Feb 22, 2011 IRC Meeting

Agenda:

Previous action items review
Update on Call for Papers
Update on Call for Sponsors
Finalize and open registration
gnome.asia website
Review the check-list: http://live.gnome.org/GnomeAsia/2011Summit/CheckList
Other open topics

Previous Action items

Emily / Bharath to follow up with the board about using the bank account of Novell India
Lakhil / Bharath to plan / work on network / wiki for venue
Bharath / Akhil to prepare a floorplan with booths outline for exhibitors to pick booth location
Bharath / Lakhil to talk to the hotel to see if the hotel can accept the confirmation of hackers / rooms 1 week in advance instead of 2 weeks
Lakhil / Bharath to discuss internally about the hotel booking. Then, Lakhil / Bharath to get an estimated number of person who will need hotel rooms (by sending emails to ask who need subsidy of room and from when to when)
Bharath to book venue based on http://live.gnome.org/GnomeAsia/2011Summit/VenueRequirements
Finalize entrance fee page: http://live.gnome.org/GnomeAsia/2011Summit/EntranceFee
Lakhil to contact an ISP (contacted and no response so far)
lakhil to send student training wiki page to the universities to see how many students would be interested to join http://live.gnome.org/GnomeAsia/2011Summit/StudentTraining
abharath, lakhil to update the local companies list @ potential sponsor page: http://live.gnome.org/GnomeAsia/2011Summit/PotentialSponsors
Max to work on the live streaming video for the conference
Max to send us email to update the web conference tool (to test the web conference tool (justin.tv) with BJ GNOME User Group as next step, and if the quality is good, Max to write a how-to in a wiki page so different launch parties organizers can connect their events together)

Meeting Minutes

Feb 22, 2011 Meeting Schedule: Date: Feb 22 Tuesday

Time: 1400 UTC (1 hour)
Channel: #asia-summit at GIMPnet server

Meeting notes and action items

Attending

1. Pockey 1. Akhil 1. Bharath 1. Fred 1. Emily 1. Sakana 1. Wers

Meeting Notes

FAQ Uploaded - http://2011.gnome.asia/en/p/FAQ2011/
Front page graphic - http://2011.gnome.asia/en/p/index/
Venue requirements - http://live.gnome.org/GnomeAsia/2011Summit/VenueRequirements
Talks list - http://2011.gnome.asia/en/p/Talks2011/
Entrance Fee - http://live.gnome.org/GnomeAsia/2011Summit/EntranceFee

Launch Party update:

Emily: We asked Xiaozhu From taiwan to write a slides called "Write GNOME Shell extension step by step"

Previous AI - completed

Emily / Bharath to follow up with the board about using the bank account of Novell India

Local finance team asked to start process, will wait for official word (vote) from the GNOME Board. Rosanna has sent approval mail.

lakhil to send student training wiki page to the universities to see how many students would be interested to join http://live.gnome.org/GnomeAsia/2011Summit/StudentTraining
We decided to send it to Dayananda Sagar college and ask them to market it to students and invite more people.
NO charges for the training + host registrations for the training on DoAttend
Lakhil to contact an ISP
Lakhil / Bharath to plan / work on network / wiki for venue
Contacted and no response so far. Will update the list once they get back. Sent mail to two of the best ISP for network.
Bharath to reply on Pockey's email about marketing materials standard size (and then Pockey to ask Andreas help on design)
Forwarded the mail from the supplier to the asia-summit-list. The quotation for t-shirts can be sent only once we have the design to be printed. T-shirt design contest winner
Bharath / Lakhil to talk to the hotel to see if the hotel can accept the confirmation of hackers / rooms 1 week in advance instead of 2 weeks
Hotel has reserved 13 suites for us. The details will be published on the website by next week and everyone can vote for their rooms.
Lakhil / Bharath to discuss internally about the hotel booking. Then, Lakhil / Bharath to get an estimated number of person who will need hotel rooms (by sending emails to ask who need subsidy of room and from when to when)
We will mail the Board asking for their opinion about booking early. GUADEC follows it, so can we
Everybody to finalize the schedule with talks before opening registration, we target to open registration on 21 Feb (Monday) Updates: Akhil / Pockey worked on registration system using DoAttend, next step is to get a bank account for online payment
Akhil and Bharath to finalize a page to explain the entrance fee (ready before open registration) and Pockey to put the fee at our gnome.asia website http://live.gnome.org/GnomeAsia/2011Summit/EntranceFee Everyone in agreement on the fees

New Action Items (Including previous)

Local finance team to follow up with Novell corporate bank as the transaction account for GNOME.Asia Summit 2011 (Urgent - as we need to use the bank account @ DoAttend to open registration)
Bharath to confirm exact size to Pockey to continue artwork development (Banners, Bags, Stands)
Pockey to design certificates of volunteers / student training
Pockey to send emails to inform speakers of their talks being accepted
Bharath / Akhil to prepare a floorplan with booths outline for exhibitors to pick booth location
Max to work on the live streaming video for the conference
Max to send us email to update the web conference tool and write a simple / short how-to in a wiki page so different launch parties organizers can connect their events together)
abharath, lakhil to update the local companies list @ potential sponsor page: http://live.gnome.org/GnomeAsia/2011Summit/PotentialSponsors, Ongoing activity. Updating the list as and when we have contacts.
Bharath to book venue based on http://live.gnome.org/GnomeAsia/2011Summit/VenueRequirements
Let's put all our thoughts inside this page http://live.gnome.org/GnomeAsia/2011Summit/StudentTraining
Max and Wers to make videos during the event asking them couple of questions and we'll use this for marketing later
Pockey / Bharath / Akhil to follow up with hotel booking and confirm the number of rooms needed before proceed to pay deposit