fudcon-planning November 2010

fudcon-planning@lists.fedoraproject.org

19 participants
68 discussions

FUDCon Tempe - Overflow hotel info available soon
by Robyn Bergeron 08 Nov '10

08 Nov '10

Just wanted to provide a quick update on this: As you all know, the primary hotel, the Marriott Courtyard Tempe Downtown, has given us 5 additional rooms for our block which need to be filled by today [1]. Because prices will be higher after these rooms are booked and/or after the 7th of November, some folks have been asking about a secondary hotel for those who are more cost-conscious. I've arranged a $99/night rate with the Four Points Sheraton [2] in Tempe. It is approximately a mile and a half from the Courtyard, but is still technically "just off campus" - across the street from the southeast corner of campus, on University Ave. / Rural Road. For folks walking to ASU Memorial Union on Sunday, it will be approximately the same distance as walking from the Courtyard; however, it's quite a walk from the Brickyard building, but to alleviate that issue the Sheraton will be providing shuttles to those who need to go to/from the Brickyard on Saturday and Sunday. Here's what's included: * Free Airport shuttle service (to/from) * Free high speed intarwebz * Free breakfast * They'll shuttle our folks to/from FUDCon events, though we should make some effort to coordinate / get everyone on the shuttle efficiently We do not have a room block "obligation" - that is to say, we are not contracted to fulfill a certain number of rooms. The contact has already sent me the limited paperwork, which I have sent back, which basically was "what is the name of your conference / group," and she is providing me with a group code and direct link for booking tomorrow. As soon as I have the full information and link tomorrow I will post it on the wiki! -Robyn [1] http://lists.fedoraproject.org/pipermail/fudcon-planning/2010-November/0013… [2] http://www.fourpointstempe.com/

2 1

Room block is now filled
by Paul W. Frields 06 Nov '10

06 Nov '10

Hi all, I received word from Marriott that our room block is not only filled ahead of schedule, but they extended us a few extra rooms at our discount rate as a courtesy. However, at this point, they can't provide any additional rooms at the $99 rate. They are willing to extend a $169 rate, which is discounted from the $229 that I see as a general offer on their site. (Wow, we made out like bandits.) We have a couple options to proceed: * A planning team member could locate a nearby hotel that can provide a more comparable rate to our original $99 rate, preferably without a guarantee attached, and with a later deadline, such as Dec. 15 or Jan. 2, and set up a contract for Red Hat to execute for that block (which I would sign for Red Hat). PROS/CONS: + Encourages more community travel by people who are on their own dime + Extended deadline + No potential loss of funds to pay for guaranteed but unfilled rooms o Requires additional, rapid work by non-Paul person - Splits up the community into multiple places, incl. logistics hassles and $$ for multiple hospitality/hacksuites * We could engage with Marriott to get more rooms at the higher rate, a sort of "step up" for people who weren't early enough to get the early bird rate. I would be willing to handle this, since I already have points of contact with Marriott and it doesn't seem like it will take much work. I would also contact my original sales handler to see if I could work them down to something like $149, and I would eschew any further guarantee. PROS/CONS: + Extended deadline + No potential loss of funds to pay for guaranteed but unfilled rooms + Keeps community together in one place for hacking and socializing o Slightly better cost than leaving people to book for themselves; for a 4-night stay, ~$680+tax vs. $800+tax for booking on your own - Significantly more expensive than our original rate (~$400+tax for 4 nights) -- Paul W. Frields http://paul.frields.org/ gpg fingerprint: 3DA6 A0AC 6D58 FEC4 0233 5906 ACDB C937 BD11 3717 http://redhat.com/ - - - - http://pfrields.fedorapeople.org/ Where open source multiplies: http://opensource.com

1 1

[fudcon-planning] #66: Request for Invitation Letter to attend FUDcon Tempe
by fudcon-planning 04 Nov '10

04 Nov '10

#66: Request for Invitation Letter to attend FUDcon Tempe -------------------------------+-------------------------------------------- Reporter: aacosta | Owner: jsmith Type: Task | Status: new Priority: normal | Milestone: Component: FUDCon Tempe 2011 | Keywords: -------------------------------+-------------------------------------------- Hello guys, Getting into the States in the past has not been a problem for me, but experience dictates that a invitation letter improves a lot the chances in obtaining the permit. I've been told also that an original printed and signed letter is better than an electronic one, so -if possible- I'd like to request the second. Best Regards P.S. Full name and postal address Cesar Alejandro Acosta Acosta Calle de los Alamos 9724 Fracc. Los Alamos C.P. 31125 Chihuahua, Chih. MEXICO -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/66> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

1 1

FUDcon LATAM 2011 decision & FAmSCo meeting minutes
by David Nalley 02 Nov '10

02 Nov '10

At today's FAmSCo meeting the primary topic was a decision on the location for FUDcon LATAM 2011. This particular FUDcon bid process featured 4 very well qualified proposals, from Foz do Iguaçu, Porto Alegre, Valparaíso, and Panama. There were no bad choices in any of the proposals, and in truth any of the venues would make an ideal venue. It's a sign of a very healthy community that so many dedicated individuals have stepped up offering to host FUDcon. As noted in the bid process, regional ambassador leadership, and ultimately the budget owner (CommArch, represented by Max Spevack, who is also on FAmSCo) is responsible for venue decision. In the end the decision was for Panama as the location for FUDcon LATAM 2011. What follows is a bit of explanation, as a decision did have to be made. The following issues seemed to be important during the course of the FAmSCo meeting: 1. Whether we wanted a stand-alone FUDcon or one attached to a F/LOSS event. and 2. Whether we wanted FUDcon to continue occurring in locations that have previously held a FUDcon. On the first point, historically FUDcon LATAM has generally been attached to a F/LOSS conference. Other regions have noted that this has been a potential difficulty. While attaching to an existing conference potentially garners a larger audience, it also adds distraction to both events. FAmSCo felt that a stand-alone event has the potential for greater impact. Despite the fact that we think that FUDcon is best as a standalone event, we recognize the fact that events such as Latinoware and FISL are key events in LATAM. As such, we continue to encourage the development of FADs at events such as these, and both FAmSCo and CommArch are committed to ensuring that these can be funded at appropriate levels. Secondly, we have held FUDcons in Brazil, and Chile. While we tend to have a larger contributor community in those regions, we felt it was important to move FUDcon to a new region of LATAM, in hopes that we can grow our contributor base in both maturity and number. In the course of the meeting, there seemed to be repeated concern over the fact that a large portion of our LATAM contributor base is from South America, and the cost of travelling outside of that region. Travel sponsorships are available, and the Fedora Project, via CommArch is committed to seeing contributors from all over LATAM attending FUDcon. David Nalley on behalf of FAmSCo Minutes: http://meetbot.fedoraproject.org/fedora-meeting-1/2010-11-01/fedora-meeting… Minutes (text): http://meetbot.fedoraproject.org/fedora-meeting-1/2010-11-01/fedora-meeting… Log: http://meetbot.fedoraproject.org/fedora-meeting-1/2010-11-01/fedora-meeting…

6 5

North America travelers
by Paul W. Frields 01 Nov '10

01 Nov '10

According to our previous communications, Jared is on the hook to book tickets for North American travelers to FUDCon. I know from long experience, though, he's been at least as tied up as anyone with the Fedora 14 release. :-) I seem to recall we have about a half a dozen people waiting for tickets, and prices will start rising soon for these airfares. Let's look to Jared to have these handled by the time of next week's FUDCon Tempe planning meeting, whenever that happens. -- Paul W. Frields http://paul.frields.org/ gpg fingerprint: 3DA6 A0AC 6D58 FEC4 0233 5906 ACDB C937 BD11 3717 http://redhat.com/ - - - - http://pfrields.fedorapeople.org/ Where open source multiplies: http://opensource.com

2 2

FUDCon Tempe planning recap 2010-11-01
by Paul W. Frields 01 Nov '10

01 Nov '10

Minutes: http://meetbot.fedoraproject.org/fudcon-planning/2010-11-01/fudcon_tempe_pl… Minutes (text): http://meetbot.fedoraproject.org/fudcon-planning/2010-11-01/fudcon_tempe_pl… Log: http://meetbot.fedoraproject.org/fudcon-planning/2010-11-01/fudcon_tempe_pl… Meeting summary --------------- * Roll call (stickster, 19:00:49) * New meeting time (stickster, 19:06:20) * LINK: http://whenisgood.net/cnksq3 <-- sign up for your times here (stickster, 19:06:33) * LINK: http://whenisgood.net/cnksq3/results/tm27xz <-- get results here (stickster, 19:06:43) * ACTION: stickster send those links to the list so it really happened :-) (stickster, 19:07:17) * jsmith gave update on his contact's internet status in ticket #19 -- need an estimate of cost change if we want to pursue with Carlos (stickster, 19:08:08) * ACTION: jsmith Get us an estimate of cost with lift so we can effectively compare (stickster, 19:08:20) * rbergeron already reported to list on prospectus status (stickster, 19:11:56) * ACTION: stickster poke jsmith for ticket status, although suspect he'll get to it end of this week after F14 release and travel. (stickster, 19:12:21) * ACTION: rbergeron look up ambassador notes from last week's mtg re:fudcon swag (rbergeron, 19:13:40) * Ticket agenda (stickster, 19:15:19) * LINK: https://fedorahosted.org/fudcon-planning/report/9 (stickster, 19:15:22) * we just covered ticket #19 above, and rbergeron already advised on #69 (stickster, 19:15:41) * https://fedorahosted.org/fudcon-planning/ticket/50 (welcome packet) (stickster, 19:15:58) * ACTION: rrix to draft ASULUG mail to harang people in to helping document local logistics, food, supplies, the like... (rrix, 19:25:05) * ACTION: jsmith Check for helpers next week, and if no one has stood up, assign these tasks out (stickster, 19:28:16) * https://fedorahosted.org/fudcon-planning/ticket/62 (Catering) (stickster, 19:28:40) * Robyn has the menu on the way this week, so we should be able to start talking about it later this week and start making decisions w/pricing next week (stickster, 19:29:04) * https://fedorahosted.org/fudcon-planning/ticket/61 (Internet w/Zach) (stickster, 19:29:51) * ACTION: rrix to touch base with zgiles, and report back to the gang (rrix, 19:33:28) * Other tickets (stickster, 19:35:00) * LINK: https://fedorahosted.org/fudcon-planning/ticket/70 (T-shirts) (stickster, 19:35:08) * ACTION: jsmith Check back with mizmo next week to see if design bounty is going up for FUDCon Tempe t-shirt (stickster, 19:37:12) * Lodging (stickster, 19:37:39) * ACTION: stickster Talk to Marriott and find out, if we get later signups, can we move them into our block rate as guaranteed (stickster, 19:47:34) * ACTION: stickster will check with Marriott on a graduated rate for late registrants (stickster, 19:52:46) * ACTION: rbergeron reread competitive property sales pitches and send info to the list for overflow purposes / bargaining purposes (rbergeron, 19:55:08) * All other business (AOB) (stickster, 19:55:22) * ACTION: SMParrish add note to wiki pre-registration list stating cutoff for food/swag guarantees (stickster, 19:57:19) * We will probably be able to handle significantly more than 130 people, at least for food and probably for swag. (stickster, 19:57:48) * Remember -- next week we may begin a new schedule for meetings, see the list for details! (stickster, 20:01:33) Meeting ended at 20:01:36 UTC. Action Items ------------ * stickster send those links to the list so it really happened :-) * jsmith Get us an estimate of cost with lift so we can effectively compare * stickster poke jsmith for ticket status, although suspect he'll get to it end of this week after F14 release and travel. * rbergeron look up ambassador notes from last week's mtg re:fudcon swag * rrix to draft ASULUG mail to harang people in to helping document local logistics, food, supplies, the like... * jsmith Check for helpers next week, and if no one has stood up, assign these tasks out * rrix to touch base with zgiles, and report back to the gang * jsmith Check back with mizmo next week to see if design bounty is going up for FUDCon Tempe t-shirt * stickster Talk to Marriott and find out, if we get later signups, can we move them into our block rate as guaranteed * stickster will check with Marriott on a graduated rate for late registrants * rbergeron reread competitive property sales pitches and send info to the list for overflow purposes / bargaining purposes * SMParrish add note to wiki pre-registration list stating cutoff for food/swag guarantees Action Items, by person ----------------------- * jsmith * jsmith Get us an estimate of cost with lift so we can effectively compare * stickster poke jsmith for ticket status, although suspect he'll get to it end of this week after F14 release and travel. * jsmith Check for helpers next week, and if no one has stood up, assign these tasks out * jsmith Check back with mizmo next week to see if design bounty is going up for FUDCon Tempe t-shirt * rbergeron * rbergeron look up ambassador notes from last week's mtg re:fudcon swag * rbergeron reread competitive property sales pitches and send info to the list for overflow purposes / bargaining purposes * rrix * rrix to draft ASULUG mail to harang people in to helping document local logistics, food, supplies, the like... * rrix to touch base with zgiles, and report back to the gang * SMParrish * SMParrish add note to wiki pre-registration list stating cutoff for food/swag guarantees * stickster * stickster send those links to the list so it really happened :-) * stickster poke jsmith for ticket status, although suspect he'll get to it end of this week after F14 release and travel. * stickster Talk to Marriott and find out, if we get later signups, can we move them into our block rate as guaranteed * stickster will check with Marriott on a graduated rate for late registrants * **UNASSIGNED** * (none) People Present (lines said) --------------------------- * stickster (113) * rbergeron (84) * rrix (34) * SMParrish (10) * zodbot (6) * spevack (3) * biertie (2) * inode0 (1) * jsmith (0) Generated by `MeetBot`_ 0.1.4 .. _`MeetBot`: http://wiki.debian.org/MeetBot -- Paul W. Frields http://paul.frields.org/ gpg fingerprint: 3DA6 A0AC 6D58 FEC4 0233 5906 ACDB C937 BD11 3717 http://redhat.com/ - - - - http://pfrields.fedorapeople.org/ Where open source multiplies: http://opensource.com

1 0

Thoughts from UDS
by Matt Domsch 01 Nov '10

01 Nov '10

I had a chance to attend two days of the currently ongoing Ubuntu Developer Summit in Orlando this week. I must say, Canonical has some good practices when it comes to organizing a large, mutli-day event with lots of different tracks. I'd like to take a moment to describe what they do, in hopes Fedora event planning can glean some useful ideas. * 14 separate tracks, running in parallel. You can't hope to make it to everything, either at UDS or FUDCon, but I thought this was a lot. * In each room, they have 2 projectors running: 1 for the discussion leader (though I saw very few slides projected; almost none); 1 for the IRC room dedicated to that physical room. * In each room, they have a set of stereo microphones (4 mics it looked like) at the front of the room. These are connected to an icecast server, such that there is a separate icecast stream running all the time for each physical room. The sound is very clear with a 56kbps stereo vorbis stream. * One IRC channel for each physical room. ** The combination of IRC and icecast lets people participate remotely. * For each session, an assigned note-taking person would keep notes in gobby. Often times these notes were displayed on the discussion leader's projector. In most sessions, others in the room with laptops would also connect to gobby and help take notes. They had a "newer" version of gobby, gobby-infinote, but the gobby server was overloaded much of the time and kept dropping connections. I heard people comment that last year they had gobby problems too - they had it working by Thursday that week, but it was pretty broken at the start of the week this time too. * in each room, there are power strips taped to the floors on each 2 rows of chairs That's all for now... Thanks, Matt

2 1

FUDCon Planning Meeting today - I'll be out, most likely
by Robyn Bergeron 01 Nov '10

01 Nov '10

Hi Folks, I know there's a meeting today, but I'm unavailable (barring mystical interwebz access from above). So I thought I'd give a quick update and some thoughts: 1) I know we've all been waiting for ASU meal information, and I'm supposed to talk with her on the first (which is today) or later in the week. I've asked for (a) the new catering menu (which is what has held us up), as well as estimates based on the new menu for breakfasts, lunch, and FUDPub dinner, for varying sizes of crowds. 2) Now that F14 is about out the door (one more day!) I think it will free up a bit of time for some folks to help out with some of the materials we'd like to give to people when they arrive at the hotel. My main concern is that we get things like addresses / maps / etc. put together so that if we need the design team to help us out, we're not burying them at the last second, or we're not burying ourselves at the last second with "wow, we need to pull together a lot of stuff!." I know there is a "welcome packet" ticket (https://fedorahosted.org/fudcon-planning/ticket/50) - I think it would be good to start breaking this into chunks and assigning the ticket to different folks each week to complete certain bits. 3) I think Nov. 1 was the last day to book hotel rooms. How is our list looking? Do we have people who still need hotel? Paul, I saw in your email to the list, if we need to have more of a block that we would have to guarantee that? How would that work? Can we up the block like... 5 rooms at a time? I think we should bang the drum on the "please update your information on the wiki about if you have booked hotels yet" stuff also. Not to mention the "pipe up if you didn't book it" thing. :) (See mail at http://lists.fedoraproject.org/pipermail/fudcon-planning/2010-October/00136…) 4) Regarding my action items from last week: * The design team is doing FUDCon Tempe shirts for the next design bounty. (See http://meetbot.fedoraproject.org/fedora-design/2010-10-26/fedora-design.201…). Mo had wanted to post it sooner, but was swamped with the new (and awesome) fp.o site last week. I'm sure she'll be getting to posting it as soon as humanly possible, and the design list has already seen a bunch of designs posted. * Herlo and I have still not gotten together on the prospectus. I will try and rectify this today with him and set a firm date / time. :) That's it. I promise. :D -Robyn

2 1

2024

2023

2022

2021

2020

2019

2018

2017

2016

2015

2014

2013

2012

2011

2010

2009

fudcon-planning November 2010