* Needs to be complete before registration opens,
 +
* Will base CoC on BSDCan's
 +
* Keep it simple, don't be too specific -- we don't want miscreants to say their specific malactions aren't listed
 +
 
 +
 
 +
 
 +
* Next meeting: [[KW Linuxfest/Meeting-2017-11-10|Friday, 10 November 2017, 8:00pm]]  on Mumble
  
 
==== Text Channel ====
 
==== Text Channel ====
 
<pre style="white-space:pre-wrap;">
 
<pre style="white-space:pre-wrap;">
−
To be added if the meeting is recorded
+
[7:26 PM] Connecting to server kwvoip.ca.
 +
[7:26 PM] Connected.
 +
[7:26 PM] Welcome message:
 +
Welcome to the KWVoIP server running Murmur.
 +
Enjoy your stay!
 +
 
 +
 
 +
[7:26 PM] Recording started
 +
[7:50 PM] BobJonkman connected.
 +
[7:50 PM] BobJonkman moved in from KWVoIP - Kitchener Waterloo Voice over IP Users Group by the server.
 +
[7:51 PM] (Channel) BobJonkman: hello
 +
[7:56 PM] cjm connected.
 +
[7:56 PM] cjm entered channel.
 +
[8:00 PM] (Channel) BobJonkman: https://sobac.com/wiki/KW_Linuxfest/Meeting-2017-10-04
 +
[8:02 PM] (Channel) BobJonkman: https://sobac.com/wiki/KW_Linuxfest/Meeting-2017-10-27
 +
[8:12 PM] Marc connected.
 +
[8:13 PM] Marc entered channel.
 +
[8:15 PM] (Channel) BobJonkman: https://sobac.com/wiki/KW_Linuxfest/Meeting-2017-10-27
 +
[8:31 PM] (Channel) BobJonkman: https://sobac.com/owncloud/apps/gallery/s/HgmWQARgiWv6j4q#2017-01-28%20KWLinuxfest%20Pictures
 +
[8:32 PM] (Channel) cjm: https://www.bsdcan.org/2018/harassment.php
 +
[8:50 PM] (Channel) BobJonkman: https://sobac.com/wiki/WatCamp
 +
[8:52 PM] cjm disconnected.
 +
[8:52 PM] BobJonkman disconnected.
 
</pre>
 
</pre>
  
−
[[Category:KW Linuxfest]]
+
[[Category:KW Linuxfest/Past Organizational Meetings]]

Latest revision as of 15:47, 13 December 2017

KW Linuxfest/Meeting-2017-10-27

When
Friday, 27 October 2017 from 8:00pm to 9:00pm iCal
Where
Mumble: mumble://kwvoip.ca/KW%20Linuxfest
Previous meeting
KW Linuxfest/Meeting-2017-10-04

Agenda

Deliverables

for this meeting (in order of urgency)

  • Venue confirmed (cjm)
  • Call For Sponsors sent (cjm)
  • Grant application prepared (Marc)
  • Mail working (MX record) (cjm)


New Items


  • Add your agenda items here (it's a Wiki!)

Meeting Notes

Participants: Colin J. Mills, Bob Jonkman, Marc Paré
Audio File: (27.56 MBytes, 31m06s)
Venue
  • Confirmed! Conestoga College
  • We have the lecture hall (200 seats?)
  • Also the cafeteria as the Exhibit Hall and for lunch
    • Exhibit Hall will be closed during presentations
  • Audio support in the lecture hall?
    • Colin will meet with hardware (A/V) people when school resumes
    • No live streaming this year, maybe for KW Linuxfest 2019!
      • But at a different venue (Conestoga College will want to brand anything produced there)
Sponsorships
  • Colin spoke with potential sponsor Clearpath, uncertain response
    • Colin has other contacts he will reach out to (Vehikl, his computer program at Conestoga College, &c.)
  • Marc has contacts with sponsors or funders
    • Do we have a list of sponsors?
  • Are there photos of previous years? Funders like that kind of thing
  • Funders will need a budget
    • Marc will prepare one based on anticipated expenses and revenues
  • Keep a list on the Wiki for groups that have been approached for
    1. Sponsorships or Funding
    2. Exhibitor
Mail Server
  • Colin has set the MX record for kwlinuxfest.ca to sobac.com
    • DNS propagation is taking its time
  • Mailing list for organizers is mailto:organizers@kwlinuxfest.ca
  • What happened to the server hosting the mail system for kwlinuxfest.ca?
    • Colin will check with Sean Howard
Web Site
  • Registration page will be available by the end of November
Registration
  • Admission will be $10 in advance
    • Proceeds to go lunch, advertising, future promotional material (eg. banner)
  • Food purchases have to come from Chartwell (Conestoga's food supplier)
    • Colin will check with Chartwell
    • Food order is paid after the event, so we can have flexible orders
  • Call for Exhibitors will go out as soon as online registration is available (Mid-November)
    • Will allow exhibitor groups to direct their members to registration site
Speakers
Promotion
  • We've been pretty quiet on social media
    • We should increase retweets, replies, faves, &c.
  • Poster: Artist needs dimensions: Folio (17" x 11")
  • Banner: Laurel Russwurm may have a line on inexpensive banners
    • Bob will check with Laurel for cost, supplier name
    • Banner should not be specific to this year's event
      • eg. no year, date, location
  • Marc will approach groups (sponsors?) to get stickers
  • We should have a "Swag Kit" -- something to give to attendees
    • Stickers, tote bag...
    • Get from banner vendor? Bob will check
    • Marc will check with VistaPrint, they sometimes have promotional pricing
    • Colin will follow up with artist for promotional material
    • Marc will have a button maker
    • Colin will scope out other vendors for promotional items
Code of Conduct
  • Needs to be complete before registration opens,
  • Will base CoC on BSDCan's
  • Keep it simple, don't be too specific -- we don't want miscreants to say their specific malactions aren't listed


Text Channel

[7:26 PM] Connecting to server kwvoip.ca.
[7:26 PM] Connected.
[7:26 PM] Welcome message:
Welcome to the KWVoIP server running Murmur.
Enjoy your stay!


[7:26 PM] Recording started
[7:50 PM] BobJonkman connected.
[7:50 PM] BobJonkman moved in from KWVoIP - Kitchener Waterloo Voice over IP Users Group by the server.
[7:51 PM] (Channel) BobJonkman: hello
[7:56 PM] cjm connected.
[7:56 PM] cjm entered channel.
[8:00 PM] (Channel) BobJonkman: https://sobac.com/wiki/KW_Linuxfest/Meeting-2017-10-04
[8:02 PM] (Channel) BobJonkman: https://sobac.com/wiki/KW_Linuxfest/Meeting-2017-10-27
[8:12 PM] Marc connected.
[8:13 PM] Marc entered channel.
[8:15 PM] (Channel) BobJonkman: https://sobac.com/wiki/KW_Linuxfest/Meeting-2017-10-27
[8:31 PM] (Channel) BobJonkman: https://sobac.com/owncloud/apps/gallery/s/HgmWQARgiWv6j4q#2017-01-28%20KWLinuxfest%20Pictures
[8:32 PM] (Channel) cjm: https://www.bsdcan.org/2018/harassment.php
[8:50 PM] (Channel) BobJonkman: https://sobac.com/wiki/WatCamp
[8:52 PM] cjm disconnected.
[8:52 PM] BobJonkman disconnected.
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