19:00:51 <stickster> #startmeeting FUDCon Tempe planning (Agenda: https://fedorahosted.org/fudcon-planning/report/9)
19:00:51 <zodbot> Meeting started Mon Aug 30 19:00:51 2010 UTC.  The chair is stickster. Information about MeetBot at http://wiki.debian.org/MeetBot.
19:00:51 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic.
19:00:57 <stickster> #meetingname FUDCon Tempe planning
19:00:57 <zodbot> The meeting name has been set to 'fudcon_tempe_planning'
19:01:05 <stickster> #topic Roll call
19:01:12 * stickster 
19:01:14 * rbergeron already has her fudcon party hat on
19:01:27 <rbergeron> s/party/participation
19:01:30 <stickster> heh
19:01:45 <rbergeron> probably should just be a hat with a button that says "sleep when you're dead!"
19:01:47 <stickster> #link https://fedorahosted.org/fudcon-planning/report/9 <-- Agenda
19:03:01 * stickster waits to see if jsmith, abadger1999, inode0, or anyone else shows
19:03:19 * inode0 is available
19:03:21 * abadger1999 around but distracted :-)
19:05:26 <stickster> Well, okey doke then
19:05:51 * rbergeron grins
19:05:58 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/5 (Hotel parking)
19:06:15 <rrix> stickster: I can try, yes
19:06:30 <rrix> i dunno what getting a quote entails
19:06:32 <stickster> OK, this is still pending someone talking directly to the hotel -- I can do that once they have my signature on a contract
19:06:33 * rrix sits down for meeting
19:07:18 <stickster> #action stickster still on the hook to write hotel parking info on wiki once we sign contract and talk to the hotel directly
19:07:23 <stickster> Anything else on this item?
19:08:08 <rbergeron> sounds good :)
19:08:16 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/19 (Explore Internet bandwidth bump at hotel)
19:08:30 <stickster> #chair rbergeron rrix jsmith
19:08:30 <zodbot> Current chairs: jsmith rbergeron rrix stickster
19:08:44 <stickster> rrix: Did you want to add an #info here for your update?
19:08:55 <rrix> Surewhynot
19:09:17 <rrix> #info rrix to meet with his contact on friday to discuss options, and work on getting a quote for internet to hotel
19:10:18 <stickster> #info jsmith added info to the ticket -- $2.5K for 45 Mbit service, we would need to verify the hotel will accommodate the service, and the service provider would need to send a tech to verify they can get signal to the roof.
19:11:46 <stickster> OK, rrix, the only thing that's needed for a quote is to give them the duration of our event (basically Friday night to Monday morning), the location, and find out if they can bring service there.  We need not just a fatter pipe but probably some additional access points.  I think this is the same information jsmith is working from.
19:12:02 <rrix> right-o
19:12:10 <stickster> rrix: We're at the Courtyard Tempe Downtown on... Ash Street? Is that right rbergeron?
19:12:15 <rrix> Yup :)
19:12:16 <rbergeron> Yup.
19:12:17 <stickster> There's only one, in any case :-)
19:12:50 <stickster> #action rrix to talk to his contact on Friday, give details, and have them work up a quote ASAP
19:13:30 <stickster> Our Marriott sales guy is going to work on this as a separate issue from our contract, since it may take him longer to get details, and we want to proceed with reservations ASAP
19:13:51 <stickster> #action stickster to continue talking to sales at Marriott about what broadband bump will cost
19:14:10 <stickster> Anything else on this?
19:14:44 <rbergeron> nada.
19:14:45 <rbergeron> Well -
19:14:54 <rbergeron> Do we have an upper limit on what we'd want to actually spend here?
19:15:09 <rbergeron> In other words - is there a point where we say - after $X it's just not worth it?
19:15:36 <stickster> Well, the $2500 that Jared got quoted is a pretty sizable number, but we do have some room still in our budget.
19:15:56 <stickster> We saved quite a bit with the lower hotel costs. I would say, much more over that and we'd have to say no.
19:16:06 <stickster> Wow, what a confusing couple of sentences, sorry.
19:16:18 <rrix> makes sense
19:16:26 * rbergeron grins
19:16:33 <rrix> :)
19:16:43 <rbergeron> hola herlo
19:16:44 <herlo> hi
19:16:50 <stickster> What I mean is, we saved substantially on lower hotel costs.  So we might be able to afford $2.5K.  But any higher than that and we'd probably be hard-pressed to fit it into our budget.
19:16:50 <herlo> had to grab foodz first
19:16:59 <stickster> Hi herlo!
19:17:04 <herlo> hi stickster
19:17:10 <stickster> Anything else on this before we move on?
19:18:12 * jsmith shows up late...
19:18:23 * stickster notes that we have a good budget estimate now on the wiki at https://fedoraproject.org/wiki/FUDCon:Tempe_2011_budget
19:18:25 <stickster> OK
19:18:42 <stickster> jsmith: Was that $2.5K including APs that we'd need for the service?
19:18:57 * stickster doesn't know how this works, really.
19:19:01 <jsmith> stickster: From what I understand, yes.  I'll get more details.
19:19:08 <stickster> Very good, moving on then
19:19:11 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/26 (Estimate breakfast costs)
19:19:25 <stickster> rbergeron: You did a tremendous job on this, want to summarize here?
19:19:27 <jsmith> stickster: Typically, they bring in bw to the roof, then use 802.11A to get signal to the access points
19:19:41 <jsmith> stickster: And then B/G to the participants
19:19:48 <rbergeron> Breakfast should be cheap. We can buy our own sodas.
19:19:54 <stickster> jsmith: Makes sense to me
19:20:02 <stickster> rbergeron: Nice summary :-)
19:20:16 <rbergeron> Also, there are options through ASU to have combined breakfast and lunch costs, which Coleen told me about on Friday when we talked.
19:20:17 <stickster> rbergeron: I like this idea -- economical but not at the expense of our guests' comfort :-)
19:20:33 <jsmith> Aye
19:20:51 <stickster> rbergeron: So they could do something like sandwiches or such, including a veggie option?
19:20:52 <rbergeron> So - for example - a breakfast similar to what I've listed, plus a box-type lunch would be in the neighborhood of $15.99 - maybe less - but what I've got currently runs about $4/person
19:20:57 <rbergeron> stickster: absolutely
19:20:59 <stickster> Wow
19:21:12 * stickster thinks we paid something like $8-9 in BOS
19:21:16 <rbergeron> what i have for breakfast is about $4/person
19:21:33 <rbergeron> so - adding lunch on could be expensive - or we could just do separate lunches
19:21:36 <rbergeron> which is a little less
19:21:44 <rbergeron> stickster: the $15.99 is breakfast AND lunch
19:21:50 <stickster> Sorry, I mean we paid $8-9 for lunch alone
19:22:00 <stickster> Maybe it was $10. I can't recall exactly. :-)
19:22:16 <stickster> $16 * 150 = 2400 for breakfast + lunch
19:22:37 <rbergeron> right orrrrr
19:22:48 <rbergeron> they have regular box lunches for 7.99
19:23:04 <stickster> So we could stick with the danish+coffee we already have scheduled, at about $750 per day
19:23:22 <stickster> and then add those lunches to the tune of about $1200 = $1950 per day
19:23:39 <rbergeron> yeah - though I have breakfast scheduled at about $500-something - including tax
19:23:50 <rbergeron> another hundred for buffer
19:24:02 <stickster> rbergeron: Oh, right, we bumped that up for buffer IIRC
19:24:05 <rbergeron> All that said - we're in an area with a TON of quick food options.
19:24:45 <rbergeron> I'm personally not opposed to... bringing in a few more people and letting people eat on their own - you can really get a good lunch in in an hour, and not worry about people being late stragglers so much.
19:24:52 <rbergeron> I don't know if that is part of the "lunch" thought there.
19:25:04 <rbergeron> Not sure how close reasonable food was in toronto / boston in the past.
19:25:19 <stickster> rbergeron: Here's what I think -- on the first day, we have tech sessions all day. So it's more important to keep that day on schedule.
19:25:21 <herlo> are we thinking of providing lunch for all days?  Or just certain days?
19:25:39 <herlo> seems to me stickster is on the same thread I am
19:25:49 * rbergeron nods
19:25:59 <herlo> provide lunch on the day with all the sessions, then free-for-all a bit the rest of the tiem
19:25:59 <stickster> On the second day (Sunday), we have the morning as tech sessions, and then hack stuff in the afternoon. Maybe that would be a good day to let people figure it out on their own, provided things nearby are open on a Sunday.
19:26:10 <rbergeron> So breakfast saturday and sunday/ lunch on saturday?
19:26:11 <stickster> herlo: exactly
19:26:17 <herlo> stickster: see, great minds :)
19:26:18 <stickster> rbergeron: Yes
19:26:19 <rbergeron> stickster: yep. stuff is definitely open.
19:26:36 <stickster> OK, so it looks like we're all agreed then, do B+L on Saturday and B on Sunday?
19:26:43 <rbergeron> Yep.
19:26:48 <herlo> yay
19:26:51 <rbergeron> And snackie / pizza something Friday night.
19:27:06 <jsmith> WORKSFORME
19:27:11 <stickster> #agreed We'll provide pizza/snacks on Friday night, breakfast + lunch on Saturday, and breakfast on Sunday.
19:27:27 <stickster> rbergeron: Can you update the wiki budget page with something useful? https://fedoraproject.org/wiki/FUDCon:Tempe_2011_budget
19:27:43 <rbergeron> stickster: sure thing, later this afternoon!
19:27:47 <stickster> #action rbergeron update wiki budget page with rough cost info later on
19:27:49 <rbergeron> #action rbergeron update wiki budget page wrt food
19:27:51 <rbergeron> oh
19:27:54 <stickster> hehe
19:27:57 <rbergeron> you beat me!
19:28:09 <stickster> I would never do that, I'm nonviolent
19:28:11 <herlo> don't everyone #undo at the same time :)
19:28:18 * stickster waits
19:28:53 * stickster waits for rbergeron to #undo :-)
19:28:55 <rbergeron> #undo
19:28:55 <zodbot> Removing item from minutes: <MeetBot.items.Action object at 0xec08490>
19:28:57 <stickster> hehe
19:29:34 <stickster> rbergeron: Do you agree this ticket can be closed, even though we probably need tickets for other things like getting lunch costs?
19:29:41 <stickster> and buying sodas, etc.
19:29:58 <rbergeron> Yes. I think lunch can be moved to a lunch ticket, and sodas can be moved to a grocery run ticket.
19:30:06 <rbergeron> Once we determine what all we need sodas for, etc.
19:30:14 <stickster> Agreed
19:30:48 <stickster> #action stickster close ticket #26
19:31:38 <rbergeron> I think i may have already?
19:31:55 <stickster> #action stickster to file tickets for lunch cost estimates, ordering breakfast & lunch, and buying sodas.
19:31:59 <stickster> rbergeron: It's all good
19:32:04 <rbergeron> okay!
19:32:11 <rbergeron> thanks stickster :)
19:32:25 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/27 (Potential sponsors)
19:32:25 * rbergeron added a food milestone in, FYI.
19:32:29 <stickster> rbergeron: Awesome!
19:32:54 <stickster> OK, sponsors.  I'm not sure who's actually holding an action here.  rbergeron and I can talk to Google folks while we're at Ohio Linux Fest.
19:33:00 <stickster> Is there someone working on getting other sponsors?
19:33:17 * rbergeron added the link for godaddy, IIRC.
19:33:51 <rbergeron> I think this may be an area where having an email address coming from redhat might make the difference between read and not read, but i could be wrong - just in the absence of knowing anyone in particularly.
19:34:21 <stickster> rbergeron: Well, in one sense that's true, but in another one it's deceiving
19:34:51 <stickster> Because it might be very easy for a potential sponsor to see @RHT and think, "Well, you guys are corporate, why are you coming to me?"
19:35:12 <rbergeron> I can ping some folks at the local Intel in chandler, though some help if anyone knows in the intel open source group would help too. :)
19:35:23 <rbergeron> stickster: true - maybe something more like an asu.edu address might be useful??
19:35:32 * rbergeron just expects that they probably get hit up a LOT
19:35:42 <rbergeron> or i suppose a fedoraproject.org might work as well ;)
19:35:48 <herlo> are we wanting local or global sponsorships?  What does our prospectus say?  Do we have some standard packages?
19:35:52 <stickster> rbergeron: dingdingding
19:36:00 <rbergeron> YES! a new car????
19:36:04 * herlo could probably get a couple interested with some basic info...
19:36:05 <rbergeron> oh wait, you got a new car. DARNIT
19:36:12 <herlo> lol
19:36:28 <stickster> herlo: Are you interested in working on a prospectus? Because we don't have one right now.
19:36:40 <stickster> That was a serious question, hope that didn't sound snarky
19:37:04 <rbergeron> herlo: I think we wouldn't have "packages" per se - just because we can't accept money and do with it as we please
19:37:10 * rrix has a hard time reading stickster with a snarky voice
19:37:12 <rrix> :)
19:37:13 <stickster> Heh
19:37:21 <rbergeron> But finding people who might want to sponsor breakfast for X, lunch for Y, FUdcon for Z and we love you very much, etc.
19:37:45 <stickster> herlo: rbergeron: It's more that we could use someone picking up a tab for us, if that's possible. Even better if they show up to the event to do it, but not required I suppose.
19:37:55 <rbergeron> Badges, tee-shirts, etc.
19:38:01 <stickster> That worked really well in the last Boston FUDCon, when OLPC people were at the event, and one of them handled a FUDPub tab.
19:38:21 <herlo> stickster: so those are teh levels per se
19:38:29 <herlo> Breakfast sponsor: Bla Bla company
19:38:34 <stickster> Correct
19:38:36 * rbergeron nods - that's why it could be easy for Intel or GoDaddy folk.
19:38:53 <herlo> indeed, just saying that having a prospectus might convince them that we're serious too
19:39:05 <herlo> a price sheet seems easy enough
19:39:07 <stickster> And entry is pretty cheap here -- breakfast costs are < $750 a day, or someone could do all our food for about $2.5K
19:39:19 <rbergeron> herlo: would you like to put one together? :)
19:39:39 <herlo> rbergeron: if only I knew what the focus of FUDCon was....
19:39:56 <herlo> <grin>
19:40:07 <stickster> herlo: if you can't get that from https://fedoraproject.org/wiki/FUDCon then there's a bug on the wiki documentation :-)
19:40:15 <herlo> rbergeron: I'll draft something this week and next, but I'll need help...
19:40:18 <rbergeron> We envision a world where we'll know what the vision is by FUDCon! :)
19:40:23 <herlo> lol
19:40:37 * rbergeron grins and giggles
19:40:40 <stickster> OK, let's not turn this meeting into navel-gazing too :-)
19:40:44 <rbergeron> herlo: I can help you out :)
19:40:47 * rbergeron hugs stickster
19:41:08 <stickster> If you guys draft something on the wiki, feel free to shoot the page URL to the list and everyone can help you
19:41:11 <rbergeron> stickster: and we may find others at OLF as well.
19:41:26 <stickster> #chair herlo
19:41:26 <zodbot> Current chairs: herlo jsmith rbergeron rrix stickster
19:41:37 <stickster> herlo: You want to #action yourself with this?
19:41:59 <rbergeron> Heck, we could make a blog post about it and see if we have a bunch of people pony up. When you say "we have breakfast opportunities for $750," that's a lot less scary sounding than some sponsorships could be.
19:42:13 <herlo> stickster: sure
19:42:17 <herlo> sorry, lost connection
19:42:18 <stickster> #info The levels of sponsorship are flexible -- pick up a tab for breakfast, or breakfast + lunch, or all food, or FUDPub, or....
19:42:35 <herlo> #action work on creating FUDCon prospectus outline
19:42:42 <stickster> #undo
19:42:42 <zodbot> Removing item from minutes: <MeetBot.items.Action object at 0x142e6d10>
19:42:42 * rrix scuttles to class
19:42:48 * rbergeron waves to rrix, HAVE FUN
19:42:56 <rrix> No :<
19:43:00 <stickster> #action herlo work on creating FUDCon prospectus outline
19:43:17 <herlo> zodbot needs to be fixed :(
19:43:20 <stickster> hehe
19:43:44 * stickster notes spot is not going to harsh on any Google folks between now and OhioLF so we can approach them :-)
19:43:54 <stickster> OK, anything else on this for now?
19:44:00 <herlo> rbergeron: yeah, listing the 'Breakfast Sponsor' just sounds more formal and lots of potential sponsors like that
19:44:10 * rbergeron nods
19:44:49 * rbergeron has nothing else
19:45:03 <stickster> OK then....
19:45:07 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/31 (FUDPub location)
19:45:34 <rbergeron> Stickster has had no bites on "is anyone willing to find us a bus cost" :)
19:45:44 <stickster> So what we found out most recently is that Macayo's party room is pretty small.  We weren't totally surprised, because it's more like a restaurant than a pub
19:46:18 <stickster> They had good food options, including actual vegetarian stuff, and underage would be no problem.
19:46:26 <rbergeron> how big is it?
19:46:55 <stickster> rbergeron: I was going by rrix's assertion, he said "it's not nearly big enough for 100 people" on Thursday
19:47:27 <rbergeron> ahh - i missed that.
19:47:45 <rbergeron> Were we planning on utilizing patio at rula bula?
19:47:58 <stickster> Restaurant seating is kind of a FUDPub killer -- people can't socialize as well
19:48:09 * rbergeron nods
19:48:21 <stickster> rbergeron: Yeah, it was mostly patio space there -- they can seat about 80 at the patio, but more if you include "milling about" space according to the owner
19:48:28 <stickster> rbergeron: But I'm kind of interested in this Sparky's joint
19:48:39 <rbergeron> Macayo's does have a ginormous patio - I went there for a wedding party once - I think it held a lot more than 80 - maybe they were just thinking of the bar patio.
19:48:42 <rbergeron> stickster: me too.
19:48:53 <stickster> #info rbergeron and inode0 came up with the student union idea, which has a lot of legs
19:48:57 <rbergeron> I need to investigate the whole underage situation.
19:49:00 * herlo likes Sparky's as an option as well
19:49:03 <stickster> rbergeron: Talk about that for a minute here in logs
19:49:12 <stickster> That gives me time to refill my water cup :-)
19:49:22 <rbergeron> Sparky's Den is the student union recreational area.
19:49:32 * rbergeron pulls up some info real quick, hang on!
19:49:48 <rbergeron> #link http://www.asu.edu/studentaffairs/mu/sparkys_den.htm
19:50:06 <rbergeron> Now, one bonus here is that it's in the student union that we will be utilizing on Monday - so everyone would know the way.
19:50:24 <rbergeron> Some basics: they ahve 8 bowling lanes, 13 or 14 pool tables, table tennis, arcade, tv's.
19:50:32 <rbergeron> We can rent the whole thing out for $155/hr.
19:50:52 <rbergeron> We can have ASU cater a dinner there, and we can utilize a separate bartending service to serve alcoholic drinks, if so desired.
19:51:00 <stickster> rbergeron: I am *very* excited about this idea. And the rates are very reasonable.
19:51:24 <rbergeron> We can also (99% certain and working on confirmation) go shopping and provide our own drink selection, which would really cut down on price. (Or be the same average price, with more drink.)
19:51:31 * stickster notes they have hours until 11pm on Saturday, so we could rent it from ~6-11 or 7-11.
19:51:40 <rbergeron> Alternately, those who want to drink can contribute to a drink fund, and leave more money for foooooood.
19:52:09 <rbergeron> The facility is currently available to rent.
19:52:27 <rbergeron> Also - costs are inclusive of pool games, bowling shoe rental, etc.
19:52:35 <stickster> rbergeron: I would say, let's strike while the iron is hot.  I'm certain we can afford to do this location, the only blocker issue right now is how to handle underage attendees.
19:52:39 <rbergeron> Basically all that would remain is quarters for games.
19:52:44 <rbergeron> Yup.
19:52:52 <stickster> rbergeron: And you're working on that one already, right?
19:53:10 <rbergeron> That's correct - I expect to hear within the next day or so.
19:53:25 <stickster> rbergeron: Excellent, I think this place would be perfect for us.
19:53:26 <rbergeron> Not sure if ASU or the bartending service itself handles that.
19:53:47 <rbergeron> We'd need to get a liquor license for the evening, which is a form that just needs a week (minimum) notice.
19:53:57 <stickster> rbergeron: Can we go forward with the space rental, and figure out the food + beverages quickly afterward?
19:54:04 <stickster> Or does the whole thing have to be decided/done together?
19:54:28 <rbergeron> There is some stuff I've read about insurance as well, for beverage, but I think that applies to the people *serving*, but that is also on my list of need-to-knows.
19:54:46 <stickster> *nod
19:54:48 <rbergeron> No, we can go ahead with the space rental at any time - we won't have to put a down payment on it until 30 days beforehand.
19:55:00 <stickster> rbergeron: I know calendars fill up fast.
19:55:02 <stickster> Let's do it!
19:55:14 <rbergeron> stickster: What time are we thinking?
19:55:22 <stickster> rbergeron: I saw on list that they *are* available Saturday night, right?
19:55:27 <rbergeron> I know we were thinking we'd try to squeeze in the FPL speech at the same place.
19:55:58 * rbergeron notes we might need some noise-making equipment for that - if the facility doesn't have it, we can probably cheaply rent it or find someone with an amp and microphone or however that would work.
19:56:07 <stickster> rbergeron: *nod
19:56:18 <rbergeron> I'd imagine there is an overhead system, but i don't want jsmith locked up in the dj booth or whatever :)
19:56:25 * stickster votes we rent from 6-11pm. The last session on Saturday ends at 5pm.
19:56:28 <rbergeron> Yes, saturday night is available.
19:56:34 <rbergeron> stickster: sounds good.
19:56:38 <stickster> That's time for everyone to get back to the hotel if desired, then walk to Sparky's.
19:56:53 <jsmith> rbergeron: I was hoping I'd lose my voice, and we could get stickster to yell :-)
19:56:54 <stickster> rbergeron: OK, #action away!
19:57:11 <rbergeron> #action rbergeron to get with adam mccullough (our buddy who is president of ASULUG) about making reservation for Sparky's Den, Saturday, 6-11pm.
19:57:16 <stickster> jsmith: I'm going to dress in a toga like that fat jowly publican from HBO's "Rome" miniseries
19:57:27 <rbergeron> omg, toga party
19:57:32 <stickster> And make dramatic motions as I ask for attention
19:57:47 <stickster> rbergeron: Awesome, the sooner the better
19:57:59 * stickster wants to snap this place up ASAP
19:58:50 <stickster> Anything else on this topic?
19:59:24 * rbergeron has already sent the mail to adam
19:59:26 <rbergeron> :)
19:59:37 <rbergeron> Nope. I'll keep plugging away on all these rules.
19:59:40 <stickster> OK then, I think we're done for today!
19:59:46 * rbergeron looks at the clock
19:59:47 <rbergeron> nice job!
19:59:50 <stickster> wheee
19:59:59 <stickster> Thanks for coming, everyone!
20:00:02 <stickster> #endmeeting