fudcon-planning November 2009

fudcon-planning@lists.stg.fedoraproject.org

20 participants
54 discussions

Need roommate: Luya Tshimbalanga
by Chris Tyler 03 Dec '09

03 Dec '09

Luya Tshimbalanga is a late registrant coming from BC. He's booked a room for three nights (Fri-Sat-Sun) but would like to split costs with a roommate if one is available. -Chris

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User track, and Toronto Red Hat talks
by Paul W. Frields 01 Dec '09

01 Dec '09

Track notes: Steven Parrish agreed to update the wiki to make sure that teacher names were listed next to each session in the pre-set tracks. That way we can ping them to ensure that they link now-ish to information about what they'll cover. I would like to avoid improvisation or slides made up the night before, and that seems fully in keeping with our expectations for funding people's travel to FUDCon. * * * We need to think about setting aside time for our friends in Toronto at Red Hat, who so rarely get to present at a FUDCon because of the travel requirement. I'd like Andrew Overholt to help us pick 3-4 talks that we can establish in this set-aside, to ensure that there's a good sampling of the cool work being done there. I'd like to guarantee each one a spot at the BarCamp. They need not be put in a specific room or time slot until we make the schedule for the rest of the BarCamp. Andrew, please make sure that the presenters are there Saturday morning to pitch their talks (or have a proxy), and tell them to make sure their pitches are winning ones! -- Paul W. Frields http://paul.frields.org/ gpg fingerprint: 3DA6 A0AC 6D58 FEC4 0233 5906 ACDB C937 BD11 3717 http://redhat.com/ - - - - http://pfrields.fedorapeople.org/ irc.freenode.net: stickster @ #fedora-docs, #fedora-devel, #fredlug

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Boston lodging all settled
by Mel Chua 30 Nov '09

30 Nov '09

Thanks to an update and some additional housing from Spot, everyone on the needs-Boston lodging list is now taken care of, and logistics are now between guests and their hosts. Rockin'. Now to settle out Toronto housing - I'm going to gulp some food down and then call up the hotel. --Mel

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Statuscheck: food/swag/supplies en route to being delivered/paid-for
by Mel Chua 30 Nov '09

30 Nov '09

(statuscheck on #3 from my to-do list) * Saturday's lunch payment will be taken care of in-person on Saturday, that's set. * T-shirt place getting called tomorrow to wrap up the financials. * Hotel also getting called tomorrow to make sure we have master billing set up and the new rooms in our block are on it. * Hotel and final travel (plane, train, bus, rental car) reimbursements will be happening immediately after FUDCon when we've got all the receipts in. * Supplies all set, I'm making an office-supplies run on Thursday to get badgeholders and anything else we need (so if I should add anything to my shopping list, let me know, right now it's just badgeholders). Status good, no open questions here. --Mel -- 5 days to FUDCon! Mel's remaining to-do list: 1. Make sure all sponsored attendees have lodging settled in Toronto 2. Make sure all sponsored attendees on the FUDBus have lodging settled in Boston 3. Make sure food, swag, and other needed supplies are paid for and scheduled for delivery 4. Make sure the budget balances 5. Make the accounting to-do list so Paul and I can settle out which-team-pays-for-what at the end of FUDCon before we leave Toronto (hopefully)

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Accounting status: currently at $619.40 buffer
by Mel Chua 30 Nov '09

30 Nov '09

(remaining check-ins from my FUDCon to-do list) 4. Make sure the budget balances As of this writing, we have $619.40 in budget buffer, assuming $50USD/person/night for hotel rooms (They're doubles at $105 Canadian, which is $99.32 USD, but I'm not sure if that includes taxes.) The leeway was originally roughly twice as large until I did the following: * corrected the list of who was staying at the hotel (which gained us buffer, since a number of people have since found their own Toronto accommodations) * corrected the list of how many nights people were staying (which lost us buffer, since most people were originally budgeted for 3 nights but need 4) The current spreadsheet is at https://fedoraproject.org/wiki/File:Fudcon-Toronto-2009-expenses.ods (linked to from https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_budget#Execution)… It isn't entirely settled yet - there are still some expenses (random office supplies) we haven't purchased, and some things with expenses that aren't yet set (hotel isn't 100% final, for example) but all the large items are either set or very close, so it looks like we're in pretty good shape in case emergencies ("need extra hotel room NOW!" etc) come up. 5. Make the accounting to-do list so Paul and I can settle out which-team-pays-for-what at the end of FUDCon before we leave Toronto (hopefully) Accounting needs to be put in order in a more reasonable way (wishlist for FAD: FUDCon accounting template/schedule/howto) and then checked over with a fine-tooth comb to make sure we've got all the costs accounted for before we go about the final splitting-up of costs. Will worry about this tomorrow. --Mel [1] In other news, I feel silly for not realizing earlier that one can upload .ods files to the wiki and get automatic version control. -- 5 days to FUDCon! Mel's remaining to-do list: 1. Make sure all sponsored attendees have lodging settled in Toronto 2. Make sure all sponsored attendees on the FUDBus have lodging settled in Boston 3. Make sure food, swag, and other needed supplies are paid for and scheduled for delivery 4. Make sure the budget balances 5. Make the accounting to-do list so Paul and I can settle out which-team-pays-for-what at the end of FUDCon before we leave Toronto (hopefully)

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Toronto lodging status: final hotel room list ready to confirm with the hotel
by Mel Chua 30 Nov '09

30 Nov '09

(statuscheck on #1 from my to-do list) Jon Stanley did a totally heroic job of information synthesizing, gathering, and organizing over Thanksgiving weekend, and we are set to do our final sync with the hotel in the morning. Thank you, Jon! The final hotel booking list as it should be is at https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_logistics#Booking. I'll call the hotel to make sure we have these rooms tomorrow (Monday) morning. Our final count: * 15 rooms for 4 nights * 1 room for 3 nights (note that this count contains partially-sponsored rooms) The final "who's sponsored by what budget and who's rooming with who" list is at https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_logistics#Room_sh…, with the final "we're not quite sure on this" section (roommate/funding situation for Jon/Peter/Sebastian/Matthew) marked. Everything else is worked out, and this last bit is something Paul and I can figure out before Friday. I'll update again after the call tomorrow with (hopefully) a confirmation that all is booked according to plan. --Mel --- 5 days to FUDCon! Mel's remaining to-do list: 1. Make sure all sponsored attendees have lodging settled in Toronto 2. Make sure all sponsored attendees on the FUDBus have lodging settled in Boston 3. Make sure food, swag, and other needed supplies are paid for and scheduled for delivery 4. Make sure the budget balances 5. Make the accounting to-do list so Paul and I can settle out which-team-pays-for-what at the end of FUDCon before we leave Toronto (hopefully)

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Lodging-in-Boston (FUDBus out-of-towner) update
by Mel Chua 30 Nov '09

30 Nov '09

(statuscheck on #2 from my to-do list, below) https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_logistics#Boston_… is rapidly filling in; of the 9 people who need crash-space in Boston (https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_logistics#Need_Bo…) all but 3 have it. If you or someone you know can put up Jon Stanley, Jesse Keating, and/or Christopher Aillon, check out https://fedoraproject.org/wiki/FUDCon:FUDCon_Toronto_2009_logistics#Can_off… and ping accordingly. --Mel -- 5 days to FUDCon! Mel's remaining to-do list: 1. Make sure all sponsored attendees have lodging settled in Toronto 2. Make sure all sponsored attendees on the FUDBus have lodging settled in Boston 3. Make sure food, swag, and other needed supplies are paid for and scheduled for delivery 4. Make sure the budget balances 5. Make the accounting to-do list so Paul and I can settle out which-team-pays-for-what at the end of FUDCon before we leave Toronto (hopefully)

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FUDCon - Vegetarians & Vegans
by Chris Tyler 29 Nov '09

29 Nov '09

Hi Shari, Our vegetarian/vegan count has changed slightly -- it looks like we will need 114 regular, 15 vegetarian, and 1 vegan lunch. Is that Ok? -Chris

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FUDPub - D&B Confirmation
by Chris Tyler 29 Nov '09

29 Nov '09

I tried reaching Jacqueline Scott of Dave and Busters on Friday to reconfirm arrangements, but she was off sick -- so I've sent a detailed e-mail. If I can't get in touch by Tuesday I'll track down someone else in her office and confirm with them. -Chris

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FUDCon Badges
by Chris Tyler 28 Nov '09

28 Nov '09

Question on the badges: in the past we used preprinted badges for preregistrants, and closed the list when we cut off freebies, thus resulting in handwritten badges for those who didn't get freebies. This time we've kept the list open. I think we should print badges for everyone who's on the list, but we will need to tell who gets lunch +shirt+FUDpub. I propose white names on dark blue background for <=130 and blue names on white for >130. Any objections? -Chris

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fudcon-planning November 2009