Minutes of DCM2015 Planning Meet #5

Our 5th Planning meet for #DCM2015 was held on 3rd Jan at 11am, I am sharing the meeting notes below. Please feel free to add your queries, suggestions, ideas in the comment section

Attendees Rachit Gupta, Vikrant Ramteke, Surendra Mohan, Nasir Malik, Ani Gupta , Nidhi Mehta, Ashish Dalvi, Bappa Sarkar, VIvek Saurabh, Vishal Gala, Abhijeet Sarkar,

*Agenda (Bold) , Meeting Notes/Action Items and Owners (Italics)

1. Status Updates

   1. Review timeline activity -

      1. Create a Action Sheet mentioning the Actions and Owners  - http://goo.gl/zG2vBL

      2. New document is created to track the timeline - http://goo.gl/zG2vBL

      3. Site Launch on 5th Jan

      4. Content upload to happen on 5th Jan

      5. Call for sessions to start on 5th Jan

      6. Call for session to close on 31st Jan

      7. Session to be submitted to session selection committee on 1st Feb for review and selection

      8. Accepted sessions to be announced by 2nd Feb

      9. Online Registration to be closed on 3rd Feb

      10. Sponsorship to be closed by 15th Jan

      11. Featured Speakers and their sessions to be confirmed by 15th Jan

      12. Expert Panel / Selection committee/ Advisory board  to be finalised and announced by 10th Jan

      13. Organising committee to be finalised and announced by 6th Jan

   2. Website updates - Critical

      1. Website is ready for content upload and review

      2. URGENT and IMPORTANT  - We request all SPOCs, Leads, Working committee Members, to review the site and log their comments / issues / bugs etc in this sheet -  http://goo.gl/GYy3xi

      3. Website details is kept here  -  http://goo.gl/BJCbrQ

      4. I would like to thank following members who have spent time managing their workloads and sacrificing their weekends to work on DCM site to meet our timeline

         1. Dinesh Waghmare

         2. Gobinath M  

         3. Amol Tatkare  

         4. Rachit Gupta

         5. Harshil Maradia

         6. Pawan Dubey

         7. Harish Naidu

         8. VIjay Mayekar  

         9. Ganesh J

         10. Mayur Patil

      5. Site was originally planned to be developed in D8 version, but due to some critical issues with D8 core and theme system we had to rework the site in D7 COD distribution using last Year’s DCM theme

   3. Finance, Budget and Sponsorship update ,

      1. We have raised 3.55 lakhs , Details are kept here -  http://goo.gl/2xf30g

      2. Venue is sponsored by Fosse IIT B, Thanks to P Sunthar for helping facilitate this.

      3. Capgemini  - to get back on their sponsorship status

      4. Digitas LBI and iKsula are in Talks

      5. Lunch and Travel sponsorship are yet to be finalised

   4. Logistics Update -

      1. site visit planned on Monday 5th Jan to finalise the print artefacts details

      2. Vendor selection process is underway, deadline to finalise the same is 10th Jan

      3. Vishal to give cost input on Logistics

      4. Catering , Videography, Photography, details to be finalised and updated soon.

      5. Logistics details are here - http://goo.gl/doQkcF

   5. Event Promotions status - Strategy Document, Channels , Target Audience and participation commitment 
      

      1. Ani to finalise the content and strategy calendar by Wednesday

      2. Massive campaign for promotion to start from 5th till 1st Feb

      3. Nasir and Surendra to work with Ani on this.

   6. Outreach update

      1. Check with Sunthar on what’s the status of Student outreach

      2. Massive outreach campaign for promotion to start from 5th till 1st Feb

      3. Featured Speakers outreach to be finalised by 15th Jan

         1. Rachit to reach out to Dipen / Piyush , Hussain , and other members in Expert Group

      4. Outreach to Partners

         1. Media Partners

         2. Hackathon partner  - Code Gurukul

      5. Key team lead positions nominations

         1. Current Nominations are put in the DCM Plan sheet - http://goo.gl/1uWvqR , We will share the updated working committee sheet with everyone to check if anyone else wants to come onboard before publishing it in public domain

         2. Ideally one person should not hold active engagement in more than two roles, to avoid work fatigue and dependency issues and hassle free work. Although members are free to collaborate and help each other

         3. Each department can have not more than two leads

      6. Volunteers requirements update

         1. Hospitality and administration incharge to reach out to each organisation via SPOCs and start preparing the sheet of Volunteers , collect their details

         2. We need to create a new Spreadsheet to capture details of the volunteer so we can contact them later  -

      7. IITB-DCM account setup update

         1. Finance and Accounts team owner needs to be the Signatory authority

         2. Sunthar to update on the status on Account setup process

2. Discussion Points

   1. Discussion on open roles to finalise the organising committee , and brief discussion on Call for Leaders for Drupal Mumbai working committee

      1. Current Nominations for DCM working committee is put here  http://goo.gl/1uWvqR, We will share the updated working committee sheet with everyone to check if anyone else wants to come onboard before publishing it in public domain. Please add your nominations if you feel you can help better acting as Lead for a role.

         1. Please note -

            1. Ideally one person should not hold active engagement in more than two roles, to avoid work fatigue and dependency issues and hassle free work. Although members are free to collaborate and help each other

            2. Each department can have not more than two leads

   2. Review the revised program structure with community based on community feedback

      1. From the discussion today, it appeared we need to capture everyones thought and also discuss the program structure with expert Panel before finalising it

      2. We will share the program structure issues and concerns, please add your pros and cons mentioning your name in this document  -  http://goo.gl/kb2zGs

   3. Discuss on Megan's visit planning and meet-up -Updates  

      1. Rachit to Setup a call between Arvind, Amol, Uddhav, Sunit / Saumil, Somokant / Samarjeet , Dipen, Sunthar, Rachit, Ani  to discuss on

         1. Megan’s visit plan,

         2. What is Delhi and Bangalore doing

         3. Sponsorship requirement and

         4. take suggestions and Opinion on what we can do,

         5. Who all should participate - Nominations