FUDCon India F2F Planning Meeting Minutes (Jul 26 2011)

In this edition of the planning meeting, Suchakra joined us at the Red Hat Pune office.  The others present were Rahul, PJP, Sathya, Shreyank, Saleem, Shakthi and me.

Having Suchakra attend the meeting was great, we made some good progress on the venue-related items that we needed some greater clarity on.

He clarified the bandwidth would be sufficient for our usage, identified a few students as volunteers (we will meet them soon), mentioned setting up a public Fedora mirror would not be difficult at all (bandwidth and storage are amply available).  All this is great news, and he's also going to be around for the next 2 months to co-ordinate with any other venue-related matters.

Logs:

• FUDCon website
• Owner: Saleem
• Most work has been done
• Needs help from Rahul, Suchakra on content
• Needs help from Tatica on design
• Final website will be at: http://fudcon.fedoraproject.org
• WIP website at http://www.fudcon.tuxdna.in/APAC/index.html
• To push content, one has to be a member of the gitweb group. Rahul can add people.
• Launch it soon!
• Catering
• Owner: PJP
• Got couple of more contacts from Murty
• Will follow up with them this week
• Hotel
• Finalising between two options: Cocoon (within Magarpatta City, very close to Red Hat office) and Royal Orchid in Kalyani Nagar
• Costs $40 (Cocoon) vs $90 (Royal Orchid)
• We have a better deal with Cocoon: in addition to a special rate, we are also getting
• laundry
• breakfast
• wi-fi
• mineral water
• better rate for FUDPub venue
• Bus
• More than one may be required depending on people
• FUDPub
• Don't know rates yet
• Will be decided this week
• Min. legal drinking age in Maharashtra is 25.  How to filter people?
• Microbrewery can supply beer at our chosen venue.
• Deal has to be worked out such that we pay only for what we consume
• Information on website (plus booklet)
• Photos
• Cocoon (accomodation)
• Magarpatta city
• FUDPub venue
• COEP (event venue)
• Videos
• Shreyank didn't receive input from Shravan at COEP
• Rahul to follow up with PyCon people
• Artwork
• 3rd week of August deadline for 1st draft of all designs
• t-shirts, posters, banners, website, etc.
• Bandwidth
• PJP hasn't spoken with BSNL people yet
• Suchakra mentions bandwidth at venue is sufficient (with failover)
• Recent MITConf served 100 people without glitches
• Volunteer team
• Shravan will be heading team
• Shravan handles routers and infrastructure at COEP
• Suchakra and Shravan to perform a mock install
• Saleem and Shravan to run a test install 1 month prior to event
• Checking router capacity, bandwidth, plug points, etc.
• Fedora Mirror
• Owner: Suchakra, Rahul, Saleem
• Canteen
• Already open on Fri/Sat. Suchakra will confirm if they can stay open on Sunday
• Can we host outside caterers at the venue (canteen or outside)? - Suchakra to confirm.
• Scheduling FADs before FUDCon
• Owners: Rahul, Shakthi
• Oct 1st week and Oct end won't clash with exam schedule
• Suchakra says we can expect about 60 people
•  Talk to Prof. Abhijit about this -- Suchakra + Rahul
• These FADs will be prep sessions for the FUDCon
• Introduce Fedora terminology
• Introductory / basic material as prelude to talks at FUDCon for the benefit of students
• Sponsorship requests
• Rahul officially opened sponsorship window.  Requests pouring in.
• Deadline of Aug 5, can be extended depending on budget.
• Review of requests will be done after the deadline
• Content
• This now takes 1st priority
• Rahul to update wiki with hotel info
• COEP pictures to be uploaded by Suchakra
• Fill in all details; booklet data can be scraped from website.
• COEP
• Organisers to visit venue and meet student volunteers, prof Abhijit sometime in the next 1-2 weeks
• Figure out which rooms are being allocated to us, check distance between them
• Power point availability in the auditorium, labs and talk rooms
• Backup power status
• Projectors, wifi continue to work in case of power cut?