Drupalcamp Twin Cities 2011 Planning Committee Minutes

The Post-apocalyptic Edition!
Wednesday, May 25, 2011 at 10:30 a.m. - 11:30 a.m.

ATTENDEES:

Dan, Ben, Barry, Matthew, Keith, Jeremiah, Peter, Drew

AGENDA

• Post-mortem brain dump

NOTES

• Camp financials
• Still waiting for these expenditures:
• U of M custodial - Chad ($1200 in budget)
• Food from Costco - Ben (approx. $200)
• Ice: $25 to Keith who reimbursed Sam from cash
• Wireless cost: ? $0 - University donated
• Other printing costs? - Peter
• they promise to get it this morning, ~ $755.81
• Others?
• Get this all closed by the end of the week
• need audit trail for all costs (no cash advances)
• Dan will cut checks for specific expenses
• Summary to date
• 18783.50 Income

• 7843.50	Registration
  10940.00	Sponsorships
  14097.08	Expenses
  712.11	Venue (Linens, power strips, mics, balloons)
  1261.61	Usability testing (Bojhan's air fare)
  5069.06	Food
  3413.74	Appreciation dinner
  540.88	Grumpy's
  1167.78	Printing (stickers, badges, signage)
  53.55	Flowers to Computer Science Department
  1878.35	Drupal Association Fees

• 4686.42 Balance
• Received $70 cash registration. Used to partially reimburse Sam for ice (reduces above expenses by $70)

What went well, what didn't

• Use the wiki Jason started at http://groups.drupal.org/node/150669 for comments and thoughts

Attendee survey

• How did you find out about DrupalCamp Twin Cities?
• Drupal Planet
• Word of mouth
• Twitter
• Drupal User Group
• Other
• Why did you attend DrupalCamp Twin Cities? (text)
• How would you rate your overall DrupalCamp Twin Cities experience? (5 star)
• What would you like to see more of at the next Camp? (text)
• What did you enjoy most about the Camp? (text)
• What needs improvement? (text)

Possible next steps

• Begin planning for next year
• Sprint for tcdrupal.org
• archive videos somewhere

The Final Edition! Wednesday, May 18, 2011 at 10:30 a.m. - 11:30 a.m.

ATTENDEES

Keith, Drew, Barry, Ben, Peter, Matthew, Dan

AGENDA

• camp schedule
• Ubercart meeting: who brings what?
• appreciation dinner count & costs
• food budget & credit cards
• facilitating MPR Gala carpooling

NOTES

Badges & Ribbons - Peter

• Ribbons for all speakers (40)
• Ribbons for sponsors (80)
• Ribbons for staff (volunteers, organizers) (25)

Expenses to date or projected - Keith

• Chad - Flowers - Personal expense - paid
• Drew - Campus Club - Credit Card (pay afterward) - $3274 + drinks & coffee
• Peter - Signage
• Ben will create a printable schedule to hand out to the attendees at registration
• Dan will create a generic 8.5x11 dctc sign and email to Drew for printout
• Peter - Badges
• ? - Camp food - Est $6250

Signage Conference Call
Thursday, May 12, 2011 at 9:30 a.m. -10:00 a.m.

ATTENDEES

Dan, Ben, Peter, Jer,

AGENDA

• Signage

NOTES

• Signs needed
• 6 general 36" x 24" signs to set up around campus - suitable for easels or wall mounting - DrupalCamp logo, Platinum sponsors, small logo for nonprofit
• 1 registration desk sign - DrupalCamp logo, "Registration"
• 5 room sponsorship signs - laminated card stock
• Nonprofit Solutions will put it together and send us proofs
• Peter/Chad working on where to get easels
• Badges
• Need Excel spreadsheet with names & info
• border design, DrupalCamp Twin Cities
• Nonprofit will print, stuff, and bring by Thursday AM.
• Wireless access codes?
• Identify
• Total cost will be about $600.
• Would like 8-1/2" x 11" signs with DrupalCamp logo on one side and blank on the other for emergency signage.
• Next year we plan signage earlier!

Wednesday, May 11, 2011 at 10:30 a.m. - 11:30 a.m.

ATTENDEES

Matthew, Dan, Ben, Chad, Drew, Wilbur, Keith, Peter, Barry

AGENDA

• sessions
• Schedule is good to go
• Drew is following up with
• signage and badges
• Nonprofit Solutions is offering signage for no cost; we can offer in return:
• gold sponsorship
• space on the signs for recognition
• shout-out
• free registration? - they haven't asked for this.
• Needs a registration list 48 hr before conference
• can put wireless access codes on badges
• Peter will arrange a call with them today, and report back tomorrow with a follow-up call at 9:30.
• volunteers
• Need volunteers to put up signs - do this wed night so that they're ready for training?
• more recognition for sponsors
• wireless access
• In progress, coming along
• menu
• appreciation will be more appetizers and drinks, but will be plenty to eat
• let's people move around and mingle
• next week
• Matt will create a master plan for who will be doing what when.
• Barry needs to research what's necessary to let folks demo their stuff at MPR Gala
• Set guidelines; e.g. no more than 5 min, bring your stuff on a thumb drive, etc.
• Planning meeting on Sat?

Wednesday, May 4, 2011 at 10:30 a.m. - 11:30 a.m.

ATTENDEES:

Ben, Keith, WIlbur, Chad, Drew, Matthew, Peter, Barry, Jer

AGENDA

menu

• For afternoons, skip the snack and add coffee
• Second day lunch maybe bun mi? potbelly again?
• Variety of fruits for breakfast and lunch
• Add a field in the users to ask for food preferences, send an email to let people know - Ben will put this together.
• Keith knows how to get re-imbursed from Drupal Assoc
• Drew has the credit card, is willing to help order food.

daily schedule (start/endtime, lunchtime, and so on)

• https://spreadsheets0.google.com/spreadsheet/ccc?hl=en&key=tuhtq0bMJlmb7...
• Assumptions
• Fri Start at 8:30
• Sat start at 9
• End at 5
• 1 hour keynote Friday
• No keynote Saturday (Should we find someone? George DeMet?)
• 1 hour sessions
• 15 minute break between sessions
• 30 minute coffee (replaces 15 min break)
• 1 hour lunch
• 4 sessions Friday
• 5 sessions Saturday
• changes were updated in the spreadsheet
• Second keynote?
• possible topic: The Future of Drupal
• Sponsor slideshow - Matthew will do this.
• Re-purpose this for the kiosk?
• Need hi-res image of DrupalCamp logo - Jer to do
• Need hi-res images for room sponsorship - 5 of them - Drew and Jer
• Need to get sessions slotted and posted to web site.
• We have five rooms of Friday, seven on Saturday.
• Session submission deadline May 9, 5:00 p.m.
• Session scheduling @ Advantage Labs on May 9, 6:00p.m.
• Keith will announce basic session schedule, as well as submission deadline

session selection, deadlines, etc.

Registration

• Cut off badge printing list two days before. After that, we'll have to hand-print badges on day of.
• Will accept same-day registration. Have a laptop at the registration desk for signups (need for collecting fees).
• We'll need to provide volunteers to register people on Thursday as well.
• We'll have a collating party at Advantage Labs on Wednesday. Jer will set it up.

financial update

Catering Planning Conference Call—Monday, May 2, 2011 at 9:00 am

Constraints

• Budget: $25.00 per person
• Around 150 people, maybe as much as 200
• Need to plan for each of two days:
• One lunch per person
• Coffee and snacks (bagels, donut, ???) each morning
• (?) Pop and snacks each afternoon
• (?) Bottled water throughout the day

Links

• Catering Options: http://groups.drupal.org/node/142399
• Budget spreadsheet: https://spreadsheets.google.com/a/umn.edu/ccc?key=0AiUK1MfqtW9udDNfbDdwW...

NOTES:

Box lunches are great

• easy to carry around
• easy to hand out

Friday

Breakfast/Early Day

• Coffee 1.25/head
• Muffins/Bagels (Whichever is cheaper)
• (.57/cents per head for muffins)
• TODO: Check French Meadow for gluten free cost (esp day old) (estimate: $3.00/muffin)
• Oranges/Bananas/Apples - gets us the gluten free option
• 7.60/10 lbs (2-3 bags should be enough)
• Water?

Breakfast total: 2.50/head

Lunch

• Pot Belly - 7.65
• Ask for guidance on veggie options
• Add 5-6 salads for gluten-free folks
• Soda (Costco)
• TODO: locate coolers
• Ice (Costco? - Rainbow/Cub)
• .25/can

Afternoon Snack

• Costco snacks - .50/head (includes water, napkins)
• Apples/Oranges

Keith or Drew needs to be available on Fri with the checkbook to reimburse people.

• credit cards? Debit cards?

Menu:

https://spreadsheets.google.com/a/umn.edu/spreadsheet/ccc?key=tlwm8UntOW...

Wednesday, April 27, 2011 at 10:30 a.m. - 11:30 a.m.

Started Usability Announcement Here: http://2011.tcdrupal.org/node/76

ATTENDEES

Matthew, Barry, Keith, Drew, Ben, Peter, Jeremiah, Dan

AGENDA

Venue planning spreadsheet
MPR announcement details and posting
Posting to http://2011.tcdrupal.org/
Budget update
Friday walk-through wrap-up
Drupal Planet camp announcement post

INFORMATION

Conference Dial-in Number: (661) 673-8600
Participant Access Code: 131847#
Meeting Notes: http://piratepad.net/drupalcamptc
Speaker Wiki: http://piratepad.net/drupalcamptc-speakers
Camp Wiki: http://groups.drupal.org/node/86869

Relevant Google Documents

• Budget: https://spreadsheets.google.com/ccc?key=0AiUK1MfqtW9udDNfbDdwWTdjczhic0p...
• DA Financials and Sponsorship $$: https://spreadsheets.google.com/ccc?key=0AgXbKIaXmqwCdFlYdlBxd29ybGFQTS0...
• Venue Planning: https://spreadsheets.google.com/ccc?key=0ArlPe1eS5QNedE14clFmVFlENGgwNnB...

DISCUSSION

• MPR Gala
• Ready to post as a sign-up event.
• NODE FOR EVENT
• http://2011.tcdrupal.org/node/75
• Signup is working, please review copy and make any copy changes.
• Usability testing
• More people are asking for $$ than we knew about. We've spent $1200 already.
• Chip-in post has not happened. Chad is working on it.
• Chad: We are not obligated to fund more.
• Actions: Post news item on our site linking to Angie's post (http://webchick.net/hook-career-alter); Ask Angie to post new ChipIn widget for our Testing event.
• Budget
• Approved due to lack of dissent :)
• Discussed T-shirts. Can we buy ahead of time and sell them at the camp? If no sponsorships, then margin would likely be too small to mitigate risk of not recovering the up-front investment cost. Revive the idea if someone chips in for them.
• Signage
• Dan will start designing, Peter will source printing options. Ideas for what signs are needed are welcome.
• Catering
• Ben will set up a call to discuss menus and costs.

Finance Committee meeting, April 25, 2011

Notes:

https://spreadsheets.google.com/ccc?key=0AgXbKIaXmqwCdFlYdlBxd29ybGFQTS0...

PotBelly, Dinkytown (612-331-0191) A standard boxed lunch including sandwich, salad, chips, and cookie runs $7.65 ea. Dump the salad for $6.55 ea. Sandwich and chips is $5.40 ea. Sandwich only is $4.40 ea. Includes plates and napkins. They also have drinks, but I don't have prices.

Menu:
http://www1.umn.edu/cclub/Files/Univ%20Events%20Menu%202009%2010%2001.pdf

Wednesday, April 20, 2011 at 10:30 a.m. - 11:30 a.m.

ATTENDEES

Matthew, Chad, Keith, Jer, Peter, Drew, Ben

AGENDA

Submitted sessions update
Financial update
Friday walk-through
Journalist price
Social events
What are we missing?

NOTES

• FYI: Updated the venue wiki - contact information and venue (room) information
• http://groups.drupal.org/node/112379
• FYI: Catering Options: http://groups.drupal.org/node/142399

Submitted Sessions Update

• 14 sessions to date
• Matthew: If not enough sessions, organize BOF/Unconference sessions
• Peter: Idea for session workshop (source: Agency "The Creative Group": How to work with tech agencies to get hired for Drupal assignments. Making connections, etc.
• Drew: There are two other sessions that may overlap, by Glenn. "How to land and keep a job" - http://2011.tcdrupal.org/node/56
• acquia suggestion?
• http://drupalcampsc.com/sessions/deploy-pro-aka-making-drupal-deployment...

Financial update

Keith - See http://tinyurl.com/TCDrupalCampFinance (currently Keith, Drew, Barry, Wilbur, Chad and Matthew have view/edit privileges)

Friday walk-through

Journalist price

• Agreed that if legitimate journalists sign in at the door, they can get free entry to the event.

Social events

MPR Celebrates the Open Source Community and Drupal at the MPR Drupal Gala!
May 20th
Doors open at 6:00PM. Event Begins at 7:00PM.
Event Emcee - MPR's Social Media Dude, Jon Gordon Good beer, wine &
food provided.

Location:

Minnesota Public Radio UBS Forum
480 Cedar St.
St. Paul, MN 55101

Action Items

• [Keith] Finance Committee to report next week on updated budget and current state of finances. List optional budget items & how they affect budget.

Wednesday, April 13, 2011 at 10:30 a.m. - 11:30 a.m.

ATTENDEES

Matthew, Ben, Keith, Peter, Dan, Barry, Drew

AGENDA

Registration update
Website badges
Sessions
Volunteer wiki
Marketing
Sponsors

NOTES

Registration

• going well, about 75 registered
• all tweets and posts seem to generate registrations, keep 'em up
• we may be able to accommodate 400 (currently capped at 350)

Badges

• Dan made "sweet" badges
• should make a page on the site with downloadable badge files and promote with a news item
• Drew will write up a news post, set up badges page and try to edit registration email to include link to badge promotion page

Sessions

• Not enough now, need many more, need people to step up and find people to submit
• personal connections are valuable and probably necessary
• deadlines can be good motivators
• marketing to Drupal shops and soliciting session proposals as well as sponsorships
• blog posts locally and regionally to get proposals (not necessarily all Drupal specific)
• Rough schedule for the days drafted by Wilbur which we should talk about on a call when closer to actually filling in with sessions

Volunteering

• Ben will add a shorter version of the volunteer wiki page to site
• Everyone will solicit volunteers and feed them to the page to sign up

Marketing

Wednesday, April 6, 2011 at 10:30 a.m. - 11:30 a.m.

INFORMATION

Conference Dial-in Number: (661) 673-8600
Participant Access Code: 131847#
Meeting Notes: http://piratepad.net/drupalcamptc
Speaker Wiki: http://piratepad.net/drupalcamptc-speakers
Camp Wiki: http://groups.drupal.org/node/86869
Event announcement at GDO: http://groups.drupal.org/node/139109
Sponsors Wiki: http://piratepad.net/drupalcamptc-sponsors

ATTENDEES

OLD BUSINESS

• Event announcement posted to GDO (Keith)

AGENDA

• Tables (Chad)
• Registration workflow (Dan?)
• MPR UBS Forum facility tour update (Jer?)

NOTES

• Reg workflow
• Jer has added people to the signup announcement email notifications for sponsors and signups (is this contact@tcdrupal.org?)
• Need to add Matthew to notification emails? (Jer)
• Dan will work on customizing Ubercart receipt communications
• Need to fine-tune the workflow for sponsor signups
• First to have time to reply to sponsor signup should do so
• Food?
• who's in charge? what do we need to do to reserve caterer(s)?
• Matthew will follow up with Keith to get details on his previous research
• Logistics for evening events, Thursday and Saturday
• Drew will follow up with Jen Lampton about Chapter 3 event on Sat evening at the Campus Club
• Sponsor acknowledgement for non-cash sponsors
• treat them as equals to cash sponsors
• have special opportunities -- event or other specific naming based on giving
• Announcement for MPR Gala for site (finalize and add to site)
• deputize whomever (Jenel?) to finalize and post (Drew will follow up with her draft post)
• News posts on site
• Front page is showing the top 3 (sticky plus recency) with a more link to a page of all News items
• No need to put it in the primary menu unless it doesn't work as it should, will wait to see what happens when we have more than the 2 current news items
• Tables -- have a week or two before we need to do anything about numbers
• Usabilty kickoff meeting summary (Chad)
• Everything going well
• Discussion about releasing testing videos -- U won't release videos of evalutors or people participating, only screen videos without sound
• Working out housing and speaker details
• Chad will post VBRO and other housing options on the site (venue page)
• Brad Bowman will do a usability write-up, Chad will post this as an announcement (g.d.o and campsite)

Wednesday, March 29, 2011 at 10:30 a.m. - 11:30 a.m.

INFORMATION

Conference Dial-in Number: (661) 673-8600
Participant Access Code: 131847#
Meeting Notes: http://piratepad.net/drupalcamptc
Speaker Wiki: http://piratepad.net/drupalcamptc-speakers
Camp Wiki: http://groups.drupal.org/node/86869
Sponsors Wiki: http://piratepad.net/drupalcamptc-sponsors

ATTENDEES

Jer, Jenel, Keith, Chad, Barry, Matthew

AGENDA

• Featured speaker outreach
• http://piratepad.net/drupalcamptc-speakers
• Creating and soliciting session submissions from within the community
• Keith: Git development workflow/lifecycle
• Making sure we're all signed up and show up on the attendees page
• Camp marketing initiatives

NOTES

• Gala
• Jer will meet with Jenel next Tuesday to go over room setup.
• Emcee Jon Gordon would like talking points.
• Need to solidify "showcase" "Drupal is Everywhere" program so that it can be announced, organized and accounted for with Jon and the media setup in the room
• Publishing the event / marketing initiatives
• Keith will write up a blurb and send to mailing list for review. For post on groups.drupal.org
• Tweet (do more of it, everyone)
• Blog to Drupal Planet (Advantage Labs)
• Announcements
• Camp signup open
• MPR Gala
• DIAD w/ Chapter 3
• Barry and Gabe Ormsby will take on the nonprofit community marketing initiative and will announce and ask for support as appropriate
• NP Techtalk (email and events)
• Other np events for facetime (Netsquared TC, others?)
• Matthew attended some tech groups to talk up camp
• SMBMSP
• PHP group
• mobile conference

Wednesday, March 23, 2011 at 10:30 a.m. - 11:30 a.m.

INFORMATION

Conference Dial-in Number: (661) 673-8600
Participant Access Code: 131847#
Meeting Notes: http://piratepad.net/drupalcamptc
Speaker Wiki: http://piratepad.net/drupalcamptc-speakers
Camp Wiki: http://groups.drupal.org/node/86869
Sponsors Wiki: http://piratepad.net/drupalcamptc-sponsors

ATTENDEES

Matthew, Barry, Wilbur, Drew, Erika, Dan, Chad

AGENDA

• Gala -- 5 min
• Website projects -- 10 min
• design discussion/sprint tonight at 6pm at Advantage Labs
• attendees: Drew, Dan, Barry, Jer, Chad, Gabe Ormsby
• registrations so far
• Usability testing -- 10 min
• Food -- 15 min
• Drupal is Everywhere: Barry -- 5 min
• committee is cool with the idea (curated ignite/lightning talk format with MC)
• Barry will begin to coordinate this and bring info to the next call (if not before)
• Session descriptions -- 5 min
• March TCDUG camp work session
• potentially break off into separate room for discussion
• sponsorship ideas and workplan, including usability testing, lunches, coffee, party, etc.
• Q: How do people actually pay...
• Idea: Microsoft may be interested in sponsoring lunch (via Barry)
• Saturday party idea (Chapter 3 sponsorship possibility)

Sessions Feedback from non-drupalites

Existing Categories

Get Started with Drupal
Implementation and Config
Code and Development
Theming and Design
Business and Strategy

Feedback #1

• Implementation and Config - this title sounds more technical than the description
• Business and Strategy - feels like this one needs a more descriptive, user-friendly title
• Most of the titles (except Getting Started) feel like they’d need their descriptions for readers to fully grasp what that track was about.

Feedback #2

They look good for the most part, but there are a few I might get confused about without the explanations (unless I can reference the explanations easily elsewhere).

Proposed Categories

Getting Started with Drupal
Site Building and Configuring
Coding and Development
Site Design and Theming
Drupal Means Business
The Drupal Community

Wednesday, March 16, 2011 at 10:30 a.m. - 11:30 a.m.

INFORMATION

Conference Dial-in Number: (661) 673-8600
Participant Access Code: 131847#
Meeting Notes: http://piratepad.net/drupalcamptc
Camp Wiki: http://groups.drupal.org/node/86869

ATTENDEES

Matthew, Keith, Jeremiah, Maryann, Wilbur, Barry, Ben

AGENDA

Website

-design (http://webdesignminnesota.com/tcdrupal/)
-live: registration, sponsorship, sessions
-still needed: attendees, sponsors on secondary pages (add to redmine)

Next steps:

• Instead of starting over with new design/branding concept (as mocked up and submitted by Dan Moriarty), Jer will work with Dan and other volunteers to finesse the existing design -- typography/more design assts, block theming, banners, etc.
• definitely look at Dan's design as a beginning prototype for next year but starting over would not be a good use of existing volunteer resources
• Proposed: design discussion/sprint from 6-7PM before TCDUG on Weds. March 23rd and a day-long sprint that weekend (March 26th or 27th)
• identify and decide upon changes and additions, bang 'em out
• Use the Redmine project to add issues and come to consensus

Budget additions

Keith added to spreadsheet. Link to spreadsheet: https://docs.google.com/?authuser=0#folders/folder.0.0ByUK1MfqtW9uYzQzMT...

Invited speakers

• New etherpad -- http://piratepad.net/drupalcamptc-speakers -- set up for following up and documenting discussions had with folks
• set this up already:
• find out who's interested, what they'd like to do, designate "featured speakers" as well as sessions
• alread talked to (at Drupalcon)
• Email to Dries (Matthew will follow up to invite)
• Jer talked with Lullabot folks (Nate, Joe S. likely -- maybe Eaton)
• Barry talked to Ariane (interested but not flush with cash); Ryan Price (DrupalEasy may be interested in training)

Social media channels

http://www.flickr.com/photos/tcdrupal
http://www.youtube.com/user/tcdrupal (mobile upload: nzw0t9mjd28v@m.youtube.com)
http://twitter.com/tcdrupal

Wednesday, March 2, 2011 at 10:30 a.m. - 11:30 a.m.

INFORMATION

Conference Dial-in Number: (661) 673-8600
Participant Access Code: 131847#
Meeting Notes: http://piratepad.net/drupalcamptc
Camp Wiki: http://groups.drupal.org/node/86869
Camp Website: http://2011.tcdrupal.org/

ATTENDEES

Wilbur, Keith, Matthew, Chad, Peter, Jeremiah

AGENDA

Stickers update: Wilbur
Keynote announcement: Matthew
Sessions timeline (cont.): Wilbur
Website registration: Jeremiah
Drupal Bus Sprint: Matthew
Walk-in Items

NOTES

Sticker Update: Wilbur

• Stickers proofed and ordered
• Credit Card Update for payment?
• Action: Wilbur contact Drew to call in CC payment to printer.
• Action: Keith ping financial committee to ensure everything's in place to receive registration fees and sponsorship $

Marketing: Peter

• Broad categories of audience that we want to reach:
• Developers, designers, business, news?
• Social media strategy
• LinkedIn
• Twitter

Site

• Start Google Analytics
• Add more content
• Example of featured-speaker block and sponsor block on front page: http://drupalcamp.bg/en

Keynote announcement: Matthew

Sessions timeline (cont.): Wilbur

Here's the categories on the site now

• Code and Development
• Implementation and Config
• Theming and Design
• Business and Strategy
• Drupal Community

I propose we go to DrupalCon and come back with ideas for session tracks

Website registration: Jeremiah

Drupal Bus Sprint: Matthew

• Registration
• Training info link/popup
• T-shirt size w/ link to sponsor info
• http://2011.tcdrupal.org/admin/user/profile
• Sponsors
• Sponsor info page
• Training info page
• Keynote announcement
• Featured speaker out-reach

Wednesday, February 23, 2011 at 10:30 a.m. - 11:30 a.m.

INFORMATION

Conference Dial-in Number: (661) 673-8600
Participant Access Code: 131847#
Meeting Notes: http://piratepad.net/drupalcamptc
Camp Wiki: http://groups.drupal.org/node/86869
Camp Website: http://2011.tcdrupal.org/

ATTENDEES

Matthew, Keith, Ben, Chad, Peter, Dan, Drew

AGENDA

• Introductions
• Stickers update: Dan
• Pre-conference training: Matthew
• Talking to Lullabot, Chapter 3
• Chapterthree.com asks to be integrated into the registration process, to keep track of who's registered.
• Drew: Should treat all trainers the same?
• Keith: Is integration possible with minimal COD customizing? Say, adding custom fields? (Would also be nice to ask for T-shirt size)

Camp marketing: Matthew and Peter

• Possible Drupal talk at October's NEMA summit

Other area chair updates?

• Chad Fennell - Venue
• Drew Gorton - Sponsorship
• Keith Pierce - Finance
• Ben Preece - Volunteers

Action Items

• Chad: Contact Pamela to book training rooms
• Chad: Contact Jen Lampton to finalize details of camp training
• jen@chapterthree.com
• 888 496 3238
• Ask her about Saturday Campus Club party sponsorship?
• Or other Lullaboter?
• Matthew: @Jer -- are custom fields technically feasible?

Wednesday, February 16th, 2011 at 10:30 AM

Drupal Camp Twin Cities
Planning Committee Conference Call 
Wednesday, February 16th, 2011 at 10:30 AM 

INFORMATION
Conference Dial-in Number: (661) 673-8600
Participant Access Code: 131847#
Meeting Notes: http://piratepad.net/drupalcamptc
Camp Wiki: http://groups.drupal.org/node/86869

ATTENDEES
Matthew, Chad, Ben, Dan, Barry, Wilbur, Keith, Drew, Jeremiah

AGENDA
Keynote speaker: Chad

• Angie "Webchick" Byron is on board for keynote (Getting Involved in Drupal)
  • Friday during the day
  • Bio from DIWD site: http://2011.doitwithdrupal.com/speakers/angela-byron
    • Matthew will email her and see if it's okay to use this
  • post announcement on News page and promote to front page
    • approval process for signing off on camp announcements (smaller group to write, edit and make ready)
      • Dan, Matthew

Pre-conference training: Chad

• Chad has contacted Jen Lampton at Chapter 3 about their requirements (awaiting reply)
• Space is available for those wanting to provide free training, others would need to contact McNamara building staff directly to negotiate paid training facilities
• Camp organizers are not going to step up to do promotion for specific training sessions (although if anyone wants to, have at it)

Approve budget & registration fee: Keith

• Unanimously approved registration fee of $35

Next steps: Matthew
Sessions

• Room sponsors

Website

• Camp registration
• Announce keynote
• Sponsors section
• Session proposals

Session Timeline targets

• March 6: Open Registration & Session Proposals
• April 18: Close Proposal Acceptance
  • Could extend a week
• May 1: Schedule/Sessions Announced

TCDrupalCamp Stickers
(how can this get so complicated?)

Costs:
$500 design of sticker/ layout of front/back (in-kind)
$426 printing 1000 ($)
$315 printing 500 ($)TCDrupalCamp Stickers

$926 – 1000
$815 – 500

Sponsorship
To make this easier to sell, we split the sponsorship

Split sticker targets        

• top half $500
• bottom quarters $250 each

Because of the small size and low impact I don't think we can get these fees

Current offers
Al Weleczki – designer - will take one quarter as part of in-kind barter (value?)
Shafer and Feld – proposed one quarter for printing discount ($)
SuperMega Design – potential logo sponsor for the half

Timeline
1 week to print
Deliver finished layout to printer Feb 28th
Pickup March 4th

Action items
- Design being worked on  
- Offer to printer
- In communication with SuperMega and Drew on Sponsorship

Session Planning
Schedule - 15 weeks
COD provides session proposals and voting

"From Drupal documentation"
The topics you choose should reflect the interests of your  participants. Possible topics include: theming, module development,  Panels, Views.
Often, though, the sessions are selected on the day of, though it  helps to have talked to a few people ahead of time to confirm they will  be available to present on given topics if wanted. Other times the  sessions are selected ahead of time, for example through an online forum  where people suggest topics and the organizers line up presenters. 

The COD distrbution comes with the following standard tracks
- Code and Development
- Implementation and Config
- Theming and Design
- Business and Strategy
- Drupal Community

Florida Camp Session Tracks
http://fldrupalcamp.org/programs/sessions
Beginner's Hands-On (Bush)
Drupal Savvy (Suntrust)
Business and Server Infrastructure (107)
Drupal Rockstars (108)
Social Media Club 1 (222)
Social Media Club 2 (223)

Sandcamp
http://2011.sandcamp.org/camp/schedule
used tags (multiple) rather than tracks
Beginner
Intermediate
Advanced
Drupal Basics
Code & Development
Business Side
Design & Usability
Performance and Scalability

Los Angeles
https://2011.ddcla.org/sessions
Level - Beginner, Intermediate, Advanced
Drupal Fundamentals
Theming
Drupal Showcase
User Experience
Other

DrupalCamp Atlanta
http://drupalcampatlanta.com/sessions
Drupal for Beginners
Theming, Design, and Usability
Development and Performance
Drupal for Business and Services

Two-fold process
work to get featured speakers nationally
work to local presentations

Wednesday, February 9th, 2011 at 10:30 AM

ATTENDEES Jenel, Matthew, Dan, Keith, Wilbur, Barry, Drew

AGENDA 
Marketing Strategies: Matthew 
Pre-conference Training: Chad 
Budget/registration fee: Keith 
MPR Gala: Jenel 
Website: Jeremiah 
Venue: Chad 
Sponsorship: Drew and Matthew 
Sessions: Wilbur 

Notes:

Marketing

• Nonprofit community
  • NP TechTalk list (Barry can post to)
  • MCN Tech Conference (Feb 23rd) (Barry and Allie presenting on Drupal and open source -- will talk it up)
  • Add to Minne* mailing list, posts - Dan
• MIMA (MN Integrated Marketing Association)
• TCSMB (Twin Cities Social Media Breakfast)
• University of Minnesota IT Managers - Chad
• U of M Dept of Computer Science and Engineering Students/Staff
• Drupal Planet posts -- http://drupal.org/planet
• need to make sure we meet the guidelines (i.e. not self-promotion)
• Advantage Labs have a feed to the Planet and will post
• Twitter: Wilbur/Dan/Matthew

Pre-conference Training - Chad

• Issues finding space.
  • McNamara? They'll handle the tech stuff. But costs $$. (needs to be added to the budget)
    • http://mac-events.org/rooms/index.html
• Possible trainers:
• Advantage Labs 
• Chapter 3 - Intro to Drupal 7 (free!)
• Volacci - Drupal SEO
• Drupal Easy 
• Emma Jane Hogbin 
• Acquia: only via partners
• Lullabot

Budget/registration fee: Keith

• With current budget, we approximately break even charging $35. 
• If we charge less, must depend on sponsorships.
• If we charge more, we have $$ for the bus, unanticipated expenses (e.g. bus to MPR gala?), savings banked for future events, donations to DA, etc.
• Recommendation: Review budget, decide next week.

MPR Gala: Jenel

• May 19th: Open
• May 20th: MPR
  • Cost to transport attendees to/from camp?
• May 21st: Chapter 3 (Campus Club?)

Sessions: Wilbur

• Will have proposal for next meeting
  • contact Gabe (listed on Wiki as interested in Keynote/Track organizing)
  • http://www.drupaleasy.com/podcast/2010/11/drupaleasy-podcast-47-cod-its-much-more-fish  (Conference Organizing Distribution podcast from 11/2010)

Stickers Estimate
full color on glossy paper 
one color sponsor message on back
2.5" round sticker
500 $260.15
1000 $429.80
Sticker Timing
Design week of Feb 13th
Print week of Feb 20th
Deliver week of Feb 27th
Sticker Artwork
Alan Weleczki can do the sticker design, and would trade for sponsorship.

• Sticker design is $500
  • Issue of paid versus trade sponsorships -- implied value
  • can we pay him then get him to buy a sponsorship?
  • Examples of work before making a decision?

Alan can provide other elements for the conference, we will need to negotiate the sponsor level

MPR Gala
Moved to May 20th. 

• Drupal is Everywhere theme (hopefully with John Moe, MC)
  • local presenters (Barry has started inquiries on this)
• MPR has budget for light catering (wine, soda, food)
• Transportation? TBD (budget implications need to be considered soon)

Approval?

Budget

https://spreadsheets.google.com/ccc?key=0AiUK1MfqtW9udDNfbDdwWTdjczhic0pkS212b0YtN3c&hl=en#gid=4

Wednesday, February 2, 2011 at 10:30 AM 

INFORMATION 
Conference Dial-in Number: (661) 673-8600 
Participant Access Code: 131847# 
Meeting Notes: http://ietherpad.com/2bLNry5NnV

AGENDA/NOTES
Camp announcement: Matthew

• Angie  not yet 100% confirmed. Omit reference to speakers from the initial announcement.
• Web site: Jer will remove links & tabs that don't have content and remove the "register now" banner.
• Matthew will post announcement to tc drupal group when site is ready.

Drupal Bus/Sponsorship: Drew

• Suggest sponsorship levels/plan at next meeting
• Perhaps offer a consultation to sponsors of the bus
• Perhaps ask non-local sponsors for bus

Pre-conference Training: Drew/Matthew

• Lullabot is interested in doing 1 or 2 days of training before the conference
• Ryan Price might also be interested in training
• Contact Matthew if you or someone you know is interested in training

Venue: Chad

• Vendor area will be available near lobby
• Need to plan how many tables, and where to beg/borrow/rent them from.
• Table skirts?

Usability lab

• $$ to fund travel costs for those running the lab? Maybe yes if they're willing to speak at the conference

Finance: Keith

• At $45 registration we break even

Sessions: Wilbur 

• Tracks based on number of rooms available, BOFs

Promotion

• Stickers: send sticker designer names to Wilbur

ATTENDEES
Keith, Drew, Matthew, Ben, Jeremiah, Wilbur, Chad

 --- Drupal Camp Twin Cities Venue and Dates Announced ---

We are proud to announce Drupal Camp Twin Cities to be held on the University of Minnesota campus in Minneapolis on May 20-21, 2011.

If you are an open source enthusiast, Drupal designer, hacker, geek, Drupal developer, UI expert, IT manager, or you just want to find out what this Drupal thing is, this conference is for you!

Drupal powers websites for the Economist, MTV, The White House, Sony Music, and many local sites, including the Guthrie Theater, University of Minnesota Libraries, The Cedar Cultural Center, and the Science Museum of Minnesota.

Registration for this event will open soon, and in the coming weeks we will put out a call for sessions and panels that feature information about Drupal development, design, and business strategies.

Need a reminder? Sign up for the Drupal Camp Twin Cities mailing list at http://2011.tcdrupal.org to get the most up-to-date information.

We look forward to seeing you in the Twin Cities in May!

Drupal Camp Twin Cities is sponsored by Advantage Labs, Gorton Studios, 
Minnesota Public Radio, the University of Minnesota Department of Computer Science and Engineering, and the University of Minnesota Libraries. If you are interested in becoming a sponsor, or if you have other questions, please feel free to contact Matthew Tift at info@tcdrupal.org.

Wednesday, January 26, 2011 at 10:30 AM

AGENDA/NOTES

General: Matthew 
 -Project management tool - Wilbur

•  Redmine
• If you need an account, please send me (team@advantagelabs.com) your email address and I will set you up. 

 -Camp announcement wording 

• Wait until Friday to get firm commitment from Angie. If not, send out Friday.
• See wording below

-Marketing and outreach efforts 
 -Official camp name: "Drupal Camp Twin Cities"
 -Code sprint before or after

•  Port modules to Drupal 7?

Website: Jeremiah 
 -http://2011.tcdrupal.org launch date 
 -Registration cost/process/timeline 
Venue: Chad 

•  Campus Club on Thursday and MPR on Friday? 
•  Tate 150 
•  Holiday Inn Metrodome Quote
  • https://docs.google.com/viewer?a=v&pid=explorer&chrome=true&srcid=16dKbkREIVL4XrPYeJ182rNPoPixbBf-J8xNi6r8KSLVuDvP5A6rfhNydTA9v&hl=en&authkey=CI-glNwE
  • Prefer not to put us at risk financially when reserving a block of rooms.

Sponsorship: Drew and Matthew 
Finance: Keith and Drew 

• Meeting highlights 
• Budget. See http://tinyurl.com/4twgh3b

Sessions: Wilbur 
 -Soliciting featured speakers / keynote speakers 
Volunteers - Ben!

•  Anyone want to take the lead on this? Ben volunteered
  •  Start keeping a list of volunteers.

 Evening Events

• Leaning toward Campus Club Thur, MPR Fri
• Chad will look into Campus Club for Saturday evening
• Goal: Research and decide next Wednesday

 
 Attendance
 Keith, Jenel, Matthew, Ben, Chad, Drew, Barry, Wilbur, Dan, Jeremiah
 
 Announcement
 
 --- Drupal Camp Twin Cities Venue and Dates Announced ---

We are proud to announce Drupal Camp Twin Cities to be held on the University of Minnesota campus in Minneapolis on May 20-21, 2011, with a keynote address by Angela Byron, the Drupal 7 core maintainer.

If you are an open source enthusiast, Drupal designer, hacker, geek, Drupal developer, UI expert, IT manager, or you just want to find out what this Drupal thing is, this conference is for you!

Drupal powers websites for the Economist, MTV, The White House, Sony Music, and many local sites, including the Guthrie Theater, University of Minnesota Libraries, The Cedar Cultural Center, and the Science Museum of Minnesota.

Registration for this event will open soon, and in the coming weeks we will put out a call for sessions and panels that feature information about Drupal development, design, and business strategies.

Need a reminder? Sign up for the Drupal Camp Twin Cities mailing list at http://2011.tcdrupal.org to get the most up-to-date information.

We look forward to seeing you in the Twin Cities in May!

Drupal Camp Twin Cities is sponsored by Advantage Labs, Gorton Studios, 
Minnesota Public Radio, the University of Minesota Department of Computer Science and Engineering, and the University of Minnesota Libraries. If you are interested in becoming a sponsor, or if you have other questions, please feel free to contact Matthew Tift at matthew@tcdrupal.org.
 

Attendance

Keith, Jenel, Matthew, Ben, Chad, Drew, Barry, Wilbur, Dan, Jeremiah

Meeting Jan 19, 2011

Attendees:

• Drew
• Keith
• Dan
• Jeremiah
• Matthew

Topics

• Camp Project Manager
• Matthew volunteers but needs to check with bosses.

Areas to be managed

• Venue arrangements - Chad
• Rooms
• Meals/refreshments
• Equipment (powercords)
• Sponsor/vendor booth/table area
• Signage (design/printing)
• Coordinating volunteers -
• Program -
• Soliciting/approving session topics
• Scheduling
• Soliciting featured speakers / keynote speakers
• planning travel / accomodation / special events
• Sponsorship - Drew, Matthew (but all should contribute)
• sponsorship levels and amounts
• Finances - Keith, Denise & Drew
• Google Docs - budget, checklists
• https://docs.google.com/?hl=en&tab=go&authuser=0&pli=1#folders/folder.0....
• Web site - Jeremiah
• http://2011.tcdrupal.org/

Milestones & Prerequisite tasks

• Announcement
• Need web site more finished?
• Need to be able to subscribe to a mailing list
• Registration begins
• amount?
• how to take in registration fees through the web site into our account
• Jer: Email DA re details, gateway account & plug into ubercart

For next meeting

• Manager inauguration
• Ben/MT: Prepare & submit announcement wording (ask Jenel)
• Jer: Web site registration feature
• MT: Confirm Angie's commitment to be featured speaker (Chad)
• MT: Confirm area chairs
• MT: send out agenda

Planning Meeting, 2010-12-15, 10:30AM

Agenda

• Track Planning - Who's Interested?
• Will helpful for presenters to have some tracks from which to select
• [Self-signup: Put names here. NOTE will probably borrow heavily from other camps]
• Chad
• Update on Physics/Tate - Chad
• Will report out next week - still waiting for response from OCM
• Event Guest Wireless Accounts
• Meeting with boss this week to see if library can sponsor these (fingers crossed)
• Budget Update - Keith
• Expenses - Guest Speakers?
• http://tinyurl.com/TCDrupalCamp-2011-Budget
• Fiscal Agency -
• No updates - still waiting back on DA. Drew will write follow-up email
• Web site
• Please provide e-mail addresses and preferred user names and Jeremiah will create accounts on summer2011.tcdrupal.org for folks to start interacting with the site. We'll also grant access to SVN for folks interested in participating in design.
• Project/Task management/tracking
• http://projects.advantagelabs.com/login
• Winter camp

Attendees

• Keith Pierce krp0724@gmail.com
• Chad Fennell fenne035@umn.edu
• Drew Gorton drew@gortonstudios.com
• Matthew Tift mctift@gmail.com
• Dan Moriarty webdesign@danmoriarty.com

Minutes

• Venue
• Tate Auditorium - Chad is negotiating to book the room
• Best Buy - Dan is contacting them
• Guest wireless account
• Chad negotiating with his boss to fund it
• Budget
• Reduce lunch cost (just pizza/pop)
• Leave budget as is, get sponsorships, adjust discretionary budget items as needed
• Fiscal Agency
• Drew is on top of it
• Web site
• Jer has it provisioned.
• Need design help, Dan may be able to help for Summer Camp
• Jer will work with Jenell to work out MPR contribution

Next meeting: Dec 22 10:30am
[Please add agenda items]

Meeting Wednesday, 2010-12-08, 10:30AM

No meeting this week.

Some issues raised by email:

• Matthew Tift is offering to be of service
• How will MPR be used for the WinterCamp? Their Forum is a popular place, and needs to be booked.
• Last suggestion was to ask MPR to host an evening party. What kind? How many people?
• Jer has a high priority for nailing the WinterCamp venue and starting websites. He'll set up some project management so we can distribute tasks.

Meeting Wednesday, 2010-12-01

10:30-11:30 conference call

Agenda

• Fiscal agency
• Winter camp update
• Summer camp update
• Budget
• Announcement

Minutes:

• Fiscal agency

Drupal Association Questions

• What is the budget for the camp (provide specific details, if possible)?
• https://spreadsheets.google.com/a/gortonstudios.com/ccc?key=0AiUK1MfqtW9...
• Is it OK to only use Electronic funds transfer, Check, and Paypal to accept funds?
• Jer: Paypal can be scary? Paris had a problem, are there any concerns?
• How many vendors will you have and how will you pay those vendors (Credit card, Check, EFT)?
• U of M?
• Catering?
• Party space? Party food/bev?
• Housing / transportation for speakers?
• How many sponsors do you expect? How many have committed so far (verbally or contractually)?
• Here's a brainstormed list:
• Advantage Labs
• U of M
• MPR
• Science Museum
• Triangle Park
• Gorton Studios
• Best Buy
• Microsoft
• Acquia
• Lullabot
• Others highly likely
• How many tickets do you expect to sell?
• 200-300 is best guess
• When will you need to start spending money?
• Earliest: plane tix for sponsors (Jan-Feb?)
• Has the same group of people successfully run camps of similar size in the same region in the past?
• No, but...
• Strong local groups, many potential volunteer
• Are you able to cover the DrupalCon Inc's accounting fees which are currently being determined, but no more than 10% of your revenue?
• ? Pay 10% upfront as $ flow through? Or other process?
• Is 10% on top of other Paypal transaction fees?

Googledocs link to budget and other docs:
https://docs.google.com/?hl=en&tab=go&authuser=0#folders/folder.0.0ByUK1...

Winter Camp Status

Tentative date - Saturday, January 29th

Jer: MPR will not work.

• Want to reach multiple audiences for cross polination:
• Businesses, non-profits new to Drupal
• Businesses, non-profits using Drupal and wanting to learn more
• New and current developers interested in using / learning more / participating
• But at MPR: Only large meeting space (>10) is UBS Forum. Can target only one audience at a time.
• Possible use of training room
• Option: camp elsewhere, Fri nite gathering at MPR

Next steps

• Identify audiences we'd like to reach
• Pre-confirm some speakers / session proposals
• Let these findings inform session tracks and the type of space that we need.
• Set up web sites based on COD

Possibly use UM for winter camp?

• UM won't sponsor two camps (they are absorbing some of the cost e.g. insurance)
• This is the Library department or the Science Technology department? We have a possibillity of getting sponsorship from another U organization we work with (Advantage Labs). Can I put them in touch with you Chad?
• To do on our own, we'd have to pay:
• Per-head cost
• http://www.classroom.umn.edu/scheduling/guidelines.html#usefees
• Event Scheduling
• http://www.classroom.umn.edu/scheduling/sched-clsrm.html
• http://wvprd.ocm.umn.edu/gpcwv
• Wireless cost ($2.50 per head)
• Insurance: 100-500ish
• 1 large room $250
• 4 small rooms @$65
• $500 deposit (refundable)
• Food: $5-10 per head depending on whether we provide lunch
• http://www.classroom.umn.edu/scheduling/guidelines.html#catering
• Cub foods and Caribou are cheaper :)

Possible sessions:

• Introduction to Drupal / Drupal 101
• Introduction for Developers
• Introduction for organizations
• Why Drupal? (series of showcases?)
• Drupal distributions
• Using Drupal (sessions on specific modules / recipies for builiding applications)
• PHP for themers
• How to write a module
• Contributing to Drupal
• Drupalcon -- why go?
• Drupalcon Bus
• Theming

Next steps

• Winter camp: revisit date (feb 12 or Jan 29)
• Volunteer speakers
• Web site (COD, Theme/L&F)
• Web site sprint
• Better time for weekly meeting?

Meeting Wednesday, 2010-11-10)

10:30-11:30 conference call

Agenda

• Summer Camp Venue
• Move ahead with Keller Hall Classrooms?
• e.g., Send out announcement?
• Can/should we send it out w/out specifying the venue?
• Report out on possible MPR involvement
• Backup location?
• Tour
• Financing
• Report out on Drupal Association fiscal agency
• Sponsorships
• What has to be nailed down before recruiting sponsors?
• Winter camp
• Discuss viability, planning responsibilities
• Next Steps
• Venue: get U wireless figured out
• Camp: Put together conference tracks
• Who will take charge of keeping track of speakers?
• Generally: - Meet, divide up tasks and start working off of the Atlanta checklist?
• Budget

Notes

MPR Venue

• No classrooms per se
• One room will fit 140
• Possible for evening venue accompanying summer camp
• Possible for winter camp?
• Unconference style should require much less planning

UM Venue - May 20-21

• Pamela: Given that it's the last two days of Spring finals, it's really unlikely there will be problems with booking, but it is possible to get bumped.
• Room 180 and side room are governed by Math, and could not book them until February. (Side room for registration and refreshments)
• Look at other sites to hedge bets.
• Usability testing is 100% booked for these dates.

Marketing, Outreach

• Are decisions lock down well enough to publicize?
• Now need the web site for volunteers to sign up, propose sessions, etc.
• Need to nail down the gist of the conference, put on web site, so ppl know what it's about.
• Mention usability testing in announcement
• Try for stream of announcements, keep it in front of people during the year.

Fiscal agent

• Drupal org will provide credit card and account.
• Want primary person for fiscal responsibiity. We should have two. What does that imply?
• Drew is main contact, keith will also help.

Decisions/Action items:

• Organize tour of MPR. Thursday 11/18, 9:30 @ MPR, St Paul.
• Keith, Chad, Ben
• 480 Cedar St.
• Rachel: send invitation
• Keith: send Chad's and Ben's email addresses to Rachel
• Rachel: Send parking permits
• Winter camp
• MPR very interested in hosting.
• Look into separate planning committee.
• Keith: See if Jer will lead.
• Summer camp
• Go with U of M Venue: Keller Hall.
• Keith: Send URL of auditorium in Physics building.
• Announcement
• Ben: Will post preliminary announcement date, place, request volunteers
• Ben: will ask Jer to see if we can get a separate email address to send inquiries and cc: that email to the drupalcamp mailing list
• Chad will send to University Community once the website has been made
• Next week: Need to Get Camp Tracks/Themes nailed-down.
• Chad: get wireless situation figured out
• For the time being, use groups.drupal.org as primary publicity vehicle.
• Drew: Set up Twitter account for communication.
• Keith: Update budget spreadsheet on Google docs to reflect decisions
• Drew: continue discussion with Drupal org re fiscal agent details.

Next meeting

• Need to Get Camp Tracks/Themes nailed-down.
• report on budget
• Report on fiscal agency
• Report on status of Winter camp

Meeting #3 (Tuesday, 8/31/2010)

7:00-9:00pm @ Gorton Studios (http://gortonstudios.com/contactus/directions)
Hopefully the change in time will allow others who've been missing so far to join. It's definitely not too late to get involved and help shape this!

Preliminary Agenda

1. Review Meeting #2 Agenda, Results
2. Individuals report on tasks / areas
3. Refine list of tasks needed to be handled for a successful camp
4. Continue claiming tasks on the same list
5. Discuss collaboration tools (IM, IRC, etc.)

As with earlier meetings, dinner will be provided by the host. In lieu of any specific requests (or better ideas), we'll be doing pizza.

Meeting #2 (8/26/2010)

7:00-9:00pm Gorton Studios (http://gortonstudios.com/contactus/directions)

Preliminary Agenda

1. Review Meeting #1 Agenda, Results
2. Report on venue availability & costs and likelihood of U of MN funding
3. Report on sprint bus costs (possibly linked to camp)
4. Develop list of concrete tasks needed to be handled for a successful camp
5. Start claiming tasks on the same list
6. [Keith's suggestion] Discuss need for collaboration software for the planning committee. E.g. Google Wave.

As with the first meeting, dinner will be provided by the host. In lieu of any specific requests (or better ideas), we'll be doing pizza.

Meeting #1 (8/19/2010)

6:00-8:00pm Location Walter Library, Pleasant Street Side (http://www1.umn.edu/twincities/maps/WaLib/)
Virtual meeting space: https://umconnect.umn.edu/icecamp1/

1. Kick Off - Intro and Interests
1. We might update the Planning Wiki page with interests as we go.
2. Planning Resources Review
1. Have a look through the informational resources we have identified

• Jer, could you maybe lead this?

Feel totally overwhelmed and cry hot tears.

Identify Next Step (a few ideas follow)

1. Gauge Participation (survey?)
2. Identify Top 3 Venues?
3. Identify Sponsorship and Funding Strategy (free? fee? etc)?
4. Begin Keynote & Track Development
5. Camp Planning Tools - Just use TC Drupal? IRC? Other Thoughts?

Set Ongoing Meeting Schedule and Location

Attendance

• mtift
• dgorton
• unexpand
• bhp
• Keith

Brief Notes

See the planning wiki for details.

• Discussed our general goals of what we wanted to get out of a camp.
• Reviewed initial venue costs and findings.
• Agreed upon a weekly Thursday/7:00pm meeting schedule
• Identified two plausible sets of conference dates (see wiki for details)