FUDCon Pune 2015 Planning Meeting Minutes – 17 Feb

We had a good productive meeting today in #fedora-india as well as on phone + in-person at the Red Hat Pune office.

We used the Etherpad at http://piratepad.net/FUDConPunePlanning for keeping notes.

Highlights are:

  • We’ll soon add a code of conduct / anti-harrassment policy for the event
  • Outreach: everyone focussed on spreading the CFP message
  • Current logo draft looks good, minor tweak suggestions to be put on ticket
  • FUDPub venues being evaluated, but we’re getting a good deal from one of them

The entire minutes are appended below.

Last meeting : http://piratepad.net/fudcon-pune-planning-20150203

Agenda + Minutes
-----------
 * Creating FAQ for FUDCon India 2015
   * Kushal to draft it
   * Kushal has a list of Q
     * Amit will get creative with answers.
 * Code of Conduct / Anti-harrassment policy
   * In the works; mail sent to ambassadors@
   * Siddhesh + Rupali
   * draft based on Ryan Lerch's Flock planning content + linux.conf.au + Linux Foundation texts
   * Every other confence is using PSF/PyCon's CoC (info)
   * (idea) One person should be listed as contact as go-to person for violations
     * have one email + one person on-site?
       * Rupali nominated! (+4)
 * The end date of CFP, March 9.
   * I think it is early for Fudcon as the conf is in last week of June
   * 2months for Visa and travel plans and 3 weeks for confirming the talks = around 3 months should be fine (Kushal: Having a strict date will give organisers enough time to handle the schedule properly.)
   * Possible negatives: tickets get costly; visa processing takes time; people have to make plans at short notice, etc.
   * Let's see the response on 9th march, and then decide on extension?
     * We can perhaps give leeway for intl speakers who missed cfp deadline
     * Ok. works for me
   * Fudcon date is very near to RH summit. People attending RH summit can't attend Fudcon Pune
     * Unfortunate; can't alter this now.
     * People typically who attend Summit are not our audience / target speakers etc.?
       * There are some overlap , but it is very less.  May be around 10 or so
 * Outreach
   * http://piratepad.net/FudCon-outreach-list
     * this is for industry + mailing lists (communities)
     * we need help here with more lists + more volunteers to do the outreach.
   * http://piratepad.net/FUDCon-College-Outreach
     * this is for colleges / educational institutes
     * separate cfp needed because we need to mention open source in education here -- we could have a track for professors / teachers here to get them together and discuss problems specific to their area.
   * For Outreach, we can do this offline based on both the etherpads.
   * Please think of more companies which deal with RH / CentOS / Fedora; reach out for CFP.
   * Video series
     * Videos from FPL (Matthew Miller), jsmith, Kushal, Parag, Rahul, Joerg, etc. -- extolling the virtues of FUDCon + Pune
       * Let's ask Nitesh for this
 * Website
   * http://fudcon.in website up
     * just need to figuire openid thing now
       * Praveen + Siddhesh.
   * Finalize CfP text  http://piratepad.net/YaC3hNcOZ8 (done)
   * Graphics status update?
     * Two draft logos ready - Suchakra + jurankdankkal (Fedora-Indonesia)
     * We need to give feedback on the ticket: https://fedorahosted.org/design-team/ticket/352
     * Latest Draft: https://jurankdankkal.fedorapeople.org/FUDCon/FUDConPune2015/logo.svg
       * This logo looks good to several people; minor tweaks are needed.
       * Looks good with small + big sizes - fit for website logo + banners.
       * Soni suggests adding flag. (+1 amit)
       * Currently it's a choice between this one and the older logo from FUDCon Pune 2011.
   * SSL support?  Asked Saleem about it
     * We're still figuring this out.
 * Wiki
   * https://fedoraproject.org/wiki/FUDCon:Pune_2015
   * Help editing this wiki - content + categories.
 * Accommodation (done)
   * We negotiated good rates with Cocoon (INR 3000 + taxes)
   * Double-occupancy, Free wifi, breakfast
 * Travel updates? (after CFP closes + speaker selection)
 * Marketing
   * Fedora magazine
     * CFP article out
     * One more CFP article at -1 week (1 March).
       * Amita
   * Make a list of MLs to post the CfP to
     * also reach out to ambassadors in apac for confirmation / planning
       * Siddhesh
     * send email to fudcon-planning about CFP
       * Siddhesh
   * Video update?
     * appear.in is good for sharing between a few people (for these meetings)
     * Pankaj has emailed kpoint folks (the ones who did video last time)
     * Last option will be to have a tiny webcam doing live Hangout -- advantage is it has auto-archival on youtube.
     * Kushal will check with hasgeek for video.
   * fudcon.fedoraproject.org
     * will need some trac ticket?
     * Siddhesh
   * Twitter
   * Facebook
   * Google Plus
   * LinkedIn group
     * Chandan to send out cfp blurbs on all these social sites [DONE].
 * Budget
   * Make and maintain a publicly visible sheet to track expenses?
     * I  think we should have a wiki where we export the sheet in use.   ethercalc lets anyone edit, which is not exactly ideal for a  budget-tracking sheet.  For people interested in handling budget, just  contact the owner for budget acc. to the wiki
       * publicly visible, not editable :) So wiki would be fine
   * Sponsorship
     * Can we get partial funding for RH people?
       * This will come later -- after we get all others done and we have extra budget.

 * FUDPub
   * Rupali reached out to Venue1
   * Venue1
     * Space for 100 people
     * Reasonable (approx 1800 per person)
     * RH has relationship; payments are easier
     * Close to cocoon
     * No limitation on sound limits - a nice party can be had.
   * Rupali continuing to reach out to others
   * In any case, we can close this by next week.


 * Swag
   * Niranjan suggests some programmable arduino boards manufactured locally with our logos
     * About ₹750
     * http://embeddeddedmarket.com
     * http://simplelabs.com
   * Swag for Volunteers
     * tshirts
   * Swag for Organisers?
   * Swag for Speakers
     * Umbrellas (for sweet Pune rains)
   * Fedora badge for attendees?(added to the FAS account)

 * Mobile Application


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