flock-planning July 2017

flock-planning@lists.fedoraproject.org

12 participants
12 discussions

Booklet text & Schedule
by Ryan Lerch 17 Aug '17

17 Aug '17

Hi all, Just wondering if i could get a few items for the booklets (for reference, check the PDF of last years booklet [1] of how this was then): * updated Code of Conduct * Details of the evening events (location, time, any extra details) * the intro to flock * sponsor list + logos * keynote talks, dates and speaker details Additionally, IIRC, it was pretty much a consensus that haveing the schedule in the booklet was too much of a hassle, as talks were inevitablly going to change, but instead have the big wall schedule for each day[2], so we can move the talks around, and also have blank ones we can fill out for adhoc additions. Just wondering when the schedule will be finalised, so i can start doing the cards for the bigwall as there is nothing on the sched site as of right now[3]. cheers, ryanlerch [1] - https://pagure.io/flock-booklets/blob/master/f/2016/flock-booklet-individua… [2] - https://ryanlerch.fedorapeople.org/flockphotos/bigschedule.jpg [3] - https://flock2017.sched.com/

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Past Flock wisdom
by Máirín Duffy 09 Aug '17

09 Aug '17

Hi everybody, I read through the set of blogs posted about last year's Flock to try to distill all the ideas / suggestions folks had written about for this year. (https://communityblog.fedoraproject.org/list-of-flock-blogs-and-more/) --- Lots of notes on logistics and organization. Highlights: - Challenge of scheduling Fedora Engineeringteam talks as to not conflict - 10 sessions canceled; usually only 2-3. Need to figure out why / manage itto try to avoid so many. - Remove schedule from booklet, have wall schedule - Telegram vs. IRC confusion, too many places to monitor."I would advocate for coming up with an online discussion plan well in advance of the conference next year and sticking to it." - Wifi not sufficient to stream all sessions. Recorded sessions and post after (except for diversity panel which streamed.) Should make a policy on this probably. (Q: what if we streamed audio-only? Would this save bandwidth?) http://jwboyer.livejournal.com/53056.html --- Takeaway here is to make the transit options really clear. I'm thinking of making some maps of how to get the airport bus, having a photo fo the pickup point and also the drop off point in Hyannis. http://www.colliernotes.com/2016/08/fedora-flock-2016-day-1.html --- Nice pictures of some collateral, notes about the wallschedule and maybe we better not put a schedule in the booklet and instead do the wall schedule as a regular thing: http://www.ryanlerch.org/blog/flock-2016-krakow/ --- Panels should be more than an hour (not sure about this tho, that seems excessive to me) Moderation needs to be stricter in panels so it's not dominated by a few of the panelists https://whatamithinks.wordpress.com/2016/08/15/480/ --- Miscommunication situation to avoid with speakers: "I was a bit relaxed after that and didn’t worry much when there was no further contact by FLOCK organizers for hotel and travel bookings. But by early July, I was panicking a lot ! Turns out, I had registered for FLOCK using a different email id (non f.p.o one) and submitted the talk using my f.p.o email id and hence was dropped from the list of sponsored attendees. Anyway, thanks to FLOCK organizers and especially, Joe Brockmier it all worked out in the end since I was already in Berlin for my research work and didn’t need a new visa ! So come August 2, I was all set and ready to fly to FLOCK.." https://networksfordata.wordpress.com/2016/08/12/flock-diaries-krakow-2016/ --- - flock proxy setup - if we can do this again would be nice, should get the word out about it well in advance and have it in messaging including the booklet - rideshare page - will be good to have this setup for getting folks from Hyannis station to the hotel - volunteer organization - we can use volunteers for time reminders for speakers as well as IRC transcription and video recording https://www.scrye.com/wordpress/nirik/2013/08/06/flock-notes-of-interest/ Cheers, ~m

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Re: Question about sharing a t-shirt order
by Amita Sharma 31 Jul '17

31 Jul '17

On Mon, Jul 31, 2017 at 2:41 PM, Brian Exelbierd <bex(a)pobox.com> wrote: > Why did you delete everyone from the copy? > > On Mon, Jul 31, 2017, at 10:39 AM, Amita Sharma wrote: >> On Mon, Jul 31, 2017 at 1:55 PM, Brian Exelbierd <bex(a)pobox.com> wrote: >> > >> > >> > On Sat, Jul 29, 2017, at 05:41 AM, Justin W. Flory wrote: >> >> Hi all, >> >> >> >> To make this quick, the Diversity Team is looking at ordering t-shirts >> >> for the upcoming Fedora Women Day in September. We had an idea of >> >> ordering them in time for Flock, then distributing them there to event >> >> organizers across continents. >> >> >> >> I wanted to see if the Flock t-shirt order had been placed or was being >> >> priced out now, and if it hadn't been completed yet, if it would be >> >> possible for us to join our order in to help save on costs. As far as >> >> logistics go, this would also come from Fedora budget, so I'm not sure >> >> if cost transfers would be easier this way. >> >> >> >> I just wanted to see if it was too late for this to be an option, and if >> >> not, how quickly we would need to act to make it happen. >> > >> > It is probably not too late, but I am not sure this is the best idea. >> > >> > I believe the majority of the shirts will be going back to India. How >> > large is this order? The US has one of the higher costs and if we have >> > to pay shipping in India still or baggage fees to get it there we will >> > not be doing well with this. >> >> To save all this overhead of shipping and extra baggage etc, I would >> like to produce t-shirts for India events in India only and I will >> reimburse amount later (I tried getting this fund from RH Pune along >> with my QECamp t-shirt order, but it seems that is not working). >> For the number of t-shirts needed and prize etc, I will open ticket. > > The funding needs to be approved before the shirts are printed. > > Please find out if having the shirts printed in India with the QECamp > order can save money. It is all Red Hat funds, so we should try to save > money even if two cost centers are involved. Sure, I will check with vendor. > >> Though, We need to ask Jona if she needs to work on this idea of >> producing t-shirts in US. > > If the only other shirts need are for Europe, producing in America is > silly I think. > > Could you overproduce in India and mail them to Jona reasonably? Need to know numbers and shipping charges as well. (if it is 2-3 only for speakers I can bring them in flock though). I will check this too. Thanks, Amita > > regards, > > bex > >> >> Thanks, >> Amita >> > >> > I'd like to see a ticket describing how many shirts you need, etc. so we >> > can make a decision. >> > >> > regards, >> > >> > bex >> > >> > >> >> >> >> Thanks all! >> >> >> >> -- >> >> Cheers, >> >> Justin W. Flory >> >> jwf(a)fedoraproject.org >> >> >> >> Email had 1 attachment: >> >> + signature.asc >> >> 1k (application/pgp-signature)

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FLOCK UPDATE - funding, tickets, and more
by Brian Exelbierd 26 Jul '17

26 Jul '17

This email is being sent to devel@, flock-planning@, and flock-attendees-2017@ for visibility. I apologize if you receive it multiple times. # Action Required: Read below carefully to determine if you need to take an action ## Registration We will be placing final food orders and other attendee count related items this week and next week. If you haven't registered yet, please do so. Unregistered people and unpaid and unfunded registrations as of Friday July 27 may not be included in the counts for lunch, etc. Registration will remain open for pre-printed badges and other items for a while longer. ## Flock Attendees Mailing List Opened The flock attendees mailing list has been available for some time. However, today we mass-subscribed everyone who is registered for Flock. Feel free to add yourself if you were missed or to modify your subscription as needed. Future announcements for attendees may only be sent to this list, so we encourage you to stay subscribed. https://lists.fedoraproject.org/archives/list/flock-attendees-2017@lists.fe… ## Hotel Rooms Hotel room reservations at the Flock negotiated prices are still available. These prices are not guaranteed after August 4th so you are encouraged to book now. ## Flock Travel Funding Flock travel funding is now exhausted. If you have not received an offer or a notice that no funding is available, please email flock-staff(a)fedoraproject.org. If you have a funding offer you have not responded too, please respond ASAP. The money to fund this is rapidly being reallocated to other cost overruns. Offers will still be offerred, but need to be taken advantage of quickly. ### Travel Planning If you are a funded traveler you should have already received information about your airfare, hotel, and bus transportation. If you have not received details, please contact flock-staff. Please note that the hotel has not yet sent their hotel confirmations, those are still in progress. Please note that bus tickets have not been issued, but details are being confirmed now. ## Flock Schedule The sched.org site has been set up but the schedule is not yet loaded. We hope to load the schedule next week. https://flock2017.sched.com/ regards, Flock Committees and Planners

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Bus ticket logistics
by Máirín Duffy 26 Jul '17

26 Jul '17

Hi, Bex had asked inline on the registration form mockup comments if we could pre-purchase bus tickets ahead of time. Yes, butthey only have a paper ticket system right now, which means we'd be mailing tickets out - I don't think that will work. The other option is for folks to purchase the tickets (cash only) upon boarding. However, the bus company is moving to an electronic system where they can scan tickets on smart phones or provide online ticket purchasing via PDFs you can print. The system is planned to go live in May. Here is an article about it - http://www.capecodtimes.com/business/20170117/bus-line-to-roll-out-tech-upg… So hopefully we'll be able to take advantage of online ticketing. ~m

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Funding and Registration cut offs
by Brian Exelbierd 12 Jul '17

12 Jul '17

Hi, I'd like to see us add a note to the registration and flock sites indicating that funding requests have to be made by Friday 15 July. However, I'd also like to note that requests made at this point are likely to not be funded as we are almost out of money. I'd like to also add a note to the site that indicates that registrations received after 24 July may not be included in the the headcount for lunches or t-shirts as we ahve to finalize numbers. WDYT? regards, bex

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Sched Site Live, but not populated
by Brian Exelbierd 11 Jul '17

11 Jul '17

I have actived the sched site, but we haven't loaded the sessions yet. The web snippet is <a id="sched-embed" href="http://flock2017.sched.com/">View the Flock 2017 schedule & directory.</a><script type="text/javascript" src="//flock2017.sched.com/js/embed.js"></script> The url is flock2017.sched.org I suggest that someone prepare a PR for the website for when the schedule goes live. regards, bex

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Flock t-shirt
by Máirín Duffy 11 Jul '17

11 Jul '17

Hi, Mary created a great design for the Flock t-shirt. We'll likely need ~6 weeks to get them produced based on past experience. We're at 10 weeks out, so we should probably soon figure out what we're going to do WRT T-shirts: - Are we going to provide T-shirts or sell them? - Do we have sponsors to list on the T-shirt? (The SuSE logo on the mockups is just a stand-in from a previous years' design) - Do we want sponsors on the shirt? Options for saving costs include cutting colors (saves you less) and cutting screens (saves you a little more, eg have a one-sided instead of 2-sided shirt). We can modify the design based on this as well if needed. ~m

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Chicken and egg to avoid for next year
by Máirín Duffy 07 Jul '17

07 Jul '17

Many speakers (~20) did not register for Flock when submitting their proposals. They didn't want to register because they weren't going to come unless their proposal was accepted. Problem is, we then don't have their funding request info. If decisions about who is going to be funded are made regardless of whether or not they proposed a talk or not - if someone is essential, we should consider their funding, but if they dont register we dont know how much funding they are asking for. We should probably separate registration ("Yes, I'm coming") from funding request ("I'd like to come, can you help fund me?") Another issue is that there were folks that didn't want to register until they knew they were accepted because they didn't want to lose the registration fee. Even though I think we explain we'd refund it. Maybe we should have some mechanism where you're only asked to pay it once your funding request is accepted. ~m

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Idea about T-shirts + sticker info
by Máirín Duffy 07 Jul '17

07 Jul '17

Hi, T-shirts are $6-7/piece toget printed (Plus shipping. I'm willing to do local pickup to save $.) For 250 peoplethat is $1500-1750:at least one fully funded Flock attendee, no? Idea: TakeT-shirt orders up front during registration, and use the fund as a way to sponsor an additional contributor. Charge $10/shirt and if only 100 people out of 250 bought a shirt, that's still $1k, close enough to mostly fund a contributor. Folks buying a t-shirt for a reasonable cost also get to feel good about helping another contributor get to Flock. Just an idea, anyway. And now you know what T-shirt pricing / budget would be if we decide to fully cover them. T-shirts are going to need at least 4 weeks turnaround assuming design is ready to go (it is not right now)and we know quantities/ sizes (we couldn't know until reg is finished.) I recommend closing registration for people who want a T-shirt by July 10. I priced out stickersheets for Fedora badges. The best bet I think is a 5"x7" sheet of multiple KISS cut stickers; $0.62/sheet; for a run of 500, $312 + free shipping (see https://ethercalc.com/flock-swag-pricing-2017 ) ~m

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flock-planning July 2017