0721PlanningMeeting

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 :-)