View source for FSOSS 2011/Meetings/2011-05-12

[[Category:FSOSS 2011 Meetings]]

== Proposed Schedule ==

=== Thu Oct 27 ===

* Workshops
* Food
** Morning snack (workshop hallway)
** Afternoon snack (workshop hallway)
** (Speaker's dinner)

=== Fri Oct 28 ===

* Presentations
* Keynote
* Reception
* Exhibits
* Food
** Morning snack (break room)
** Lunch
** Afternoon snack (break room)
** Reception

=== Sat Oct 29 ===

* Presentations
* Unconference/barcamp
* Exhibits
* Food
** Morning snack (break room)
** Lunch
** Afternoon snack (break room)

== Event Name ==

* Long form:

 10th Free Software and Open Source Symposium
 and Toronto LinuxFest 2011

* Short form:

 FSOSS/LinuxFest 2011

== Sponsorship ==

* See sponsorship document from previous years (foundation for this year)
* Exhibit option
** 6' table (or equivalent space)
** 5A 120V power
** 2 chairs

=== Community Groups ===

* $75
* Includes 2 passes
* Half-table in the community literature hall

=== Sponsorship Levels ===

* See sponsorship spreadsheet

== Presentation and Workshop Proposals ==

* Update CFP wording
* Friday - Technical Focus
** 4 tracks x 6 slots
* Saturday - User Focus
** 4 tracks x ? slots

=== CFP ===

Open to any and all topics related to open source!

This year, we particularly welcome talks on open source :

* Cloud & Virtualization
* Mobile
* Open Source Business Models and Commercialization
* Open Hardware
* Green  IT

Talks can be targeted at any audience level from neophyte to expert.

First round of submissions closes June 30.

=== Keynote Possibilities ===

* Linus Torvalds (Linux) ***
* Mark Surman (Mozilla) (CT)
* Mark Shuttleworth (Canonical) (CT)
* Shawn Powers (Linux Journal) (DA)
* Andrew Morton (Linux) (CT)
* Larry Wall (Perl) ***
* Eben Moglen (SFLC) ***
* Michael Geist (UofO) (CT)
* Michael Shaver (Mozilla) (CT)
* Tim O'Reilly (O'Reilly Media) (CT)
* Evan Prodromou (identi.ca) (DA)
* Jim Whitehurst (Red Hat) (CT)
* Alan Cox (Intel) (CT)
* Jon "Maddog" Hall (Linux International) (CT)

= Action Points: May 12 meeting =

* Sponsorship package update and distribution to team: chairs '''Done'''
* Distribute package to contacts: team  '''Done''' 
* Tracking: Tim & Sam   '''Nothing to report at this time''' 
* Sponsorship management: Tim   '''Done''' 
* Logo update: Chris   '''Nothing to report at this time''' 
* CFP: John  '''Done''' 
* Check on old computer drop-off point: Evan    '''Done - will be confirmed/arranged closer to event'''

= Action Points: June 23 meeting =

* Distinguished speaker update - All   '''Outstanding - need to make contact with more potential sponsors: ALL''' 
* Where we stand with sponsorships - All
:* Tim's update:
:: - Mozilla have been contacted but issue with name provided as they are no longer with the company; may finally have correct contact
:: - Microsoft contacted: no response
:: - Seneca Professional Development contacted and want to set it up as a PD event
:: - TUG have been contacted - meeting week of June 27th inviting them to attend and looking for sponsors
:: - Suggested by John Selmys to go after private companies (e.g. Apotex).  '''John S.''' to draft a personalized form letter for team to use to distribute to companies
* Review presentation/workshop submissions recieved to-date - MLM
: - No presenters/workshop sign up's so far. '''MLM''' change early bird date to be July 25.  '''ALL''' need to communicate this please to your communities
: - '''MLM''' to contact all past presenters
: - '''Sam''' to contact past Linuxfest presenters
* Status of registration system - Danny/Rose
: - Two conference registration solutions identified. To be followed up within next couple of weeks.
: - '''Sam''' to provide other registration solution contacts.
* Facility Bookings - Rose
: - Rooms S1208, S1206, S1269, S2160, upper and lower kalidescope rooms (S2168, S1209) booked for Friday/Saturday and TEL labs (T2107, T2108, T2110, T2109) booked for Thursday for workshops.  All Saturday bookings to be confirmed in September when Continuing Education schedule in place.
: - '''Rose''' to let facilities know event is scheduled
: - Suggested that vendors not be permitted at this time (concentrate on the various sponsorship levels instead)
* Swag suggestions - MLM/Rose
: - One suggested was for USBs. To be investigated and discussed at next meeting
* Any other business:
: - Posters: '''Done'''  and copies made available at meeting.  If you wish copies, contact Rose.  '''Rose''' to contact York to have posters posted.
: - T-shirts: Michael Hoye contacted by Rose. Design should be ready in August (although before next meeting would be better)
: - Marketing/Advertising: All need to promote event (through copies of posters received)

'''Next Meeting: Wednesday, July 27th 6:00pm-9:00pm, same room'''

= Action Points: August 24 meeting =
Attendees: Sammy, Ushnish, John, Mary Lynn, Rose, Tim (via phone)

* Distinguished speaker update '''Nothing to report'''
* Update on sponsorship
: - Tim requested information to provide to sponsor: '''MLM''' to provide
: - Microsoft inquired about coordinating our event with the other events for open source week.  '''John S''' to follow up with getting the opensource website updated with this years events.
: - Microsoft have asked to cross advertise our events (they have access to our attendee/presenter list and we there's.  '''MLM''' indicated that in the spirit of opensource that our attendees/presenters may not appreciate being contacted directly by MS.  '''Tim''' to let MS know.
: - Microsoft have requested putting their 'Make Web Not War' logo available on our site as advertisers (instead of MS logo).  Approved.
* Review of presentation/workshop submissions
: - All presentations/workshops submitted by August 24th were reviewed.  '''MLM''' to open up approvied ones.  '''MLM''' and '''John''' following up on a few to request more information on their submission.
* t-shirt design.  Not available for meeting.  Will be available for the next meeting.
* Swag for attendees and speakers.  Not done yet.  '''MLM''' and '''Rose''' to look into this for next meeting.
* Registration
: - Set cost for early bird Seneca/non-Seneca attendees as well as late fee cost.  Decided on the following: Early Bird cut off date will be October 8th.  Before early bird: $20 for students and Seneca faculty; $40 for general admission.  After early bird: $40 for students and Seneca faculty; $85 for general admission.  Walk in price day-of event: $120.  Issue still outstanding on how to handle those that are unable to afford to attend.
: - HST - build into fee cost or charge extra?  HST will be included in the price but will be shown separately on the receipt confirmation.
* Any other business
: - 1 room still yet to be confirmed for Saturday.  Will know once Con Ed courses have been confirmed.
: - new volunteer shirts to be made up (new colour!)


'''Next Meetings: Wednesday, September 14 and Wednesday, October 5'''

= Action Points: September 14 meeting =
Attendees:

* Distinguished speaker update 
* Update on sponsorship
* Review of presentation/workshop submissions - preliminary schedule
* t-shirt design.  
* Swag for attendees and speakers.   
* Registration status
* Volunteer Planning
* Any other business