DrupalCamp NJ 2014 Planning Meeting #1

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pwolanin's picture
Posted by pwolanin on August 23, 2013 at 8:44pm
Start: 
2013-09-12 18:00 - 19:00 America/New_York
Organizers: 
pwolanin
humansky
Event type: 
User group meeting

We have Feb 1 date planned, so let's get together and start organizing!

see: https://groups.drupal.org/node/282743

for some feedback on last year's camp as the starting point for discussion

Categories:

Comments

We're meeting in room 008,

Posted by pwolanin on September 12, 2013 at 10:05pm
pwolanin's picture

We're meeting in room 008, same as the meetup

Notes: roughly the same #

Posted by pwolanin on September 12, 2013 at 11:02pm
pwolanin's picture

Notes:
roughly the same # tickets as last year (maybe +10 at most)

Making archive of 2013 site to post via d.o

Reg Fee: $25 regular, $50 personal sponsor

After-party options:
Ivy Inn w/ 2 hours exclusivity - cost approx $1500 - $1600 include food and drinks
Investigate the Fried center itself (atrium?) - Levi will ask Jill/Henry
Investigate renting an eating club or Campus Club

Oct 11 Philly camp - start publicity? Print postcards? ~400+ printed. Budget < ~$100.

Levi will check with Michael on updated sticker designs and possible postcard design.

Open registration late November or Dec 1.

Need to ask Sean about sponsor feedback.

General enthusiasm for doing a training day again. Need to check on venue. Maybe increase to $60 or $75 so we can offer a travel reimbursement to trainers?

Line up volunteers earlier.

General organizing?

Sponsor committee?
Sean to lead

Program Committee?

Follow up

Posted by wheatpenny on September 13, 2013 at 8:27pm
wheatpenny's picture

I spoke with Jill. Here are some notes on the after party:

  1. The requirements for having it in the Friend Center would be a lot, so she's going to investigate just the eating club. Cash bar would be difficult, so completely sponsoring the event might be enough to sway to Ivy Inn.

Notes on Training:

  1. Training feedback was positive. Folks just wanted more training, especially the Drupal in a Day. Could we do something with BuildAModule in combination with the Sunday sprint? Also, we might be able to make one of the trainings larger by combining two of the multipurpose rooms together.

Notes on volunteers:

  1. We need two people at the registration table all day so that one person can leave to do the tasks that come up throughout the day.

  2. Overall we need more volunteers in the early morning to get things started and more volunteers at the wrap up to help with cleanup.

  3. We need a volunteer to be the point person for the sponsors to help them get set up at 8am. I can most likely help out with this.

Notes on AV Training:

  1. Even if we feel comfortable with the AV equipment, we should do the training on the Thursday before. It helps to catch any problems and gives the AV folks the next day to fix issues.

Sponsors

Posted by seantwalsh on September 13, 2013 at 9:15pm
seantwalsh's picture

Here are my notes from the feedback I got last year (which wasn't that much), and some of my own thoughts.

Sponsor Feedback:

  1. More flexible on last minute passes
  2. Table spacing was too tight (specifically the shared tables)
  3. Opportunity to recognize sponsors via archived videos of the presentations, would be a nice addition to the sponsorship
  4. Verbal feedback was all positive

My Thoughts:

  1. We should provide sponsor codes at the time of commitment.
  2. We need to better communicate the table space or maybe spread out the tables more.
  3. Use the sponsors to promote the camp more. Badges up sooner and think of other ways to help them show their support.
  4. Maybe we should think of some other more unique ways of supporting the camp. I liked how at DrupalCon certain level sponsors had a room nicknamed for them with their logo shown prominently. Other ideas would be to have a sponsor support a keynote, the after party, sprints, etc.

Regarding wheatpenny's #3 "Notes on Volunteers", I definitely felt like I could have done more with being a point person for the sponsors. I will get there earlier and also be more focused on them.

Opportunity to recognize

Posted by davidhernandez on September 13, 2013 at 9:28pm
davidhernandez's picture

Opportunity to recognize sponsors via archived videos of the presentations, would be a nice addition to the sponsorship

Can you elaborate on this one? I'm not sure what you mean.

Preroll and/or Postroll Logos in archives

Posted by seantwalsh on September 13, 2013 at 9:54pm
seantwalsh's picture

My understanding was that the suggestion was saying to show the sponsors logos before and/or after a video of the presentation speaker/slides.

Something like: "DrupalCamp NJ 2014 brought..."

Think of how PBS programs thank the supporters after a show ends.

New Jersey

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