flock-planning June 2016

flock-planning@lists.fedoraproject.org

17 participants
11 discussions

Need guidance on Flock lanyard badge design
by Máirín Duffy 13 Jul '16

13 Jul '16

Hi, Maria (cc'ed) is designing the lanyard badges for Flock. We are not sure of the exact info you'll need / want on the badges, logistically. Here is the ticket for the design work; it includes photos of Flockchester's and Prague Flock's badges as well as other conference badges: https://fedorahosted.org/design-team/ticket/457 One issue we have up front is that we think it's important to include the "get help" info on the back of the badge. Rochester Flock had Ruth, Josh, and Tom's cell phone numbers and emails. Are they still the people to list for help, or are there other people we should be listing as those who can help? Ok, beyond that issue, here's a list of basic info we can put into the design, then a bucket of extras. We'd like to know what info is most important to you and what can be dropped from the badge: Front of Badge Essentials: --------------------------- - Attendee Name - Attendee custom badge line Back of Badge Essentials: -------------------------- - link to sched.org schedule - "Get Help" info (#flock-help, phone numbers / emails) - conference website (flocktofedora.org) Other possible data to include: ------------------------------ - Attendee class (speaker / attendee / organizer? color-coded?) - Meal selection (special dietary needs?) - wireless access point SSID / access info (do we have this?) - Attendee social media handle / IRC nick - Attendee FAS id We're planning to have the badges of registered attendees pre-printed, and have some blank badges that can be filled out with marker at the event. So whomever is running registration will need a sharpie (and potentially blank labels in case sharpies don't stick to the badge lamination.) Any guidance / advice greatly appreciated. ~m

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Buses
by Rafal Luzynski 13 Jul '16

13 Jul '16

Hi, I think it's time to talk about the buses to arrive from the hotel to the evening events locations and back. I suggest to rent the city buses. Usually it's cheaper and provides less trouble than directing people to the public transport, taking the ticket prices into account. Full info about the buses is here: http://mpk.krakow.pl/pl/wynajem-pojazdow/uslugi-dodatkowe/cennik-i-dostepne… (Polish only but can be passed through a translation software) There are 3 price groups of buses: * small: 2 doors, 37-61 passengers, 292.68 PLN ($74.10); * medium: 3 doors, 85-110 passengers, 366.12 PLN ($92.69); * large: articulated, 4 doors, 160-168 passengers, 474.14 PLN ($120.04). Rules: * For the price above you buy 3 hours and 54 km (34 miles); * The time and distance also includes the route from/to the bus garage; * Each additional 1 hour or 18 km: add ⅓ of the original price; * Night hours (after 10pm): add 20%; * All prices exclude VAT. I suggest the following bus cruises: Day 1: 2 August =============== City tour, 150 people. Starts: 7pm, ends: 9pm. 100 people come back to the hotel immediately, other 50 stay at the city center for some food/drink/etc. The bus must cruise multiple times to take all the people back but no longer than until 11pm. I suggest to rent one large bus to go to the city center (439.02 PLN), it will take all the people together. We can't use it to come back to the hotel because we won't fit into 3 hours limit and buying another hour is too expensive. To come back I suggest to rent one small bus and make it cruise 3 times. This will also encourage the people to stay longer. Price (including night hours): 331.71 PLN. Total for this day: 770.73 PLN ($195.12). Day 2: 3 August =============== Ship party, 200 people. Starts: 7:30pm, ends: 10:30pm. All people should arrive and come back together. I suggest to rent 2 medium buses cruising together and we have to pay for 6 hours (4 day hours + 2 night hours). Total for this day: 1,562.12 PLN ($395.47) Day 3: 4 August =============== Dinner/beer at Browar Lubicz, 250 people. Starts: about 7pm, ends about 10pm. For this event we don't need to arrive all at the same time. My suggestion to arrive to the restaurant: one large bus and two cruises (at two different hours). Price: 439.02 PLN. Back to the hotel: let the people have a choice if they want to leave the party early or late, let's take one medium size bus and let it cruise 3 times. Price (night hours): 439.35 PLN. Total for this day: 878.37 PLN ($222.37). Alternatively we may take 2 small buses and make each cruise 2 times, 4 cruises total, the price will be 263.09 PLN higher. Total for all days: 3,211.22 PLN ($812,97). =========================================== We can optimize if that's too expensive, for example: Day 1: do not wait for those who want to stay in the city center, they will come back with the public buses. Let the same bus wait and take the people who want to come back immediately to the hotel - 185.37 PLN saved. Day 2: make sure we fit in 5 hours rather than 6 hours - 292.89 PLN saved. We can also take one bus, split the people into 2 groups and accept some time shift between them because the bus must come back and take another group - we may save 781 PLN but lose much time. What do you think? Note that we must have all other events confirmed before ordering buses. Regards, Rafal

4 11

Please fix typos in venue names
by Rafal Luzynski 04 Jul '16

04 Jul '16

Hello, Please fix the typos in the venue names at http://flock2016.sched.org/ : "Picaso" => "Picasso" "Rembrant" => "Rembrandt" grep to find all occurrences. Also please do the same fix on other servers if the same typos occur. Thanks, Rafal

2 6

Need a roommate? + Conference Hotel
by Máirín Duffy 01 Jul '16

01 Jul '16

Hi, I know there's a number of folks who still haven't booked their room / are confused about it. It looks like there isn't a roommates wiki page so I created one: https://fedoraproject.org/wiki/Flock2016-Krakow-proposal/Roommates I also checked with the hotel, Best Western Premier Hotel in Krakow (btw their English is great,) and they have between 11-29 rooms left under our rate depending on arrival and departure dates. If they run out of rooms by the time you book, you can book at: Best Western Efekt Express Hotel +48 12 614 57 00 Opolska 14, 31-323 Kraków, Poland It is next door to the Best Western. Hope this helps folks. ~m

2 1

Food
by Rafal Luzynski 30 Jun '16

30 Jun '16

What plans do we have regarding the refreshments and drinks (water) during the conference days? Will it be sponsored by Red Hat? Will all the lunches be in the hotel restaurant? Should we search for another restaurant or multiple restaurants? Are we going to provide potable water for free for everyone? Regards, Rafal

2 1

Flock 2016 Evening Activities - Comments Needed
by Brian Exelbierd 28 Jun '16

28 Jun '16

Hi All, Rafal, Filip and I have been working hard on the evening activities. The current proposal is the following: 2 August - Game Night at the Hotel and a City Tour 3 August - 3 hour dinner cruise (200 ppl) 4 August - Buffet Dinner and Beer tasting at Browar Lubicz We would like to hear you feedback on these? Do we need all three evenings to have an activity? Essentially we have a choice. If we cancel either the cruise or the brewery we can shift 6-8 thousand dollars ($6000 - $8000) into the travel subsidy budget. Would you rather have one activity and a greater subsidy budget or 2 activities? The game night and city tour as not a significant expense. Please share your opinions quickly as we need to commit to the cruise ASAP and brewery RSN (real soon now) or we risk losing the options. Thank you. regards, bex

8 12

Speakers who aren't registered
by Máirín Duffy 28 Jun '16

28 Jun '16

Hi, Just a heads up that (with Patrick's help) I went through the list of Flock registrants and the list of accepted speakers and found that we have 9 speakers who did not register. I spoke to one today who has already registered... we have 8 pending who still need to register, and I emailed them all to let them know they should register. I'm working on trying to get some more final-ish numbers to get quotes for the print materials we need to produce en masse (Flock booklets, lanyard badges.) I will send the list of speakers who still need to register to flock-staff. Thanks, ~m

1 0

Design Collateral
by Ryan Lerch 21 Jun '16

21 Jun '16

HI all, Just wondering if you all have any ideas on what Design elements that will need to be done for Flock again this year. Typically, the fedora design team helps out with: * Badges * Shirts * Booklets * Signs etc But we kinda need a little bit of information to get started on all these things, like format sizes of the booklets etc. Is there a list of items that need to be done, and any info on how these are to be printed so we can get started on them? cheers, ryanlerch

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Update Website with Note about Flock Travel
by Brian Exelbierd 13 Jun '16

13 Jun '16

In connection with Catholic Youth Day festivities. Poland will impose border controls at all of its national borders from July 4 to August 2, and visitors to Poland during this period should be prepared to show their passport and undergo stricter security screening throughout Poland. This note is based on information provided by the US Department of State. It will mostly impact travelers coming to Flock by ground transport. EU Citizens should be able to use their ID instead of their passport. regards, bex

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Shirt sizes
by Ruth Suehle 09 Jun '16

09 Jun '16

I noticed in the reg form we don't offer women's sizes. Is that not going to be an option this year?

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flock-planning June 2016