October 3, 2013
Present: Evan, John, Dawn, Daman, Brian, Chris, Hans, Emily
1. Sponsorship / Budget
Currently there is approx. $1,600 in the account which includes $1,000 from CAE. With the expected $4,000 from registrations and $1,500 from the Alumni we think that we'll have enough money assuming that our expenses will be similar to last years ($18.5k). The shortfall will be covered from AROSS grant (up to $15k).
- Currently we have 47 people registered. It's quite a big spike from 2 days ago when we had only 16. Possibly it is the effect of distributing 1100 flyers over the last two days.
Participant Estimated Numbers
- Regular attendees 100 - 150
- Speakers 30
- Volunteers 40
- Faculty/Staff 30
TOTAL: 200 - 250
- Decided to extend the Early Bird registration until Tuesday, Oct. 8 if possible. Registration Form is a potential problem
Actions:
- Daman to inquire Marketing about this
- Emily to change the web site (if it turns out that we can make this change)
- Evite: Hans finally got it working but learned that Marketing people don't want to send it out (seems that they always did it in the past)
Actions:
- Evan to send Evite to Alumni (agreed to give 2 ticket to them)
- Ralph to send Evite to last years attendees (get the list from Daman)
- Hans to ask the Calendar & News people to include FSOSS info in the next two Seneca News emails
- Yoav sent Evite to several Tech Media outlets
- Cathy suggested that we need to talk personally to Faculty Members and encourage them to promote FSOSS to their students
- John volunteered to hand out flyers during the meetup he was planning to go to tonight
- Decided to have a brief (15min - 20min) meeting on Wednesday, Oct 9, 10am to finalize the attendee numbers - needed for ordering food, shirts, swag
Actions:
- Emily to book the room
3. Food & swag
Actions:
- Daman to ask speakers about: dinner attendance, tshirt sizes, preferred time-slots, special requirements for their presentations (standard items available: PC, projector, wireless internet)
- Cathy to explore options regarding bags - make recommendations on Oct 10
- Chris to make recommendations for speakers swag - Oct 10
4. Other
- Dawn asked if we want demos by NexJ, MyOscar ... - Yes
- Video & Google Hangouts: Hans and Yoav are researching this. Determined that the connection has to be wired.
