Local Meeting 2014-11-17

Participants

• Andreas N
• Andreas S
• Fabiana
• Oliver
• Mimi, the cat

Agenda

• action items from last meeting
• sponsor brochure
• reaching out to potential sponsors
• venue

Action items from last meeting

• Andreas S will try and book a visit to Folkets Hus.

  • we're welcome to come tomorrow or on the 24th
  • let's go there on the 24th, before the FSCONS meeting (at 18h).
  • ACTION: Skyman to create a Google Calendar event and send invites to everyone

• Andreas S to ask Stian how study groups are set up for FSCONS.

  • best thing is to contact them directly, we can use the same contact FSCONS uses
  • the return isn't very high (like 25kr/meeting payable after the conference, should cover coffee)
  • open attendance (anyone can buy a ticket) will support our application
  • ACTION: Andreas S to reach out to Studiefrämjandet to apply

• Andreas S to ask Gregoir about frab once FSCONS is over

  • we can't use FSCONS frab install for privacy reasons
  • frab is open source, so we can use it regardless
  • the actual registration system coupled with frab is Eventbrite, which is closed source

  • using frab, we'd end up with 3 different systems to manage the conference: WordPress, frab and Eventbrite

    • ACTION: Fabiana to check if we can manage payments from within frab, or if we need to log in to Eventbrite

• Andreas N to create a page in the wiki for potential sponsors

  • DONE, we need to start listing sponsors there though
• 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.

Sponsor brochure

• Fabiana and Andreas have been working on each, and already got some feedback from the board
• Which currency to use? We believe just EUR would be fine, even with local sponsors
• We've lowered the price for Platinum, increased it for Bronze and created a Supporter level for smaller companies
• To even the benefits, we added another benefit for Platinum sponsorship: five free tickets to the conference
• 25% discount for GUADEC + GNOME.Asia sponsorship
• We're believe local sponsors would mostly aim for Bronze and Supporter levels
• ACTION: Fabiana to send the new version of the brochure to the board for final approval

Reaching out to sponsors

• Oliver says it's better to reach out to local sponsors via phone, follow-up via email
• Does the board reach out to the Advisory Board for sponsorship?
  • ACTION: Andreas N to confirm with the board if and when this is done
• ACTION: Oliver has a couple of ideas for local sponsors. He'll update the wiki page.
• We'd like to reach to have reached out to all potential sponsors from our end until mid or end January, assuming the sponsor is ready to ship by the end of November.

Venue

• We might have some news about Humanisten on Monday, during the FSCONS meeting
• Andreas N spoke to the the organizer of Retrospel mässan. In the past they had the conference at Gamlestans Medborgahus.
  • The venue worked fine, and was close to a number of locations.
  • The main problem was that the venue had a few pre-booked events on Friday and Sunday morning, and we'd be unable to use the venue at these times.
• We have a visit to Folkets Hus booked on Monday, 16h. That's a paid venue, but we might be able to do it together with Frilagret, a free venue.

Action items

• 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 to confirm with the board if they are responsible to reach out to the Advisory Board re sponsorship
• Andreas S to create a Google Calendar event and send invites to everyone
• Andreas S to reach out to Studiefrämjandet about financial support for meetings and conference sessions
• Andreas N and Andreas S to review Oliver’s application for the regional government.
• Fabiana to check if we can manage payments from within frab, or if we need to log in to Eventbrite
• Fabiana to send the new version of the brochure to the board for final approval
• Kalev will get in touch with his contact at Chalmers with regard to venue.
• Kalev to contact Chalmers regarding sponsorship opportunities.
• Oliver to update the wiki page with his ideas for sponsors.