DrupalCamp Florida 2010 Main Notes

Official Stuff - See Bottom of Page for Latest Info!
Date: 02/20/10 + 02/21/10

Meetings:
Call In Number 218-862-1000 960854#
Meetings are Tuesdays at 9pm Every Two Weeks
Next Meeting 1/05/10 at 9pm

Sponsors
Mike has all the sponsors he needs so unless one breaks down his doors, there will be no more.

Talent Coordinator
Mike and others will talk to Drupal talent to see who can come on down

Local/Community/Press Outreach
Ryan is covering this

Official Hotel Hilton Orlando Altamonte ($89)

Website
http://2010.fldrupalcamp.org

SVN Info: Repository URL: https://thatguy.isa-geek.com/svn/drupalcamp/trunk
Username: drupalcamp
Password: feb2010

The base SQL file is located at sites/drupalcamp/files/drupalcamp.sql
Contact ThatGuy@ErikBaldwin.com if any problems occur.

Timeline
Location Confirmed - 10/1
Second Day Planned 10/13
Website Due - 10/15
Talent Acquired - 11/01 - 12/31
Sponsors Secured - After CFCS Board Meeting - 2/20
Choose Charity For Second Day - 11/01
Community/Press Outreach - 11/01
Tickets Open - 12/01
Survey Completed - 01/01
Projectors Secured - 01/15
Tee-Shirts in our hands - 02/1
Setup - 02/19
Event - 02/20 - 02/21
Send Survey - 02/22

In Progress
Location -
Possible Mindcomet - Andrew to Confirm by next meeting
Who will staff things like the bathroom and what will we pay them with

Future Topics
Finances
Involving other FL Regions
Finding Sponsors
Sending some speakers
South Florida
North Florida

Website
Kevin a good possibility to work on the website
Looking to have this live by mid October
Use the LA Camp code as a base
Using the theme created by last
Mindcomet will host

Session Scheduling
Damien is a good possibility

Teeshirts
Erik will contact screen printers to get a quote
6 color logo
Do we want sponsors

Chairs (Don)
I was tasked to get comfortable chairs, with padding. I'm assumed we were a bit constrained on space and couldn't rent Barca Loungers so I went with standard stackable padded chairs. They looked like the most comfortable available.
Kirby has them for $3.60/each plus $95 delivery charge.
Karl's has them for $4/each plus $150 delivery
Rentaland has them for $3.25/each plus $95 delivery
We should put a deposit down by the start of the year to reserve them to be safe.

Additional furniture (Don)
20x20 Tent - $240 + permit fee
6 Tables & 36 chairs for outside - $233.76
150 quart Ice Chests - $40
Wood podium with PA - $200

Helpful Information
DrupalCamp Atlanta has some good information that we should pay attention to: http://www.mediacurrent.com/blogs/drupalcamp-atlanta-2009-wrap-up-and-ke...

Meeting Notes

08/15/09 Meeting Notes

Dates:
Feb 20st, (Possible second day on) 21nd
Ryan will check what's going on in the community
Number of Days 1 or 2. Ryan recommends 1 day with more rooms
Possibility of day 2 being super geeked over
Second day could be hackathon/codesprint
Many votes for having a general first day, intense second day (second day might not be general public)

Location(s):
Requirements, internet, power, seating, food arrangements
Goal Attendees 200
We need volunteers to man stations for specific times
We need a location volunteer to run the other volunteers
Last time we had two rooms
Number of rooms affects the number of projectors (rooms + 4)
Additional projectors will be needed for twitter/schedule etc.

Sessions:
We need more people to sign up to lead sessions

Tickets/Cost
Possible $10 to limit the false signups
Cost could include teeshirts
Tickets could be fill in your own cost
Should we re-use eventbrite?
This could cause issues with being a child of a non-profit

Sponsors
Will they send someone to talk
Acquia
Lullabot

Recording
Video Recording?
Audio Recording?

Schwag

Website
We need volunteers
Will we use last years design (from the demo)
Andrew will host it
Follow up survey

Legal:
Non-Profit, we need to be a child of an existing non-profit
CFCS might be volunteering (Hewie Poplock)
Insurance
How would money collecting be handeled

Meetings:
Call In Number 218-862-1000 960854#
Inital meeting Monday 8/24/09 9pm
What is a good day for our meetings (monthly, weekly meetings)

Timeline:
TBD

08/24/09 Meeting Notes

Official Meeting Night - Tuesday Nights Every Other Week (9pm)
Official Event date, Feb 20th
Event date is clear from our web searches with the exception of a 6 week long Ren Fair.
Location -
Possible Mindcomet - Andrew to Confirm by next meeting
Who will staff things like the bathroom and what will we pay them with
Sponsors
Mike will cover the sponsors
Talent Coordinator
Mike will talk to Drupal talent to see who can come on down
Website
Kevin a good possibility to work on the website
Looking to have this live by mid October
Use the LA Camp code as a base
Using the theme created by last
Mindcomet will host
Session Scheduling
Damien is a good possibility
Teeshirts
Erik will contact screen printers to get a quote
6 color logo
Do we want sponsors
Non-Profit
We need to talk to Hewie about what is a possibilty
Andrew will contact Hewie - Will aim for the 15th to have a side call

Next Meeting (On the 15th)
Website
Finances
Timeline

Future Topics
Finances
Involving other FL Regions
Finding Sponsors
Sending some speakers
South Florida
North Florida

Attendees:
Andrew Riley http://groups.drupal.org/user/7557
Mike Anelo http://groups.drupal.org/user/109
Erik Baldwin http://groups.drupal.org/user/18349
Chris Mitchell

09/15/09 Meeting Notes

Updates
Tee Shirts - Erik, hasn't been able to get in contact with the printer. Mike might have a contact.
Talent - Mike talked to Doug Canadason (atleast on video if not more), Civic Actions, Palentier. Erik and Ryan talked to Amy Scavarda [@msamye] to show up or tele-conference. Addison Berry is interested (Erik will reach out to her).
MC - Location - capped at 150

Current Business
Finances/Non-Profit - Hewie (CFCS) - Bylaw changes have to be passed to allow us but Hewie doesn't see an issue. One member must sign up from the Drupal group. CFCS is a 501c3. Treasurer (Jay Jacobs) stated we can set up a special separate account that the Treasurer would control. Treasurer would have to cut checks from the account to pay for things like food etc. Sponsors would write checks to the CFCS for the DrupalCamp. Andrew will sign up for the CFCS as the primary contact. Castleberry 436 Dennys Meeting October 7th 7pm Andrew will need to speak.

Website - Looking for Mid October (who, Kevin has been brought up but hasn't been on a call)
- Plan B Pow-Wow after this weeks Drupal Group meeting

Timeline -
Location Confirmed - 10/1
Second Day Planned 10/13
Website Due - 10/15
Talent Acquired - 11/01 - 12/31
Sponsors Secured - After CFCS Board Meeting - 2/20
Community/Press Outreach - 11/01
Tickets Open - 12/01
Choose Charity For Second Day - 01/15
Projectors Secured - 1/15
Tee-Shirts in our hands - 2/1
Setup - 2/19
Event - 2/20

New Business
Second Day Topics - Mike - Website sprint for non-profit. Pair up experienced person with non-experienced person, learning + building a website. Will unfuddle sponsor with svn/project management

Next meeting - 10/13/09
Review CFCS meeting - Andrew
Ticket Structure - Everybody
Budgeting - Everybody
Solidify second day - Mike
Insurance - Hewie/Andrew

Attendees
Andrew Riley
Hewie Poplock
Mike Anello
Erik Baldwin

09/19/09 Meeting Notes

Volunteers - We could get people from the charity we are helping out to man the various non-drupal stations & CFCS might be able to help out

As we get closer we need to involve other parts of the state to do sessions. Damien will be the cat herder for this.

Make videos of the presentations - Ryan will follow up

10/13/09 Meeting Notes

Updates
CFCS - We're approved, Andrew will email the treasurer
Tee Shirts - Mike has a contact. Erik suggests 100 shirts.
Website - Erik will be leading the development of the shirt and it will be worked on at the next meeting.
Talent - On hold for right now
MC - Location - capped at 150. Possibility of having an outside track.
Ticket Structure - free, free with donations, minimal cost, gradual cost, free waiting list with buy (guaranteed spot), free with teeshirt option. Final = $5 per head (through end of year, then $10), free admissions to students/non-profit. Call it a "registration/commitment" fee.
Budgeting - Last year $1k, this year goal, $2.5k (including better chairs) Mike will know in a month. If there is more money earned, it will sit in the account.
Insurance - Hewie will talk to some people and get us a contact. Cost around $300.
Video Taping the talks - On hold until the donations are in.
Second Day - Possibility of having a presence at a workshop (Rollins) to pre-select a charity.
Mailing - Steve will post to g.d.o the text he's come up with. We need to come up with a catchy name for the 2nd day of the camp - one that is catchy and plays well in the press.

Next Conference Call: 10/27/09, 9pm ET.

Attendees
Andrew Riley
Hewie Poplock
Erik Baldwin
Mike Anello
Stephen Matheny

10/27/09 Meeting Notes

Updates
Insurance Under - $400

Planning Document - Still use the wiki but post the notes in the comments as well (for right now). Mike is working on the tabs for g.d.o

Website will work on CSS fixes - Erik will be touching up graphics (will commit), Marc will have a designer (Adam) touch up the css. Erik will choose a night and advertise it that he'll be working on it.

Budget/Sponsors - $2000 confirmed as of today (MindComet, DrupalEasy, BigCouch, RightSprocket, HarmonyLogic, Volacci). Contact Mike if you have any ideas for additional sponsors.

T-shirts - $1012 for 100 shirts (6 color single sided) from Erik's guy, will post to see about other prices

Second Day - On registration we capture 2 pieces of info, their skill level (to pair up for the second day), if they are affiliated with a non-profit or what realm they work in (hobbyist, agency, independant, etc)

Sessions - Need a beginners track and then the skies the limit, if you have an idea, post on the wiki page http://groups.drupal.org/node/32712 ? 5 sessions per track? Will there be a keynote? It depends if we can get a rockstar or do we just use Dries' slides from Paris. Beginners need to be very low level and tie the first two sessions together to get them from zero up to speed. 8-9:30 we need to have the install party before hand using Acquia DAMP. Last session needs to be a big session with raffles, etc.

Name Tags - Should include what region of the state they are from. Goal is to increase the meet ups around the state. Extended lunch break to move people to geographic regions?

Hotels - Don & Marc are working on tracking down a good rate

Next Meeting: 11/10/2009 (beginning of Press/Community Outreach)

Attendees
Andrew
Mike
Ryan
Erik
Don
Jason Grahmn
Marc
Geller
Damien
Steve
Dan Eveland

11/10/09 Meeting Notes

Updates
- web site: Erik (event brite) - It's up, sponsor page needs to be updated, we need to hook up eventbrite
- day 2 (name, application process): Mike - Coding for a Cause is the final name. Next Step, application
- sponsors: Mike - AS of now we have 6 gold sponsors, 3 silver sponsors, 0 bronze sponsors, 12 potential, $3250 so far. Need to sprinkle in sponsor talks (Damien)
- sessions: Damien - Month by Month release schedule. Discussed the beginner track, talked about reducing the total number of topics covered. Beginner sessions, one on cck, one on views & 3 basic modules.
- hotel: Marc/Don - Official Hotel: Hilton Orlando Altamonte ($89). Erik will add to the website. Password is "Drupal Conference".
- t-shirts: Erik - Possible 4 color logo instead of the 6 color http://groups.drupal.org/node/18351#comment-103728
- press/community outreach - Word getting out through the drupal community (state wide). Will do big push after the new year.
- budget - food and chairs - Pricing chairs and Food (options box lunch, burrito buffet)

12/01/09 Meeting Notes

- Coding for a Cause application form: http://2010.fldrupalcamp.org/coding-cause-application
- Sponsorship Update: We're no longer going after sponsors since Mike went 4 times bigger than last year
- Food: TF vs Moes. TF will set up a burrito bar for $8 a person (including setup and teardown). Aprox $1200 total (does not include drinks). Moes was $6 per person but they wouldn't do burritos
- Suggestion for food: Bubbalous Bodacious BBQ. We should create a poll on the site to choose where the food comes from.
- Next call, we need to get ALL of the stakeholders on the call. Next call 12/08/09

- To Do: Teeshirts, Erik has the information from Andrew but now we need to work out the budget if we can afford a tee shirt for everybody
- To Do: Don - status of chairs

Brainstorming

Please add any miscellaneous ideas you think of here so they can be discussed during the conference calls and either rolled into the notes above or onto their own separate pages.

• New page for session brainstorming which will be merged into the session planning wiki page.
• (damienmckenna) If we don't end up with the budget to video tape everything properly, I can bring my camcorder (and I'll pick up a stand for it) and donate the necessary tapes.
• (damienmckenna) You know, I work for a publishing firm.. maybe they could be persuaded to provide some effort towards.. flyers, a printed schedule, etc?

Website Updates

• Enabled CKEditor (wysiwig) and Image Resize Filter (liberatr)
• Added a placeholder block for the "When?" sticky-note in the middle column, including Google Calendar link (liberatr)
• Updated the "logo" variable in theme settings to point to the camper (liberatr)
• Added several links to the FL Drupal Group's presence on the web in a block (liberatr)
• Fixed the map to point to this year's Google Map (liberatr)
• TODO: Where do we post the link to EventBrite registration? I recommend we change the yellow sticky note to point to EventBrite, and the button could say "RSVP Now" or something along those lines, instead of "Add to Calendar" (I volunteer ebaldwin/thatguy)
• Added a News item at the top of the home page that talks a little bit about our non-profit charity day. (liberatr)
• TODO: add sponsor names and logos to the right sidebar
• TODO: edit the EventBrite page to point back to 2010.fldrupalcamp.org

More Website Stuff - 11-21-09

• Possibly use quick tabs to have each track on its own tab

Volunteering

Ted Bowman

• Session: Your first Drupal Module
• Level: Intermediate
• Contact: ted at tedbow dot com