Local Meeting 2014-10-14

Participants

• Kalev
• Fabiana
• Andreas S
• Andreas N

Agenda

• Venue
• Sponsorship
• Website
• Volunteers
• Speakers
• Next steps

Venue

• 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.

Sponsorships

• 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

Website

• 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.

Volunteers

• 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.

Speakers

• 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.

Next steps

• 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.

Action items

• 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.