Difference between revisions of "Fall2012InPerson"
Wmoore1337 (talk | contribs) |
Wmoore1337 (talk | contribs) |
||
| Line 45: | Line 45: | ||
| − | ===Agenda=== | + | ==='''Agenda'''=== |
The agenda is to walk through event, review. What worked well, what could go better. The next in person meeting in Spring will include in the agenda to discuss and plan new ideas. | The agenda is to walk through event, review. What worked well, what could go better. The next in person meeting in Spring will include in the agenda to discuss and plan new ideas. | ||
| − | ===Rooms and hotels=== | + | ==='''Friday'''=== |
| + | |||
| + | ====Rooms and hotels==== | ||
Talking to Drury, Hilton, and Hyatt. | Talking to Drury, Hilton, and Hyatt. | ||
| − | + | ====Entertainment==== | |
| − | ===Entertainment=== | ||
The entertainment for the after party is in question. | The entertainment for the after party is in question. | ||
| Line 59: | Line 60: | ||
* Action Item (Moose): Need to track down the invoice for the food and drink at the Three Legged Mare. | * Action Item (Moose): Need to track down the invoice for the food and drink at the Three Legged Mare. | ||
| − | + | ====Meetings==== | |
| − | ===Meetings=== | ||
Monthly Google hangout meeting to replace IRC meeting. First Tuesday of the month. | Monthly Google hangout meeting to replace IRC meeting. First Tuesday of the month. | ||
| Line 69: | Line 69: | ||
* Decision: we will continue the pre-event meeting next year. | * Decision: we will continue the pre-event meeting next year. | ||
| − | + | ====Programs==== | |
| − | ===Programs=== | ||
Programs, quantity and how we ran out having ordered 500. Last year 800 were ordered and there were approximately 300 extra. It was $1000 for the $500. | Programs, quantity and how we ran out having ordered 500. Last year 800 were ordered and there were approximately 300 extra. It was $1000 for the $500. | ||
* Decision: increase quantity of programs next year. | * Decision: increase quantity of programs next year. | ||
| − | + | ====Schedules==== | |
| − | ===Schedules=== | ||
Scheduling software for phones. OpenSchedule, closed source software? | Scheduling software for phones. OpenSchedule, closed source software? | ||
| Line 91: | Line 89: | ||
| − | ===Registration=== | + | ====Registration==== |
Discussed potential solutions for the check-in process being taking too much time at the event. How to change, what solutions we could use. Cost and logistics with registering for the afterparty. We may talk to eEevent about a potential reduced fee from 2.5% and $1 per ticket, since we are a 501.3(c) Reviewed eEvent and discussed. Discussed changing workflow and potential solutions or products for improving the registration process. | Discussed potential solutions for the check-in process being taking too much time at the event. How to change, what solutions we could use. Cost and logistics with registering for the afterparty. We may talk to eEevent about a potential reduced fee from 2.5% and $1 per ticket, since we are a 501.3(c) Reviewed eEvent and discussed. Discussed changing workflow and potential solutions or products for improving the registration process. | ||
* Action Item (Moose): review eEvent and other event management sites to explore different solutions for the registration process. | * Action Item (Moose): review eEvent and other event management sites to explore different solutions for the registration process. | ||
| − | + | ====Volunteers==== | |
| − | ===Volunteers=== | ||
Volunteer registration on site. Registration and security volunteers. Volunteers should understand their repsonsibilities in advance and who they report to. Moose is interested in adding a position for a "master volunteer coordination." | Volunteer registration on site. Registration and security volunteers. Volunteers should understand their repsonsibilities in advance and who they report to. Moose is interested in adding a position for a "master volunteer coordination." | ||
| Line 104: | Line 101: | ||
* Action Item (Moose): chairpeople for the volunteers have an announce only mailing lists for all volunteers. | * Action Item (Moose): chairpeople for the volunteers have an announce only mailing lists for all volunteers. | ||
| − | + | ====Speakers==== | |
| − | ===Speakers=== | ||
Challenges with sticking with time slots, introductions and Master of Ceremonies role. ("Toast Master") Wrapping up in time to take questions, encourage to repeat questions. Scott had an idea for a clock or timer to enable speakers to better time their presentation. Moose recorded the ideas discussed for key note speakers. | Challenges with sticking with time slots, introductions and Master of Ceremonies role. ("Toast Master") Wrapping up in time to take questions, encourage to repeat questions. Scott had an idea for a clock or timer to enable speakers to better time their presentation. Moose recorded the ideas discussed for key note speakers. | ||
| Line 114: | Line 110: | ||
| − | ===Conference Date=== | + | ====Conference Date==== |
Put in a bid for the weekend of September 13, 2013. | Put in a bid for the weekend of September 13, 2013. | ||
| Line 123: | Line 119: | ||
| − | ===OLFI=== | + | ====OLFI==== |
Brought in a third of the revenue. We want to get GitHub involved next year. Wireless access reception needs to be improved for the next event. Wireless Internet access is available to all OLFI students and staff on Friday. Saturday access is available to speakers, staff, and sponsors. Discussed tables and chairs, buying versus renting. Scott would like white boards available for the presenters. Lunch was well received but need more seating. | Brought in a third of the revenue. We want to get GitHub involved next year. Wireless access reception needs to be improved for the next event. Wireless Internet access is available to all OLFI students and staff on Friday. Saturday access is available to speakers, staff, and sponsors. Discussed tables and chairs, buying versus renting. Scott would like white boards available for the presenters. Lunch was well received but need more seating. | ||
| Line 129: | Line 125: | ||
* Decision: Have the convention center provide projectors for OLFI. | * Decision: Have the convention center provide projectors for OLFI. | ||
| − | + | ====CloudStack==== | |
| − | ===CloudStack=== | ||
Challenges with separate registration being held, we want to better integrate into the overall conference. | Challenges with separate registration being held, we want to better integrate into the overall conference. | ||
| − | + | ====LinuxBasics==== | |
| − | ===LinuxBasics=== | ||
Scott and Courtney picked up the laptops. The laptops were supposed to be tested and working. However, many were broken. Discussed potential alternative sources for equipment. | Scott and Courtney picked up the laptops. The laptops were supposed to be tested and working. However, many were broken. Discussed potential alternative sources for equipment. | ||
* Question: Can HP provide equipment as a sponsorship? | * Question: Can HP provide equipment as a sponsorship? | ||
| − | + | ====BoF==== | |
| − | ===BoF=== | ||
New time slot worked well, a good change. With OLFI rented projectors, we can keep them for BoF next year. Pajama party only had two people show up. Have more stuff going on next year. Discussed the possibility of a LAN party but we could do it if we had a volunteer to lead the initiative. | New time slot worked well, a good change. With OLFI rented projectors, we can keep them for BoF next year. Pajama party only had two people show up. Have more stuff going on next year. Discussed the possibility of a LAN party but we could do it if we had a volunteer to lead the initiative. | ||
* Decision: Keep the food for BoF next year. | * Decision: Keep the food for BoF next year. | ||
| + | |||
| + | ====Key-Note Dinner==== | ||
| + | |||
| + | Speakers and attendees appeared to enjoy the event. One person provided feedback saying that they expected a presentation. Enable an environment for mingling. 25-tickets were sold at $45 and sold out but made a small profit of $400. Discussed different event locations. We want to continue doing the event but have ideas for improvements. | ||
| + | |||
| + | * Decision: Improve the seating with key-notes to better engage the guests. Separate from each other or at separate tables. | ||
| + | * Decision: Locate a different location to be held. | ||
| + | |||
| + | |||
| + | ==='''Saturday'''=== | ||
| + | |||
| + | ====Vendor Expo and Conference Space==== | ||
| + | The separate room for vendors was not received. Discussed parts of the conference area. Banners or other materials to better identify the conference space, where to place them to identify the conference. Need more space for the Career Track and the Meet-the-Penguins track. | ||
| + | |||
| + | |||
| + | * Decision: Centralize all booths to a single location. | ||
| + | * Decision: Conference in Upper C-pods and Drupal in the D-pods. | ||
| + | |||
| + | |||
| + | ===Additional Topics=== | ||
| + | |||
| + | Discussed the possibility of coordinating with DrupalCamp to run concurrently with OLF. | ||
Revision as of 13:48, 3 November 2012
We will hold an in-person meeting on Nov 3, 2012, in Columbus Ohio. We will meet at our offices at 470 Olde Worthington Rd, Columbus OH, 43082 at 10 am. We will run until about 5pm and then go off to dinner somewhere.
For non locals: Hampton Inn [1] is across the street. But Red Roof Inn is is less expensive for the budget conscious. In the past some of us have stayed at the Worthington location, but we've had things stolen from us, had our reservations changed out from under us, and other problems. Moose recommends the Westerville RRI instead.
Proposed items for discussion
- Detailed walk-through of the event, from Thursday afternoon
- What worked, what did not work
- Potential room layouts for next year
- (if time) Discussion of We-Oughtas
- Shirt packaging: All Robots Assemble!
Robot Roll Call
In-person
Are you coming to the meeting? Then sign up here!
- Warner Moore
- Phil Reiche
- Kevin O'Brien
- Rob Ball
- Your name here
- My name there
- Here a name, there a name
- Everywhere a name name
- Old McSchult had a farm - M-i-k-e-S
Live via satellite
Are you participating remotely? This is where your name goes!
- Your name here
Tried in absentia
Not going to participate at all? :-( List your name here and we'll assign you penance.
- Vance Kochenderfer
- YOUR PENANCE: Editing umpteen hours of audio files
- Your name here
Meeting Minutes
Minutes recorded by Warner.
Attended by Rob, Kevin, Beth-Lynn, MikeS, Moose, Phil, Warner
Agenda
The agenda is to walk through event, review. What worked well, what could go better. The next in person meeting in Spring will include in the agenda to discuss and plan new ideas.
Friday
Rooms and hotels
Talking to Drury, Hilton, and Hyatt.
Entertainment
The entertainment for the after party is in question.
- Question: What will the entertainment be next year?
- Action Item (Moose): Need to track down the invoice for the food and drink at the Three Legged Mare.
Meetings
Monthly Google hangout meeting to replace IRC meeting. First Tuesday of the month.
Pre-event meeting with event staff. Discussed format and scheduling.
Next in-person meeting will tentatively be held in May.
- Decision: we will continue the pre-event meeting next year.
Programs
Programs, quantity and how we ran out having ordered 500. Last year 800 were ordered and there were approximately 300 extra. It was $1000 for the $500.
- Decision: increase quantity of programs next year.
Schedules
Scheduling software for phones. OpenSchedule, closed source software?
- Action Item (Kevin): Ask Dan about iOS compatibility for the application.
At 11:10AM Beth-Lynn and Rob stepped out to run by the bank and get food.
At 11:36AM Scott Merrill (skippy) arrived.
Resumed at 12:13PM.
Registration
Discussed potential solutions for the check-in process being taking too much time at the event. How to change, what solutions we could use. Cost and logistics with registering for the afterparty. We may talk to eEevent about a potential reduced fee from 2.5% and $1 per ticket, since we are a 501.3(c) Reviewed eEvent and discussed. Discussed changing workflow and potential solutions or products for improving the registration process.
- Action Item (Moose): review eEvent and other event management sites to explore different solutions for the registration process.
Volunteers
Volunteer registration on site. Registration and security volunteers. Volunteers should understand their repsonsibilities in advance and who they report to. Moose is interested in adding a position for a "master volunteer coordination."
- Action Item (Kevin): start recruiting volunteers for the event earlier, such as in January.
- Action Item (Moose): chairpeople for the volunteers have an announce only mailing lists for all volunteers.
Speakers
Challenges with sticking with time slots, introductions and Master of Ceremonies role. ("Toast Master") Wrapping up in time to take questions, encourage to repeat questions. Scott had an idea for a clock or timer to enable speakers to better time their presentation. Moose recorded the ideas discussed for key note speakers.
- Action Item (Beth-Lynn or Vance?): Reach out to ToasterMasters to explore options for MC volunteers. Will work for
Beth-Lynn called for lunch orders -- couple of chickens with bacon!
Conference Date
Put in a bid for the weekend of September 13, 2013.
- Decision: Conference theme should be selected by the December 4 meeting.
Rob and Beth-Lynn returned at 1:24PM.
OLFI
Brought in a third of the revenue. We want to get GitHub involved next year. Wireless access reception needs to be improved for the next event. Wireless Internet access is available to all OLFI students and staff on Friday. Saturday access is available to speakers, staff, and sponsors. Discussed tables and chairs, buying versus renting. Scott would like white boards available for the presenters. Lunch was well received but need more seating.
- Decision: Purchase and provide power strips for the students. Rob will store the strips. Prepare the rooms in advance, create inventory checklist.
- Decision: Have the convention center provide projectors for OLFI.
CloudStack
Challenges with separate registration being held, we want to better integrate into the overall conference.
LinuxBasics
Scott and Courtney picked up the laptops. The laptops were supposed to be tested and working. However, many were broken. Discussed potential alternative sources for equipment.
- Question: Can HP provide equipment as a sponsorship?
BoF
New time slot worked well, a good change. With OLFI rented projectors, we can keep them for BoF next year. Pajama party only had two people show up. Have more stuff going on next year. Discussed the possibility of a LAN party but we could do it if we had a volunteer to lead the initiative.
- Decision: Keep the food for BoF next year.
Key-Note Dinner
Speakers and attendees appeared to enjoy the event. One person provided feedback saying that they expected a presentation. Enable an environment for mingling. 25-tickets were sold at $45 and sold out but made a small profit of $400. Discussed different event locations. We want to continue doing the event but have ideas for improvements.
- Decision: Improve the seating with key-notes to better engage the guests. Separate from each other or at separate tables.
- Decision: Locate a different location to be held.
Saturday
Vendor Expo and Conference Space
The separate room for vendors was not received. Discussed parts of the conference area. Banners or other materials to better identify the conference space, where to place them to identify the conference. Need more space for the Career Track and the Meet-the-Penguins track.
- Decision: Centralize all booths to a single location.
- Decision: Conference in Upper C-pods and Drupal in the D-pods.
Additional Topics
Discussed the possibility of coordinating with DrupalCamp to run concurrently with OLF.