Planning/Minutes/2012-04-23
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Contents |
Agenda
- Coordinator responsibilities
- proposal: when a coordinator cannot attend a weekly meeting they need to find an alternate by mid-day, and brief them
- proposal: every coordinator not in London gets a designated local contact, to avoid confusion.
- Russ offers designated contact for Beeny
- Internet: natm talked to a Bluesquare contact, they're interested! (Jasper has details.) Is help with Internet access reason enough to break our "no free tickets" rule?
- need to check regulatory requirements for self-made power boxes
- how can we include local MK community?
- kids: do we allow / age range limitations? how much do we charge for kids?
- need to start planning villages (did someone volunteer for that?)
- should organise Skype call or meeting with organisers of HAR, CCC etc
- how much rubbish do we expect to produce? Pls contribute to Rubbish
- Consider Timeline
- Ticket Sales/Payments
Minutes
Attendees: Crypt, Martind, Aden, Jasper, Jonty, Paul, Russ
Toilets
- Crypt has spreadsheet which he will publish early this week
- Emptying and cleaning - Recommended emptying once on middle day for a 3 day event (what about the lesser number onsite before afterwards? also we are now talking about a 4 day event in reality...)
- Cleaning can be down ourselves with a hosepipe - we need a hosepipe, volunteers etc.
- Decision: 10 toilets + 4 urinals
- Will the delivery vehicle fit under bridge? Russ to confirm height. Crypt to check vehicle
- 4 suppliers (2 only do toilets, 2 do toilets /and/ fencing)
Fencing
- 20% deposit required
- Can the fencing people to drop them around the site? We can put them up, but need the panels and bases distributed ideally. If they can't do this this is a big issue... Will require a lot of manpower. Crypt to check details on this.
- Paul to confirm with BMXers that they won't use the site.
- RFID tags worth considering but £500 rather than £100, interesting data point
Internet
- Jasper to chase up Bluesq contact
- Equipment: Simon(?) has 2 Cisco switches to add to stash. And a pair to loan from BlueSQ.
- Estimated ethernet ports needed: 150-200
- Wifi kit needed
- Aden and Crypt to contact Cisco.
- Jasper to email uknot and be trolled but hopefully get some good leads :)
- Event management plan is progressing Russ and Martind to speak with net audio also include sponsorship pack questions
Logo
- Logo contest: 2 designers on short list? There will probably be no logo before presales.
- Martind to meet with more designers
Sponsorship
- A&A sponsorship needs following up - Jonty to chase up drrk and plett on IRC
- Could A&A/Other provide a backup Internet option? or Money?
- Royal mail to sponsor hack camp? Requires discussion. Jonty to reply.
- What do sponsors get/want?
- Jonty has uploaded his pictures
- Russ has made a Timeline/milestones page on the wiki
- Event finishes at 12:00 Monday. This makes it more like a 4 day event in terms of hire charges etc
Coordination
- We need to have a coordinator for things - Most people local, but delegates for those who aren't
- Make a wiki page with a responsibility matrix - Paul to do
Power
- Some progress...
- Onsite power supply? Assume we can't use it for now. Benny to look into details. Budget as if this doesn't exist
- Distribution and relevant legislation research ongoing. Use meter cabinets for power distribution. Build vs hire. Might be tight for networking kit. £20-30 to buy
- What is the largest generator that will fit under the bridge?
Land/Local
- Russ spoke to MKPT about using under bridge and field other side. Seems fine. Need to let them know what we are using them for
- Site visit. To be organised by Jonty for those who haven't seen the site
- How can we include the local community? Amateur radio, astronomy club etc? FE college? Jonty to research. Buckinghamshire *. Cranfield Uni, Bletchley, Open Uni?
Children
- Requires a lot of extra work. All children will pay full price. Wait for survey results, but need decision before we sell tickets
- What threshold do we consider too much for the event? (In terms of overhead,cost,time etc.) 10%? (50 children!)
Coordination
- Planning villages needs to start. Need a coordinator. Need to take into account specific requirements such as power, networking, space etc
- Site planner
- Tents coordinator
- Talks coordinator (Is martind)
- Concessions coordinator
- Concessions will be provided with power and water only. Need to book people in
- Food requires safety certs etc need to be checked
Water
- MKPT are OK to put standing water pipe in
- Anglian Water quoted around £700+VAT
- Need signed letter from MKPT to continue with this. Russ to coordinate with MKPT and Anglian Water
- Showers? Probably not but might as well get prices
- Where does run off from sinks go? Drainage needs to be dealt with. Russ to investigate
- We should probably call CCC and HAR etc. Skype call? Email? Jonty needs contacts.
- We need a list of questions to ask
Rubbish
- Paul to ask Will-h about rubbish
- Russ to look into recycling
- What about coals/BBQs disposal?
- There will be no glass onsite
- We are soon going to try to take money for presales tickets.
- Gocardless will be used for most (but requires a UK bank account)
- Still need card processors. Who did CCC use? No Bitcoin.
Questionnaire
- 5 simple questions from Jonty. To be published ASAP.
Parking
- Still needs to be sorted...