September 12, 2013

September 12, 2013

Present: Cathy, Daman, Hans, Evan, Chris, John, Brian, Emily, Dawn

1. General Project Management

Discussion on project and team structure. Agreed to identify owner(s) for each of seven areas proposed by Ralph (FSOSS Map – full chart to be sent out by Ralph. Should help to clarify the scope of each area):

• Technical Content - Chris / Dawn
• Sponsorship – don’t have person responsible for this area(Brian to talk to people involved with this area in the past: Pat, Elizabeth, Tim, to see if one of them could get involved)
• Communication & Registration - Hans & Emily
• Infrastructure - Daman
• Food & Drinks - Daman
• SWAG & Prizes - Chris & Andrew G (already working on it)
• Volunteers - Cathy
• Overal project responsibility - Daman & Ralph (trying to be 'Rose')

2. Review of actions from Sept 5 2013 Identify location for robot competition (John & Daman) - Done - SEQ Building (near Library) seems to be an ideal location. Action: Evan to talk to Facilities (Rick) regarding FSOSS in general and Robot Competition in particular

Additions to the registration form (radio button for day selection + additional sizes for t-shirts) Marketing tweaked the form. ITS needs to 'go live' with it Currently the link to the form is from the main FSOSS page People without credit card and groups will be handled differently. Daman will register them through a separate form which will access the same database. The second form will not be visible to anybody. Both forms will be essentially identical with some additional information added to the second one (group registrations /no Credit Card). Actions: Need an 'intermediate' page between 'Register Button" on the main page and the registration form that will explain in details registration options - Hans Create 'fsoss-registration' alias - Chris - Done Activate the registration form - Dawn Give access to registration records to: Daman, Emily, Cathy - Dawn Obtain past attendees records from J.P. Hughes - Daman

Finalize Poster Design: Emily and Hans experimented with a few options (mainly changing colours). Settled on two designs of red (other colours were difficult to deal with due to lack of proper colour management system). Team chose the one with red/black colour scheme. Hans: FSOSS posters will be ready to go out tomorrow and will be posting them in SEQ and TEL Bldg Actions: Emily & Hans: print posters (50 initially) in two different sizes

Volunteer Sign-up site: it is up and running. If you need volunteers for your area please send the request to Cathy. Actions: Cathy to send the link to the site for the team to test-drive (as of Sep 16, there are still some minor glitches that Cathy is working on)

Preparing Maze panels for the Robot Competition: John talked to  ??? regading this. Doesn't seem to be an issue. Total cost should not exceed $100.

Getting Andrew Greene involved in gettng prizes: Chris talked to him. Done.

Getting Keynote speaker: Chris reached out to a few people. Responses slow. Need to review next week.

Getting a faculty volunteer for videotaping presentations: No volunteers so far. Potentially we could use students for it (Christine hinted that there may be some money available). Discussed use of our webcams and Google Hangouts, which would allow uploading video into YouTube instantaneously. Need to cover 4 rooms.

T-shirts - to be discussed next week

Next meeting: Thursday, September 19, 1:30 pm. Will last for 90 min. Emily to book the room (preferably bigger than T1030)