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?