19:00:33 <stickster> #startmeeting FUDCon Tempe planning
19:00:33 <zodbot> Meeting started Mon Aug 16 19:00:33 2010 UTC.  The chair is stickster. Information about MeetBot at http://wiki.debian.org/MeetBot.
19:00:33 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic.
19:00:38 <stickster> #meetingname FUDCon Tempe planning
19:00:39 <zodbot> The meeting name has been set to 'fudcon_tempe_planning'
19:00:46 <stickster> #topic Roll call
19:00:47 * stickster 
19:00:55 * SMParrish 
19:00:57 <stickster> #info Agenda: https://fedorahosted.org/fudcon-planning/report/9
19:01:16 * ke4qqq 
19:02:24 * stickster gives people another minute or so to filter in
19:03:16 <rbergeron> ohhhh
19:03:28 <rbergeron> hi, sorry, i was entranced with advisory-board-list ;D
19:03:41 <rbergeron> don't mind me :)
19:04:16 <stickster> #chair SMParrish ke4qqq rbergeron
19:04:16 <zodbot> Current chairs: SMParrish ke4qqq rbergeron stickster
19:04:25 <stickster> Well OK, let's get a wiggle on then.
19:04:45 * rbergeron wiggles
19:05:21 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/3 (Hospitality suite info)
19:05:37 <stickster> I think this is blocked on finding out the actual *hotel* we'll be at.
19:05:44 * rbergeron nods
19:05:49 <stickster> #agreed Blocked on finding out the actual *hotel* we'll be at.
19:05:57 <stickster> Let me stick a topic in the middle here, then:
19:06:01 <stickster> #topic Hotel status
19:06:12 <stickster> #info stickster was on phone with hotel last Friday and today
19:06:47 <stickster> Latest news is that the Marriott CY was down to $129, but I came back to them today saying, "Not good enough, esp. when people are seeing this $99 rate advertised. We're willing to guarantee you 30 rooms, what else can you do?"
19:06:58 * rbergeron nods
19:07:08 <rbergeron> i think we will be past 30 rooms fairly easily, at this point.
19:07:25 * stickster is not quite ready to hope for $99, but thinks we can probably get down to $109 or $119.
19:07:36 <stickster> https://fedoraproject.org/wiki/FUDCon:Tempe_2011#Pre-registration <-- current pre-reg
19:07:49 <stickster> That has quite a few local folks, but it's missing quite a few Red Hatters still. And it's at 64 right now.
19:07:58 <ke4qqq> stickster: have you told them to look at history from marriott in bos?
19:07:59 <stickster> I'm betting there's 15-20 rooms worth o
19:08:01 <stickster> oops
19:08:36 * rbergeron nods
19:08:46 <stickster> ke4qqq: Good point!
19:09:02 <ke4qqq> past history often helps with negotiations - at least it has with me
19:09:06 * rbergeron will brb
19:09:10 <rbergeron> sorry - kids having war!!
19:09:16 <stickster> I'm betting there's 15-20 rooms worth of people on our list now. Some of these are dependent on full travel subsidies, and not everyone on that list is going to be able to get them.
19:09:34 <stickster> ke4qqq: Excellent point
19:09:48 <stickster> #action stickster Email the M/CY sales guy with last FUDCon's registration list at https://fedoraproject.org/wiki/FUDCon:Toronto_2009
19:10:27 <stickster> OK, so I'll keep the list updated on this, obviously.
19:10:33 <stickster> Anything else on hotel?
19:10:48 <SMParrish> Has anyone checked out their wifi?
19:11:03 <stickster> SMParrish: No, but we are looking at bringing in broadband with some of the money we save.
19:11:12 <SMParrish> nice
19:11:25 <stickster> SMParrish: jsmith-lunch has a friend in the area who may be able to get us a deal, and rrix does too.
19:11:27 <ke4qqq> does it matter - we'll almost certainly overload anything they have.
19:11:33 <stickster> ke4qqq: Exactly.
19:11:43 <stickster> I think jsmith-lunch mentioned a 45MB pipe.
19:11:50 * ke4qqq drools
19:11:57 <stickster> It all comes down to cost.
19:12:18 <stickster> #action stickster to fill in hospitality suite info based on final deal with hotel
19:12:48 <stickster> Anything else on this?
19:13:01 <stickster> #info We're looking at bringing in b'band with some of the savings on hotel.
19:13:33 <stickster> OK, moving on
19:13:35 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/4 (airfares for Fedora engineering team members)
19:13:45 <stickster> This is info only for folks here, obviously
19:14:06 <stickster> #info F-Eng budget for Q2 now totally spent, and we fit several airfares into that total already.
19:14:15 <stickster> So this is done, and I'll mark the ticket appropriately :-)
19:15:14 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/5 (Hotel parking)
19:15:27 <stickster> I had asked rrix to --
19:15:36 <stickster> Oh hold on, looks like rbergeron beat us to it!
19:15:39 * rbergeron is back
19:16:07 * herlo has arrived, 15 minutes late :)
19:16:15 <rbergeron> yes - i had talked to delany about it a bit - also I have racked up some parking costs there already ;D
19:16:18 <stickster> No problem herlo, you're welcome as always!
19:16:29 <stickster> #info ASU does not control Brickyard parking -- it's city controlled, and expensive.
19:16:57 <stickster> So rbergeron, really we want to see if the hotel minds if we stick a few extra cars there, or else people will have to simply deal with parking themselves.
19:17:19 <rbergeron> so parking at the hotel is optimal... if nothing else - those of us at the hotel who don't have cars can always say they doand get a pass :)
19:17:34 * rrix stumles in
19:17:35 <stickster> :-) Do hotel parking lots around Tempe normally need passes?
19:17:44 * rbergeron notes she is in the category of people with cars - neither of the hotels charge for parking, correct?
19:17:58 <stickster> rbergeron: I don't believe either one charges, correct.
19:18:09 <rbergeron> MP -may- - otherwise people would park there for events, going to school and dodging ASU parking fees, etc.
19:18:15 <rbergeron> because it's that close.
19:18:25 <stickster> Yeah, not sure about the Courtyard, but I will certainly ask about it.
19:18:40 <rbergeron> Courtyard is on the other side of mill aven. and down a bit - I doubt they'd have the same problem.
19:19:04 <stickster> Once we get the hotel secured, this is one of the details we can work out directly with the hotel, I'm pretty sure.
19:19:36 * jsmith-lunch is late
19:19:39 * skvidal looks at the map again...
19:19:46 <skvidal> what's the point of the cars unless you're driving in everyday?
19:20:05 <stickster> skvidal: That's the only point, AFAIK.
19:20:10 <stickster> skvidal: There will be locals coming, so they will care.
19:20:12 <skvidal> oh ok
19:20:25 <stickster> The rest of us will hoof it. ;-)
19:20:47 <rbergeron> they'll likely be hoofing it with us after parking at the hotel ;)
19:20:51 <stickster> Yeah :-)
19:21:04 <stickster> #agreed We'll work this out directly with the hotel once we've secured the lodgings.
19:21:25 <stickster> #info We should be able to get people some parking at the hotel if needed.
19:21:45 * stickster notes there's also the light rail and other transpo, and expects some locals will use it.
19:22:01 <stickster> rbergeron: Anything else we should note on this topic?
19:22:08 <rbergeron> I don't think so.
19:22:27 <rbergeron> Oh: shall we add it to the wiki? :)
19:22:35 <gomix> please do...
19:22:37 <stickster> rbergeron: Yeah
19:22:39 * rbergeron throws herself under the mass transport
19:22:44 <stickster> hah
19:23:00 <stickster> #action rbergeron Update wiki with some parking information for the Brickyard itself
19:23:10 * rrix notes that the light rail is usually pretty good aout stopping for people on the tracks
19:23:23 <ke4qqq> rrix: you know this from experience?
19:23:25 <rbergeron> rrix: don't mention the cars thing, though
19:23:28 <gomix> scottsdale is served by the light rail?
19:23:34 <rrix> hehhehe
19:23:39 * stickster sees rrix twirling his moustachio while the train approaches
19:23:47 <rrix> gomix: No, but there are busses
19:23:55 <rrix> stickster: I can haz moustachio?
19:24:03 <ke4qqq> rrix: in a few years
19:24:11 <gomix> and from surprise?
19:24:12 <stickster> Moving on then?
19:24:14 * gomix hides....
19:24:20 <rrix> gomix: http://valleymetro.org <-- public transit
19:24:48 <gomix> my sis leaves at surprise and works in scotsdale (maybe i can user her car, maybe not)
19:24:49 <rrix> gomix: You may have to get a ride to/from Arrowhead Mall... iirc the routes don't really run in to surprise.
19:24:59 * stickster is moving on
19:25:04 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/19 (Can haz Internet pipe at hotel?)
19:25:13 <stickster> SMParrish: Ah, here's your topic, see?
19:25:21 <stickster> #info We're looking into this (see above)
19:25:35 <SMParrish> stickster: I see 8-)
19:26:00 <stickster> #info jsmith and rrix both are exploring contacts, and once hotel is settled we'll talk directly to their staff about how to accomplish this in a mutually satisfactory way
19:26:07 <stickster> jsmith: rrix: Anything to report here?
19:26:35 * jsmith doesn't have anything else to add
19:26:53 <stickster> jsmith: Did you say your friend had mentioned something like a 45Mbps pipe?
19:26:58 <rrix> stickster: mail is off, waiting for newz
19:27:15 <jsmith> stickster: Correct... 45mbps pipe... (or 10mbps for a bit cheaper)
19:27:43 * gomix got to move , sorry, maybe 15minutes ....
19:27:51 * stickster notes that one possibility is we can give sponsorship credit (e.g. on the giveaway, t-shirt, whatever) advertising for the b'band provider.
19:28:07 <stickster> We have done this in the past for people who sponsored at previous FUDCon events.
19:28:59 * inode0 would try other places first, like the event badges :)
19:29:26 <stickster> There are multiple opportunities, sure.
19:29:45 <stickster> jsmith: rrix: Can we get a status by Wednesday, you think?
19:29:51 <stickster> Or Thursday?
19:29:55 <rrix> Sure
19:30:31 <stickster> #action jsmith rrix give an update to the list on Thursday
19:30:59 <stickster> We can keep the list email slightly general so that we don't obligate anyone against their will :-)
19:31:18 * ke4qqq needs to step away - sorry for leaving  early
19:31:23 <stickster> i.e. We don't need a name on the list until something's settled, but we'd like to know what it would cost :-)
19:31:43 <stickster> OK ke4qqq -- everyone else, anything more on #topic?
19:32:25 * herlo notes that zodbot doesn't actually change the topic, probably due to not being an op?  Or is that intentional?
19:32:35 <stickster> herlo: Yeah, that's not intentional
19:32:58 <herlo> :(
19:33:02 <stickster> herlo: My fault!
19:33:17 <stickster> herlo: I'll get that fixed in perpetuity after the meeting, thanks for reminding me
19:33:19 <herlo> oh :) yay!
19:33:28 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/24 (Finalize budget estimates)
19:33:48 <stickster> #link https://fedoraproject.org/wiki/FUDCon:Tempe_2011_budget <-- budget page
19:33:57 <rbergeron> ohhh, excellent.
19:34:09 <stickster> That's what I'm working from right now -- it's a little general, but if you see something missing *please* add to the table!
19:34:27 <stickster> Don't worry about cost right now so much as getting our projected costs on the table.
19:34:39 * rbergeron is guessing that 2k is like wayyy overboard for breakfasts but :)
19:35:04 <stickster> rbergeron: I'm trying not to underestimate costs in PHX :-) But puh-leez fix anything you see wrong.
19:35:25 * rbergeron added some information to a ticket re: breakfasts type stuff.
19:35:25 <stickster> rbergeron: I haven't looked for a nearby vendor, although I'm sure there are a few. They could probably give an estimate.
19:35:33 <stickster> rbergeron: You are truly FABULOUS.
19:35:54 <rbergeron> stickster: Einstein Bros. is able to cater in the MU - and ASU catering costs seem reasonable.
19:36:19 <stickster> rbergeron: OK, if you have any links to those costs, throw 'em in the ticket too
19:36:20 <rbergeron> in the event that we have to use them for the brickyard.
19:36:23 <herlo> w00t, Einsteins coffee is awesomeness!!
19:36:25 <rbergeron> tey're in there. :)
19:36:28 <stickster> nice
19:36:32 <herlo> at least for most chains....
19:36:52 <rbergeron> dozen danishes ~10 bucks, dozen bagels and cream cheese $15, etc...
19:37:26 <rbergeron> If we can do our own thing, we can probably make out pretty well.
19:37:27 <stickster> Sounds pretty reasonable.
19:37:29 <rbergeron> And also have krispy kreme.
19:37:31 <rbergeron> :D
19:37:38 * jsmith loves a good donut
19:37:46 <SMParrish> krispy kreme   yummm
19:37:54 * rbergeron totally derails on donuts.. sorry
19:37:57 <smooge> oh bollocks I was waiting for my phone to ring for th emeeting and its on silence
19:37:57 <rrix> Food.... I should go get some
19:38:00 * rrix wanders off
19:38:09 <rbergeron> anyway: I will see what I can work up as far as costs.
19:38:22 <stickster> rbergeron: OK. All that stuff will go in as a Q4 cost I'm pretty sure.
19:38:26 <rbergeron> I think we could seriously undercut 2k, unless everyoen wants 10 slices of bacon each. :)
19:38:38 <stickster> i.e. we'll be paying for it sometime between Dec 1 - Feb 28.
19:39:01 * rbergeron notes we could probably add a line for breakfast in the MU on Monday morning as well, if we can keep the costs down.
19:39:03 <stickster> rbergeron: Yeah, I'm certain we'll do OK. I probably overestimated based on the unreasonable costs at a previous event :-)
19:39:46 <stickster> rbergeron: Do you recall whether the hotel had a breakfast available? I imagine some people will cheap it out with our danish, which I *totally* encourage. Just curious.
19:40:09 <smooge> breakfast is actually the best meal to spend on.. most of my time at Toronto was finding a good lunch at times because I was famished from breakfast
19:40:33 <rbergeron> stickster: I don't think either had a "free breakfast". They both have restaurants
19:40:48 <stickster> K, fair enough
19:40:53 <smooge> well if this was in NM I would say we should have breakfast burritos every morning.. though I am sure people would have a problem the vegetarian being with lard
19:41:08 <stickster> rbergeron: I think providing our own coffee in the morning works out well for us -- it's a great motivator for people to get to the site. :-) Which a few people noted in Toronto
19:41:39 * rbergeron nods
19:42:07 <stickster> OK, anyone else see something glaringly missing on the budget page?
19:42:26 <rbergeron> not offhand.
19:42:41 <SMParrish> looks ok to me
19:42:44 <rbergeron> Do we need anything printed, etc?
19:42:55 <rbergeron> maps - information for the front desk - banners, whatever?
19:43:01 <herlo> signs for sure imo
19:43:07 <rbergeron> Badges?
19:43:09 <herlo> but you can usually find that cheap nearby
19:43:29 <stickster> rbergeron: Yes, we will need some stuff printed for sure.
19:43:30 * rbergeron doesn't know fi this is just "giant line items" or "any line items" budgeting :)
19:43:39 <stickster> rbergeron: Let's put in a budget for that, and for badges, etc.
19:43:41 * herlo guesses ~$1k for printing as a high number
19:43:52 <stickster> herlo: I was thinking $500-750, but yeah
19:44:12 <stickster> rbergeron: Let's target $500 with the knowledge that if we need to go past that, I can find that kind of money. :-)
19:44:15 <herlo> stickster: $750 should be plenty
19:45:03 <smooge> ok I have a 'question' about age limits. My 10 year old said he was interested in coming... but not sure how good an idea that would be :)
19:45:33 <herlo> smooge: I know of at least 3 10-13yo girls that will be there...
19:45:41 <stickster> smooge: I don't think we have any minimum age
19:45:51 <herlo> probably only for FUDPub :)
19:45:54 <herlo> if at all
19:45:54 <stickster> smooge: The only potential sticking point is FUDPub
19:46:21 <stickster> But even that we're going to work directly with the vendor to see if we can mark underage folks.
19:46:24 <skvidal> umm
19:46:25 <smooge> well I don't go to that
19:46:26 <skvidal> seriously?
19:46:28 <skvidal> kids?
19:46:41 <herlo> skvidal: is this a problem?
19:46:49 <smooge> he is allergic to breeders
19:46:53 <herlo> lol
19:47:00 <skvidal> and i'm allergic to breeders giving me crap about language
19:47:12 <rbergeron> lol
19:47:15 <skvidal> I don't curse like a sailor
19:47:18 <skvidal> but I do curse
19:47:26 <stickster> skvidal: Rule of two feet says anyone with a problem can move to another room :-)
19:47:29 <herlo> skvidal: I would have no problems with your language, personally.
19:47:29 <smooge> if you swear more than me then I will be amazed
19:47:58 * skvidal shrugs
19:48:00 <smooge> my son had to learn not to say "Cock" this morning just because they say it every 4 minutes on Top Gear.
19:48:18 * herlo suggests we get back on topic
19:48:23 * stickster thinks we'll move on or else this meeting will get hilarious but unproductive
19:48:35 * rbergeron laughs
19:48:51 <stickster> #agreed People should add missing costs to the aforementioned page so we know it's complete
19:49:12 <stickster> #info Kids are welcome at FUDCon but parents need to be aware that we are not making any allowances for a PG-13 or lower rating
19:49:23 <rbergeron> #action rbergeron will come up with some more reasonable estimates on food costs for breakfasts.
19:49:43 <stickster> rbergeron: Thank you madam
19:50:11 <stickster> #action stickster recrunch numbers after hotel is decided
19:50:27 <stickster> That's it for meeting tickets, so...
19:50:32 <stickster> #topic AOB (all other business)
19:50:36 <rbergeron> #link https://fedorahosted.org/fudcon-planning/ticket/23
19:50:50 <rbergeron> that's what I have thus far on food costs / questions / etc for breakfast stuff.
19:51:05 * rbergeron had something else and it just got yelled out of my brain by the children... what was it
19:51:21 * stickster adds 'na-meeting' keyword so we catch this next time around
19:51:59 <smooge> stickster, sorry I thought we were at AOB. I should have waited til then
19:52:05 <stickster> smooge: Note a problem
19:52:07 <stickster> *Not, even
19:52:13 <smooge> so noted
19:52:58 <stickster> rbergeron: I'm going to add a new ticket against the hotel logistics milestone for getting parking there.
19:53:02 <stickster> I'll take that one.
19:53:36 <stickster> rbergeron: We'll start doing subsidies at the next meeting, once the numbers are re-crunched.
19:53:42 <rbergeron> okay.
19:54:01 <stickster> I did want to talk briefly about the subsidies we already have in the system and on the wiki
19:54:08 <stickster> There are a *lot* of international requestors.
19:54:13 <rbergeron> Indeed!
19:54:29 <stickster> We definitely want to have some international visitors at FUDCon. In particular, people who are working on future FUDCons in their regions.
19:54:52 <stickster> We won't be able to grant a whole lot beyond that, because each international visitor runs about the same cost as 3-4 domestic visitors
19:55:20 * rbergeron wonders how that will work out for FUDCons next year that are currently in locations unknown?
19:55:50 <stickster> rbergeron: Yeah, it's a tough one
19:56:31 <rbergeron> What locations will we likely know between now and, say, end of... September? October?
19:56:43 <stickster> rbergeron: I think we have to do the best we can to accommodate a mix of people who've never had the chance to attend one of these events before, and people who we want to be able to talk strategy with other "veterans" at the event
19:56:48 * rbergeron nods
19:56:59 <rbergeron> I think it would be useful to have attended a fudcon before planning one ;D
19:57:06 <herlo> +!
19:57:09 <herlo> or +1 even
19:57:16 <rbergeron> so I'm all for bringing people in.
19:57:51 <herlo> I think the criteria for international visitors could be a bit tighter than the domestic ones, but still flexible to make it possible for all to attend...
19:58:11 <herlo> this woudl apply for each FUDCon, not just NA
19:58:28 <tatica> +1
19:59:49 <rbergeron> stickster: do we have a cutoff for subsidies requests?
20:00:05 * rbergeron can't recall exactly what ke4qqq's mail said - I think it was to the effect of first-come, first-served
20:00:32 <rbergeron> OH, /me remembers her AOB question now ;D
20:01:05 <stickster> rbergeron: We'll have one, but it needn't come quite yet -- maybe we should decide that on the list.
20:01:29 * stickster realizes we're over the hour mark, and is caught in a couple PM conversations. Maybe we should wrap this up and conduct these wide-open discussions on the list.
20:01:44 <stickster> Can we do that?
20:02:17 <SMParrish> works for me
20:02:43 * rbergeron nods
20:03:11 <rbergeron> #action rbergeron to send mail to the list about potential sponsors (writing this so i don't forget)
20:04:25 <stickster> #action stickster to start thread on subsidy application deadlines
20:04:27 <stickster> (me too)
20:06:16 <stickster> OK, I'll end here
20:06:18 <stickster> #endmeeting