0709PlanningMeeting

Minutes

 * Old business
 * Sponsor packet
 * Up as the BarCampGrandRapidsSponsorshipFAQ
 * Whiteboards?
 * Verbal agreement, Casey will follow up with Prof. Frens to make sure everything goes smoothly
 * Campus Events on signage
 * Still a todo
 * Marketing
 * Divvy up user groups
 * Jason: Perl Monger (including talking to PR guy who has his own contacts)
 * Casey: GR Linux, West Michigan Linux, AIMWest, XP West Michigan
 * Kyle: grandrapids.rb
 * Dave: GR-JUG (reluctantly accepted)
 * Carlus: contact other Michigan Java Users Groups
 * We'll re-use last year's e-mail to create initial contacts
 * Dave will list them on the wiki and we'll cross them off when done
 * Kyle will update e-mail for this year and Casey will proofread
 * Posters
 * Kyle will print up some posters; if you need some, let him know
 * Press Release
 * milive.com
 * local tv stations
 * Dave will update various web pages for events (upcoming.org)
 * Swag
 * All depends on money
 * Leave these questions as open until we know more about what sponsorship we'll have
 * Casey will bring GFS swag to the BarCamp
 * Sponsorship
 * Dave has ElevatorUp money at his disposal
 * If you make a BarCamp purchase, treat it like a business expense and save the receipt
 * New business
 * Dave: follow-up to questions on registration form
 * Casey: will add "Interest" and "Speaker" sections to the tabs
 * Kyle: will schedule next meeting in two weeks
 * We will need to start handling more logistics-related planning in the near future
 * Do a better job of distributing responsibilities ahead of time
 * Make sure people don't have overlapping jobs (i.e., setup signs around campus & go get food)
 * Kyle will check with Papa John's about delivery so we can eliminate one trip

Action Items
Kyle
 * schedule next meeting (two weeks)
 * check with Papa John's about delivery
 * 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 press release out to local media
 * send font info to Casey for badges

Dave
 * list user groups on the wiki
 * follow-up on questions/offers to help submitted with registration
 * update various events sites with info about BarCamp GR
 * GR-JUG

Jason
 * follow-up on using Perl Mongers' money to help sponsor BarCamp
 * advertise to Perl Mongers group

Casey
 * 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
 * contact other Michigan Java Users Groups
 * social network like crazy to help spread the word :-)

All
 * Sponsors, sponsors, sponsors
 * Marketing, marketing, marketing