Posted by frazras on November 3, 2010 at 12:15am
[18:03] <@mscale> OK. u can begin the meeting
[18:04] <@mscale> what's the agenda? what needs to be addressed today?
[18:06] <frazras> ok
[18:07] <frazras> gimme 30 seconds
[18:09] == varunity [48fc1eb9@gateway/web/freenode/ip.72.252.30.185] has joined #jadrug
[18:09] <frazras> http://groups.drupal.org/node/57863
[18:09] <frazras> so lets review from that
[18:10] <frazras> i guess we can start from the Apha group tasks
[18:10] <frazras> ALPHA
[18:10] <frazras> btw welcome varun
[18:11] <varunity> thanks!
[18:11] <varunity> I will not be able to stay long
[18:11] <varunity> it would be easier for me to be on IRC during work hours
[18:12] <@mscale> Alpha task: Date of event, Location, Budget, Sponsorship
[18:12] <frazras> URGENT TASKS: Date of event, Location, Budget, Sponsorship
[18:12] <frazras> yes
[18:12] <frazras> ok perhaps we'll reschedule the next meeting time
[18:12] <frazras> ok for the date im looking at 2011
[18:12] <@mscale> I propose July?August...just htat, I will be involved in planning a nother conference in August
[18:13] <@mscale> 2011
[18:13] <frazras> i sorta wanted it in the school semester to foster student participation
[18:13] <varunity> whose the target audience?
[18:13] <frazras> Is end of April pushing it?
[18:14] <frazras> good question
[18:14] <frazras> umm
[18:14] <@mscale> end of April is exams.
[18:15] <frazras> the idea is tha twe want adoption, and to be honest adoption is really corporate and government along with small businesses
[18:16] <frazras> students would perhaps be more developer centric
[18:17] <@mscale> Perhpaps the first one should target small businesses
[18:17] <@mscale> and IT students, professionals and practitioners
[18:17] <frazras> the effort I am thinking for this JAMCAMP (by the way that my suggested name) is to make Drupal known by those who might need it
[18:17] <@mscale> Just 3 segments of users
[18:18] <@mscale> Let us start small for the first, then we can learn from it and go for big corporations and government
[18:18] <@mscale> I foresee that if we go for government, we need to send them pro-forma invoice
[18:18] <@mscale> set up bank account
[18:18] <@mscale> need TRN and all that
[18:18] <@mscale> and TCC
[18:19] <@mscale> That would require us registering our group with Company Registrar
[18:19] <varunity> ok dudes. i gotta run. I'll check into the chat later tonight
[18:19] <frazras> ok
[18:19] <frazras> ill post the log
[18:20] <varunity> and should be online tomorrow and Thursday in the day in case others are also on IRC
[18:20] <varunity> k, cool
[18:20] <frazras> is that necessary just to invite them to a conference?
[18:20] <varunity> thanks frasras
[18:20] <varunity> later mscale
[18:20] <@mscale> later varun.
[18:21] <frazras> why would we need tcc etc mscale
[18:21] <@mscale> Well...perhaps I need to call company registrar to find out. However, Drupal jamaica Group does not exist as a legal entity.
[18:22] <frazras> ok
[18:22] <@mscale> As such we can't advertise events
[18:22] <@mscale> and collect money for them
[18:22] <frazras> yeah I heard them talking bout that in the presentation on Drupal camps
[18:22] <@mscale> in order to make a profit.
[18:22] <frazras> even since money will be circulating and so on
[18:22] <frazras> who keeps the books
[18:23] <frazras> hmmm
[18:23] <@mscale> yeah. Unless Jamaica Computer Society does it
[18:23] <frazras> same thing was running cross my mind
[18:23] <frazras> or ICT4d
[18:24] <frazras> I think I can get JCS to back it
[18:24] <frazras> they are more corporate & government centric
[18:25] <frazras> So it will be Jamaica Drupal User Group in assoiation with JCS presents Drupal JAMCAMP
[18:26] <@mscale> OK. well that's that. Discuss it with them.
[18:26] <@mscale> We will undertake the planning, and all they will do is just take care of the legal stuff.
[18:27] <frazras> right
[18:27] <frazras> so back 2 the date
[18:28] <frazras> they have their biztech around september -november tiime
[18:28] <frazras> thats their conference
[18:29] <@mscale> OK.
[18:29] <frazras> so July should be fine?
[18:29] <@mscale> by the way I checked on ORC website. we may not have to register http://www.orcjamaica.com/help/index.htm
[18:30] <@mscale> Yes. July. 2011
[18:31] <@mscale> however, I still suggest that we target a small segment of users.
[18:31] <@mscale> Computing Students, iT free lancers, small business persons
[18:33] <@mscale> such a conference is manageable for us doing it for the first time.
[18:33] <frazras> the drive i was pushing is visibility
[18:33] <@mscale> In fact, such a conference could be marketed very cheaply through networking, word of mouth and presentation at groups.
[18:33] <frazras> and if we are going with JCS their target audience IS corporate and government
[18:34] <@mscale> Yeah...I understand that you wanted to give Drupal big visibility in Jamaica. There are a number of ways to do that.
[18:34] <@mscale> Are you sure you want to use the conference for that purpose?
[18:34] <frazras> going corporate doesnt necessarily mean it has to be a huge CAMP
[18:35] <@mscale> how mny persons you want to register again - as it 500?
[18:35] <@mscale> *was
[18:35] <@mscale> *many
[18:36] <frazras> i was thinking 100 still
[18:37] <@mscale> A good venue in kingston, but horribly expensive would be Mona visitors. UTech's TIC could also be a good venue
[18:37] <frazras> not even in New York do they get 500
[18:37] <frazras> nice i think i might like the TIC
[18:37] <@mscale> 100 persons. That could easily be filled with just Small business persons, students and IT freelancers.
[18:38] <@mscale> So just to get the cost of TIC and find out if it has capabilities to host 100 persons
[18:39] <frazras> http://groups.drupal.org/node/75608
[18:39] <frazras> that is a review on other Drupal camps worldwide\
[18:40] <@mscale> we could even just use a school
[18:40] <@mscale> i c it.
[18:40] <frazras> actually my thought was UWI
[18:40] <@mscale> but still, what works for overseas, may not apply to our own local setting.
[18:41] <frazras> since they use Drupal we prob could get it 4 free
[18:41] <@mscale> UWI - what venue on UWI?
[18:41] <frazras> they encourage trying to get a free location
[18:41] <frazras> saves on costs
[18:42] <@mscale> yeah...I know. However, I don't think UWI will give us free venues. especially for 100 persosn coming in
[18:42] <@mscale> neverhteless, where on campus were yyou thinking.
[18:42] <frazras> conferences are usually held by the chemistry department
[18:42] <frazras> c5 c5 c7
[18:42] <frazras> c6
[18:43] <@mscale> Hmmmm, so some one needs to talk to the faculty of Pure and appl,ied science regarding that.
[18:43] <frazras> and if needs be im sure computer science wont mind us using their rooms
[18:43] <@mscale> however, do u plan to include meals in the camp?
[18:43] <frazras> I could get the head of dept from computer science to put in a word
[18:44] <frazras> sure do
[18:44] <frazras> keeps ppl 1 place
[18:44] <@mscale> then where would participants go for food?
[18:44] <frazras> catered
[18:44] <@mscale> outside infront of the room/facility
[18:45] <@mscale> catering costs - at least $800 per plate for lunch.
[18:45] <frazras> there is an overhead area that food is always catered at
[18:45] <@mscale> that's 80K for food
[18:46] <frazras> sorta like a grilled undercroft
[18:46] <@mscale> No place for participants to sit though
[18:46] <frazras> thats a nice segway into sponsorship
[18:46] <@mscale> and eat
[18:46] <frazras> no cafeteria style
[18:46] <frazras> eat where convenient
[18:47] <@mscale> oh...like Mary Seacole cafeteria?
[18:47] <frazras> no thats a bit too far from location
[18:47] <@mscale> where else?
[18:47] <@mscale> near to the location?
[18:48] <frazras> ok perhaps we need a few chairs then
[18:48] <frazras> since its UWi we can ask for that as a part of their sponsorship
[18:49] <frazras> location and facilities
[18:49] <frazras> also juicy is one of my planned sponsors
[18:50] <frazras> for a patty break of the sorts
[18:50] <frazras> 100 patties
[18:50] <frazras> shouldnt be too hard to get
[18:51] <@mscale> U r making assumptions that UWI will sponsor the conference. With the budget crisis, they seem to be in a more income generating mood.
[18:51] <@mscale> FPAS may sponsor us the facilities free, but I still not sure. they too might want to collect.
[18:52] <@mscale> if you are talking about chairs, that UWI Maintenance. they will definitely charge.
[18:52] <@mscale> then there is the issue of if rain falls, , so tents would be needed
[18:53] <frazras> well where i am think is well covered actually
[18:54] <frazras> We will be advertising thier brand to corporate jamaica, that should be a plus
[18:54] <@mscale> ok. then it seems to me that all we need to do now is to check on FPAS and the venue that you want, for the date that you want, ensuring that it does not clash with summer school
[18:54] <@mscale> Once u get clearnace, we can move to the next stage.
[18:54] <frazras> ok cool
[18:55] <frazras> on that note, we are loooking at a weekday?
[18:56] <frazras> here is a quote from a Drap camp planner: "On the other hand, we always have our camps on a weekday because we are more professionals than hobbyists, and they've always managed to be smooth and professional."
[18:58] <@mscale> OK. so location and date will be confirmed before we get to the other areas.
[18:58] <@mscale> so far...the only cost is food at 80K
[18:58] <frazras> how did u reach that value by the way?
[18:59] <@mscale> U have said that you would get Juici to sponsor 100 patties for break.
[18:59] <@mscale> Oh...I just calculated rates of $800 per plate
[19:00] <frazras> im not familiar with catering but r u serious?
[19:00] <@mscale> so a sponsorship letter to be written to Juici and another to FPAS
[19:00] <frazras> i was thinking $300
[19:00] <@mscale> Yep. especially if it is lunch and the caterers are coming to deliver.
[19:01] <frazras> maybe we can work out something with beehive on campus
[19:01] <frazras> seriously
[19:01] <frazras> to box the food
[19:01] <frazras> and deliver
[19:01] <@mscale> I have planned two events that dealt with meals. I paid 15K for a meal for 12. that dinner
[19:02] <frazras> wasnt that more of a formal event
[19:02] <@mscale> for a workshop, I paid 7K for food for 20. that was just break
[19:03] <@mscale> For wedding - I need to check my wife on what we paid for lunch per plate.
[19:03] <@mscale> yeah...mostly formal. but what meals do you want for the particpants for lunch?
[19:03] <frazras> ok and i will check with the local restaurants on campus to get thier pricing
[19:04] <frazras> all that should be defined in their registration
[19:04] <@mscale> well pages does catering and so does mae's which operates the cafeteria at Mary seacole.
[19:04] <frazras> so by then we will know
[19:04] <frazras> yeah ill talk 2 them
[19:04] <@mscale> I also believe that Taylor hall cafeteria also does catering.
[19:05] <@mscale> OK....so cheap boxed meals. just to be delivered.
[19:05] <frazras> ok so in conclusion and review
[19:05] <frazras> yes
[19:06] <@mscale> letter to b written to juciic patties for sponsorship of 100 patties.
[19:06] <@mscale> letter to b written to FPAS for venue
[19:06] <@mscale> discussion with caterers about the cost of meals for 100 participants
[19:07] <@mscale> I will draft the letters to be written and circulate to you.
[19:10] <frazras> JaDrUG in assoc. with JCS presents Drupal JAMCAMP, July 13*, 2011, at the chemistry Dept. UWI Mona. Sponsors: UWI, Juici Patties, Digicel, Panmedia, Exterbox, ...other sponsorshiphere.
[19:11] <frazras> that will be great mscale
[19:11] <frazras> thanks for your time
[19:12] <frazras> im suspecting that we should change our meeting time to about 1pm to facilitate other people
[19:13] <frazras> seems it might be better to have a day meeting
[19:13] <frazras> on Thursday
[19:14] <@mscale> ok
[19:14] <@mscale> will do. I writing the letter now to post
[19:14] <@mscale> or should I email it.
[19:14] <@mscale> we need to use a wiki.
[19:14] <@mscale> for these documents
[19:15] <frazras> i think there is a wili feature on the groups page