Planning/Minutes/2012-08-13

Actions from last week

• Russ/will: Look up refils for the fuel tank (red diesel)
• Russ/will: Telehandler/plant insurance
• Crypt: revised shower estimates
• Crypt: revised toilet estimates
• Crypt: revised fencing estimates
• Mark: 3rd Fridge
• Clare: Vendor hours
• Haybales
• Sam: Volunteer's online form spec
• Sam: Email to volunteers
• Oni: First aid: Chase girl from twitter
• Jonty: OU Status
• Jonty: Talk to Zoe Laughlin
• kitty: T-shirt supply
• Kitty: Ink
• Crypt: bar top
• Jonty: email attendees about bringing T-shirt
• Jonty: talk to scary about BBC contacts
• Print posters for LHS
• Finalise copy for site guide
• Jonty: email Music hackspace
• Welding risk assessment
• Blacksmithing risk assessment
• Glen re 3d printing
• Contact games' groups
• contact sugru
• Bugs re biohacking
• Talk to Brian Cox & Gia
• Talk to nottinghack about their village
• Talk to independent media group for help
• Crypt to look at red tape for marking out
• Fire extinguishers
• Confirm which villages want tents
• Charles: liase with lighting over requirements
• Refunds for U5s
• Create food team?

Team Updates

Administration / Treasury / Budget (Russ / Nick)

• updated counts to include all gocardless sales (assume they'll go through)
• removed expired prepays
• current number 201 + 8~10 prepays
• £13k in bank (incl UCL money)
• £2k pending
• full confident assumes receiving cash from people
• 4 kids' tickets
• 1 day ticket
• Budget now assumes:
  • 5 day tickets
  • 5 kids' tickets
  • need to sell 60 equivalent camping tickets (260 camping equivalent sold)
• Insurance not paid and £380 (£20k contents) this will likely increase (need ~£260k)
  • finalised quote should arrive tomorrow
• google checkout require details to payout any further (Jonty's ID)
• One request for a refund
  • will refund if we make a profit
  • Refunds will be first come first served from surplus

Power (Russ/Will)

• Telehandling training happened today
• Revised DK layout, 9 in total - (9*60) £648 inc vat
  • (6 in camping, 1 near the bar, 1 outside gate for camper vans, 1 spare)
  • Need this confirmed and ordered so kit can be configured and labelled up
• Will and Benny are on a muddy telehandler training course in Sheffield
• Nat has placed the order for lighting with Impact in MK, came in at 558 (was original 1200 on budget)
  • Includes festoon for around the site (has been added to the site plan)
  • A few 500w halogens
  • 9 par38 outdoor uplighters in yellow + red, for under trees / outside venues
  • Internal lighting for only these venues; stagea,stageb,hackcenter,hq,food,gate
  • For the bar only 1x20m of festoon has been ordered, anything else will need to be ordered seperately
• Benny has located some CT for measuring the load during the event, talking to SteveAstro about borrowing a meter
• Will is trying to source scaffold for poles to support the festoon, also looking for a supplier to build the gate.
• Still need to finalise which local fuel supplier we are using.

Sanitation (Crypt)

• Toilets need to pay this week
• site visit yesterday (looking for standpipe) photos emailed to admin
  • would need keys for access
  • most of the lawn mowed
  • hay left at the moment
  • need to look at clearing grass near car park
• estimate ~£10 per bin, need ~10-15
  • suggest pop up laundry bins (£4 from ikea?) (can be found MUCH cheaper http://amzn.to/Nd228c)
  • Suggest getting a skip (possibly 2)
  • Suggest second hand sand delivery bags
  • suggest metal rings to support bin bags
  • Tying bin bags to stakes/trees?
  • ACTION buy GOOD bin bags (free bin bag in goodie bag)
  • Need: ONE SKIP. Two skips. N+1 skips.
• Showers invoice due soon ish
  • ACTION check where to put showers
  • ACTION plan getting water truck/ showers under bridge
• updated fencing cost in budget
  • ACTION buy a mop

Internet (Davidc/Jasper)

• We have brought up transit sessions to Pulsant in MK and Goscomb in London, now announcing AS13020 and 94.45.224.0/19 + 2001:67c:20a1::/48.
  • Tunnelling site addresses back to the kit at Nat's house, onsite VMs are now directly accessible.
  • Multicast peering setup with BBC R&D over LONAP, so access to various TV+Radio channels onsite.
• Jasper has configured spacefed and tested it on the wireless.
• We have ordered the backup Ubiquiti kit and some sundries.
• Our costs are now 3859, saved 700 this week by finding cheaper suppliers for items.
• Most of the switches are configured, need confirmation on DK order of 9 today to get this finished.
• Will is borrowing some servers from Bytemark to be used for onsite services, configuring them with Nat at the wkend.
• Agreed with Randomskk for antenna placement on the mast for balloon tracking, antenna + 45m of coax needs to be onsite for Tuesday night, Russ to transport.

Web Infra (Mark / Jasper)

• Sam has been trying to sort out a volunteer sign-up thing
  • Action: NEEDS HELP
• timeline updated to include cost cutoffs
  • ACTION implement euro cut off for the end of this week
  • ACTION implement gocardless & bank transfer cut offs
  • ACTION Sort out e-tickets
    • each person has some sort of random number
    • also accept photo id
    • big print out on the door
  • ACTION email all people with ticket info

Vendors (Clare)

• Cafe Chameleon have pulled out
  • cites not enough people coming to the camp to make it worth while, despite other evidence
• Have figures for buying & renting BBQs & charcoal
• Propose setting up as food vendors for weekend
  • People will be able to help, they will not need qualifications
  • ACTION talk to milliways to organise food via IRC
  • Need decision now
• First non food vendor Phenoptix
  • LEDS
  • Electronics people
  • stuff n things
  • getting table & chairs in workshop tent
• ACTION Jonty to email charles with info on universal Air's requirements for vending on Friday

Venues (Charles)

• Final order for marquees gone in (no response due to LARP)
• Confirmed with as many of the villages re getting tents
  • bytemark
  • Raspi
  • Hackspace getting a 24' tent
  • Mztek (may cancel Jonty will cover)
• ACTION Russss etc to begin plotting locations
• staging, sound & light for venue: alpha
• staging & light arranged for beta
• Bytemark are being asked to cover projectors & screens for venue
  • slow response due to alchol poisoning
• Offered Hexayurt (in Winchester)
  • need medium/large transit van to get it
    • possibly mark's? land rover
  • 1.4m x 2m
  • Want to build at least one on site (Jonty to help cover)
    • need to get wood for it
    • Buy from builder's merchant

Transport (Mark)

• Mat made it to MK for reccy
  • ACTION get hold of National express for info on using park & ride to run the shuttle from
• ACTION look at managing vehicles on site
• ACTION will book the Minibus this week
  • Find people to drive
  • Look at deferring id supply to hire company
• Van hire for big stuff from London - the beast (@LSBU, contact via Nick/George), hexayurt from Winchester
  • 2 days? (via winchester for hexayurt)
  • Pick up beery geary
  • ~£290 for 1 week of long wheel based transit

Volunteers/Stewarding/Infodesk (Sam)

• Not much to report, Sam needs to talk to volunteers

FirstAid (Oni)

• All sorted, everything is wonderful as long as everyone turns up.
• Waiting on St Johns invoice

Badge (Charles)

• Everything has arrived, except the badges themselves
• Need programming help.
• ACTION: Git repo and roping in people to help.
• Need help soldering

Sponsorship (Alex/Jonty)

• Phenoptix
  • ACTION get back to them
• Coolcomponents
• Bytemark
• OU
  • Need to liase on deals & speakers

Bar (Russ)

• Cash and carry
  • Clare has account for booker (there's one in Northampton)
  • ACTION need to check whether cash&carry /returns?
• Bar stuff can be arranged close to time
• ACTION need tills
  • Secure storage for cash
    • Car boot
    • Hotel room
    • look at night safe drops

Merchandise (Stavros/Kitty)

• Screen printing inks are expensive
• Look at buying t-shirts pre printed
  • ACTION cost screen printing vs pre printed
• Look at carrying on screen printing due to high expense of ink.
  • Alternative have all the volunteer tshirts pre-printed and some of the public for general selling.
• Cost of public tshirt sold?
  • ACTION: Volunteers to print volunteer/team t-shirts prior to the event

Media/Comms (Kitty/Naxxfish)

• Glamour shots for sponsors
• ACTION: Need ink prices by tuesday/wednesday

Communication (Jonty/Martin)

• Guardian
  • Will be online soon
• HN / Adafruit
• Should be on boing boing & make this week
  • Action as Cory to speak
• BBC x 2
  • will be filming during it
  • Requesting people to talk to about fun stuff
  • ACTION talk to them about sharing footage

Events (Jonty/Martin)

• Hexayurt
  • Want to build 2
  • also one from winchester
• More talks coming from UCL
• Villages
  • Bytemark sharing with retro gaming
• many talks keep arriving
• ACTION organise talks list
• ACTION Classify talks into workshops, meets and talks
• ACTION add abstracts to talks
• ACTION "request a talk" list
• ACTION

Streaming (Naxxfish)

• Officially made it an active team on https://wiki-archive.emfcamp.org/2012/wiki/Teams, with an induction from martind
• As it currently stands, we have enough equipment to cover vision on two stages and do live streaming, plus recordings.
• Need to firm up other AV requirements still.
• Still got quite a lot of sysadmin type things to set up - will be delegating where possible as soon as there is a proper plan (probably by the end of this evening)
• Number of sponsors approached, none especially interested. VisiononTV/donated use of tripods though.
• Will video stream via WebM/Theora from all stages, plus Ogg for audio only (EMFM etc)
• Recordings will be put onto YouTube (or something) and originals kept and mirrored. (to talk to Web team about getting the live YouTube/whatever channel on the website)
• EMFM tent wants to be located close to stages ideally!
• We need artwork/logos to make graphics! - disregard, I found https://wiki-archive.emfcamp.org/2012/wiki/Team/Communications#Logo_Pack

Topics of the Week

• What are our plans re. tickets & checkin?
  • can we issue e-tickets? how do we scan them?

• Event structure
  • Should we promote some talks as "Headliners"
  • Need an schedule to sell day tickets (themes/day?)
    • need to arrange around speaker's day
  • Spit talks into "Talks", "Meet-ups" and "Workshops"
  • let's set some key times so people can book their travel
    • opening/closing ceremony
    • shuttle service logistics

• Fit-up
  • Please update the availability grid at the top
  • If you have arrange for deliveries or collections add them in, include the agreed time and the name of the supplier

• What are we planning re. goodie bag?
  • got offer for many Ubuntu CDs -- needs followup
  • who can coordinate this?
  • e.g.: as part of ticketing queue: put boxes down, hand out items along with wristbands
  • NEED printed material and stickers
    • Map
    • info
    • need this for Monday

• Look at long term storage options

• Printed shit

• weekend walk through

• ACTION Mark to find out about haybales
  • ACTION Clare to email leslie about haybales
• ACTION organise straw for bar flooring
• ACTION: Jonty to confirm with all speakers
• ACTION: Jonty to contact Zoe Laughlin
• ACTION: Book a van for transport/yurt
• ACTION: Jonty email music hackspace
• ACTION: Jonty to email sugru
• ACTION: Jonty to Brian Cox & Gia
• ACTION: Russ to look into fire extinguishers
• ACTION: what to award prizes for (have O'Reilly books to give away)
• ACTION: Source bags for goodies (paper bags or manila envelopes - to be stamped)
• ACTION: offcut lasercutter keyring badges for goodie bag