Just a few things I wanted to say as I can't make it tonight...
1) I went to middle street with Xavier- looks really good. we can have a small room for tutorials / workshops and then a bigger room for sessions. They suggest no more than 60 - they wouldn't suggest even having that many people - I doubt we will get that many people for the friday anyways.
Auditorium hire: £200 a day
Bar Area: £50 for half a day
Meeting Room: £80 a day
Tea/ coffee / water from £2.50 per head per serving
Catering from £20 a head to include all drinks, snacks at break times and lunch.
All costs are exc. vat
The hire charges for the spaces include use of all the furniture, HD screens and projector. As agreed, I have you booked in on Friday 16th January, and there is no need to pay a deposit for this until closer to the time unless we have a booking enquiry for the same date.
2) Sponsorship -
I have a letter to send out to sponsors but don't want to send until the website is updated with the content on each package. So we need to agree and narrow down each package - whats available for each package etc.
These are the different things available at nwdrupal
Logo on main site
workshop opportunity
logo on t-shirt
logo on lanyard
logo on delegate badge
welcome or closing remarks in keynote
opportunity to put flyers / gifts in delegate bags
exhibition space
number of delegate
Just need to make a decsion on what we will have available etc.
3) Sessions / speakers
Another priority - theres a few people wanting to submit sessions - what did we agree on next steps for this again? My mind has gone blank!
4) Tickets
what's next step for tickets? I have done a bit of tweeting and there's been a few people showing interest via the form which is cool.
5) Bank
We have bank account all sorted through DA - we just need some money in it.
6) Meetup
We only have one more meet up before christmas where we will most probably focus on this - we really need to have more frequent chats - who's up for skype calls once a week? Even if it's just over a few messages... what day is good for everyone?
I hope everything makes sense in this message - in a rush as I was meant to have left 45 mins ago!
Thanks
Gemma
Comments
Thanks for the update
Hi Gemma,
Thanks for the update on this. I can't make it tonight either so I'd back your suggestion of a short weekly hangout to keep things moving.
Would people prefer a lunchtime one or evening / weekend?
Rich
eve or weekend is my pref..
eve or weekend is my pref..
Three things:- If costs
Three things:-
If costs like Middle St are exc VAT then I think it makes sense for one of our businesses to buy it so we can reclaim the VAT back and offset it against sponsorship maybe. (unless the DA account allows us to magically avoid VAT)
If we do as per 1, then I think we need to have an agreed list of what we need to buy like this, as well as how we offset it against sponsorship and/or claim it back from what we generate. Kev, I think you had a list of costs didn't you?
Re Skype chats, I wonder if we should team up into smaller groups (like pairs) and divvy up the tasks, define a way forward and then get that agreed as a whole by the group based on what the pairs report back. i.e. two of us work on biz day agenda and associated copy, two of us on attracting speakers, two of us on ticket sales, two on sponsorship, two on venue management, two on general website and promotions. Personally I'm quite up for working on the biz day which I believe Rich you are to? - so if we went this route it just becomes about you and I getting together at first. Think that may move us forward quicker - then as an overall team we just have to sign off on (or challenge!) the recomendations
Tues 21st meetup
Main things that came out of tues night meet that need doing ideally in the next week:
- 1 platinum
- 3 gold
- 4 silver
- 5 bronze
- 10 individual
open up sessions for submittal on site
update page content for biz day and sponsorship (thx to whoever updated travel!)
open up tickets either using COD if we can wire in the DA account easily via paypal or PSP OR use eventbrite (module available)
Agreed:
speakers get free entry
Other:
goodie bag - can give out btn sponsored map, toke bag, t-shirt
hangout and sessions
Will be good to get a hangout set up to go over a few things - when is good for everyone?
I just realised we need to confirm session times before i can open up?
What do people think - 1 hour slots with 15 min swapover time? e.g.
10 - 11
11 - 12
12 - 1
lunch
2 - 3
3 - 4
4 - 5
or 40 minute slots so 30 mins session with 10 mins swapover?
10 - 10.40
10.40 - 11.20
11.20 - 12
12 - 12.40
lunch
2 - 2.40
2.40 - 3.20
3.20 - 4
4 - 4.40
Hey, So from Alicks
Hey,
So from Alicks comments
1- that would be great if you guys don't mind doing that??
2- Yeah there's a spreadsheet that Kev put together : https://docs.google.com/a/squawka.co.uk/spreadsheets/d/13cFNqVpDl8CQSRqt...
3- I think that's a great idea - is anyone else up for that?
Yeah when is good for everyone? I would prefer lunch times but can do evenings too. I am about most of this weekend so can always do one if anyone else is about, even if it's just a couple of us?
For the times - why don't we follow the london structure
9-9.30 - registration
9.30-10.20 - keynote
10.20-10.50 - tea/breakfast
10.50-11.35 - session
11.35-12.05 - tea
12.05-12.50 - session
12.50 - 14.00 - lunch
14.00-14.45 - session
15.00-15.45 - session
15.45-16.15 - tea
16.15 - 17.00 - session
Also I think we need to focus on keynote speakers - we need a decision on who we want to ask and try and get them booked in.
Does anybody want to come with me to look at the space we have at university?
Also I need to confirm what time we have the space until on sunday.
I imagine we will have a shorter day on sunday anyways as people will be going home and generally tend to not show...?
Thanks,
Gem
ps thanks for the update Kev
ps thanks for the update Kev :D
Thx Gem - def up for hangout
Thx Gem - def up for hangout this weekend or end of day today...
Do we need as long for keynote? So 5 sessions x 2 based on above. We still need to decide format for sunday - if we have sessions or bofs or mix? There will be all day hack session room on sat and sun too for people who just want to do contrib etc..
def will come to the uni venue with you..
Gem is it possible for you to find out re DA account how/if we can wire in commerce - say using a DA paypal account?
Travel info
Just noticed there's no 'By Air' section on the travel info which we'll need, just needs to say Gatwick->train as we've always had a couple or three from over the sea.
btw been doing a bit of publicising as I come across stuff - just mentioned it on drupal-contribute IRC and posted to the global sprint list here:
https://groups.drupal.org/node/447258
I can't do end of day today
I can't do end of day today but happy to over weekend? When shall we say and is anyone else available? Tomorrow morning?
Hmmmm - not sure about keynote but maybe? Depends who it is, how long they want etc.
I think both days we should have sessions and sprints and then maybe bofs on sunday? Although this is dependent on space. I think once we have had a look around the uni it might be a bit clearer with the space we have.
We have got :
Huxley Lecture Theatre 300 - holds 300 people
Huxley Foyer & Lobby (outside Huxley 300)
Huxley 400/01 – Seminar Room – holds 60 people
Huxley 406 – Seminar Room – holds 34 people
Huxley 407 – Seminar Room – holds 40 people
Galileo Room E33 – holds 25 people
I think make a final decision on what and where once we have been to look.
Kev, i'll cc you into an email to Brighton uni then we can arrange suitable time and date for us to go.
Here's some info about the DA bank account, although unfortunately it's not up to date so some of it isn't true - when I have a bit more time I will enlighten you guys on that... I think they are working on an up to date version..
https://docs.google.com/a/squawka.co.uk/document/d/1RHUt7ELRF_sQqdZaNlfB...
As it stands we don't get a card to buy thigns, we buy them and then expense them back.
Good spot Steve :) cheers!
Good spot Steve :) cheers!
Content opps for sponsors?
Hi there - probably coming to the discussion a bit late, but should we think about content opportunites for sponsors - so they have something that they can push out pre and post the event itself - helps with legacy and brand identity for DrupalCamp Brighton...?
Great idea Lizzie - we could
Great idea Lizzie - we could add that into the packages, all packages do you think? Or just certain ones?
I personally think we add to
I personally think we add to all packages - BUT keep it simple!
Also, your sponsors are there to work for you too... and if they have stuff to push out, they will - so double exposure with (hopefully) the same effort as doing it once.
BUT what's offered is scaled accordingly... which in turn depends on the resources to capture the content - but it could be as simple as x number of tweets, 1 x vid, or we do a creative use of Vine / Instagram etc... sharable stuff as well as the traditional 'advertorial' approach.
Would defo need greter scrutiny to establish who your target sponsors are as well so that the content side aligns to their potential 'reach' etc.
It's all sortable. Just a few key questions need to be answered first. (Does any of that make sense!?)
Thx Gem - google doc looks ok
Thx Gem - google doc looks ok and we can hook into paypal account with commerce - one prob is its USD but hoefully we can set as GBP and there will be some sort of conversion - or we may have to post as USD prices (maybe its out of date and we can use GBP anyway...)
We need an event ID from them then..
Hi @lizzie - yes we discussed briefly sponsorship stuff - sponsored map for the event/toke bag/t-shirts if we have enough spare cash which is most likely if we hit targets!
I can do tomorrow am hangout/skype
Update...
So just got off IRC after I posted - chx was there and I asked if he'd be around that weekend. He said he's flying back the weekend before but then PM'd me and has just checked and there is a flight available the weekend after.
Obviously there'd be costs involved in sponsoring his contributions for a week but would be fantastic to have him speak and it'll help other sprinters coming down to work together. It's hard to explain we're basically doing a pop-up office for the weekend sometimes but think people are understanding a little more since Dries' keynote in Amsterdam.
That sounds good Steve - any
That sounds good Steve - any idea of rough costs? Weve got plenty in the virtual kitty... Also sooner we can confirm stuff like this the more appealing it all looks!
Probably a grand
Flight change unfortunately is £400 & IBIS would be £500 B&B so we'd need to budget £1,000 - IMHO a small price to pay although I know other may not think so but connects to so many more other things, and means we have something to champion to potential sponsors from the start.
750
Chx reckons 750. So somewhere between the two.
Let me know...
Let me know re this, sorry didn't think it was going to end up as it did but think it's a good result. A DA grant could possibly cover it but I'd prefer it to come from sponsors.
we should have circa 3k to
we should have circa 3k to play with so im good with it - lets see what others think...
IMHO i would rather us spend all our budget on the event and not have much left over.
Would he be doing a keynote
Would he be doing a keynote yeah?
Yeah I think that sounds like a good idea.
I have applied for DA Grant but they got back to me and said they didn't think we needed it with the amount of sponsorship we are looking to get. I am going to go back to them and explain it's a total guess - because whilst the spreadsheet looks quite healthy I think we need to just be a bit careful because we don't actually have any sponsors as it stands. I'm just trying to play it safe.
OK great!
OK great, I'll let him know it's a go-er. I'm pretty sure we'll have no issues getting sponsorship, and happy to help around that if you need. I'm sure he could keynote, just wasn't sure if you already had plans.
DA might be worth waiting to see how it goes then if we do need it they're pretty quick to reply & sort it out. Then there'd be more of a clear need, I agree we should be able to cover from sponsorship no probs considering the amount of money we all make out of this free stuff :D
I've got chx's email so I'll mail you Gemma to initiate connection.
I think having chx down for
I think having chx down for the camp would be a really great thing and give it a real boost. i do think however, steve, that it would have looked a bit better if you'd held of announcing it on twitter until the group as a whole had an opportunity to give it a green light - after all it's as much dependant on that as it is on sponsorship. obviously it's potentially very exciting - i guess your excitement just got the better of you!
sponsorship
...the whole point of tweeting was to drum up some sponsorship interest, hence the wording :D Planting the seed...
Im still up for a catchup
Im still up for a catchup today - anyone else in?
Sorry Kev, I totally
Sorry Kev, I totally forgot!
I'm free anytime this week - evening or lunch. Any good? Today?
Gem
Hey Gem - maybe today
Hey Gem - maybe today lunchtime (Im off this week and around until about 2pm) - maybe around 1?
Perfect!
Perfect!
my skype is lilgemvinny :)
my skype is lilgemvinny :)
I can do Skype at
I can do Skype at 1.
richard_jones_ikos