fudcon-planning December 2009

fudcon-planning@lists.fedoraproject.org

19 participants
31 discussions

Bus cost, addendum
by Paul W. Frields 03 Dec '09

03 Dec '09

No need to panic! There is a change in costs for the bus that I'm not sure is properly represented in our budget worksheet. * The bus will be $2700 total, and I believe our sheet calculates it at $2800. That's a savings of $100. * We need to put the bus driver up for two nights; after the incoming trip, and before the outgoing trip. He'll take the room that was originally intended for Mo & Martin Duffy, since Martin is no longer coming and Mo is now rooming with Diana & Mel. I *think* that means overall, we actually save a bit here too, i.e. two fewer nights in hotel costs. Mel and I will take care of the hotel thing this morning. -- 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/ irc.freenode.net: stickster @ #fedora-docs, #fedora-devel, #fredlug

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Cell number
by Chris Tyler 03 Dec '09

03 Dec '09

Hi all, My cell number -- should you need to reach me anytime during FUDCon -- is 416-629-0628. -Chris

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Meeting notes 2009-12-02 UTC 2100
by Paul W. Frields 02 Dec '09

02 Dec '09

Minutes: http://meetbot.fedoraproject.org/fudcon-planning/2009-12-02/fudcon-planning… Minutes (text): http://meetbot.fedoraproject.org/fudcon-planning/2009-12-02/fudcon-planning… Log: http://meetbot.fedoraproject.org/fudcon-planning/2009-12-02/fudcon-planning… ======================== #fudcon-planning Meeting ======================== Meeting started by stickster at 21:02:10 UTC. The full logs are available at http://meetbot.fedoraproject.org/fudcon-planning/2009-12-02/fudcon-planning… . Meeting summary --------------- * Roll call! (stickster, 21:02:27) * LINK: https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_Planning_meetings… (stickster, 21:03:58) * LINK: http://meetbot.fedoraproject.org/fudcon-planning/2009-11-27/fudcon-planning… (stickster, 21:04:52) * LINK: https://fedorahosted.org/marketing-team/report/9 * (stickster, 21:05:12) * hotel status update (stickster, 21:06:43) * ACTION: move Mo into Diana + Mel's room, cancel extra room (now-empty) (mchua, 21:18:26) * ACTION: mchua and stickster to finalize arrangements between Brian Pepple/Luya T. (stickster, 21:22:21) * stickster arriving at hotel 1700-1730 local time (stickster, 21:25:59) * ACTION: mchua & stickster - check with hotel to see if room keys * can be carded for access to the hack suite in addition to a regular * room (stickster, 21:26:45) * SMParrish, gregdek, dgilmore arriving hotel ~1530 (stickster, 21:27:52) * talk tracks, presets (stickster, 21:28:25) * ACTION: ctyler Blog about breakfast vouchers at check-in (stickster, 21:29:22) * All user track sessions have instructors, YAY! (stickster, 21:29:44) * Schedule user track classes for two (2) 30-40 person rooms, change if needed on Saturday morning based on largest expected attendance (stickster, 21:35:41) * Pre-set the three highest-tallied sessions of the ones Andrew listed, and guarantee them space; the others to compete normally. (stickster, 21:38:10) * 5 hours * 6 rooms = 30 slots, ~40 talks (stickster, 21:40:46) * AGREED: Acceptable level of talk co-opetition (stickster, * 21:41:56) * Lunches (stickster, 21:44:27) * Sunday pizza will be self-funded by attendees (stickster, * 21:45:55) * Monday lunch is easy-peasy thanks to cafeteria and food court (stickster, 21:49:33) * AOB (stickster, 21:49:38) * setup (stickster, 21:56:58) * AGREED: Encourage people to use wired where possible (stickster, 21:57:18) * budget stuff (stickster, 22:00:00) * Current buffer = $119.40; if we get Brian or Luya to room with Rex and pick up half, that's $319.40; Mo tripling with Mel+Diana makes $719.40 minus cot charge. (stickster, 22:00:48) * Hotel taxes: 15% of $5800 as written, $5600 minus half the * Rex/Aaron room, $5200 minus Mo's room... that's... $870, $840, and $780 respectively. So it looks like we'll be going somewhere between $100-$300 over our original budget. (stickster, 22:01:02) * LINK: https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_budget (stickster, 22:05:59) * ACTION: mchua & stickster - Make reservation for bus driver, 2 nights only, Dec. 4 and Dec. 7 (stickster, 22:07:19) * ACTION: mchua & stickster - correction: Transfer Mo's room to use for driver! (stickster, 22:08:13) * ACTION: stickster Saturday morning between 10:45-11:00, brief the "halfsies" folks to make sure everyone understands how we'll * handle paying for those rooms, and there are no surprises (stickster, 22:14:45) * ACTION: stickster Send another email around to internal F-Eng * folks to remind them about tight budget and that we aren't picking up extra stuff (stickster, 22:15:23) * AGREED: Final "idiot check" meeting on Thursday, 2009-12-03, UTC 2100 (stickster, 22:17:09) * AGREED: ADDENDUM: Final "idiot check" meeting on Thursday, 2009-12-03, UTC 2100 -- IRC Freenode, #fudcon-planning * (stickster, 22:17:32) * setup, redux (stickster, 22:19:48) * ACTION: mchua Set up breakfast time to allow 8:00 hotel departure * on Saturday, arrive at S@Y at 8:30 (stickster, 22:27:35) * ACTION: stickster to start task list on logistics page * (stickster, 22:27:58) * LINK: https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_logistics#Morning… (stickster, 22:29:51) * ACTION: stickster & mchua to call hotel ~10am (stickster, * 22:35:00) Meeting ended at 22:35:12 UTC. Action Items ------------ * move Mo into Diana + Mel's room, cancel extra room (now-empty) * mchua and stickster to finalize arrangements between Brian * Pepple/Luya T. * mchua & stickster - check with hotel to see if room keys can be carded for access to the hack suite in addition to a regular room * ctyler Blog about breakfast vouchers at check-in * mchua & stickster - Make reservation for bus driver, 2 nights only, Dec. 4 and Dec. 7 * mchua & stickster - correction: Transfer Mo's room to use for driver! * stickster Saturday morning between 10:45-11:00, brief the "halfsies" folks to make sure everyone understands how we'll handle paying for those rooms, and there are no surprises * stickster Send another email around to internal F-Eng folks to remind them about tight budget and that we aren't picking up extra stuff * mchua Set up breakfast time to allow 8:00 hotel departure on Saturday, arrive at S@Y at 8:30 * stickster to start task list on logistics page * stickster & mchua to call hotel ~10am Action Items, by person ----------------------- * ctyler * ctyler Blog about breakfast vouchers at check-in * mchua * mchua and stickster to finalize arrangements between Brian Pepple/Luya T. * mchua & stickster - check with hotel to see if room keys can be carded for access to the hack suite in addition to a regular room * mchua & stickster - Make reservation for bus driver, 2 nights only, Dec. 4 and Dec. 7 * mchua & stickster - correction: Transfer Mo's room to use for driver! * mchua Set up breakfast time to allow 8:00 hotel departure on Saturday, arrive at S@Y at 8:30 * stickster & mchua to call hotel ~10am * stickster * mchua and stickster to finalize arrangements between Brian Pepple/Luya T. * mchua & stickster - check with hotel to see if room keys can be carded for access to the hack suite in addition to a regular room * mchua & stickster - Make reservation for bus driver, 2 nights only, Dec. 4 and Dec. 7 * mchua & stickster - correction: Transfer Mo's room to use for driver! * stickster Saturday morning between 10:45-11:00, brief the "halfsies" folks to make sure everyone understands how we'll handle paying for those rooms, and there are no surprises * stickster Send another email around to internal F-Eng folks to remind them about tight budget and that we aren't picking up extra stuff * stickster to start task list on logistics page * stickster & mchua to call hotel ~10am * **UNASSIGNED** * move Mo into Diana + Mel's room, cancel extra room (now-empty) People Present (lines said) --------------------------- * stickster (236) * ctyler (86) * mchua (81) * SMParrish_mobile (25) * loupgaroublond (16) * overholt (9) * heffer (8) * zodbot (4) * mizmo (4) * ianweller (1) 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/ irc.freenode.net: stickster @ #fedora-docs, #fedora-devel, #fredlug

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FUDBus update
by Paul W. Frields 02 Dec '09

02 Dec '09

Just a quick note to summarize a call I had with Local Motion of Boston (LMB) yesterday: * LMB are not sure whether wifi will be ready for the trip on the 36-seat coach we have reserved, although they expect to have AC power done. If someone has a mobile broadband solution, s/he may want to bring it and share via NM if desired. (More than one is encouraged!) * Our guarantee is good, and we confirmed the pickup/dropoff schedule and locations shown on the wiki. I also passed on the link for their further info. * They also know that Mel will be serving as their first bus warden, and that she will be meeting the bus at the Alewife station. LMB also has Mel's cell phone number so the bus driver can more easily find her and identify a good place to park. In other words, things look good for the bus. Woo! -- 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/ irc.freenode.net: stickster @ #fedora-docs, #fedora-devel, #fredlug

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Meeting on Wednesday?
by Chris Tyler 02 Dec '09

02 Dec '09

Hi all-- Should we have a final fudcon-planning IRC meeting on Wednesday at 4 pm? That gives us a day to take any actions we think are necessary, vs. meeting late Thursday which leaves little time if the bus is leaving Friday AM. -Chris

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User track, and Toronto Red Hat talks
by Paul W. Frields 01 Dec '09

01 Dec '09

Track notes: Steven Parrish agreed to update the wiki to make sure that teacher names were listed next to each session in the pre-set tracks. That way we can ping them to ensure that they link now-ish to information about what they'll cover. I would like to avoid improvisation or slides made up the night before, and that seems fully in keeping with our expectations for funding people's travel to FUDCon. * * * We need to think about setting aside time for our friends in Toronto at Red Hat, who so rarely get to present at a FUDCon because of the travel requirement. I'd like Andrew Overholt to help us pick 3-4 talks that we can establish in this set-aside, to ensure that there's a good sampling of the cool work being done there. I'd like to guarantee each one a spot at the BarCamp. They need not be put in a specific room or time slot until we make the schedule for the rest of the BarCamp. Andrew, please make sure that the presenters are there Saturday morning to pitch their talks (or have a proxy), and tell them to make sure their pitches are winning ones! -- 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/ irc.freenode.net: stickster @ #fedora-docs, #fedora-devel, #fredlug

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More FUDCon lodgers
by Paul W. Frields 01 Dec '09

01 Dec '09

Apparently a room-sharing announcement I made in October confused some engineers inside Red Hat into not making any lodging arrangements. The hotel tells us that there are plenty of rooms available, so I am getting information together to make appropriate reservations for them. However, this does not affect our bottom line. These folks are being paid for out of other budgets. I'll be on IRC in just a little bit, and will try to ping Mel when she's up so we can put our heads together. Woo, nothing like a little crisis coming back from vacation! :-) -- 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/ irc.freenode.net: stickster @ #fedora-docs, #fedora-devel, #fredlug

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How you can help right now
by Mel Chua 01 Dec '09

01 Dec '09

We're in great shape logistics-wise; let's see how much icing we can get on this cake in the next few days. Here's what I know can be done by people who want to pick up short tasks to help out - anything else anyone can think of? * Make template invite emails to send out to local Toronto groups inviting them (again! more reminders always help) to FUDCon. Post them to this list. * Send those invite emails to Toronto-folks. * Help Steven with the user track. * Help Yaakov with FUDCon Live. * 05:02:02 < ctyler> someone should blog a call for people not coming to FUDCon to remove their names [from https://fedoraproject.org/wiki/FUDCon:Toronto_2009#Pre-registration] and then we should aim for an accurate "130" line by Thursday evening. * What else is there? I'll be working on accounting again tomorrow at Some Point In Time, and will try to do so in some sort of "yes, you can watch and be entertained by Mel's attempts to do addition, and join in too!" fashion, in case someone would actually like to try collaborative accounting... I'm also happy to take suggestions on how to set this up better than "be on IRC and periodically upload spreadsheet to the wiki," but I suspect this may be something I may be the only one raising my hand for. ;) --Mel

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FUDCon logistics/budgeting status, T-minus-4-days
by Mel Chua 01 Dec '09

01 Dec '09

1. Make sure all sponsored attendees have lodging settled in Toronto - I *think* it's done, and as soon as the hotel agrees (I failed at phone tag today), it shall be done. Details at https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_logistics#Booking. 2. Make sure all sponsored attendees on the FUDBus have lodging settled in Boston - DONE, BWA-HAH! https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_logistics#Need_Bo…. Leaving this out of future to-do list emails. 3. Make sure food, swag, and other needed supplies are paid for and scheduled for delivery - DONE, BWA-HAH! (Well, okay. I'm making an office supplies run on Thursday, and writing a check on Saturday, but there are no unscheduled, unquantified unknowns; it's all gonna come in.) Leaving this out of future to-do list emails. 4. Make sure the budget balances - it looks like hotel taxes are going to put us a little over, I'm going to try to figure out exactly how much over tomorrow (sorry, Max). Looking over the numbers, the unexpected "whoa-what?" overage also comes from a whole bunch of folks we thought would need 3 hotel nights a few months ago that actually needed 4; should find out how we didn't catch that earlier, so can haz avoid in future. 5. Make the accounting to-do list so Paul and I can settle out which-team-pays-for-what at the end of FUDCon before we leave Toronto - dependent on #4, so I'll see if I can do this depending on the state of #4 tomorrow. --Mel

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Extra info on badges?
by Chris Tyler 30 Nov '09

30 Nov '09

Here's a wonky idea: what if we add a column to the prereg table on the wiki, and whatever people put in there we'll print under their name on their badge? I'm thinking this would be great for IRC nicks and FAS account names, but alternately people could put whatever they want (where they're from, what they do in Fedora, or whatever - "Ambassador - Bay Area", "I <3 Sugar", "IRC: fedoranut / FAS: fedora4me", "Gloriana FTW", "Want to hire a python hacker"). -Chris

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fudcon-planning December 2009