Local Meeting 2014-10-14

Participants

Andreas N spoke to Leif-Göran about Humanisten. This was our initial proposal for a venue, but had been discarded due to renovations.
Leif-Göran mentioned the renovations might have been postponed, so that we might be able to host GUADEC there during the summer.
Leif-Göran will confirm this information with the university. He’ll have a preliminary answer on November, and a definitive one in December.
Our alternatives for a venue are:
- Gamlestans medborgarhus - Rent for 3 days at ~13000 SEK
- Frilagret + Folkets Hus - Rent for Folkets Hus for 3 days at ~15000 SEK + tax. ACTION: Andreas S will try and book a visit there.
- Chalmers Technical University - The regular rent for Chalmers is really high and out of questions for GUADEC. However, Kalev has a contact there who might be able to lend us the halls for free. ACTION: Kalev will try to get in touch with them next week.

Fabiana and Andreas have written a draft of the brochure to be sent to the Board.
Question: Do we we need the text in Swedish as well for local sponsors? It might be a good idea for reaching out to sponsors with local interest, such as Unionen.
We need to tweak the text to mention we’re a non-profit first off.
We need to start a list of potential sponsors in the GNOME wiki. ACTION: Andreas N to create initial page.
We may already have a potential small sponsor (688 USD).
Having a study circle format for our meetings allows us to get some sponsorship from the local government. ACTION: Andreas S to ask Stian about how this is done for FSCONS.
Oliver started an application for support from regional government. ACTION: Andreas N and Andreas S to review the application.
There are a few people who might help us find sponsors:
- Jasmine Lyman - ACTION: Andreas N to contact
- Tech groups at Chalmers - ACTION: Kalev to contact

We need something basic up as soon as possible, with details on location and sponsorship.
Conference management software has been a struggle in past GUADECs.
- FSCONS uses frab, a replacement of Pentabarf which has been tested for GUADEC before. ACTION: Andreas S will get more information about the system from Gregoir once FSCONS is over.
- Patrick Uijterwijk from GNOME told Andreas N he's working on a system as well. ACTION: Andreas N to reach out to Patrick about this with Kalev, who’s interested in keeping tabs on this, on cc.
- We need to offer at least one payment method in addition to PayPal.

We need to expand our team of volunteers for our next steps
How many volunteers do we need?
- GNOME Wiki says 1 coordinator, 5 highly involved and 10 committed. The wiki also has clear areas needing volunteer leadership-
- ACTION: As we move things to the wiki, assign yourself to areas of your interest.

We brainstormed some potential local speakers in the area (keynote and others):
- Jeremiah Foster from Debian and Genivi
- Smári McCarthy (Iceland) from Mailpile
- Jasmine Lyman from Collaboratory
- Henrik Sandklef from GNU and the IT University
- Jonas Öberg from Commons Machinery (Creative Commons)
There is a list of suggestions on Google Drive already. ACTION: Fabiana to move this list from Google Drive to the GNOME Wiki.
In order to explore the local FOSS community, we’d like to focus on having local speakers (from Sweden, expanding to Scandinavia). As a side effect, we’d also save money on flights.

Action items from this meeting
Start structuring a proper budget document. ACTION: Andreas N to reach out to Alexandre for help and reference from GUADEC 2014.
January: open call for papers, decide on the format of the conference, put together travel and accommodation details.
The goal is to have the conference between late July and early August. If we’re short on sponsors though, we can push it to June or September.
Fabiana is away for work from May 28 to June 4
Swedish midsummer holiday is on June 19 and 20
We should meet again in two weeks.

Andreas S will try and book a visit to Folkets Hus.
Andreas S to ask Stian how study groups are set up for FSCONS.
Andreas S to ask Gregoir about frab once FSCONS is over.
Andreas N to create a page in the wiki for potential sponsors
Andreas N to reach out to Patrick about a GNOME conference management system.
Andreas N to reach out to Alexandre for help with budget tracking
Andreas N to contact Jasmine Lyman from Collaboratory about sponsors
Andreas N and Andreas S to review Oliver’s application for the regional government.
Kalev will get in touch with his contact at Chalmers with regard to venue.
Kalev to contact Chalmers regarding sponsorship opportunities
Fabiana to move information from Google Docs to the GNOME Wiki.
Everyone to take ownership of different organization tasks listed on the GUADEC planning guide.