Difference between revisions of "October 3, 2013"

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===== 2. Registration-related Issues =====
 
===== 2. Registration-related Issues =====
 
* Currently we have 47 people registered. It's quite a big spike from 2 days ago when we had only 16. Possibly it is the effect of distributing 1100 flyers over the last two days.
 
* Currently we have 47 people registered. It's quite a big spike from 2 days ago when we had only 16. Possibly it is the effect of distributing 1100 flyers over the last two days.
* Decided to extend the Early Bird registration until Tuesday, Oct. 8 if possible. Registration Form is a potential problem - Action: Daman to inquire Marketing about this
+
<blockquote>
 +
'''Participant Estimated Numbers'''
 +
* Regular attendees 100 - 150
 +
* Speakers 30
 +
* Volunteers  40
 +
* Faculty/Staff  30
 +
'''TOTAL:  200 - 250'''
 +
</blockquote>
 +
* Decided to extend the Early Bird registration until Tuesday, Oct. 8 if possible. Registration Form is a potential problem
 +
<blockquote>
 +
Actions:
 +
* Daman to inquire Marketing about this
 +
* Emily to change the web site (if it turns out that we can make this change)
 +
</blockquote>
 
* Evite: Hans finally got it working but learned that Marketing people don't want to send it out (seems that they always did it in the past)
 
* Evite: Hans finally got it working but learned that Marketing people don't want to send it out (seems that they always did it in the past)
    Actions:
+
<blockquote>
      ** Evan to send Evite to Alumni (agreed to give 2 ticket to them)
+
Actions:
 +
* Evan to send Evite to Alumni (agreed to give 2 ticket to them)
 +
* Ralph to send Evite to last years attendees (get the list from Daman)
 +
* Hans to ask the Calendar & News people to include FSOSS info in the next two Seneca News emails
 +
</blockquote>
 +
* Yoav sent Evite to several Tech Media outlets
 +
* Cathy suggested that we need to talk personally to Faculty Members and encourage them to promote FSOSS to their students
 +
* John volunteered to hand out flyers during the meetup he was planning to go to tonight
 +
* Decided to have a brief (15min - 20min) '''meeting on Wednesday, Oct 9, 10am''' to finalize the attendee numbers - needed for ordering food, shirts, swag
 +
<blockquote>
 +
Actions:
 +
* Emily to book the room
 +
</blockquote>
 +
 
 +
===== 3. Food & swag =====
 +
<blockquote>
 +
Actions:
 +
* Daman to ask speakers about: dinner attendance, tshirt sizes, preferred time-slots, special requirements for their presentations (standard items available: PC, projector, wireless internet)
 +
* Cathy to explore options regarding bags - make recommendations on Oct 10
 +
* Chris to make recommendations for speakers swag - Oct 10
 +
</blockquote>
 +
 
 +
===== 4. Other =====
 +
* Dawn asked if we want demos by NexJ, MyOscar ... - Yes
 +
* Video & Google Hangouts: Hans and Yoav are researching this. Determined that the connection has to be wired.

Latest revision as of 16:43, 3 October 2013

Present: Evan, John, Dawn, Daman, Brian, Chris, Hans, Emily

1. Sponsorship / Budget

Currently there is approx. $1,600 in the account which includes $1,000 from CAE. With the expected $4,000 from registrations and $1,500 from the Alumni we think that we'll have enough money assuming that our expenses will be similar to last years ($18.5k). The shortfall will be covered from AROSS grant (up to $15k).

2. Registration-related Issues
  • Currently we have 47 people registered. It's quite a big spike from 2 days ago when we had only 16. Possibly it is the effect of distributing 1100 flyers over the last two days.

Participant Estimated Numbers

  • Regular attendees 100 - 150
  • Speakers 30
  • Volunteers 40
  • Faculty/Staff 30

TOTAL: 200 - 250

  • Decided to extend the Early Bird registration until Tuesday, Oct. 8 if possible. Registration Form is a potential problem

Actions:

  • Daman to inquire Marketing about this
  • Emily to change the web site (if it turns out that we can make this change)
  • Evite: Hans finally got it working but learned that Marketing people don't want to send it out (seems that they always did it in the past)

Actions:

  • Evan to send Evite to Alumni (agreed to give 2 ticket to them)
  • Ralph to send Evite to last years attendees (get the list from Daman)
  • Hans to ask the Calendar & News people to include FSOSS info in the next two Seneca News emails
  • Yoav sent Evite to several Tech Media outlets
  • Cathy suggested that we need to talk personally to Faculty Members and encourage them to promote FSOSS to their students
  • John volunteered to hand out flyers during the meetup he was planning to go to tonight
  • Decided to have a brief (15min - 20min) meeting on Wednesday, Oct 9, 10am to finalize the attendee numbers - needed for ordering food, shirts, swag

Actions:

  • Emily to book the room
3. Food & swag

Actions:

  • Daman to ask speakers about: dinner attendance, tshirt sizes, preferred time-slots, special requirements for their presentations (standard items available: PC, projector, wireless internet)
  • Cathy to explore options regarding bags - make recommendations on Oct 10
  • Chris to make recommendations for speakers swag - Oct 10
4. Other
  • Dawn asked if we want demos by NexJ, MyOscar ... - Yes
  • Video & Google Hangouts: Hans and Yoav are researching this. Determined that the connection has to be wired.