Planning/Minutes/2012-05-21

From Electromagnetic Field

Contents

Agenda

  • CfP summary so far
  • Pre-sales status
  • Org structure, teams, documentation
  • Team updates
    • Admin, Treasury
    • Power
    • Internet
    • Discuss best structure for "Toilets/Water/Rubbish/Shower" teams
    • Finalise whether we want showers and waste water or not Proposing a "showers" team
    • New "Venues" team
    • Proposing a "performances" team
    • Proposing a "web infrastructure" team
    • Proposing a "parking/traffic management/shuttle bus/offsite logistics" team
    • Update on "Sponsors" team
  • Community outreach (let's start soon)
  • Considerations for accessibility
  • Determine next meeting venue (Ideally: serves meals, decent tables, quiet, wifi)

Minutes

CfP

  • emailed the CfP to most UK hackerspaces, and some key dorkbots
  • misc communities started discussions on their mailing lists
  • others contacted CCC, L1600, hackerspaces.nl, etc
  • more promotion still encouraged
  • cf Events/CfP

Ticket Pre-Sales

  • a few tasks left on the ticket sales system
  • could open website tomorrow if needed
  • will discuss launch sequence later
  • still no news regarding EU bank account
    • TODO jonty: nag russ tomorrow
    • TODO: russ: provide mark with staging login
  • will release 250 tickets in pre-sales
    • TODO: paul to ensure this covers downpayments
  • pre-sales tickets will get £5 discount
  • likely: £30 deposit; final ticket price ceiling of ~£95
  • TODO: jonty: find a front-end person/designer for final UX tweaks
  • schedule:
    • insurance needs to be paid at the end of the month; other downpayments can wait
    • crypt will aim for code complete by Wednesday
    • initially will do a soft launch
  • TODO: russ to set up server backups

Org structure, teams, documentation

How to introduce newcomers to current planning status?

  • Charles had to do it the hard way (reading wiki pages)
  • do we need better documentation?
  • definitely must spend some time doing in-person briefings with new people
    • introduce them to key contacts
    • give them time to ask lots of questions
  • note: not everybody needs to know everything

Org Structure proposal

  • Cf. User:Martind/Org_Structure
  • will start adopting some key bits (mostly: team structures)
  • team coordinators (primary, secondary)
    • appointed by the team
    • primary needs to be present at meetings
    • best chosen by merit, not personal preference
  • TODO: martind to extract these core bits and make them official

Meeting structure:

  • Cf. User:Martind/Org_Structure
  • differentiate round of updates from free-form discussions?
  • always need a chair and minute-taker
    • but: may be hard to find someone to volunteer for the "chair" role as outlined in this proposal: much hard work, little personal benefit
    • for now we can rotate, has worked well so far

Team structure updates:

  • cf. User:Martind/Teams
  • made some tweaks (e.g. secondary contacts)
  • DECISION: we can adopt this
    • TODO: martind: make official on wiki

Team Updates

Admin

  • TODO: new second contact: Paul2
  • updated insurance quotes
    • ~£450 liability insurance
    • event cancellation insurance: pending ("flood-plane" discussions; flood risk likely more substantial than expected according to environment agency. Has no practical implications for us, but has implications on insurance cost.)

Treasury

  • increased power budget by £2.5k after last week's discussion
  • will add showers to budget soon, and increase water budget accordingly
  • First Aid: should discuss with more First Aiders
    • TODO: jonty to talk to Mark of St John's (?)

Power

  • Benny still convinced that we can do all power under £5k
  • atm still cautiously over-budgeting at £10k

Internet

  • detailed status update at: Internet/Reports/2012-05-21
  • current options: radio uplink or FTTP; both not final yet
  • currently assessing requirements for kit
  • data centre discussions: going well, but still not have had a definite commitment
    • chasing them atm
  • requesting quotes for microwave links
  • want to talk to Cisco for wifi access points (looking for a good contact atm)
  • currently determining budget and modalities for a survey by BT engineer
    • would like ~£100 out of pre-sales budget for this
  • TODO: jasper talk to Osmosoft, BT Labs
  • radio masts
    • Artag had a look at the mast (it's on Flickr): "needs work", "it's large"
    • Phil has the right expertise for this, and has more masts
    • would like to do a proper site visit with test run (with Artag, Jasper, Phil, Mark, others)
    • TODO: Mark: send land rover to MK (for Jasper)
  • TODO: Russ, Jasper: insurance to cover loaned Internet kit
  • atm preparing temporary IP range
  • TODO: russ: will power cabinets be usable for network equipment?
    • TODO: Jasper: start talking to Benny (there are more questions)

Sanitation

  • new "Sanitation" team: water, toilets, showers, rubbish
    • crypt is primary; paul secondary
    • TODO: paul to hand anything over to crypt?
  • toilets
    • minimum hire for toilets is 1 week; so they will be there for site setup (likely: Wed-Tue)
    • DONE: martind: add that to timeline
  • rubbish
    • need better estimates
  • showers
    • Long mailing list discussion: Do we need showers?.
    • DECISION: yes, we will get showers
    • Paul/Artag were getting quotes; updating budget now
      • TODO: paul/crypt to get more quotes
    • are we paying them via tickets, or selling shower passes?
      • DECISION: part of ticket price. much less work on our side
  • water
    • do we prefer mains supply, or tank? (final prices for the former tbd)
    • mains water depends on land survey; potentially large savings
    • DECISION: we will pay for the survey, but still advance both options

Venues

  • our planned venue capacity:
    • smaller HQ tent
    • two large stage tents
    • one large workshop tent
    • a few small tents for security etc
  • we can also rent out further tents to villages
  • need any other tents? speak to charles
  • Bars will be treated separately

Bars

  • new team (russ is primary, clare is secondary)
  • plan remains to put them under the motorway
    • still need to verify that the bridge doesn't leak when it rains
    • we won't be able to attach anything to the bridge itself
  • do we need flooring?
    • TODO: russ: tell Charles your furniture requirements (flooring, bar furniture, emergency lighting)
  • bar logistics will come later

Proposed "Performances" team

  • Talked to music hackspace: "performances" team; they're keen to help out
  • need to determine: will they mainly use the main venues, or should they have a dedicated village
  • also need to determine how this will fit into the events/talks/workshops structure
  • DECISION: "performances" activities should remains part of the "events" team
  • TODO: russ: document known licensing/noise restrictions, regulations
  • TODO: martind to update music hackspace people: will put you in touch with the "events" team to discuss details (once it exists); and: discuss a dedicated village

Web infrastructure

  • team stands now (primary is Mark, crypt secondary)
  • remit atm: "website etc."

Transport

  • suggested new team
  • proposed remit: "parking, traffic management, camp directions, shuttle bus"
  • coordinates closely with onsite logistics
  • TODO: russ: put on timeline: book a shuttle bus soon
  • TODO: russ: talk to MKPT about parking options; and check if we can have a few car spaces on site (including camper vans)
  • TODO: jonty: ask list for volunteers to take this on

Sponsors

  • need a new person to take on sponsors
  • atm mostly about conversations with companies we already know
  • don't yet have a good single point of contact (diligent secretarial role)
  • TODO: martind: arrange meeting with Alex, Andi, Marc, Jasper: sponsorship & funding team asap (this week)

Vendors

  • new primary: Clare
  • remit: anything relating to sales (incl food), and providing marquee rentals to vendors

Community Outreach

  • experience from CfP has shown: the best responses come when there's an existing personal connection
  • time talking to communities directly will be time well spent
  • jonty will speak at DC; talking to a local Dorkbot on Thur via Skype
  • will also soon approach prospective speakers
    • TODO: jonty to ask on twitter: "who would you like to see speak?"

Accessibility considerations

  • "a rare case where we know nothing about the regulatory aspects"
  • TODO: crypt: during ticket sales: ask for need for disabled access, particularly wheelchair access
  • aim to make accessible: shower, toilets, venue tents
  • TODO: charles, russ: start inquiring about regulatory details, ask the community etc

Site visit

  • aims: discuss site plan, sit down with local collaborators, invite any communities that want to check out the site
  • suggestion: Sat 9 June
  • TODO: jonty: send out invitation with some details tomorrow

Badges

  • Charles had sent a proposal
  • if we have badges then they will be sponsored or for purchase; they won't come out of the camp budget
  • (main discussion was moved outside this planning meeting to a smaller group)

  • just caught up with Stavros; he says he's working on drafts now and will be in touch soon

Next meeting

  • Monday 28 May, Mason & Taylor, 19:30 for 20:00 as usual
  • TODO: martind: email the list: suggestions for meetup venues?
  • TODO: martind: file tickets for all tasks, send around a link
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