KW Linuxfest/Meeting-2017-10-27

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

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

• 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!)

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
  • 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
  1. Sponsorships or Funding
  2. Exhibitor
  • Use the 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: Friday, 10 November 2017, 8:00pm on Mumble

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.