March 8 Tuesday

Schedule: Date: Mar 8 Tuesday Time: 1400 UTC (1 hour) Channel: #asia-summit at GIMPnet server

Planned Agenda:

1. Previous action items update
2. Call for Local sponsors update
3. Public registration status update and discuss ways of getting more registrants
4. Budget update
5. Confirm business sessions details and start registration
6. Confirm student training and start registration
7. Call for volunteers update
8. Marketing activities / press invitation update
9. Review check-list

Previous action Items (and status)

1. Akhil to confirm registration ticket design for Doattend - DONE
2. Bharath to provide banners, stands and bags exact sizes by Thursday March 3 - DONE
3. Pockey to email speakers to confirm their talks - DONE
4. Bharath / Akhil to prepare a floorplan with booths outline for exhibitors to pick booth location
5. Sakana to complete video conferencing howto by Thursday March 3 - DONE
6. Lakhil to find out business terms to partner with Nassom
7. Bharath to email the list on hotel booking/payment process - DONE
8. Pockey start to design the certificate next week

Meeting notes and action items

Attending:

1. Pockey
2. Akhil
3. Bharath
4. Fred
5. Sakana
6. Brian

Meeting notes

1. Previous action items update

   • All outstanding items done. Go home and party

2. Call for Local sponsors update
   • We need some local sponsors. Trying to rope in a couple by next week.
   • Local companies (less than 50 employees) can now register as Tech Sponsors for USD 500
   • Target atleast 10-15 tech sponsors
3. Public registration status update and discuss ways of getting more registrants
   • Local team tries to get more registrations till March 20. If not enough registrations, we'll start giving 20-30 passes for outstanding students in every college.
   • The Volunteer team would be setup by this week to start posting in colleges.
4. Budget update by Pockey
   • we have $20,849.5 in total so far
   • We will spend around 12K$ for sponsor subsidy of speakers and so now we can make conference bags, 1 day tour, coffee
   • After deducting every expense, we have around $4,000 profit. This money would be used by the GNOME Foundation for the next GNOME.Asia and other Asian events.
5. Confirm business sessions details and start registration: We need the document to ask people on their views
   • Prices for the training can be reduced depending on number of people participating - 150 - 200 sounds good enough too
   • If any company wants to send a team (may be 4-5 members) to be trained at the event, then we should have a good negotiated price
   • Target at least 20 plus participants to join the business sessions
6. Confirm student training and start registration
   • Room booked for student training. The local team to publicize and invite good students from other colleges.
7. Marketing activities / press invitation update
   • Local team to get some media to cover the event - Deadline next meeting.
8. Booths
   • Setup a page for free booth registration for the free expo space at the event. For smaller companies or for students to demonstrate their FOSS projects.Booths for free expo space

Action Items

• AI: pockey to update the checklist http://live.gnome.org/GnomeAsia/2011Summit/CheckList

• AI: srag to check with Bosch if they interested to attend the business session
• AI: Fred to gather company profile, bio, talk topic, abstracts from speakers at the business session
• AI: Fred to contact speakers and make a Business Session document.
• AI: Local team tries to get more registrations till March 20. If not enough registrations, we'll start giving 20-30 passes for outstanding students in every college.
• AI: srag to approach the trainer at Infosys mysore for the business session after the document is ready.
• AI: Bharath to set up a team of volunteers for the event.
• AI: Local team to enquire and publish details about tour + party for hackfest attendees. Party budget at 30USD per person, but to suggest the best possible place.
• AI: Local team to get some media to cover the event - Deadline next meeting.
• AI: Everyone to update student training page