Planning/Minutes/2012-08-06

Team Updates

Administration / Treasury / Budget (Russ / Nick)

• We've sold 17 new camping tickets in the last week. Portcullis have cancelled 4 of theirs and we've had one other cancellation, so net increase in tickets is 12.
• This brings the total to 132, of which 39 are un-upgraded pre-sales.
• I sent out a pre-sale reminder today which has shifted some (and 11 are portcullis who are paying, so that's actually 28 remaining).
• £5,400 plus €1,320 in the bank, as well as £2,700 in pending payments
• I have FINALLY received the remittance advice from UCL, so their money will be with us in at most 3 days.
• Cancellation insurance is not happening. The upside of this is we have saved ~£1k on the budget.
• New sponsorship from O'Reilly.
• Have applied budget reductions to AV and fencing (thanks Charles)
• STILL NO NEWS ON RUBBISH! (Can we just get a skip?!)
• Water is sounding even more ludicrous - £22 per person
• Our current break-even point is now 220 camping tickets and 30 day tickets (or equivalent).

Power (Russ/Will)

• Templant delivery will include a full tank of fuel (1000ltr), sale or return on it – we pay their cost plus 20%. Everything confirmed with him today, aiming for delivery on the Tuesday afternoon.
• Likely to run out of fuel at some point, we need to source a local fuel supplier with a small tanker that can come and fill us up. Templant also said it’ll be cheaper if we can

refill the tank ourselves before they collect it, red diesel ok.

• • Someone needs to take on this as an action
• Working on lighting order at the moment, struggling to find lighting towers that have no generator (we want 16A in)
• Telehandler booked with Ace Plant, they are asking for plant insurance certificate
• Telehandler training for Will and Benny - still to be booked
  • Will-h to book training
• Telehandler / plant insurance, we have none, we need some
  • Someone needs to take on this as an action

Sanitation (Crypt)

• We're getting skips. Fuck the professionals.
• Get skips use golf cart, telehandler & land rover to transfer to skip
• Need smaller bins (oil drums, rings on trees?)
• ACTION: Showers need to be contacted based on new estimates
• ACTION: Toilets need to be contacted based on new estimates
• ACTION: Fencing talk to them tomorrow

Internet (Davidc/Jasper)

• We have to start ordering supplies this week to be sure of getting them on time. Budget is ~£786.31, of which about half is cable. David and Will are happy to front this on credit card iff they are guaranteed repayment within 30 days...
  • Yes, no problem, send Russ receipts and they'll be paid immediately (but let's make sure we don't over-buy cable given reduced capacity)
• Remaining cables plugged in in Telehouse and tested
• UPSes, extra battery shelves and PDUs tested successfully. Approx 30 minutes runtime at 8.4A test load. 36-48 hours to charge so we need the genny up >98.5% of the time :-)
• Environmental monitor installed and tested for pretty temperature graphs.
• Cacti / phpweathermap setup.
• primary ssid's have been setup and tested (emfcamp, emfcamp-2.4ghz, emfcamp-5ghz, emfcamp-staticip)
• spacefed/spacenet setup started, we've got the shared secret etc,
  • Eduroam for hackspaces
  • John Fawlty knows about this (re LHS spacefed)
• still looking for outdoor IP camera to mount on mast, any leads?
  • Jonty might buy one

Web Infra (Mark / Jasper)

• Day tickets are ready to go, need price and quantity
• Russss says we can just float the payment systems so don't need to worry about disabling payment methods early

Vendors (Clare)

• Apologies I can't be there - migraines are my idea of Hell...
• I have got these two confirmed. I have not heard back from cafechameleon yet so will email again.
  • We have http://www.monkshoodcoffee.com/ booked from Thursday afternoon - ready to supply us hungry people who will be setting up there :D
  • We also have http://www.cafechameleon.co.uk/ who will be able to veggie and vegan food too. I am going to email them to see when they would like to arrive today.
    • Baked Bytes Bakery will be offering cakes and sweet treats. (aka Charles and Clare in a motorhome)
• ACTION: Opening hours for vendors
• Look at BBQ supply
  • Oil drums (~5) available for all
  • Sale or return on food & charcoal
  • ACTION Mark to acquire a 3rd fridge (first 2 for bars)

Venues (Charles)

• AV now restriced to 1 venue
• Tents and furniture for 2 - this av will be supplied by kindness
• ACTION: Haybales, we need them

Transport (Mark)

• Will visit the site this Fri eve to check out the Park&Ride
• Investigating a minibus, trying to find a cheaper way of renting, looking at £500ish now
• Provisional for £15 on site parking ticket (only with proof of need TBC)

Volunteers/Stewarding/Infodesk (Sam)

• Needs help creating online form for scheduling
  • ACTION: Write a specification
• ACTION: Send email to potential volunteers

FirstAid (Oni)

• First aid is going well. Just a few last orders coming in. Also, just need the space somewhere near the HQ tent reserved and out of view
• Aside from that, we have 4 people, vetted and ready to go
• Just need the tabards, space and last bits of gear to come in
• ACTION: Girl on twitter who was volunteering. Run a trace.

Badge (Charles)

• USB VID & PID obtained from the openmoko project
• Software licence will be GPLv2, not decided on hw licence
• Currently in production (in Scotland!)
• Should arrive by Friday 24th
• Any spares will be sold at the camp
• Help will be required for soldering & programming when they arrive
• Big drive to write code soon
• Possibly talk to adafruit etc about extra gear for programming & lights (avr usbtiny programmer)
• Need lanyards, charles is sponsoring

Sponsorship (Alex / Jonty)

• UCL are getting there! (Scary/Kate == AWESOME)
• UCL are sharing space on the board with manufacturing logo
• Have supplied 4~5 speakers (Scary is a supplying many)
• ACTION Jonty to talk to Zoe Laughlin re speaking
• O'Reilly have given us £500 of sponsorship + books + notepads (gubbins mean prizes)
• ACTION: martind to talk to Alex about OU: status, any chasing we can do?

Bar (Russ / Charles)

• Nothing further to report
• Should have access to transport for beer gear
• ACTION: Crypt to chase a man about a dog bar top

Merchandise (Kitty)

• ACTION: Need to look at supplying t-shirts for screen printing, really need sale-or-return
  • Can bulk buy t-shirts from about ~£0.75 (50+) http://www.buytshirtsonline.co.uk/fruit-of-the-loom-m23/classic-t-shirts-c20/american-heavy-cotton-t-shirts-4-colours-available-p2001
• ACTION: Kitty researching t-shirt ink

Communication (Jonty)

• ACTION make sure people are aware that they should bring a t-shirt for printing on
• Jonty has emailed all the spaces
• Getting coverage in various places (Hack-a-day, Hacker news)
• With sponsorship from O'Reilly hopefully getting coverage on MAKE
• BBC currently un-responsive, trying a back door (hurr)
• ACTION: Talk to Scary about BBC contacts
• Jonty talked to Register & Cory
• Now have poster that needs to be sent out
• ACTION: Need to print copies for LHS
• Stavros now working on camp guide & draft
  • ACTION: Finalise copy for this
  • Current aim is a foldable poster of the map (info on back)

Events (Jonty)

• Jonty's been to talk to music hackspace & bio hackers
  • bio-hackers are coming & putting stuff on
  • music hackers are unsure...
  • ACTION: Jonty to email music hackspace mailing list
• Blacksmith insurance (Welding?)
  • ACTION need risk assessment for blacksmithing
  • ACTION need risk assessment for welding
• Have ~50 speakers
  • Posted https://www.emfcamp.org/talks
  • Need daily coverage of basic workshops:
    • Programming the badge
    • Basic soldering
    • General programming
• Universal Air only available on Friday (quadcopters for all!)
• ACTION: talk to Glen about 3D printing
• Hexayurt need material for their yurt
• ACTION: contact games groups to organise village
  • Retro games
  • Indie games Contact might be George Buckenham
  • The rig
  • The beast (and find it) Contact is George Buckenham
• ACTION Talk to Sugru
• Have a HAM radio group coming may need to help
• ACTION talk to bugs for biohacking
• Simon Singh, Charles Stross, can't make it
• Ben Goldacre confirmed & excited, Tim Hunkin
• ACTION Talk to Brian Cox & Gia
• ACTION Talk to nottinghack about their village
• Need some help getting sound recording & streaming sorted
  • ACTION Talk to independent media group for help

Site

• Who is ordering red+white tape for marking out areas? also we need many stakes, plus material and paint to make signs.
  • ACTION: crypt to organise
• ACTION sort look at sourcing hay bales
  • Want 50 (Jonty says so)
  • Talk about sale & return (painted and un-painted)
• Fire extinguishers?
  • ACTION talk to existing suppliers for this
• Jonty and Charles need to place tent order ASAP
  • Tents need to be confirmed NOW
  • Payment 1 week before (no cash, no tent)
  • Range:
    • 24x21ft (£150)
    • 15x15ft (£120)
    • 5m 'bell tents' (£85)
  • ACTION confirm which villages want a tent (need today, cash 1 week before)
    • Milliways
    • EMFM (TBC)
    • Condorkminium (Alex Mclean) (TBC)
    • Nottinghackspace (TBC)
    • LHS
    • Radio (TBC)
    • MzTEkKk (TBC)
    • 3D printing (confirm the actual village first)
• Tents we want:
  • 2x Bell tents (Jonty and nick)

Lighting

• How many tents are we providing?
  • ACTION: Charles to liaise
  • I know of hq, stage1, stage2, hackcenter - thinking about asking for 6 emergency exit lights??

Shiny

• Jonty will now cover laser shiny
• Charles has decided to make the floaty video wall himself, reducing cost
  • PCBs being made by stickleback, who we love
• Gate is sorted (sort of)
  • Needs scaffoldings
  • Tom Wyatt is making a flame thrower
  • Need EL wire
• Net will be picked up

Topics of the Week

• Day ticket prices no right to camp, no badge
  • £29
• Free or v cheap young children tickets?
  • Free for under 5
  • ACTION Refunds to already bought U5's
  • General child/teen policy: who needs what level of adult supervision? Who can come alone?
    • We will treat it on a case-by-case basis; "at our discretion". All under 18s on site need to be registered with us.
• In the run up to the event, should we hold quick mid week irc meetings?
  • Yes
  • mainly to check up on people

Actions

• SamLR to email Bugs about doing a microbiology talk
• LOCATE THE BEAST
• ACTION: create team food (organise food from 'general store', tea urns etc)