FUDCon India F2F Planning Meeting Minutes (Jul 26 2011)

In this edition of the planning meeting, Suchakra joined us at the Red Hat Pune office.  The others present were Rahul, PJP, Sathya, Shreyank, Saleem, Shakthi and me.

Having Suchakra attend the meeting was great, we made some good progress on the venue-related items that we needed some greater clarity on.

He clarified the bandwidth would be sufficient for our usage, identified a few students as volunteers (we will meet them soon), mentioned setting up a public Fedora mirror would not be difficult at all (bandwidth and storage are amply available).  All this is great news, and he’s also going to be around for the next 2 months to co-ordinate with any other venue-related matters.

Logs:

  • FUDCon website
    • Owner: Saleem
    • Most work has been done
    • Needs help from Rahul, Suchakra on content
    • Needs help from Tatica on design
    • Final website will be at: http://fudcon.fedoraproject.org
  • Catering
    • Owner: PJP
    • Got couple of more contacts from Murty
    • Will follow up with them this week
  • Hotel
    • Finalising between two options: Cocoon (within Magarpatta City, very close to Red Hat office) and Royal Orchid in Kalyani Nagar
    • Costs $40 (Cocoon) vs $90 (Royal Orchid)
    • We have a better deal with Cocoon: in addition to a special rate, we are also getting
      • laundry
      • breakfast
      • wi-fi
      • mineral water
      • better rate for FUDPub venue
  • Bus
    • More than one may be required depending on people
  • FUDPub
    • Don’t know rates yet
    • Will be decided this week
    • Min. legal drinking age in Maharashtra is 25.  How to filter people?
    • Microbrewery can supply beer at our chosen venue.
      • Deal has to be worked out such that we pay only for what we consume
  • Information on website (plus booklet)
    • Photos
      • Cocoon (accomodation)
      • Magarpatta city
      • FUDPub venue
      • COEP (event venue)
  • Videos
    • Shreyank didn’t receive input from Shravan at COEP
    • Rahul to follow up with PyCon people
  • Artwork
    • 3rd week of August deadline for 1st draft of all designs
      • t-shirts, posters, banners, website, etc.
  • Bandwidth
    • PJP hasn’t spoken with BSNL people yet
    • Suchakra mentions bandwidth at venue is sufficient (with failover)
      • Recent MITConf served 100 people without glitches
  • Volunteer team
    • Shravan will be heading team
    • Shravan handles routers and infrastructure at COEP
    • Suchakra and Shravan to perform a mock install
    • Saleem and Shravan to run a test install 1 month prior to event
      • Checking router capacity, bandwidth, plug points, etc.
  • Fedora Mirror
    • Owner: Suchakra, Rahul, Saleem
  • Canteen
    • Already open on Fri/Sat. Suchakra will confirm if they can stay open on Sunday
    • Can we host outside caterers at the venue (canteen or outside)? – Suchakra to confirm.
  • Scheduling FADs before FUDCon
    • Owners: Rahul, Shakthi
    • Oct 1st week and Oct end won’t clash with exam schedule
    • Suchakra says we can expect about 60 people
    •  Talk to Prof. Abhijit about this — Suchakra + Rahul
    • These FADs will be prep sessions for the FUDCon
      • Introduce Fedora terminology
      • Introductory / basic material as prelude to talks at FUDCon for the benefit of students
  • Sponsorship requests
    • Rahul officially opened sponsorship window.  Requests pouring in.
    • Deadline of Aug 5, can be extended depending on budget.
    • Review of requests will be done after the deadline
  • Content
    • This now takes 1st priority
    • Rahul to update wiki with hotel info
    • COEP pictures to be uploaded by Suchakra
    • Fill in all details; booklet data can be scraped from website.
  • COEP
    • Organisers to visit venue and meet student volunteers, prof Abhijit sometime in the next 1-2 weeks
    • Figure out which rooms are being allocated to us, check distance between them
    • Power point availability in the auditorium, labs and talk rooms
    • Backup power status
      • Projectors, wifi continue to work in case of power cut?

FUDCon India 2011 F2F Meeting 2

The second face-to-face meeting for the FUDCon India planning happened on Tuesday, July 19 at the Red Hat India office.

Shreyank, Saleem, Rahul, Satya, PJP, Kushal, Shakthi and me were present.

Discussion took off from where we were last time and what still needs to be done.  In addition, we now have tentative dates to get feedback on all outstanding items:

  • Confirmation on speakers flying in from outside India (who we are sponsoring)
    • Owner: Rahul
    • Few people have applied for sponsorships, including Kital, Eugene Teo, Buddhika Kurera.
    • We have to get word out to these and others who are considering flying in to book flights ASAP to get better deals.

 

  • Not everyone is blogging about the work they’re doing.
    • In addition to keeping everyone apprised of the situation, also helps future FUDCon planners to see what’s involved.

  • 1st priority: book hotels.
    • Murty is talking to vendors for deals.  He will have concrete answers by Thursday Jul 21st.

 

  • Visas
    • Items we can give guidance on / items required for obtaining a visa:
      • India gives visa on arrival for nationals of 16 countries.
      • Duration of stay?
      • Who can vouch for the individual?
      • Where will he/she stay?
      • Conference visas and tourist visas might be different for some countries
      • Ppreventive medication may be required.
    • Items we have to assist with:
      • Invitation letter
    • No progress on this till we get flights and hotel bookings sorted out.

 

  • Goodies
    • Owner: Kushal Das
    • Deadline: 31 Aug
    • Talk to Suchakra to co-ordinate posters and vendors.
    • Kushal will get estimates for T-shirts, posters, banners, buttons, stickers, lanyards (tags).
    • Tatica, bckurera working on design of t-shirts
    • Rahul will follow up with designers

 

  • Posters
    • Owner: Suchakra
    • Deadline: 31 Aug
    • Good progress; designs on India list
    • Co-ordinating with design team on logo guidelines and usage

 

  • Booklet
    • Owner: Ankur Sinha
    • Deadline: 31 Aug
    • Not much progress
    • Some details added, but many more needed
    • (Should mention speakers should be able to talk if projector conks off)
    • Rahul to follow up and write content

 

  • Caterers
    • Owner: PJP
    • Deadline: 10 Aug
    • Boxed lunches: INR 350-400 per box
      • Yellow Chillies
      • Makkhan Maarke
    • Buffet INR 75 lesser than that
    • PJP following up with other vendors

 

  • FUDPub
    • Owner: Kushal
    • Deadline: Kushal to have updates next week

 

  • Website + voting
    • Owner: Saleem
    • Deadline: next week (content, funnel, COD)
    • Saleem to set up own server / hosting
    • Kushal to look at funnel
    • Saleem looking at COD
    • Rahul doing content
    • No domain yet from Fedora Infrastructure — blocker!

 

  • Bandwidth
    • Owner: PJP
    • Deadline: next week
    • PJP to talk to BSNL for a wired line to the venue for about a week

 

  • COEP
    • Owner: Suchakra
    • Infrastructure
      • New routers added, can handle 400 users (40 users per router; 10 available)
    • Set up a mirror on campus — Rahul + Saleem + Shreyank
    • We need a student volunteer team to interact with – Shreyank to identify
    • One lab running Fedora (dual-boot should also be OK) — possible?  needed?
    • Canteen
      • Will they remain open on all days?  Serve food for people we’re expecting?  — Saleem
    • Need to identify one room as speaker’s lounge
      • Have water/tea/coffee/snacks available

 

  • Backup plans
    • 3G dongles for speakers (if we can’t get a dedicated ‘net connection)
    • Spare projectors if some go off

 

  • Misc.
    • Registration desk — identify people who will welcome people and distribute swag
      • Swag distribution can be held off till 2nd day
    • Volunteers necessary to guide people from Mumbai to Pune?

FUDCon India Planning: Weekly Meetings

If you want to keep track of how FUDCon India planning is shaping up, or want to lend a helping hand in deciding how it shapes up, there are two weekly meetings you should be aware of:

  1. The IRC meeting on #fudcon-planning on irc.freenode.net every Friday at 1300 UTC / 1830 IST.
  2. The weekly face-to-face meeting at the Red Hat office in Pune, India.  This happens every Tuesday at 1500 IST.  If you can’t attend these and if some other day works for you, drop us an email at the India list.

The preparations for the FUDCon are well under way, watch the India list for minute-by-minute details.

First FUDCon India meeting

A few of us at the Red Hat Pune office strolled into a conf room to discuss plans and fix responsibilities for organising the FUDCon India 2011 at Pune. It was an impromptu session; we couldn’t include non-RH organisers but we kept the details to what the people present in the room have already committed to, according to the list of organizers.

We agreed on a set of action items.  There are no dates attached yet; those should be discussed and decided in the next meeting.  Some clarity needs to come from others; the first planning meeting on IRC scheduled for the 15th of July should shed light over those matters.

In addition to all that’s listed below, we might get extra sponsorship money (in addition to the FUDCon budget) from some companies.

If there’s some budget surplus, who’d like a fully-sponsored elephant ride through the city?  (Or at least to the event venue?)  Be quick to nominate yourself!

  • All: blog about the activities you’re doing. Ensure your blog is aggregated on planet.fedoraproject.org.
    • (Rahul to contact other organisers to do this) 
    • Done: Rahul sent an email to the India list.

  • Banners – Suchakra taking care of this
  • Booklet – Ankur Sinha with others.
    • Rahul to take part in this too

  • 1st priority: get international speakers to book flights ASAP. Get them to submit ‘sponsorship needed’ tickets.
  • 2nd priority: contact HR, get invitation letters for foreign delegates
  • 3rd priority: book hotels

All these 3 depend on:

  1. who’s coming?
  2. who are we sponsoring for flights/hotels (visas are self-sponsored)
  3. other guidelines — should get clarified this friday on irc meet

  • People not listed on talks page but will come:
    • Members from the Red Hat Community Architecture team
    • They will come from their own budget. Confirm if stay is also from their budget.
    • Get them and their talks listed on Wiki page.

  • T-shirt design: Rahul to contact design team
    • Done: Rahul opened a ticket
  • Videos: Ramki to contact pycon people who have offered to videograph + host videos

  • Swag: Can come from Ambassadors budget, but we could put our money if we have enough sponsorships.
  • FUDPub: Kushal to contact pubs.

  • Lunch: Should we sponsor till a cut-off? All? Only speakers + outstation delegates?
    • Only sponsor speakers + outstation delegates, have for-pay counters for everyone else. Rahul says he hasn’t seen a conf where food is free.
    • If we get lunch out of the budget, we can do better things for fudpub (starters in addition to one round of drinks) and swag (for more people)

  • Website + online voting (for barcamp): Saleem
    • Rahul to send initial mail about website to fedora advisory board.
    • Done: Rahul sent initial mail.
  • Hotels + logistics: Satya + Murty
    • Get quotes
    • Book as soon as we know number of int’l / non-Pune delegates who we are sponsoring
    • We could book for people who are staying on their own budget, eg., self-sponsored delegates / speakers. 
  • Food/catering: PJP
    • multiple options
      • boxed set
      • stall
    • explore both for two days. 3rd day will be paid for by individuals (or adjusted if budget permits).
    • Check with COEP if they can keep canteens open for all three days
  • To check with COEP – Logistics team + Rahul
    • infrastructure – wireless
    • canteens remaining open for all 3 days
    • stalls for food allowed near conf rooms?
    • set up a fedora mirror
  • Barcamp voting
    • Need to have printers, stationery at site on first day.
    • Stick schedule per room and per day on each room.
    • Possibly display schedule on projector
    • Suggestion: Have 2-3 keynotes (talks w/o parallel tracks) on first day and ask participants to vote online or on a board somewhere before breaking for lunch. This can reduce confusion.

  • Fudcons generally have 4 parallel tracks
  • Keep a schedule ready 2 days before event; minor changes allowed after voting on first day.

FUDCon APAC 2011: Pune, Nov 4-6

Jared Smith, the Fedora Project Leader, has announced the Pune bid has won for the APAC FUDCon for 2011.

https://fedoraproject.org/wiki/FUDCon:India_2011

If you’re planning to attend, there’s information on travel and costs on the bid page above.  A few community volunteers who will speak at the event can be sponsored, subject to budget restrictions.

Make sure to get your proposed talks or hackfests listed on the link above.  We already have a healthy list of topics; I’m eagerly looking forward to the event.

For people local to Pune, you can help organising the event. Please contact Rahul Sundaram, the event owner, or send an email to the fedora-india mailing list for details.