Meeting notes Drupalcon Maastricht 2009 31.10.2008 (with real action list!)

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To meeting attendants: please add your notes and refine mine.

meeting notes drupalcon maastricht 2009 31.10.2008

14:00 - 15:00 avans hogeschool breda. drupaljam

present (artistic pseudonmys between brackets): armand maas (maastrix), appie verschoor, bert boerland (bertboerland), roel de meester (demeester_roel), frits hof, olivier jacquet (jax), joost geeraaerts (jog), bart haedens, boris doesborg (batigolix), roel guldemond
absent: many more

  1. Date

- between 14.08.2009 and 14.09.2009
- days of the con: drupalcon is a 4 day event taking place on wed, thu, fri, sat
- before start of academic year (26 augustus aug 31), this will make it easier finding cheap accomodation
- not completely overlapping preuvenemint (maastrichts yearly posh foodie event) (boris checks)
- date must be checked against international and religious holidays (roeldM checks)
- date must be checked against large web dev events (olivier checks)
- date must be checked against local or international events (boris checks)
- all date related info goes in http://groups.drupal.org/node/14899

  1. Proposal

- proposal must be written by group. several views (commercial, organiszational, technical) are important
- good information can be found in the dc and szeged proposals (bert gets us a copy)
- deadline porposal is 31.12.08 but the earlier the better. depending on availability MECC (see below)
- proposal will be published on closed part of groups.drupal.org (g.d.o) site. if not on docs.google.com (bert is admin of the groups page). http://groups.drupal.org/drupalcon-maastricht-2009
- framework for proposal must be on g.d.o. asap

  1. Location

- Best option is MECC (The Maastricht Exhibition & Congress Centre. organisation that organises and provides accommodation for fairs, conferences and major cultural and sporting events www.mecc.nl)
- MECC can handle larger groups (+750 people) and provides services.
- unimaas has beautiful location in center Maastricht but has a +/- 750 person maximum. we aim for more attendants.
- joost contacts MECC for availability 14.08 - 14.09 period. joost asks proposal including:
- - price
- - availability 14.08.2009 - 14.09.2009
- - organizer (MECC's or external )
- - restrictions of using MECC (package details)
- - deadline for ordering the conference
- uniqueness maastricht must be stressed in proposal
- accommodation:
- - student guesthouse. available during holidays
- - contact hotels for collaboration, sponsoring? endorse certain hotels for a kickback
- - stayokay
- - hotelboat

  1. Staff

- We have enough staff, enthusiasm and dedication (compared with BCN and ADAM conference)
- Talk with Kristof (roeldM, boris?) about:
- - task descriptions
- - organization script ("draaiboek")
Event organizer: via frits. organizer that worked for University hospital should be contacted for a proposal. If not MECC's in-house event organizer can be used?. There is more organizers such as "congres bureau maastricht" and "congres bureau unimaas"

  1. Sponsoring
    Will be discussed later when costs MECC are clear.

  2. Programme
    No priority at the moment

  3. Conference website
    Has no priority at the moment

- Reuse some Washington material? Contact with designers
- Appie will start gathering website ideas

  1. Misc

- an association must be formed. might be better to base it in BE then NL. (roeldM & roelG)
update by bertboerland: please do not start this yet. This needs to be checked with the Association and I want to make sure the right people are doing the right thing here. Also note that we only get wired money / wire back money 4 times or so during a Con and we need to pay a lot more often, so having a stichting instead of a VzW does make sense.
update by roelG 5/11: I will not start this yet, since there is no need yet. I will orientate me with mr. Cees Segers on general differences between stichting, vzw, etc., but very clearly only general, no mentioning of Drupalcon Maastricht.
update by bertboerland: Dries has okayed the fact that we will be using th name "DrupalCon Maastrcih 2009" for a Stichting. Still, no need to start one now before we have the rights to organise the Con.

  • we propose collaboration with cologne organisation in terms of staff, ideas and moral support. a joint drupalcon cologne/mtricht doesnt work
  • all documentation will be in english (but we mays speaks in dutsch if we want)

Action list:

week 44:
- general: boris put notes on g.d.o: week 44
- general: groups checks and improves meeting notes: week 44:
- date: boris: checks start academic yr. (aug 31) add to http://groups.drupal.org/node/14899. week 44
- date: olivier: checks important web dev events in 14.08 - 14.09 period, . add to http://groups.drupal.org/node/14899, week 44
- date: roeldM: checks intl. holidays in 14.08 - 14.09 period, . add to http://groups.drupal.org/node/14899, week 44
- date: boris: checks local and intnl. events in 14.08 - 14.09 period, . add to http://groups.drupal.org/node/14899, week 44
- proposal: bert sends proposals szeged and washington to group, week 44The DrupalCon DC Doc (the best I have seen) is public at http://is.gd/X3m
- proposal: bert creates closed part of g.d.o site for working on proposal Not possible in g.d.o, I created a page (tab documents) where we can share Google Docs.
- location: boris creates checklist for meeting with MECC, week 44
- location: joost arranges meeting wiht MECC for week 45 (or 46), week 44
- staff: frits sends info on event organizer to group, week 44
- location: boris creates checklist for meeting with event organizer, week 44
- staff: roeldm contacts kristof for staff roles and script, week 44
- misc: boris contacts cologne org, week 45

week 45
- location: joost meets MECC: week 45 (or 46)
- staff: joost(?) contacts and or meets event organizer: week 45, 46
- misc: roelG: gather information for founding assoc. NL (stichting), week 45 (ligt bij mij klaar, op verzoek van bert actie 'on hold'
- misc: roeldM: gather information for founding assoc. BE (vzw), week 45
- proposal: boris: frame work for proposal on g.d.o or google docs, week 44, 45
- appie: gather info on drupalcon websites: week 44, 45

week 46
- meeting? by phone? in Antwerp (13.11)?