fudcon-planning October 2010

fudcon-planning@lists.fedoraproject.org

18 participants
63 discussions

[fudcon-planning] #65: Pay hotel bill for all sponsored people
by fudcon-planning 21 Feb '11

21 Feb '11

#65: Pay hotel bill for all sponsored people -------------------------------+-------------------------------------------- Reporter: pfrields | Owner: jsmith Type: Task | Status: new Priority: normal | Milestone: Tempe 2011: Hotel checkout Component: FUDCon Tempe 2011 | Keywords: -------------------------------+-------------------------------------------- Ensure that all room costs are handled for sponsored individuals by checkout on 02/01/2011. -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/65> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

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[fudcon-planning] #58: Need bus information on wiki (light rail stop to hotel)
by fudcon-planning 04 Feb '11

04 Feb '11

#58: Need bus information on wiki (light rail stop to hotel) -------------------------------+-------------------------------------------- Reporter: pfrields | Owner: jsmith Type: Task | Status: new Priority: normal | Milestone: Tempe 2011: wiki complete Component: FUDCon Tempe 2011 | Keywords: -------------------------------+-------------------------------------------- We need bus information that will get people from the light rail to the hotel if possible. -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/58> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

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[fudcon-planning] #64: Need to determine alcohol arrangements for FUDPub
by fudcon-planning 04 Feb '11

04 Feb '11

#64: Need to determine alcohol arrangements for FUDPub -------------------------------+-------------------------------------------- Reporter: rbergero | Owner: rbergero Type: Task | Status: new Priority: blocker | Milestone: Tempe 2011: FUDPub logistics complete Component: FUDCon Tempe 2011 | Keywords: na-meeting -------------------------------+-------------------------------------------- We will likely be using Pourmasters for FUDPub (per approval at upcoming meeting). The proposal is for them to provide the following, for a period of 5 hours (or less), at 3.25/person attending, with 2 bartenders: Complete Beverage Service: Bartender(s), Bar(s), Coke, Diet Coke, Sprite, Bottled Water, Tonic & Club Soda; Orange, Grapefruit & Cranberry Juice; Margarita Mix; Lemons & Limes; Ice; 9oz & 12oz Plastic Cups; Napkins; Stir Sticks; Plastic Tubs; Basic Bar Supplies. (Note that this is a good deal for all involved, since buying a bottle of can of coke from ASU catering can run $1 each and up.) Contact info for pourmasters: Use the phone number on their website, pourmasters.com. Our contact is Dave, the owner, dave at pourmasters dot com. Gratuity is not included. We can opt to either have tip jars, include a flat 20% gratuity, or pay them gratuity in full on day of service. Invoice will be sent approximately one week before FUDPub, with option to pay via card or check. Needs to be paid, if not in advance, on day of service. Pourmasters is already on file with assorted campus departments (catering, ASU PD) with the appropriate insurance information. With this service, we can provide the alcohol. Dave gave me an approximation of how much alcohol we would need for an event with 200 people. Vodka: 4 1.5L bottles Rum: 2 1.5L bottles Gin: 2 1.5L bottles Bourbon: 2 1.5L bottles Tequila: 2 1.5L bottles Scotch: 2 750ml bottles (possibly 2 different kinds). Beer: 10 cases of beer (24 bottles/case). He recommended 3 or 4 types. This will probably be a fun battle to choose. :) Wine: 2 cases of wine (recommends 12 bottles each of white and red, which seems a bit much based on our demographics, but we could always return unopened alcohol.) Estimated costs coming soon. We have two options: We can either pay for all the alcohol - or we can round up the people who want to drink alcohol and get them to pony up a donation towards that cause (would probably be in the 10-20$ range, nothing extravagant). Any leftover alcohol can either be returned or given to someone who is of age and lives in the local area. :D -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/64> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

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[fudcon-planning] #46: Buy sodas and other soft beverages for conference days
by fudcon-planning 04 Feb '11

04 Feb '11

#46: Buy sodas and other soft beverages for conference days -------------------------------+-------------------------------------------- Reporter: pfrields | Owner: jsmith, rbergero, rrix Type: Task | Status: new Priority: normal | Milestone: Tempe 2011: On-site food logistics complete Component: FUDCon Tempe 2011 | Keywords: -------------------------------+-------------------------------------------- We can gift sodas and beverages to ASU LUG to bring to the FUDCon event. Jared and Robyn can buy these the day before and make sure they're delivered to the event. We need: * Soda (remember diet and caffeine free varieties) * Water (?) * Iced tea * Coolers * Ice (probably the morning and afternoon of each day) -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/46> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

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[fudcon-planning] #63: Need to obtain alcohol permit for FUDPub
by fudcon-planning 26 Jan '11

26 Jan '11

#63: Need to obtain alcohol permit for FUDPub -------------------------------+-------------------------------------------- Reporter: rbergero | Owner: rbergero Type: Task | Status: new Priority: blocker | Milestone: Tempe 2011: FUDPub logistics complete Component: FUDCon Tempe 2011 | Keywords: -------------------------------+-------------------------------------------- Need to obtain alcohol permit for FUDPub from ASU Campus PD. This needs to be done at least 14 calendar days before FUDPub. Permit will need to be displayed on-site at the event. Some general information: The application requests information about various matters, including: the type of event, number of attendees, how much liquor and/or beer the sponsor is planning on serving, how much food is going to be provided, and whether the server of the alcohol possesses a current liquor license. The reverse side of the application provides information on the required types and levels of insurance coverages. If an event is to be held at the Memorial Union, the request must be submitted to the Director of the Memorial Union for approval, prior to submission to the ASU Police Department. Events held at other University locations must be approved by the applicable dean or director. Other information can be found here, including links for the form: http://www.asu.edu/counsel/brief/alcoholfaq.html -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/63> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

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[fudcon-planning] #51: marketing posters for event from design-team
by fudcon-planning 26 Jan '11

26 Jan '11

#51: marketing posters for event from design-team -------------------------------+-------------------------------------------- Reporter: rrix | Owner: rrix Type: Task | Status: new Priority: normal | Milestone: Component: FUDCon Tempe 2011 | Keywords: -------------------------------+-------------------------------------------- rrix to manage communication between fudcon-planning team and the design- team to create posters which can be printed and distributed locally for the event. -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/51> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

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[fudcon-planning] #45: Order food for Saturday and Sunday from ASU Catering
by fudcon-planning 26 Jan '11

26 Jan '11

#45: Order food for Saturday and Sunday from ASU Catering -------------------------------+-------------------------------------------- Reporter: pfrields | Owner: jsmith Type: Task | Status: new Priority: normal | Milestone: Tempe 2011: On-site food logistics complete Component: FUDCon Tempe 2011 | Keywords: -------------------------------+-------------------------------------------- We are buying: * Light breakfast on Saturday * Lunch on Saturday * Light breakfast on Sunday Place an order with ASU Catering to cover all the essentials for the appropriate number of people. We are estimating 150 right now but check the pre-registration just to be safe. -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/45> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

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[fudcon-planning] #53: Put an ad in the ASU student newspaper for FUDCon Tempe
by fudcon-planning 26 Jan '11

26 Jan '11

#53: Put an ad in the ASU student newspaper for FUDCon Tempe -------------------------------+-------------------------------------------- Reporter: pfrields | Owner: rrix Type: Task | Status: new Priority: blocker | Milestone: Tempe 2011: Site logistics complete Component: FUDCon Tempe 2011 | Keywords: -------------------------------+-------------------------------------------- Order of operations: * Find out advertising rates in the paper, days it's published, and physical requirements * Figure out when we want to run the ads * Get Design to make up the ad * Have jsmith or stickster send and pay -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/53> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

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[fudcon-planning] #29: Badge inserts for attendees
by fudcon-planning 26 Jan '11

26 Jan '11

#29: Badge inserts for attendees -------------------------------+-------------------------------------------- Reporter: pfrields | Owner: jsmith, rbergero, rrix Type: Task | Status: new Priority: normal | Milestone: Tempe 2011: Site logistics complete Component: FUDCon Tempe 2011 | Keywords: -------------------------------+-------------------------------------------- * http://www.amazon.com/Avery-White-Badge-Insert- Refills/dp/B00007LVDM/ref=sr_1_1?ie=UTF8&s=office- products&qid=1282329496&sr=8-1 * http://www.inkhead.com/custom-lanyard/badge-holders/clear-badge-pouch- holder_pv-1484-0.html We'll need to purchase inserts for the badges, and print them up before hand with pre-registration information. We should wait as long as possible to do this, but no later. ;-) Really, that's around a week or so before the event, it doesn't need to be the night before. What has worked well in previous FUDCons is to make sure each badge includes a marking for the attendee's indicated vegetarian status (V, or VV for vegan), and their shirt size. When that's printed right on the badge, it makes check-in at the registration desk super-easy for everyone. Another marking or format can delineate pre-registered people versus late registrants. That can help with some of the swag giveaways and making sure that everyone gets what they expect. -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/29> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

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[fudcon-planning] #28: Blue earplugs - potential purchase
by fudcon-planning 26 Jan '11

26 Jan '11

#28: Blue earplugs - potential purchase -------------------------------+-------------------------------------------- Reporter: pfrields | Owner: jsmith, rbergero, rrix Type: Task | Status: new Priority: blocker | Milestone: Tempe 2011: Hotel logistics complete Component: FUDCon Tempe 2011 | Keywords: -------------------------------+-------------------------------------------- The Courtyard is fairly close to the freight rails. There's a small chance some people might be disturbed by the noise, so let's plan on buying a box of blue :-) earplugs for them: http://www.amazon.com/Smith-Wesson-Blue-Disposable-Plugs/dp/B0012J0F2Q -- Ticket URL: <https://fedorahosted.org/fudcon-planning/ticket/28> fudcon-planning <http://fedoraproject.org/wiki/FUDCon> FUDCon event planning

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fudcon-planning October 2010