0721PlanningMeeting

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 :-)