Last updated by Roel Guldemond on Wed, 2009-02-11 20:02
To meeting attendants: please add your notes and refine mine.
meeting notes drupalcon maastricht 2009 31.10.2008
14:00 - 15:00 avans hogeschool breda. drupaljam
present (artistic pseudonmys between brackets): armand maas (maastrix), appie verschoor, bert boerland (bertboerland), roel de meester (demeester_roel), frits hof, olivier jacquet (jax), joost geeraaerts (jog), bart haedens, boris doesborg (batigolix), roel guldemond
absent: many more
- Date
- between 14.08.2009 and 14.09.2009
- days of the con: drupalcon is a 4 day event taking place on wed, thu, fri, sat
- before start of academic year (26 augustus aug 31), this will make it easier finding cheap accomodation
- not completely overlapping preuvenemint (maastrichts yearly posh foodie event) (boris checks)
- date must be checked against international and religious holidays (roeldM checks)
- date must be checked against large web dev events (olivier checks)
- date must be checked against local or international events (boris checks)
- all date related info goes in http://groups.drupal.org/node/14899
- Proposal
- proposal must be written by group. several views (commercial, organiszational, technical) are important
- good information can be found in the dc and szeged proposals (bert gets us a copy)
- deadline porposal is 31.12.08 but the earlier the better. depending on availability MECC (see below)
- proposal will be published on closed part of groups.drupal.org (g.d.o) site. if not on docs.google.com (bert is admin of the groups page). http://groups.drupal.org/drupalcon-maastricht-2009
- framework for proposal must be on g.d.o. asap
- Location
- Best option is MECC (The Maastricht Exhibition & Congress Centre. organisation that organises and provides accommodation for fairs, conferences and major cultural and sporting events www.mecc.nl)
- MECC can handle larger groups (+750 people) and provides services.
- unimaas has beautiful location in center Maastricht but has a +/- 750 person maximum. we aim for more attendants.
- joost contacts MECC for availability 14.08 - 14.09 period. joost asks proposal including:
- - price
- - availability 14.08.2009 - 14.09.2009
- - organizer (MECC's or external )
- - restrictions of using MECC (package details)
- - deadline for ordering the conference
- uniqueness maastricht must be stressed in proposal
- accommodation:
- - student guesthouse. available during holidays
- - contact hotels for collaboration, sponsoring? endorse certain hotels for a kickback
- - stayokay
- - hotelboat
- Staff
- We have enough staff, enthusiasm and dedication (compared with BCN and ADAM conference)
- Talk with Kristof (roeldM, boris?) about:
- - task descriptions
- - organization script ("draaiboek")
Event organizer: via frits. organizer that worked for University hospital should be contacted for a proposal. If not MECC's in-house event organizer can be used?. There is more organizers such as "congres bureau maastricht" and "congres bureau unimaas"
-
Sponsoring
Will be discussed later when costs MECC are clear. -
Programme
No priority at the moment -
Conference website
Has no priority at the moment
- Reuse some Washington material? Contact with designers
- Appie will start gathering website ideas
- Misc
- an association must be formed. might be better to base it in BE then NL. (roeldM & roelG)
update by bertboerland: please do not start this yet. This needs to be checked with the Association and I want to make sure the right people are doing the right thing here. Also note that we only get wired money / wire back money 4 times or so during a Con and we need to pay a lot more often, so having a stichting instead of a VzW does make sense.
update by roelG 5/11: I will not start this yet, since there is no need yet. I will orientate me with mr. Cees Segers on general differences between stichting, vzw, etc., but very clearly only general, no mentioning of Drupalcon Maastricht.
update by bertboerland: Dries has okayed the fact that we will be using th name "DrupalCon Maastrcih 2009" for a Stichting. Still, no need to start one now before we have the rights to organise the Con.
- we propose collaboration with cologne organisation in terms of staff, ideas and moral support. a joint drupalcon cologne/mtricht doesnt work
- all documentation will be in english (but we mays speaks in dutsch if we want)
Action list:
week 44:
- general: boris put notes on g.d.o: week 44
- general: groups checks and improves meeting notes: week 44:
- date: boris: checks start academic yr. (aug 31) add to http://groups.drupal.org/node/14899. week 44
- date: olivier: checks important web dev events in 14.08 - 14.09 period, . add to http://groups.drupal.org/node/14899, week 44
- date: roeldM: checks intl. holidays in 14.08 - 14.09 period, . add to http://groups.drupal.org/node/14899, week 44
- date: boris: checks local and intnl. events in 14.08 - 14.09 period, . add to http://groups.drupal.org/node/14899, week 44
- proposal: bert sends proposals szeged and washington to group, week 44The DrupalCon DC Doc (the best I have seen) is public at http://is.gd/X3m
- proposal: bert creates closed part of g.d.o site for working on proposal Not possible in g.d.o, I created a page (tab documents) where we can share Google Docs.
- location: boris creates checklist for meeting with MECC, week 44
- location: joost arranges meeting wiht MECC for week 45 (or 46), week 44
- staff: frits sends info on event organizer to group, week 44
- location: boris creates checklist for meeting with event organizer, week 44
- staff: roeldm contacts kristof for staff roles and script, week 44
- misc: boris contacts cologne org, week 45
week 45
- location: joost meets MECC: week 45 (or 46)
- staff: joost(?) contacts and or meets event organizer: week 45, 46
- misc: roelG: gather information for founding assoc. NL (stichting), week 45 (ligt bij mij klaar, op verzoek van bert actie 'on hold'
- misc: roeldM: gather information for founding assoc. BE (vzw), week 45
- proposal: boris: frame work for proposal on g.d.o or google docs, week 44, 45
- appie: gather info on drupalcon websites: week 44, 45
week 46
- meeting? by phone? in Antwerp (13.11)?