21:04:13 <mchua> #startmeeting
21:04:13 <zodbot> Meeting started Thu Jan 14 21:04:13 2010 UTC.  The chair is mchua. Information about MeetBot at http://wiki.debian.org/MeetBot.
21:04:13 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic.
21:04:19 <mchua> Events FAD planning meeting, round 2
21:04:28 <mchua> #link https://fedoraproject.org/wiki/Events_FAD_2010
21:04:30 * stickster here!
21:04:52 <mchua> Agenda:
21:04:53 <mchua> 1. proposal/budget approval
21:04:54 <mchua> 2. FAD agenda-setting and logistics arrangement
21:04:55 <mchua> 3. prepwork to gear up for things specified in #2 and funded by #1.
21:04:58 <mchua> #topic Budget!
21:05:18 <mchua> So far we have spent $796 of a $3000 budget.
21:05:37 <stickster> mchua wins the pennypinchers award!
21:05:53 <mchua> and need another ~$420 for hotel
21:05:58 <mchua> meaning we have... *math*
21:06:08 <stickster> 1784 left?
21:06:19 <mchua> yep!
21:06:25 <mchua> #info $1784 left in budget
21:06:42 <mchua> We are waiting on three things:
21:06:48 <mchua> 1. Is ctyler coming in person?
21:06:56 <mchua> 2. Andrew Ross's budget proposal
21:07:02 <mchua> 3. Thanh Ha's budget proposal
21:07:23 <mchua> I think we'll have enough for everything even if all three go through.
21:07:29 <mchua> To pre-emptively explain the latter two:
21:07:43 <mchua> Andrew and Thanh are from an open source event recording project - software for recording events.
21:07:50 <mchua> #link #link http://www.fosslc.org/drupal/node/596
21:07:53 <mchua> whoops.
21:07:55 <mchua> uh...
21:07:59 <mchua> #link http://www.fosslc.org/drupal/node/596
21:08:15 <mchua> We'd like to make their project part of our "Event In A Box" kit - package it up and doc it, etc.
21:08:30 <mchua> they'd be coming for the weekend to help us out, and it would be a bit over $1k for travel and hotel for them both.
21:09:13 <mchua> In general, it's about $500 per person coming from Toronto (Chris, Andrew, and Thanh)
21:09:32 <mchua> do we want to pre-emptively +1 their proposals when they come in, assuming they're not too far off that number, so they can book tickets?
21:09:37 <mchua> stickster:?
21:10:30 <mchua> (for the record, for those reading the logs: Chris Tyler is the fearless FUDCon Toronto planner.)
21:11:32 <stickster> Sorry mchua, domestic duty called.
21:11:35 <mchua> np.
21:11:37 * stickster reads back.
21:11:59 <stickster> mchua: Yes.
21:12:03 <mchua> Short version is we have 3 more potential attendees coming in-person, but they haven't submitted travel proposals yet.
21:12:06 <mchua> Ok
21:12:24 <mchua> #agreed: Chris, Andrew, and Thanh budget preapproved, assuming it's about $500/person.
21:12:25 * stickster thinks that their goals align well with "scalable, repeatable process for event planning"
21:12:36 <mchua> That way as soon as we hear from them we can get those tickets booked.
21:12:43 <stickster> *nod
21:12:46 <mchua> That should more or less close the Events FAD books and attendee list
21:12:52 <mchua> unless we have locals dropping by.
21:13:01 <mchua> Ok, moving on to the exciting part...
21:13:04 <mchua> #topic Agenda
21:13:14 <mchua> #link https://fedoraproject.org/wiki/Events_FAD_2010#Purpose_and_goals
21:13:24 <mchua> Max did cleanup, we're looking really good.
21:13:35 <stickster> Agreed
21:13:37 <mchua> I think the question in my mind right now is the balance between The Video Project and Everything Else
21:14:08 <mchua> or in other words, the balance between Packaging Up And Testing Tools, and Figuring Out Process
21:14:35 <mchua> and how we want to handle that. Do we want to do both in parallel and have people assigned to one of the two tracks?
21:14:38 <stickster> So in all honesty, goals 1 and 2 -- timeline and process -- are more *urgent* and will likely take less time to accomplish
21:14:44 <mchua> Do we want to sprint on one for one day, and the other for the other? etc.
21:14:47 * mchua nods.
21:14:58 <stickster> goal 3 is a parallel goal, but it would make sense for us to have some joint session time at the beginning to kick it off
21:15:17 <stickster> Then we could split up
21:15:20 <mchua> Ok. Andrew and Thanh are likely to arrive late Friday morning rather than Thursday night, which gives us some time to work on process before they come, too.
21:15:32 <stickster> And come back together for a joint session
21:15:42 <stickster> We don't want to just turn that bit loose and not have checkpoints.
21:16:11 <stickster> I think it would be a good idea to have a 10-minute checkpoint near the end of each day where the participants show and scribe down exactly what they finished.
21:16:11 <mchua> Yep. 1-2 seem like the kind of thing we may not need to do a lot of prep for between now and then.
21:16:18 <mchua> +1 to checkpoint.
21:16:33 <mchua> #agreed two parallel tracks - goals 1-2, and goal 3 - with checkpoints at the end.
21:16:52 <stickster> I'm especially concerned about goal 3 checkpoints -- because I think goal 1-2 are more self-documenting to start with.
21:17:03 <stickster> spevack would agree methinks
21:17:07 <mchua> Yeah.
21:17:27 <stickster> It's very easy to spend a few days and end up with something half-finished that bit-rots.
21:17:34 <mchua> The only prep I think we really need for goals 1-2 is for people to read and think about the data in https://fedoraproject.org/wiki/File:FUDCon-2009-survey-draft.odp, and their own notes on FUDCon/FAD planning, before they come.
21:17:50 <stickster> So one of the sub-goals for goal 3 is a set of precise indicators what remains to be done, and people accountable for getting them done.
21:17:55 <mchua> We need a lot more prep for goal 3.
21:17:56 * mchua nods
21:18:04 <stickster> +1 on prep
21:18:12 <mchua> So what we should do is try to get Andrew and Thanh in here for the next meeting and have them drive the setting of that part of the agenda
21:18:21 <mchua> since they know the status of that software best.
21:18:30 <mchua> Fortunately we have a lot of Infra firepower to help out at the event, w00t
21:18:52 <mchua> so we should be able to do a good solid chunk of $stuff, for the value of $stuff determined when we sit down with the freeseer folks.
21:19:24 <stickster> mchua: Who is interacting with Andrew and Thanh most at present?
21:19:26 <mchua> #action attendees working on goals 1-2 read and review https://fedoraproject.org/wiki/File:FUDCon-2009-survey-draft.odp and their own Event-planning notes before the event
21:19:30 <mchua> stickster: Me.
21:20:03 <stickster> OK, so it's probably just a 2-minute task to shoot them an email and ask if they can be available at the next meeting, and what they can prepare for it
21:20:16 <mchua> All relatively recent - we've vaguely discussed having that project come to this FAD since the planning-FUDCon-Toronto days, but Andrew and I finally hashed things out on IRC on... Tues, I believe
21:20:20 <mchua> yup
21:20:32 <mchua> #action mchua get Andrew and Thanh into the next planning meeting to lay out the plan for part 3
21:20:55 <mchua> other than that, and booking a hotel once we know everyone's flight dates, I think we're good.
21:21:02 <mchua> And these meetings can continue to be incredibly short. ;)
21:21:27 <mchua> oh, just got ctyler in another channel
21:21:35 <stickster> heh :-)
21:22:13 <mchua> Yay, Chris is free to come. I'll work with him to figure out travel details.
21:22:21 <mchua> By next meeting we should have the final attendee list and everyone should have their tickets booked.
21:22:25 <mchua> I do believe that's all.
21:22:31 <mchua> stickster, any other notes?
21:22:53 <stickster> Nothing related to the planning of the event.
21:23:07 <stickster> A couple interesting things going on that relate to the *content*
21:23:13 <stickster> But those are OT right now.
21:23:44 <mchua> stickster: oh, ok. should those notes go to the list, or wait for the FAD?
21:23:51 <mchua> We're only 2 weeks away.
21:24:13 <stickster> It's not going to change our plans for the FAD, just items to discuss there.
21:24:20 <mchua> Ok, cool.
21:24:23 <mchua> Wrappin' up this one then.
21:24:26 <stickster> +1
21:24:26 <mchua> Thanks stickster.
21:24:33 <stickster> mchua: Thanks for driving the meeting, great job.
21:24:35 <mchua> It helps to have a rhythm to make sure things get checked in on every so often.
21:24:41 <mchua> #endmeeting