October 3, 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 Estimates

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

• 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.