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.

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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!

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• 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.