FSOSS 2011/Meetings/2011-05-12

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 - outstanding from August meeting: how to handle those that are unable to pay
• Volunteer Planning
• Any other business