Events FAD 2010

This is the main page for the 2010 Events FAD, which is a FAD focused on tools, infrastructure, and materials for Fedora events, with a focus on FUDCons (though much of the work will likely be reusable for FADs themselves).

Status

Discussion and coordination are happening on the fudcon-planning list, but this wiki page is the canonical reference to the status of this event's planning.

Purpose

A FUDCon whose planning starts after March 2011 should be able to be executed without planning assistance from CommArch/Fedora Engineering beyond the initial approval of the FUDCon, the writing of checks, and participating as ordinary attendees/volunteers.

Goals

Primary

1. Timeline for planning future FUDCons
   1. An annual cycle/calendar of which regional FUDCon happens during which quarter (i.e. NA FUDCon in Q3, LATAM FUDCon in Q4, or whatever the arrangement ends up being)
   2. A list of FUDCons targeted for planning from now through March 2011
2. A revised and expanded edition of https://fedoraproject.org/wiki/FUDCon/Organization prepared for the organizers of the next FUDCon in the planning queue
   1. Consider the "we broke Barcamp" bug from FUDCon Toronto - how do we scale up with registration and session scheduling? (non-software - the Secondary item is software.)
   2. Define who is needed from RH and the community (who as in what groups, infrastructure, QA, FE, etc. ) to make a successful event
   3. Create a location bid process, including a minimum standard for the type of facility needed to host the event. (ie. number and size of rooms, A/V, location in regards to food & transportation)
   4. A clearly defined sponsorship timeline, publication process, and selection process for assigning travel funding to community members who need it, and an accounting system to support it.
3. A recording / remote participation solution (FUDCon Live) This is the major project/piece of development work that will be undertaken during the FAD; development may not be complete, but a usable solution should be out, with a roadmap for future improvement.

Secondary

1. A scaleable event registration and session scheduling solution (software - the Primary item is non-software.)
2. A repository of FUDCon templates and materials (letters, posters, etc) with instructions for customization
3. A FUDCon effectiveness feedback survey that can be used to chart our improvement over time

Date and location

Red Hat HQ in Raleigh, NC - Jan 29-31, 2010 (Fri-Sun), logistics-wrangler is Mel Chua.

Interested Attendees

#	FAS Name & Full Name	Hotel	Option 1	Option 2	Comment	Location
1	Mel Chua	or couchsurf	in-person	in-person	possibly driving, if there's carpool interest	Boston MA
2	Steven Parrish	N/A	in-person	in-person		??
3	Jon Stanley	yes, or something	in-person	in-person	(note that this conflicts with my birthday and I'll be expecting a big party! :) )	NYC
4	David Nalley	preferably	in-person	in-person		Raleigh
5	Yaakov M. Nemoy	N/A	conflicts with Fosdem	remote	air fare runs in the 900 USD range, in-person is not a likely possibility, hoping for good online interaction, fedora talk might be an option
6	MaxSpevack	no	conflicts with FOSDEM	in-person		Raleigh
7	Clint Savage	likely, yes	in-person	in-person	my flight is currently $250 round trip, which seems feasible. I'm highly interested in participating	Salt Lake City, UT
8	Chris Tyler	yes (if in person)	in-person (or remote)	in-person (or remote)		Toronto
9	Justin O'Brien	I would need a hotel	I would love to be in-person	remote would be ok too	doesn't expect anything since I'm new	??
n+1	realname	need a hotel?	in-person - remote	in person - remote	notes	location

A note on remote participation

20:05:28 <@stickster> Oh wait -- didn't we talk about making this more of an 
                      online event?
20:05:48  * stickster thinks that might have been Max's idea because it would 
          allow more participation... what's your take on that?
20:11:21 < mchua> stickster: the "how do we record events?" folks will have a 
                  hard time testing if they're not in person
20:12:22 < mchua> stickster: I think having it as a joint physical/online - not 
                  worrying about getting everyone over, but having a few people 
                  in the same location so the recording team can test - would 
                  work well
20:12:30 < mchua> stickster: echoing the FUDCon/FUDCon Live arrangement, 
                  basically
20:12:33 <@stickster> WORKSFORME.

Planning Prerequisites

See the How to organize a FAD list; you can keep your to-do list here.

• Completed work item
• Work out budget
• Decide on Dates and Location
• Arrange Facilities
• List Resources
• Be Somewhat Structured
• Arrange Lodging
• Arrange Refreshments
• Arrange a Social Event
• Negotiate airline discount
• Verify network infrastructure exists and is up to the task
• Another action item

Plan

1. Location:
2. Date:
3. Schedule
   • Participants arrive at THIS_TIME_AND_DATE
   • Schedule item
   • Schedule item
   • Schedule item
   • Participants leave at THIS_TIME_AND_DATE
4. Important skills (one or more)
   • skill
   • skill
   • skill
5. Personnel (people who might fit the bill)
   • Name (location, role) Confirmed? (Y/N)
   • Name (location, role) Confirmed? (Y/N)
   • Name (location, role) Confirmed? (Y/N)
   • others?
6. Other considerations
   • Contributor V can offer a living room for evening social gatherings.
   • Contributor W has a car and is willing to do airport pick-ups.
   • Contributor X needs as much advance notice as possible.
   • Contributor Y has a schedule that is better on Fridays than on Tuesdays, and prefers weekend times after 4:28 AM.
   • Contributor Z is allergic to peanuts.

Logistics

Snacks/Beverages: Details go here.

Lunch: Details go here.

Dinner: Details go here.

Budget

Travel

Contributor	Carrier	Depart	Arrive	Depart	Arrive	Cost	Status
Clint Savage	Delta	01/28/2010 1:50pm MST	01/28/2010 9:45pm EST	01/31/2010 6:00pm EST	01/31/2010 11:41pm MST	~$286	Not Purchased Yet
Name	Carrier	Travel to FAD, departure	Travel to FAD, arrival	Travel from FAD, departure	Travel from FAD, arrival	Ticket cost
Name	Carrier	Travel to FAD, departure	Travel to FAD, arrival	Travel from FAD, departure	Travel from FAD, arrival	Ticket cost

Housing

Hotel rooms in Raleigh can be had for $60/night (or less) for a double.

Roommate 1	Roommate 2	Check-in	Check-out	Cost	Status
Clint Savage	roommate needed				pending
Mel Chua	roommate needed (F but fine with rooming with a guy)	Thursday (may come early)	Monday (may stay late)	At least $240 ($60 x 4 nights)	pending
Roommate 1	Roommate 2	Check-in	Check-out	Cost	Status

1. Travel: $A for airfare, bus, train, etc. funding needed to get attendees to the FAD
2. Housing: $B for hotel, etc. needed to have attendees sleep during the FAD
   • link to hotel room booking website, if applicable
3. Space: $C for renting space to hack in, if applicable
   • address and travel details for the space
4. Supplies: $D for anything else you may need
   • item
   • item
   • item

Total budget: $A+B+C+D