0721PlanningMeeting

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Contents

Minutes

Old business

  • Signs still not printed
  • Having problems finding where to send the press release
    • Dave will talk to a Cornerstone journalism prof
  • See if we can help coordinate carpooling

New business

  • Food
    • Need to basically double last year's
    • Casey: will bring coolers for cold storage
  • Registration
    • Carlus: will take point
    • Should be able to draw on regulars to delegate out setup type tasks (e.g., dividing the whiteboard up into grids, handing out swag)
    • Dave: will dump text file out to a Google spreadsheet for sharing
  • Signage
    • Kyle: need to follow up with Campus Events; we're an official event so it should be no problem.
    • Kyle: will print out signs for companies that don't provide a banner
    • Casey: will check on signs from Subway, Atomic Object, and Biggby
    • Dave suggested that we print signs for the rooms as well (for helping people to rooms and campus safety to know which rooms not to lock)
    • Jason suggested signs directing to the restroom
    • Jason also suggested printing up the rules of BarCamp
    • Dave suggested handouts with directions to our Friday night party
    • Also print cell phone numbers on signs outside of buildings (Dave: setup a Grand Central phone)
  • Rooms
    • Need to separate food and eating into two rooms
    • Think more intentionally about room size, number of people, etc.
    • Dave: will scope out rooms for use
    • Other BarCamps with hundreds of attendees use stuff like megaphones and PAs
  • Welcome
    • Kyle: I can handle the intro sessions
  • Networking
    • Enough people who have volunteered to bring wireless APs that we should be able to cover
    • Raleigh published AP settings in advance
    • Dave: will run point on this; when he scopes out rooms he'll also plan out where APs should go
  • Sponsorship
    • Un-allocated funds:
      • ElevatorUp: $200
      • Priority Health (Perl Mongers): $200
    • Ideas for these funds:
      • Pens
      • Notepads (Casey may be able to cover)
      • Extra food
      • Printing and misc. supplies
    • Kyle: need to re-crunch food numbers, minus Subway + doubling the amount of food
    • T-shirts: probably need a sponsor specifically for that
    • Kyle is estimating around $50 for printing
  • Sessions
    • Stress balls and egg timers; egg timers for buzzing

Action Items

Kyle

  • make sure we have company signs for sponsor wall
  • print signs for:
    • rules
    • registration desk
    • building entrances (include contact #)
    • presentation rooms
    • eating room
    • food room
    • directions to GRBC
  • handle the intro session
  • next meeting?
  • check with Papa John's about delivery and price
  • send e-mail to Calvin about using their signage
  • print off posters
  • finish off Sponsorship FAQ
  • update user group e-mails for this year (and have Casey edit/expand)
  • contact grandrapids.rb
  • send font info to Casey for badges

Dave

  • follow-up on questions/offers to help submitted with registration
  • scope out rooms and plan space usage (i.e., food and eating rooms, registration desk, etc.)
  • coordinate networking setup on day of
  • check into a Grand Central phone number (invitation only; word is that invitations aren't on right now either)
  • update various events sites with info about BarCamp GR
  • list user groups on the wiki
  • GR-JUG
  • dump registrations to Google Spreadsheet for notes and sharing

Jason

  • create sign on the rules of BarCamp
  • follow-up on using Perl Mongers' money to help sponsor BarCamp
  • advertise to Perl Mongers group

Casey

  • bring coolers for cold storage
  • check on signs for Subway, Biggby Coffee, and Atomic Object
  • create this year's badges (include "Interest" and "Speaker" tidbits on the badge)
  • follow up on whiteboards; put the whiteboard people in touch with Prof. Frens to make sure everything gets to Calvin OK
  • advertise to GR Linux, West Michigan Linux, AIMWest, XP West Michigan
  • collaborate with Kyle on the e-mail for the users groups

Carlus

  • begin coordinating registration activities, including delegating to folks who have volunteered to help
  • make reservations for party at Grand Rapids Brewing Company
  • contact other Michigan Java Users Groups
  • social network like crazy to help spread the word :-)
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