Temporary planning page for Montreal DrupalCamp 2009
Please note, the website for this year's DrupalCamp is up. So head over to http://drupalcampmontreal.com.
This page is intended to help with the planning of the second Montreal DrupalCamp until we have access to a dedicated website for this purpose.
This is a work in progress so you are strongly encouraged to EDIT THIS PAGE to add missing elements and new ideas, re-organise things, spell checking, etc.
Background
The first DrupalCamp in Montreal was a success with about 60 participants coming together around an "openspace" meeting format. This year, however, we expect to more than double the attendance and will be augmenting the open format with some predefined tracks of sessions.
The September Drupal Meetup started with a segment dedicated to Drupal Camp Planning and, with over 20 people at one point, was the biggest meetup since the First Montreal Meetup back in 2006. Moreover, despite a lack of information being available about the camp and without hardly any promotion having been done, we already have 40 people pre-registered (roughly 25% of our maximum capacity). With so many people showing interest things are looking very promising. But the job is far from done and the key will be in making sure all the bases are covered.
The basics
Dates and Times
The Second Montreal Drupal Camp will take place Saturday and Sunday, October 17th and 18th. Doors open at 9:00 and close at 18:00.
Location
McGill's music building (Strathcona Music Building, 555 Sherbrooke Street West [Map])
C201 seats 106
C204 seats 50
C412 seats 35
E106 seats 50
C210 can hold a buffet
McGill will supply extra trash bins
Each room equipped with a projector and screen
McGill has create 150 guest wifi accounts, more can be added if necessary
Need to limit attendance to 106 in the big room, could be possible to have more people. Cap set at 200 (I thought we'd agreeed to cap it at 150 for to start with. -Andrew).
Need to name tag everybody that's attending - security persons require it
McGill will provide wireless with individual user accounts; we need the ability to create/assign additional accounts on site; Koumbit can provide wifi Ile Sans Fil "event routers" if needed.
Who's going to supply extension cords/surge protectors? How many do we need?
Costs
Like last year we'll be proposing a voluntary contribution (probably $20) at the door which should cover the cost of two lunches and the T-shirt. But no one will be turned away if they can't contribute the full amount!
Capacity
At the moment, it appears that the capacity will be limited to 150... and as of 12:45 18/09/2009 we already have about 40 people. No promo has been done and a number of participants have indicated that they will be bringing others. So signup while you can!
If other participants do not have an account here indicate here how many people you will bring:
xmacinfo (brings 5 persons)
... (x persons)
Places to stay
Feel free to start proposing places to stay in Montreal for all those coming from out of town.
Anyone willing to offer couch-surfing spots?
McGill has a list of nearby hotels and whatnot: http://www.mcgill.ca/travelservices/hotelprogram/listing/
Travel
Found this VIA deal if it helps anyone:
Until September 28, 2009*, VIA is offering customers a 40% discount valid for Economy class travel anywhere on the VIA Rail network.
For more information: http://www.viarail.ca/en/car-free-day?WT.mc id= Ink_carfreed_maxi_en_090922 for more information
Sessions and scheduling
Until such time as we have a dedicated website for this purpose, we'll be asking people to use this page to indicate the sessions they would be willing to present as well as potential sessions that they would like to attend. These will be repatriated to the other site and, in order to help with the room allocation etc., we'll ask folks to indicate which sessions they are interested in. At that point, we'll see if we have to cut down on the number of sessions or find alternative arrangements.
(BTW, If somebody want to COME UP WITH A BETTER FORMAT AND RE-ORGANISE THIS, go for it.)
Sessions people are volunteering to present
Please feel free to list as many as you want. If you see that somebody else has suggested a session that you'd like to present, it would be nice to get in touch with them to evaluate the possibility of co-presenting, but failing that, don't hesitate to include your session (IMO, this shouldn't be first-come-first-served).
At this point, new sessions should be added on the Montreal DrupalCamp site.
| Session name | Description | Level (beg/int/adv) | Name - username | Support (e.g. projector, sandboxes, etc) |
|---|---|---|---|---|
| Aegir: One Drupal to rule them all | todo | int/adv | Antoine Beaupré - anarcat, Omar Bickell - omar | projector |
| Features: Overcoming the limitations of install profiles so that you can re-use and share your work | todo | int/adv | Mathieu Petit-Clair - mathieu, Marc Angles - Marc Angles | projector |
| RDFa: Why you should care and how can start using it today | todo | adv | Mathieu Petit-Clair - mathieu | projector |
| Panels 3: An overview of one of the most powerful modules out there | todo | int/adv | Omar Bickell - omar and SEEKING CO-PRESENTER | projector |
| Migrate and Table wizard modules: A framework for migrating from any CMS to Drupal | todo | int/adv | Mathieu Petit-Clair - mathieu, Omar Bickell - omar | projector |
| Drupal for newbies: Understanding the basics | todo | beg | Omar Bickell - omar and SEEKING CO-PRESENTER | projector |
| D7: What's the status of the best Drupal release ever! | What has changed, what's left to do and how you can contribute | everybody | Angie Byron - webchick | projector |
| Theming and Going Mobile | An overview of UPEI's mobile solution for Drupal | everybody | Dave Cormier - davecormier | projector, web conferencing |
| University-scale Content Management with Drupal | Round table discussion on the use of Drupal as a content management system for Universities. | int/adv | Andrew Lindsay - Mirabuck and SEEKING CO-MODERATOR | projector |
| Drupal in Educational Technology | Round table discussion on the use of Drupal as a Knowledge Management System. Is Drupal a replacement for WebCT or Moodle? | everybody | Andrew Lindsay - Mirabuck and SEEKING CO-MODERATOR | projector |
| todo | Client services for enterprise Drupal. | everybody | Caroline, Dev from UCalgary | projector, web conferencing if possible |
| todo | Using Drupal as a large scale CMS for education | everybody | Brian from UCalgary | projector, web conferencing if possible |
| Session name | Description | Level (beg/int/adv) | Name - username | Support (e.g. projector, sandboxes, etc) |
| Session name | Description | Level (beg/int/adv) | Name - username | Support (e.g. projector, sandboxes, etc) |
| Session name | Description | Level (beg/int/adv) | Name - username | Support (e.g. projector, sandboxes, etc) |
Other suggestions
* mcgill: drupal4education, up to 4-5 talks
* evolving web: solr-JS
Sessions people would love to attend if others would present them
| Session name | Description | Level (beg/int/adv) | Name - username | Support (e.g. projector, sandboxes, etc) |
|---|---|---|---|---|
| Designing Workflows | What are the basic approaches and tools that people/shops are using from prototyping to launch and beyond? | int/adv | ??? | projector |
| Working with custom data within the Drupal framework | Tools and methods to incorporate external data, from an enterprise data warehouse for example, into Drupal | int | projector |
Times
Here's a tentative plan, please suggest changes!
There is going to be space for 22-33 sessions of 50 minutes each. 1-2 rooms are going to be reserved for BOFs the rest of the time. The buffet area will always be open for socializing.
We'll reserve space at a bar for Friday and Saturay night at 8. Sunday we'll reserve dinner after the closing ceremony for anyone interested. Suggestions?
| Time | October 16th | October 17th | October 18th |
|---|---|---|---|
| 9h | ------------ | Registration | Registration |
| 10h | ------------ | Opening | Session #6 |
| 11h | ------------ | Session #1 | Session # 7 |
| 12h | ------------ | Session #2 | Session #8 |
| 13h | ------------ | Lunch | Lunch |
| 14h | ------------ | Session #3 | Session #9 |
| 15h | ------------ | Session #4 | Session #10 |
| 16h | ------------ | Keynote | Session #11 |
| 17h | ------------ | Session #5 | Closing |
| 18h | ------------ | ------------ | ------------ |
| 19h | ------------ | ------------ | Dinner |
| 20h | Preparty | Party |
Other scheduling issues
Registration
Opening
Keynote: Should this be combined with opening to keep speeches to a minimum and leave more time for sessions?
Closing
Night out: Saturday night only? Irish pubs? Hurley's?
BOF: How will these be organized?
Code sprint: Sunday night only so it doesn't conflict with sessions? All day, every day at a separate venue (e.g. Station C)?
Tracks?
Any panel ideas?
Who will the speakers be?
Logistics
Sponsorships
We are seeking sponsors to cover other costs and activities (coffee, drinks, evening activities, etc). (More details to come about levels of sponsorships and associated benefits)
Omar (from Koumbit), Miriam (from EvolvingWeb) and Jo-Ann here from McGill will be looking into finding more sponsors.
Proposed sponsorship levels
Level 1 300 (up to 749) - logo on website, logo at entrance, 2 free entrances
Level 2 750 (up to 1199) - logo on website, logo at entrance, 5 free entrances
Level 3 1200 (or more) - logo on website, logo at entrance, room name, 8 free entrances
Any other sponsorship benefits that people would like to see?
Confirmed sponsors
Name of person/org | Amount
-------------------------- | -----------
McGill University | Space and internet access
Koumbit.org | $1000 (the exact amount has yet to be confirmed)
EvolvingWeb | $750 (the exact amount has yet to be confirmed)
iWeb | (the exact amount has yet to be confirmed)
Whisky Echo Bravo | $300 (the exact amount has yet to be confirmed)
DBN.ca | $1,500 value (as a sponsorship, Claude Labrecque agreed to film main sessions in HD for two days and provide the FLV files for the web site archives)
Cafe Rico | Coffee both mornings
Please indicate YOUR SPONSORSHIP here :-)
Potential sponsors
Individuals or organisations that we are considering approaching.
Name of person/org | Amount
-------------------------- | -----------
Acquia? | ? | Myriam
Ubisoft? | ? | DavidLessieur??
Microsoft!?!? (was sponsor in Paris) | ? | ?
63reasons | ? | Omar
OpenConcept
TasteOfBlue | ? | Omar
g2tt | ? | Omar
mybesinformatik | ? | Omar
LiquidCMS | ? | Omar
OpenFlows | ? | Omar
DevelopmentSeed | ? | Omar
Identica/status.net | ? | lambic
Hot Drupal | ? | Susan MacPhee
Food and refreshments
We will be using the same caterer as last year which provides both vegetarian and meat-lover options. (More details to come with respect to the menu.)
Have we verified the price is the same as last year ($8/meal)? No drinks included.
How many non-veggie vs. veggie do we need? (we need something for this on the registration form)
| Contribution | Candidates | Contributor | Notes |
|---|---|---|---|
| coffee | Cafe Rico, brûlerie st-denis, vanhoot, starbucks, tim hortons, other? | Cafe Rico | Cafe Rico has agreed to provide coffee on both days if we rent a big urn from some place and pick it up from them directly. |
| bagels | none yet | ||
| beer | McKibbins | none yet | McKibbins on Bishop has offered happy hour pricing and a privateroom until 10pm |
| place for entertainment (Saturday night) | Benelux, Hurley's | none yet | Benelux has been approached by Jo-Ann at McGill to see if they will provide some incentive. Hurley's has a big party room, not sure of capacity. |
Logo
Koumbit may or may not be proposing a new logo for the Montreal Community by next week but that shouldn't stop other shops from coming up with their own proposals.
Let's all put logo suggestions up here on a new thread and select one by the end of next week at the latest.
T-shirts
Once we are clear on the t-shirt design and have asked people to indicate their T-shirt preferences (on the upcoming website) we'll proceed with the printing of T-shirts.
| Company | Quality | Cost |
|---|---|---|
| American Apparel | Good? | 6$ for t-shirt + printing = ~12$ ? |
| Blank | Good? | ??? |
Alex from Evolving Web will take care of contacting the right company and send the command once a decision is made.
T-Shirt parameters / options :
* logo (2-3 colours, 6-8 inches across)
* colours (which colour(s)?)
* mens/womens sizes? (we need something for this on the registration form)
* how many of each sizes (we need something for this on the registration form)
* ???
Logo stickers
- Some people suggested stickers may not be the best solution since it's a 2-days event... and some people love the idea ;-)
- I don't think we should use stickers for nametags, but laptop stickers would be cool.
Either way, this will have to wait until we have settled on a logo.
Anybody want to take care of this?
Name badges
We'll also need name tags and signs. Evolving Web is taking care of this. But we will need a couple easels to put the signs up. Anyone?
- Evolving Web agreed to provide them.
- Some people suggested stickers may not be the best solution since it's a 2-days event
- Some people mentioned it might be nice to have the event logo on there somewhere
Video
As a sponsorship, Claude Labrecque agreed to film main sessions in HD for two days using professional equipements and provide the FLV files for the web site archives (see sponsorship section).
Some McGill classes are automatically wired (To be confirmed)
McGill has offered a camera on a tripod and will be looking into using their integrated recording setup (for one of the rooms).
Christian? has 2 video cameras
[don't know his name (bald guy)] also volonteered for video
Sofian could find a videographer (500-1000$/3-4 sessions?)
Koumbit willing to pay for that
Videos will go to archive.org
Sofian - sfyn will be contacting some videographers as well as some possible sources of equipment.
Website
Evolving Web volunteered to come up with the website with the help of Ryan Palmer
Registrations will be up by October 1st. Registrant will specify their t-shirt size and announce their contributions. Also ask for : tech background, interests, sessions to give, sessions to attend, suggestions. Use checkboxes as much as possible.
Forums
Possibility to comment discussions
Multimedia content : video from the presentations would be posted to archive.org and available from the website
A lot of us love the Drupal Camp LA site :)
Schedule
Directions
Registration: Drupal level, interests, t-shirt size
Submit session ideas
Forum
Sponsor profiles
Flickr/Twitter/Identica (need to announce tags)
Translations
The following people have offered to contribute helping out with translating various material : Mathieu Petit-Clair, Renaud, Susan MacPhee (English only)
Communications
Omar will provide the list of people who have signed up once the new site is ready to accept them.
Need to ask right people to come in order to reach them better : girl geek dinner, developers, tech community (tech watch, tech meetups, startup, mtl tech watch, blogs), design shops,
Everyone should be able to contribute something here
A Twitter account has been created to promote the camp: http://twitter.com/drupalcampmtl Contact Ryan Palmer for more info.
An Identica account has been created to promote the camp: drupalcampmtl. Contact lambic for more info. We are courting Evan who runs Identi.ca as a potential sponsor so we should probably try to use and promote his service.
Crisis management
What if too many people show up?
More security guards? asking for money may pay for them
Sold out events could lead to a second event
Station C might help (more info needed)
Have a donation box that always needs to be guarded, and safe place for cash
Volunteers needed
Website copywriting (1-2)
Website translation (1-2)
Registration/cash box (2-4)
Clean-up (2-4)
Other stuff
Possible extras if we are under budget:
* Raffle
* Beer tickets for Saturday night
* Audio recordings and/or powerpoints online for all sessions
There are tons of things missing here... PLEASE CONTRIBUTE by helping fill the gaps. Thanks.