Organizational Page for Drupalcamp 2010

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Posted by mirabuck on August 24, 2010 at 12:35am
Last updated by Robin Millette on Fri, 2010-10-15 15:55

Please help us make the upcoming DrupalCamp the best ever by reviewing and editing this planning document... and by actually taking on tasks and preparing your donations :-)

Navigation :

  1. Established Facts
  2. Work Requiring Sub Committee Coordination
  3. Work Attached to Sub Committees
  4. Work Not Attached to Sub Committees
  5. After the Dust Settles

Established Facts

  • Dates

    • The 23rd and 24th of October

  • Venue

    • McIntyre Medicine Building, McGill University
    • 3655 Promenade Sir William Osler
    • Capacities are 420, 280, 110, 30--no other rooms available
    • Wired internet - confirmed 5Megs outgoing bandwidth for video
    • Wireless internet - 250 3 day guest accounts recieved (conf. # 782796). More can be added on short notice if necessary.
    • proper control room for DBN. There seems to be a large amount of foyer space, but not much else for us to use beyond the three rooms.
    • still unknown: where we can handle catering and whatnot

  • branding

    • use last year's logo

  • Keynote Speakers

    • James Walker
    • Liza Kindred (of Lullabot)

  • Web site

  • Sponsorships

    • Sponsorship levels: Silver $350 (note: $300 was the early bird rate), Gold $750 and Platinum $1400
    • Benefits (initial, more may come):
      • Platinum: named room (first come first served); streaming ads between the sessions; guaranteed session (but rooms to be determined based on popularity); dedicated vendor space; differentiated logo; plus benefits associated to silver
      • Gold: guaranteed session (but rooms to be determined based on popularity); dedicated vendor space; and differentiated logo
      • Silver: use of common vendor space; logo on site and promotional materials; mentions during the conference; mentions on twitter, etc.

Work Requiring Sub Committee Coordination

Attendee Demographics

So as to inform the Program sub-committee as we approach DrupalCamp, and the Promotion and Sponsorships sub-committees the following year, it is proposed that the sign-up process be changed to allow for a few get-to-know-you questions. Here is Louis-Eric's draft proposal for the required fields on the sign-up page (those fields will not be shown on the user's profile and must remain confidential to attendees, but visible to organizers):

I work...
  • for myself
  • for a small or midsize business
  • for a corporation
  • for a non-profit
  • for an educational institution
  • for a government or para-governmental institution
  • I am a student
  • I am unemployed
  • I am retired
  • (My employment status is not listed above)
Employer or Company Name:
I am ...
  • a developer
  • a graphic artist
  • a content producer
  • a project manager
  • a marketer or SEO specialist
  • an executive or entrepreneur
  • primarily a journalist or blogger
  • (My role is not listed above)
Drupal comfort level:
  • I know nothing about Drupal... yet !
  • I have some knowledge of Drupal but no or little practical experience
  • I work with Drupal once in a while
  • I work with Drupal most of the time
  • I only work with Drupal
Growth outlook:
  • I work by myself and am happy with that
  • I am part of a complete team
  • My team is looking to hire people on a full- or part-time basis
  • We are looking for people to subcontract work to
  • We are looking for people to partner with
  • We are looking for people to build our site(s) for us

Omar's comment: I'm hesitant about keeping the info private. I'd like to avoid a potentially contentious situation now, or down the road, wherein some do/don't have access to the info (we've already had debates about the use of email lists!). I'd think that publically visible information provides clarity to the users in terms of who has access to the information (everybody!). Also, as a user I am more like to provide the info if I think that it'll be used to create value for me (e.g. helping me meet the people I need to meet). Having the information public allows me to, at least, presume that value, if not actually realise it myself (e.g. by looking for people with "looking for partner"). One thing is pretty sure, I certainly wouldn't feel very good if I ever received promotional material which was clearly the result of having provided answers to such questions.

Andrew: These have been added as private fields.

Work Attached to Sub Committees

Website/site web Sub Committee

Les gens de ce comité étaient présents à la rencontre. SVP ajoutez vos noms:

  • Andrew Lindsay (McGill) - coordinator
  • Omar Bickell (Koumbit)
  • Pierre Paul (Quiboweb) - Gaëlle (Quiboweb)
  • The DBN.ca video team Mathieu Helie (DBN.ca)
  • Patrick (web designer)
  • Gaëlle

Content Translators (feel free to add your name to the list!)

  • Daniele Degano - Evolving Web (French to English)
  • Koumbit has volunteered English to French Translators, but specific names would be great!
  • Robin Millette - deux sens)
Notes/Comments
  • use same distro
  • Build and theme it Translate content - TP1 social Media, logo proposition, initial design?
  • DBN offer to live stream entire camp and then deploy downloads afterwards in return for primary sponsor status
  • Patrick from TP1 will lead design. By Sept. 13th at latest. Meeting to be held this week.
  • Pierre Paul & Gaëlle will turn design into D6 theme

    • e.g.

  • volunteers to provide feedback: see list above
  • Additional notes from meeting on 08/09/10
    • decided not to use the Conference Organizing Distribution (mainly as a result of momentum from previous meetings, prior to this idea coming up)
    • design should be ready by Friday a draft (to be shared with the design committee, comments over the weekend (to be fed back via Andrew), finalization on Monday, then implementation... which will depend on the nature of the design
    • content: we should translate all the conference pages (but won't be translating user content), but we *should* translate the accepted sessions... try to encourage/enable users to submit their own translations
    • need to integrate the video well and place archive, but don't make full width of page
    • mobile version would be cool, Ryan will lead the mobile effort.
    • Andrew: electronic coordination on Friday, meeting next week
  • Draft design reviewed at 10am, Monday, September 13th
  • Final design reviewed at 3:30pm, Wednesday, September 15th
  • Decision made to go with red and blue design at planning committee meeting, Wednesday, September 15th
  • Theming underway.
  • Splash screen received from Patrick.
  • Staging site is now available. if you can volunteer time to help with content please send a request for editor credentials to Pierre Paul, Andrew or Omar and register at http://2010.drupalcampmontreal.com/user/register
  • A first pass at initial English content has been done, but needs review
  • A first pass at translation has been done
  • The website is now live.
  • Voting has been turned on and session proposals have been closed

Sponsors/Commanditaires Sub Committee

Electronic coordination next week, meeting timing to be determined afterwards

Ajoutez vos noms svp si vous allez chercher des commanditaires ou voulez participer à la définition des plans de commandites.

  • Omar Bickell (Koumbit) - coordinator
  • Benoit Marchand (TP1)
  • Francois Viens (QuiboWeb)
  • Robin Milette
Secured Sponsorships, $
  • Koumbit.org - $1400, platinum level + tons of time / resources
  • Drupal Connect: $750, contact to be continued via Ryan
  • Evolving Web - $750
  • 63 Reasons - $750 (will try for more)
  • OpenConcept.ca - $350, possibility of bumping up to next level
  • Isuma Productions: $350
  • Wisky Echo Bravo: $350, possibility of bumping up to next level? (Omar: will contact today, 27/09/10)
  • Gestion-Ressource:$350, possibility of bumping up to next level? (Omar: will contact today, 27/09/10)
  • GRICS - $300 + (could also contribute time / resources)
  • TP1 - $300
  • Acquia - $300 (+ t-shirts that they will send to TP1 office)
  • NT2: confirmed for $250, they'll try to get $300-350
  • McGill IT - $2123.00 ($1728.00 for McIntyre Building, $395.00 for Thompson Hall)
Secured Sponsorships, in kind
  • DBN - $10,000 worth of video work
  • Koumbit.org - coordination, logistics, translation services and much more
  • TP1 - DrupalCampMontreal website design
  • Quiboweb - website implemention
Secured Sponsorships, community
  • FACIL
  • APELL
Potential Sponsor
Robin's leads

: just contacted (October 15th) StatusNet through Evan (too late for Canonical)

Omar's (Koumbit) leads
  • DrupalAssociation: contacted, waiting for reply
  • Capgemini: contacted, waiting for reply
  • Quiboweb: contacted, waiting for reply; promising... hmm... haven't they already confirmed?
  • FFunction: contacted, waiting for reply
  • Status.net: contacted, waiting for reply
  • Lullabot: contacted, waiting for reply
  • Other? (add your ideas here)
TP1's leads
  • Zend: contacted, looks good, need to close it
  • RPI: contacted, promised if vendor booth or vendor space available
  • PHP Quebec: not been able to reach them yet
  • MySQL: contacted, no news yet
Francois Viens' (QuiboWeb) leads
  • iWeb: contacted, waiting for reply
Sponsorship ideas/comments
  • Someone proposed a recruitment event as a sponsorship incentive.
  • Andrew: We decided at the Aug 30th meeting to use last year's sponsorship levels: http://drupalcampmontreal.com/sponsorship
  • consider adding a $5000 level?
  • Miriam: The "value of" sponsorship question got a bit touchy last year as some organizations make significant donations in terms of allowing employees to volunteer during work hours ;) Which is to say, the sponsorships over a certain level got pretty fuzzy in terms of valuation.
  • "opt in mail list as sponsorship incentive" was eliminated as an option at the 08/09/10 meeting
  • Miriam: Is this "too commercial" for us? Having an organized camp is awesome. But let's not lose the barcamp feel. It's part of what makes Drupal fun.
  • Andrew: it concerns me as well--even an unfounded perception that we're somehow abusing attendees privacy would be harmful to the local Drupal community.
  • Some additional notes from meeting on 08/09/10
    • ~$3000 in sponsorship so far, but many haven't been contacted yet...
    • might create "community supporters" who are un-paid... but should not dwarf real sponsors
    • still some discussion about raising sponsorhip levels
    • possible benefits of sponsorship:
      • platinum sponsors get a session, streaming ads between the sessions and differentiated logo
      • gold sponsors get a session (unless we have too many of them) and differentiated logo
      • vendor space
      • tweets?

Budget Sub Committee

Ajoutez vos noms svp si vous voulez vous occuper des dépenses. Ça comprend le catering (ou la bouffe est son propre comité?), etc. Ryan Palmer s'est proposé encore une fois comme trésorier:

  • Ryan Palmer
  • Omar (will take care of catering if done by the same people as last time)
Notes/Comments
  • Ryan will be responsible for this again. Last year's budget was around $6500 + venue.
  • How much should the suggested donation be? Last year was $20. Keep it at $20.00 and drop free t-shirt if necessary
  • Omar:: Ouch... the initial translation quote is double what I had anticipated... I'll have to look into seeing if the provider would like to reduce the price in exchange for a sponsorhip :-(

Présentation / programme Sub Committee

Comment le programme sera-t-il déterminé?

  • Daniele Degano (Evolving Web) - coordinator
  • Benoit Marchand (TP1)
  • Benoit Brosseau
  • Omar Bickell (Koumbit)
  • Andrew Lindsay (McGill)
  • Mathieu Helie for video team scheduling and logistics (DBN.ca)
Notes/Comments Regarding Keynotes
  • the keynotes are to be determined by the programme committee
  • These need to be confirmed as soon as possible!! (although, there is some potential confusion as to *how we decide* who to invite.)
  • Ideas of people:

    Confirmed

    Leads

    • Montrealouvert.net representative: Are we going to follow-up on this? And if so who and when?
    • Dries (Omar can contact him if we decide to go ahead with it)
    • Chris Messina: Omar will wait until others confirm presence/absence
    • add1sun: This was just a semi-random idea
    • Everett Zufelt: the Drupal 7 Core accessibility maintainer... At the moment, the feeling seems to be that we'd like to invite him, but probably not for a keynote (Omar will contact him)

    Declined

    • Webchick will NOT be able to attend (but would be interested in perhaps doing a regular sessions via skype)
    • Mark Surman: Mozilla Foundation Executive Director - will NOT be able to attend (he would have liked to do with but is not available on those dates
    • David Usher: He was apparently interested but will be on tour and will NOT be able to make it.
    • Matt Thompson: contacted by David Smith, is not available
Notes/Comments Regarding Presentations
  • Time slots
  • Voting
  • Vote tally
  • Another idea that emerged from the meeting on 08/09/10: do speekgeeks or lightning talks
  • Francois Viens : j'ai parlé de l'événement à Cyrille Béraud de Savoir Faire Linux qui a donné une chaude lutte pour nous au niveau du logiciel libre au gouvernement du Québec. Il semble être intéressé à participer.
  • Another idea that emerged from the meeting on 15/09/10: we could look into getting Angie to remote-stream a session (but not appropriate as keynote)
  • Voting is now underway
Screen capture of presenters using Linux-based desktops

DBN.ca will use the VNC protocol to grab the screen capture of your computer while you work on it in real-time. Here is how to enable remote desktop use in Ubuntu Linux 10

1) Under System->Preferences open Remote Desktop
2) Set to Allow other users to view your desktop
3) Check Require the user to enter a password and set your password that you will then share with the DBN team. Uncheck the other security boxes.
4) Close the dialog

To watch an Ubuntu live screen from a Mac
1) On Mac OS Snow Leopard, open finder, click Go and Connect to server
2) Enter vnc://localip.of.ubuntu.box

This will only work over local networks.

If you do not have Ubuntu Remote Desktop installed, open the Ubuntu Software Center, search for "Remote Desktop", install "Remote Desktop".

If you are using an exotic version of Linux, you must set up your own Remote Desktop service using whatever means are appropriate.

Social (5 à 7, party, etc.) Sub Committee

C'est beau Drupal et les présentations, il faut aussi des occasions pour networker. Voici le comité pour ça:

  • Simone Pereira (Evolving Web) - coordinator
  • Benoit Marchand (TP1)
  • Ryan Palmer
  • Louis-Eric (63 Reasons)
Notes/Comments
  • Night out
  • Code sprint
  • Raffle
  • Notes from meeting on 15/09/10
    • Thompson House confirmed for Saturday night (23/10/10)
    • Have a drinks/networking session at a bar on Friday - bar TBD
    • Louis-Eric is looking into having Drupal cake for the Saturday
    • Consider a structured speed-geek event during the first hour of the social
    • Consider codesprint along side the party (some people are more coders than drinkers)
  • Andrew: We'll have the main floor and Ball room at Thompson house with 2 bars open and powerbars for laptops.
  • Andrew: We will not be able to bring our own labeled beer into the building.
  • Andrew: I've contacted Wiley, O'Reilly, Pearson and Pactk regarding book donations for the raffle.
  • Andrew: Pearson got back to me. Sounds like they'll send books.
  • Andrew: We can have cake in Thompson House. They'll supply/clean plates and cuttlery for a nominal fee (a gratuity).

Promotion Sub Committee

Faire la promotion de l'événement en ligne, à Toronto, etc. For now an informal collection of individuals who will not meet but use the wiki to coordinate promotional efforts.

  • Melissa Paz - Coordinator
  • Benoit Marchand (TP1)
  • Andrew Lindsay (McGill)
  • Omar (Koumbit)
  • Francois Viens (QuiboWeb)
Notes/Comments
  • How do we go about getting the word out? (g.d.o, Twitter, NewTech, etc.)
  • promote at Toronto Camp (McGill is sending 3 people and will try to get some speaking time/announcments)
  • try to get something on Drupal Planet? Andrew: sfyn from Koumbit sent something out.
  • Additional notes from meeting on 08/09/10
    • focus on other tech conferences
    • look into getting journalists
  • Andrew: I posted to the following g.d.o groups: Montreal/Quebec, Boston, Ottawa, Education, Higher Ed
  • Andrew: I sent out info to my counterparts at PEI, Calgary, Lethbridge, Windsor, Waterloo, Guelph, Middlebury, Penn State, Concordia and MIT.
  • Andrew: I update the g.d.o posts to inform folks that we're now open for registration and session proposals.
  • Andrew: I tweeted @ the good folks at Foulab who have promised to pass on word to their followers.
  • Andrew: if we prepare slide images, DBN can add them to the pre-event video stream.
  • Andrew: I submitted the event to montreal tech watch and nextmontreal.
  • Melissa: I posted on Drupal Ottawa group on facebook because there are 115 members.
  • Melissa: I created the event on Eventbrite, specifying to register at drupalcampmontreal.com
  • Andrew: I added posts in English to the website about James Walker and a call for session proposals.
  • Andrew: call went out to previous attendees via email for session proposals
  • Andrew: Montreal Tech Watch article up today.
  • Andrew: a tweet went out announcing a 2 day extension on session proposals.
  • Andrew: announcements will go out shortly to all McGill Staff and Faculty.
  • Andrew: an announcement will go out on a variety of McGill websites using our distributed channels system
  • Andrew: I posted a new item about voting on the site and then tweeted it and sent it to the 2010 mailing list as well.
  • Melissa:tweeting, I submitted the event to Linkedin-Events, open-source-events.com

Work Not Attached to Sub Committees

Immediately (By week of Sept. 13 meeting)

Inviations
  • Repeat invites
  • New invites

Medium Term (by week of October 14 meeting)

Video
  • DBN offer to live stream entire camp and then deploy downloads afterwards in return for primary sponsor status
  • logo prominent alongside other sponsors but not overbearing
  • might aid in translation (running video simultaneously in separate rooms)
  • twitter alongside? with moderator to pick questions for presenters
  • proposal to be discussed and a decision made by next week's meeting
  • possibility of having a seprate audio feed for the translation
  • Andrew: possibility of having a second video team in room 2.
Simulateneous translation
  • research is underway to get prices on equipment (for one room or two)
  • ask CRIM about transciption services
  • Andrew: plan B = simulcast of room 1 w/ French audio.
Lunch
  • Use last year's caterer
Coffee and/or breakfast
  • Santropol will be doing coffee for $65 dollars, including free equipment (percolator) rental. Daniele is coordinating this, but pickup would be sometime Thursday and return would be sometime Monday.
  • Simone: St. Viateur is not willing to sponsor us again. The best they can do is $2/person for bagels + cream cheese. They sell a dozen for $6.75, but I will contact the owner on 14/10 to see if we can get a better rate.
  • Simone: Fairmount is offering a dozen bagels for $6.75, so for 21 doz. the total will be $141.75.
  • Simone: St. Viateur has reduced their price to $5.50/doz., so 20 doz. would be $110. They're willing to deliver, but if we pick it up directly we can choose the hot, fresh bagels instead of the packaged ones!
    Moderators
    • Omar? Someone needs to facilitate the conference.

    Long Term (by week of October 18th meeting)

    Photography
    T-shirts
    • Design - Sounds like Koumbit might be able to volunteer some time
    • Printing - QuiboWeb connait un fournisseur de bonne qualité et rapide pour l'impression de T-Shirt
    • N.B. If we want to get t-shirts, we need to order them 2 weeks prior to delivery (No later than October 9th), else a 25% increase in price

    Week Of

    Volunteer coordination
    • Set up
    • Registration/breakfast - Ryan, Melissa
    • "Guides" (These were the people in the blue t-shirts last year...maybe not blue again! But it's really helpful for out-of-towners especially.)
    • Front desk (in shifts) - Daniele, Simone
    • Lunch
    • Tear down
    Miscellaneous
    • Name tags - Sofian
    • Signs/Schedule - Sofian

    After the Dust Settles

    • Solicit feedback from participants (or should this be during the conference?)
    • Thank yous to volunteers, sponsors, and speakers
    • Debrief/budget breakdown
    • Consider creating a non profit to handle funds next year - Je vais essayer de convaincre Me Durand de faire ca dès qu'elle va avoir le temps

    Association Drupal québécoise

    Il a été discuté hier du besoin d'avoir une association formelle pour prendre en charge les prochains DrupalCamps, et qui sait, DrupalCon 2012. Ce comité n'est pas strictement lié au prochain Camp, mais comme il en a été question, je l'ajoute ici. Ce comité ne sera pas actif avant la fin du DrupalCamp Montréal 2010.

    • Jacques (xmacinfo)
    • Omar (although I'm not sure that a formal "association Drupal québécoise" would be considered acceptable by the Drupal Association... but I'm interested to discuss this further)
    • Andrew: I'm not sure of the legalities of it but I've heard that the recent Drupalcamp Connecticut used the Drupal Association to handle their funds. Count me in for this discussion.
    • brosseaub ( i am also interested in seeing what could be done)