Pacific Northwest Drupal Summit 2013: Committee Meeting May 2 2013

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SteveK's picture
Start: 
2013-05-02 16:30 - 17:30 America/Vancouver
Organizers: 
Event type: 
User group meeting

It's not too late to get involved with the Pacific Northwest Drupal Summit Organizing Committee!

If you are interested in volunteering or joining the organizing committee, the next meeting will be held on May 2nd at 4:30pm at The Jibe:

Suite 202 - 311 Water St, Vancouver, BC
Vancouver, Canada V6B 1B8

If you have any other inquires or comments, please contact me here: http://groups.drupal.org/user/12271/contact

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Meeting minutes from May 2nd, 2013

robin.puga's picture

Pacific NorthWest Drupal Summit :: 2nd of May, 2013 :: 4:30PM-5:30PM

Agenda:
- Roles and tasks review
- Progress on tasks
- Venue discussion

Attending:
Phillip - Agentic
Scott Nelson - Independent / Peace Geeks
Steve - Jibe
Rob - ??
Ben - Jibe
Catherine - Jibe
Dale - Agentic
Isabelle - Appnovation
Af - Appnovation
Brett - ImageX
Robin - Affinity

Reviewing Roles

Website Coordination
- Dale and Catherine on website duty
- Steve to pass over server creds.
- Digging up the mobile app code (if needed)
- Designer coming onboard from contact wtih Brett
- Need to contact Drupal Association about tie-in with registration.
- Need to set a timeline for launch of website.
- Need to get website up in order to get speaker submission online.

Promotion and Social Media
- Need access to accounts:
- Twitter
- Mailchimp
- Using branding for previous years.
- Can design mascot for this year though:
- t-shirt (would want to have this as part of registration process) - decided not to have t-shirts
- mug??
- decision to give it away, not sell stuff
- tote bags http://www.commonthreadcoop.ca/ & http://blog.flagshop.com/?tag=common-thread
- discussion of steel water bottle ($3 per piece)
- Badge and Booklet Design
- SIGNAGE - we need to have this in here somewhere

Speaker and Session Coods
- Dale, Catherine and Isabelle
- Need template to send to potential presenters
- Brainstormed some speaker tracks
- will be posted to basecamp by team
- Timing for sessions discussion:
- Length of sessions is somewhat venue dependent
- Team not quite ready to send out the information yet.
- BOFs
- Dale will start a discussion thread on Basecamp to discuss.
- Discussion:
- would want 10-15 mins between sessions
- If sessions are an hour that means there is likely 30 mins presentations if there is Q&A
- Would be good to have a flow for migrating session discussion over to a boff.
- SADCamp from last year was that there were too many tracks at the same time. They had 7 sessions at the same time.
- Keynote Speaker Ideas
- Angie? Or we can ask Angie for suggestions
- Throw it up on the thread for discussion.
- Matt Cheney from Chapter Three? http://www.chapterthree.com/about/matt-cheney
- Christian Heilmann? Open Source web standards, etc. http://christianheilmann.com/
- Planning for conference:
- Party - pre-conference night, Saturday Night
- Saturday Night Discussion:
- Commodore Lanes on Granville (Robin to investigate)
- Grandview Lanes on Commercial - upstairs area (Isabel to investigate)
- The Fox Cinema is being turned into a Caberea - lounge upstairs and venue downstairs (Isabel to investigate)
- Friday Night
- Could hold the Game Night at the Hotel near Venue
- Burrard Hotel near St. Pauls??

Venues
- UBC has a church in the venue now so Sundays are out.
- Would be hard to get folks to a Friday-Saturday event
- SFU Harbour Centre
- Auditorium holds only 200 but could project it into another room
- Hold Keynote at 9AM (will not get capacity)
- Discusison on merits of uStream
- Could be our solution for this
- Food Court - does this still exist
- Food Trucks? - Could they produce and bring food boxes similar to last year?
- Could bring our own projectors to save some cash
- Budget - overflow from last year $5K+
- Dates for SFU available were Oct 5-6th, 2013
- SFU - need to rent tables and skirts from them

Volunteer Coordinators
- Add to Volunteer responsibilities: uStream and videography
- Need the equipment to do all this.
- Can usually capture stuff off uStream later
- Might want to spin off an AV committee?
- The last year's summit linked a recorder up to the projector to record the slides.
- Drupal Association will send us 4 kits to record the slides and voice.
- The was a YouTube channel setup afterwards to host all these videos.
- Should we do live streaming for every talk?
- This is a lot of work.

Sponsorship
- Discussed proposed budget
- Robin uploading to basecamp for discussion and feedback
- Robin to post draft budget based on 2011 format
- Contacted Steve: Cheeky Monkey, Chapter Three, Jeff from Pantheon

Actions:
- Get website up
- Talk to Drupal Ass to get video stuff
- SFU secure venue
- Once we have dates we can move into catering planning, etc.

App Discussion:
- Look at app from last year
- Or EventBase app

Next meeting - Thursday May 30, 2013 - 4:30PM - 5:30PM

Vancouver

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