Hotel contract
by Paul W. Frields
Over the weekend I received the contract for the Courtyard Tempe.
I'll be filling that out and returning it today -- after which we
should quickly have a registration code for people to use to start
booking rooms.
Once that happens, I could definitely use some help getting the word
out (blogs, tweets, etc.) about lodging. I'll set up a hotel
registration link in the wiki as well, once the details are known.
Something we should clarify for people we subsidize: They should work
out their roommate situation independently, using the wiki. There's
already a "roomshare" space, and they can simply indicate their
roommate's username there. The objective is we don't want people
duplicating reservations or ending up in a double-occupancy room with
only one person in it, and no one to pay for the other half. Mel Chua
and I tried to arrange all the room sharing last FUDCon, and not only
was it a huge time suck, but the crowd could have done better on its
own.
--
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
13 years, 8 months
International visitors to FUDCon NA
by Paul W. Frields
We have a number of people in the subsidy request queue who are from
outside North America. We need to start making some decisions on
granting these requests so that the travelers have enough time to get
visas and other travel details completed.
https://spreadsheets.google.com/ccc?key=0Asv6CXEy27L0dC15YTRNYi15NzBEX1VG...
That's a quick spreadsheet I whipped up from the pending queue. (This
made me realize that we might need to add some custom fields to Trac
to make funding requests and reporting more useful, but that's more
time than I had available.)
The current queue include 4 people from the LATAM region, 2 from APAC
(India), and 2 from EMEA. It also results in over $10K in
expenditures, with most of the people requiring a total subsidy only.
I think we should shoot for having *at least* one person from each
region attend. I'd prefer to bring in two, but in that case we may
have to weigh the numbers given the cost of the subsidy. Having
non-NA folks attend FUDCon in the NA region allows us to spread
information more widely about how we conduct FUDCon events (at least
in the NA region).
I also think each recipient coming from a non-NA region should be an
experienced contributor and/or Ambassador. That maximizes their
potential to actually take that information and spread it effectively.
If someone's a recognzied contributor it gives him or her a broader
platform with which to educate others.
Note that there's at least one person not listed on the subsidy list
here who is coming from LATAM, Maria Leandro. She has not been to a
FUDCon yet anywhere, and Community Architecture offered to bring her
into this Tempe event, separately from any FUDCon budget. It's also
possible that Community Architecture will handle the travel for one or
more people on this list, also out of their discretionary funding
separate from FUDCon. We can make recommendations in that regard to
Max Spevack.
--
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
13 years, 8 months
FUDCon Subsidy Meeting Number Two recap - 27 Aug 2010
by Jared K. Smith
Thanks to all who participated. We made great progress today, and
decided on most of the subsidies. We decided to hold back a bit of
budget for further clarification on a few items, and we held back some
money at the end to try to split between some Fedora collaborators who
indicated they'd be OK with partial subsidies.
Our plan is to have one more meeting around the September 13th/14th
time frame, to finish going through any outstanding subsidy requests
and allocate the remaining budget.
==================================================
#fudcon-planning: FUDCon Subsidy Meeting, part two
==================================================
Meeting started by jsmith at 16:01:17 UTC. The full logs are available
at
http://meetbot.fedoraproject.org/fudcon-planning/2010-08-27/fudcon_subsid...
.
Meeting summary
---------------
* Spreadsheet to help us do the math is at http://2tu.us/2lr3 (jsmith,
16:03:02)
* Open tickets for funding requests are at
http://tinyurl.com/fudcon-tempe-2011-subq (jsmith, 16:03:36)
* LINK: http://2tu.us/2lr3 (gwerra, 16:04:47)
* roll call (jsmith, 16:05:24)
* Housekeeping (jsmith, 16:07:15)
* Goals (jsmith, 16:13:42)
* AGREED: Let's start with NA requests first (jsmith, 16:17:49)
* NA requests (jsmith, 16:17:59)
* https://fedorahosted.org/fudcon-planning/ticket/35 (jsmith, 16:19:34)
* https://fedorahosted.org/fudcon-planning/ticket/36 (jsmith, 16:21:29)
* AGREED: $640 for Dave Nalley (ticket 36) (jsmith, 16:24:31)
* https://fedorahosted.org/fudcon-planning/ticket/35 (jsmith, 16:25:11)
* AGREED: $490 for Jon Stanley (ticket 35) (jsmith, 16:30:02)
* https://fedorahosted.org/fudcon-planning/ticket/32 (jsmith, 16:33:49)
* Nushio is requesting $590 (jsmith, 16:41:56)
* LINK: http://fpaste.org/iBaG/ (Nushio, 16:51:54)
* AGREED: $300 for travel for Nushio and aacosta, plus room ($240 per
person) = $780 (jsmith, 16:54:10)
* https://fedorahosted.org/fudcon-planning/ticket/14 (jsmith, 16:54:58)
* Neville Cross has agreed to fly to Miami on his own dime, if we pick
up his flight from Miami + hotel (jsmith, 16:55:26)
* AGREED: $570 for Neville Cross (ticket 14) (jsmith, 17:05:03)
* https://fedorahosted.org/fudcon-planning/ticket/33 (jsmith, 17:07:12)
* approximate costs are $990 (jsmith, 17:07:36)
* AGREED: Holdback half of subsidy for jfsaucier, pending more
information (jsmith, 17:13:10)
* International subsidies (jsmith, 17:13:31)
* AGREED: Fedora to cover Guillermo Gomoz, CommArch to cover Igor
Soares (jsmith, 17:27:23)
* AGREED: Cover kital (Joerg Simon)... CommArch to cover travel costs
(jsmith, 17:35:09)
* LINK:
https://fedoraproject.org/wiki/FUDCon:Tempe_2011#Pre-registration --
I count ~12 people (not just from NA, though) that don't have
tickets but marked the need funding column :-( (abadger1999,
17:50:22)
* AGREED: Postpone future decisions until Sept 13th or 14th, to find
out more information on partial subsidies, etc. (jsmith, 17:57:57)
* Any last words? (jsmith, 17:58:10)
Meeting ended at 18:01:28 UTC.
Action Items
------------
Action Items, by person
-----------------------
* **UNASSIGNED**
* (none)
People Present (lines said)
---------------------------
* jsmith (221)
* inode0 (85)
* biertie (63)
* rbergeron (61)
* abadger1999 (51)
* gomix (34)
* Nushio (29)
* SMParrish (28)
* gwerra (18)
* ke4qqq (8)
* aeperezt (6)
* zodbot (5)
* rrix (4)
* douglax (3)
* smooge (1)
* red_alert (1)
Generated by `MeetBot`_ 0.1.4
.. _`MeetBot`: http://wiki.debian.org/MeetBot
13 years, 8 months
[fudcon-planning] #37: Funding request for Alejandro Acosta
by fudcon-planning
#37: Funding request for Alejandro Acosta
-------------------------------+--------------------------------------------
Reporter: aacosta | Owner: jsmith, rbergero, rrix
Type: Funding request | Status: new
Priority: blocker | Milestone: Tempe 2011: Travel subisides complete
Component: FUDCon Tempe 2011 | Keywords:
-------------------------------+--------------------------------------------
Tell us the following:
* What do you need covered? (Please estimate the costs in USD: hotel $X,
travel $Y)
Hotel (room share), meals and fuel, planning road trip with Nushio, about
600 miles from Chihuahua, MX. Fuel expense estimated at $180. Cheaper than
flying and we could take other participants with us
* If we cannot provide a full subsidy, will a partial subsidy be helpful?
(Yes/No)
yes
* What will you accomplish by being at FUDCon? (Please be as specific as
possible, since this is the most important factor in granting requests.)
We'd like to meet our counterparts across the border and start working on
collaboration in both sides. As we both live in border states, it often
gets easier to attend events in the US than LATAM itself (Chile, Brazil,
even Mexico City).It also makes it easier to exchange swag or buy items
from US than send/receive to/from other countries. We would also like to
meet the latino community in Arizona to build the bridges and
communication channels to leverage our common project.
* If you are requesting airfare, include complete flight information such
as flight numbers, desired departure and arrival airports, and times. Also
let us know if you have specific time restrictions.
* Do you need a visa or other official processing before you can attend
FUDCon?YOUR_NAME_HERE If so, approximately how long does that processing
take?
I already have border crosser card and in order to travel to AZ I just
need to request a permit in the border station. Quite simple, done it
before several times.
* Include any additional, relevant information.
willing to do a talk/presentation/workshop on the issues that according to
previously stated could be interesting to attendees.
--
Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/37>
fudcon-planning <http://fedoraproject.org/wiki/FUDCon>
FUDCon event planning
13 years, 8 months
FUDCon: Tempe FUDPub options, round 2 (I am an endless pit of ideas!)
by Robyn Bergeron
inode0 reminded me today that there is a nice student area with pool
tables and such that can be rented out.
So, I looked into it *a bit*: From what I can see, Sparky's Den,
located in the Memorial Union, can be fully rented out for $155 an
hour (or $195 if we weren't affiliated with a student group).
They have 8 lanes of bowling, 14 billiards tables, 2 table tennis
tables, foosball, 4 tvs, and an arcade. (Spot will be pleased to hear
that he can spend quarters on Simpsons pinball *all night long.*)
Now, of course, there are a few catches:
* We have to use University Catering for food. I don't know if this
includes rules about donated food, donated beverage, approved caterer
list, or what.
* Alcohol would require a permit that has to be approved by Campus PD,
and we would have to have servers. I can't imagine this to be
incredibly complicated, but who knows.
* It may only be possible to rent it on Sunday. I've already requested
information on this. If this is the case, would we be interested in
doing FUDPub on Sunday instead of Saturday?
I've put in an email (as I said) with our contact for booking stuff in
the MU. I also asked her for some pointers / info on the other stuff
(catering, alcohol, you know, the important things, plus the other
catering questions I had for her anyhow). If she can't answer the
questions, she can at least point me in the right direction and we can
see if this is doable within budget. It might be a decent option from
the perspective of being probably the right amount of space for all of
us with plenty to do, being able to have some space for the
world-famous FPL speech, etc.
Thoughts?
-Robyn
13 years, 8 months
FUDCon Tempe: Breakfast guesstimation update
by Robyn Bergeron
Greetings folks,
(If you want to skip the tl;dr, my estimate is $600/day, could go up
slightly if ASU Catering thinks I am from another planet in my
estimations.)
I've done quite a bit of looking into our various options for
breakfast on Saturday and Sunday while we are in the Brickyard
facility. I received confirmation from Jon Delany that we can have
food inside the facility, and given that it is not really a school day
(I'd venture to guess that Saturday *might* have a class or two going
on, but not a mass throng of students) I think we can safely set up
food in the lobby area of the Artisan Court building. The lobby has
plenty of space to set up food, as you can see here in these
not-so-awesome photos I took through the window of the building during
my last visit. (http://2tu.us/2lsb http://2tu.us/2lsc )
In any case:
After reviewing a lot of options, including providers from the ASU
approved catering list, it seems that our cheapest option is to just
use ASU catering, which will, as an added bonus, spare us from
paperwork that needs to be done when using an approved caterer rather
than ASU Catering itself. The specific menu is the ASU Simple
Takeaways menu; this is a cheaper option for people who are willing to
PICK UP their food, rather than having food services come over and
deliver/arrange it all. (And I mean - probably several hundred
dollars cheaper.) Which would mean that someone would need to go and
pick it up (probably me + whoever wants to help out). All the
appropriate tableware / utensils would be included. My estimates are
based upon 150 people, with breakfast bread allocation in the
recommended neighborhood of 1.5/person. Please note: I am not Martha
Stewart.
There are several more details on the breakfast estimation page
(http://fedoraproject.org/wiki/FUDCon:Tempe_2011_breakfast_estimates),
but a quick roundup looks like this:
Food
* 8 Dozen Bagels + Cream Cheese (15.99/dozen): $127.92 - 96 servings
* 5 dozen danishes (8.99/dozen): $44.95 - 60 servings
* 4 loaves breakfast bread (6.99/loaf, 12ish slices/loaf): $27.96
- 48 servings
* 5 dozen muffins (6.99/dozen): $34.95 - 60 servings
* 5 Trays seasonal fruit ("serves 10" - $19.99/tray) - $99.95
* Total: $335.73
Drink
* 7 Gallons coffee (1 gallon = 20 6oz servings, 14.39/gallon): 100.73
* 1 gallon hot tea "selection": $13.59
* 2 gallons orange juice (10.39/gallon): $20.78
* 2 gallons iced tea (6.39/gallon): $12.78
* Total: $147.88
Canned Soda
(Note: this cost could go down - or stay flat with a LOT more soda to
drink - if we utilize the "donated food to a student organization"
method.)
* 75 cans of soda at .79/ea: $59.25
Total:
* Food: $335.73
* Coffee/OJ/Tea: $147.88
* Sodas: $60
* Total before sales tax: $543.71
* 8.3% sales tax in tempe: $45.12
* Total: $588.84
Given this total amount, I'd be very, very comfortable bumping this up
to $750 as a firm budget estimate here, in the event that we wind up
having 200 people sign up on the wiki, etc. Unless anyone feels this
won't be enough food. :) This is far less than the current $1500
estimated.
-Robyn
13 years, 8 months
Hotel update
by Paul W. Frields
The Courtyard may not be able to throw in a hospitality or hack suite
gratis, given our hard line on the $99 rate. I'll be talking to the
sales person this afternoon to nail down what those will cost us. I
fully expect the cost will not be prohibitive, and it's useful for us
to have these things for the FUDCon event. Also, I will find out more
about their proposal for increasing Internet bandwidth.
--
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
13 years, 8 months