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