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Florida DrupalCamp 2010
Planning Meeting
Saturday, January 16, 2010
- February 13? - DrupalCamp Presentation Jam - everyone gets together to work on their presentations - Andrew
- As of January 29, we have
- $4950 in sponsorship pledges
- $4602.81 (current balance)
- sponsorships
- paid registrations
- Conference Call
- Tuesday, February 9, 9pm
- Continue planning...
- Marketing
- Outreach
- Rollins Philanthropy Center - Stephen - email for Coding for a Cause went out previously
- CFCS email newsletter - Hewie will send out a DrupalCamp notification to the (~700 recipients)
- Florida Association of Computer User Groups - Hewie
- Refresh Orlando - Rodney - Elizabeth will contact
- BarCamp Orlando - Greg - Ryan will contact
- DrupalPlanet - Andrew (Monday), Damien (Wednesday)
- Gary's Guide - Ryan
- Doterati - Ryan
- Upcoming - Ryan
- Florida Creatives - Ryan
- g.d.o. - event in "Camps and Conferences" group - Ryan
- GoLug - Damien
- LEAP - Damien
- Digital Media Alliance of Florida - Ryan
- PHP User Group - David Rogers - Ryan
- NFi Studios Blog - Ryan
- Refresh Miami - Ryan
- Refresh Jacksonville - Ryan
- Tampa BarCamp List - Ryan
- Facebook - Ryan
- EventBrite - 2009 DrupalCamp list - Ryan/Andrew
- Others - research?
- Florida Meetups
- Sarasota - Mike
- Miami - 1/28 - John Studdard went
- Tallahassee - Marc
- Materials
- Erik created a graphic to post everywhere. http://groups.drupal.org/node/47894
- DrupalCamp
- Coding for a Cause
- Press Release - done - see http://groups.drupal.org/node/
- Giveaways
- We will give each session speaker 1 item to giveaway.
- Packt - 3 books
- O'Reilly - 7 or 8 books
- Prentice Hall - we got 5 copies of Front End Drupal and 5 copies of Teach Yourself Drupal in 24 Hours
- Peach Pit - no available books
- Wiley - 9 books
- Sponsors?
- Acquia (swag)
- Lullabot (DVD)
- Bonnier (swag?)
- Rackspace (t-shirts)
- DrupalEasy (bags?)
- T-shirts
- Erik/Andrew/Elizabeth
- White Shirts ($6.25/each)
- Red Volunteer Shirts ($6.25/each)
- ~20 - decide on 1/28
- Full color logo on front
- Monochrome sponsor logos on back
- tag cloud logos on back
- Mike will get Erik a email list of sponsors to ask for monochrome logos - DONE 1/17/10
- Sizes - the t-shirt committee will handle
- T-shrits ordered on 1/28/10, expected to be delivered around 2/15/10
- Food
- Saturday drinks - Don
- $160 budget
- water
- soda
- OJ
- ice
- Saturday AM - Elizabeth
- $125 budget
- Coffee
- Snacks
- Charles Wheelus has a BJs and Costco card, he's willing to help get stuff on Friday afternoon/evening.
- Saturday lunch - Mike
- Begin serving at noon.
- Tijuana Flats - Altamonte Springs
- Hot bar - yet
- Tortilla Chips - yes
- Vegetarian Option? (15%)
- plasticware - yes
- Saturday PM - don
- $50 budget
- Cookies
- Fruit
- Nuts
- Sunday drinks - Don
- $60 budget
- water
- soda
- OJ
- ice
- Sunday AM - Elizabeth
- $55 budget
- Coffee
- Snacks
- Sunday lunch - Mike
- $350 budget
- Jason's Deli boxed lunches
- Sunday PM - Don
- $25 budget
- Cookies
- Fruit
- Nuts
- Saturday Evening Social Event - Ryan
- Options - http://groups.drupal.org/node/47900
- Jack's - College Park
- Orlando Ale House - Altamonte
- Elephant Bar - Altamonte
- Friday's - Altamonte
- Gina's on the Water (old name?) - Altamonte
- Contact Yelp about them sponsoring - Elizabeth/Andrew - Collen is the Orlando Yelp community manager. She'll bring swag on Saturday. She is also willing to help out.
- No CFCS funds to be used for insurance reasons
- Rental Equipment - Don
- Chairs
- $3.60/each
- Coolers
- $40/each
- Delivery
- $95 (total)
- PA
- $200
- wood podium with mic/speakers
- Assuming 150 people?
- 540 + 95 + 200 + 80 = $915
- Tent - for outside food setup
- 20x20ft
- $264 + $85 permit fee
- Outdoor Chairs
- $2.75/each
- need maybe 40
- $110
- Garbage Cans
- $5/each
- Grand total for everything
- $1289 + tax + $85 permit
- Quote received from Kirby: $1251 total (gave us a break on the tent)
- Insurance - Hewie/Andrew
- $383
- Will be purchased immediately after 1/28/10 conference call based on estimated number of attendees
- Has this been purchased? Andrew? Hewie?
- Projectors - John
- Hewie
- MindComet
- Erik/John's Condo
- Erik's brother
- Gaelan Adam
- Signage - Mike
- $100 budget
- Signs are complete, will be delivered soon.
- 1/19/10 - We're good to go for 6 lawn signs for $100 (same as last year). I went ahead and ordered the signs and requested that payment is sent.
- Video
- Anne, Charles
- We will video only certain hand-picked sessions.
- Facilities
- Cleaning Supplies
- $25 budget
- giant garbage bags
- toilet paper
- Garbage cans
- need 12
- Mind Comet - 2
- Daimen - 2
- Mike - 2 good, 2 bad
- Stephen - 1
- Waste Management - Andrew
- Signage - Andrew
- internal location signs
- Volunteers - Hewie/Andrew
- Registration - Ryan/Hewie/Elizabeth
- Elizabeth + 3 people in morning
- 1 person throughout the day
- Ticket Taker
- Name Tags
- pre-print registered attendees - Ryan
- include name, job title, twitter name, and location + blank spot
- handwritten walk-in attendees
- "Ask Me" stickers - Ryan
- Ask Me
- Hire Me
- I'm Hiring
- Tee Shirts (Patio?)
- Scheduling manager - Damien
- Room Managers
- Room 1 (Big room)
- Mike
- Ryan
- Room 2 (Tron)
- Erik
- John
- Room 3 (DK)
- MindComet will handle this room
- Door person - Hewie
- Station someone at front door (definitely in the morning)
- Runners - Andrew
- Janitorial
- 1 person (AM vs. PM, overlap at lunch time)
- Garbage
- Bathrooms
- Drinks/Refreshments
- 1 person
- put out snacks at appropriate time
- purchase ice in the morning
- Meals
- 1 person (same as Drinks/Refreshments?)
- meet delivery people at appropriate time
- CFCS Volunteers - Hewie
- 6 am shifts
- 4 pm shifts
- Paying for Stuff
- anything that might be tax exempt and that we can pay for in advance, we should get a total amount and request check from Jay
- Mike will be the middleman for getting checks from CFCS
- Friday Night Setup
- 5pm, then dinner afterwards
- Mike, Don, Elizabeth, Andrew, Ryan, Stephen, Hewie, Damien*, Erik, John, Anne, Marc*
- Post on g.d.o.
- Saturday Night Change Setup - Marc
- clean up
- rearrange tables
- Sunday Afternoon Breakdown
- Mike, Don, Elizabeth, Andrew, Ryan, Stephen, Hewie, Damien*, Erik, John, Anne, Marc*
- Lunch Groups
- have "Table Topics"?
- librarians
- designers
- developers
- project managers
- media/video
- non-profits
- Sessions - Damien
- Contact Joe about installation party in AM - Mike (DONE, 1/17/09)
- Contact Claudio about presenting - Mike (DONE, 1/17/09)
- Miami guys? (http://groups.drupal.org/node/44664#comment-119260)