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).

Schedule

Thursday January 28

Most folks will be arriving on this day. Nothing formal scheduled, though we'll make sure that people have the opportunity to coordinate arrival times and travel to the hotel.

Sunday January 31

Most folks will probably be leaving in the afternoon or evening on Sunday, so we should make sure we schedule the most important work for Friday and Saturday.

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.

Meetings

In #fudcon-planning.

• 1700-1800 UTC (noon-1pm EST) on Mondays
• 2100-2200 UTC (4-5pm EST) on Thursdays (our old FUDCon organizers

meeting time)

There are 6 planning meetings: March 11, 14, 18, 21, 25 and 28.

The agenda for each, until further notice, will be:

1. proposal/budget approval
2. FAD agenda-setting and logistics arrangement
3. prepwork to gear up for things specified in #2 and funded by #1.

• 2010-01-09

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.
   5. HOWTO on User Track sessions for FUDCon
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

Interested Attendees

A note on remote participation

This FAD is specifically designed to be a combined in-person/online event, echoing the FUDCon/FUDCon Live arrangement in real FUDCons so we can more effectively test the deliverables we are producing. Remote participation is crucial to the success of this FAD.

Initial interest table

#	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	??
10	Paul W. Frields	yes	in-person	in-person	Driving to event	Fredericksburg, VA
11	Dennis Gilmore	yes	in-person	in-person		Washington, IL
n+1	realname	need a hotel?	in-person - remote	in person - remote	notes	location

By location

In person

Raleigh local

• David Nalley - packaging/deployment ninja
• Max Spevack - old hand at FUDCon planning, budget ninja

Out of town

• Mel Chua (BOS) - organizing FAD, link to remotees
• Steven Parrish (???) - organized the user track for the last FUDCon in Toronto
• Jon Stanley (NYC) - makes-things-into-generalizable-procedures ninja
• Chris Tyler (YYZ) - co-organized the last FUDCon in Toronto
• Clint Savage (SLC) - FUDCon live media streaming ninja
• Paul Frields (DC) - co-organized the last FUDCon in Toronto
• John Poelstra (PDX) - Project Management ninja to keep us all on track
• Dennis Gilmore (PIA) - involved in FUDCons in NA, and LATAM, strong understanding of APAC, infrastructure person
• Someone from video streaming project (maybe) - to lead the setup, training, documentation, packaging, etc. of the video setup in person

Remote

• Yaakov Nemoy - FUDCon Live organizer
• Someone from FUDCon India team
• Someone from FUDCon LATAM team

Either in person or remote

• Justin O'Brien
• Someone from video streaming project (maybe)
• Someone from RIT (there is interest in hosting a future FUDCon at this location)

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

Logistics

Transport

As we get closer to the date, details will go here (airport pickups, rental cars, etc).

• Mel Chua is driving from RDU to BOS after the FAD and can drop people off along the way back (I am arriving a week early, so I can't take people on the way down).

Food

As we get closer to the date, details will 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	$290.80	Purchased
User:Jstanley	AA	AA 4423, JFK-RDU 01/28/2010 7:30EST	01/28/2010 09:30EST	AA 4537, RDU-JFK 01/31/2010 06:05PM	01/31/2010 7:55PM EST	$164.40	Purchased
Dennis Gilmore	AA	AA 4268, PIA-ORD 01/28/2010 10:00 CST	AA 454, ORD-RDU 01/28/2010 5:20 pm EST	AA 2091, RDU-ORD 01/31/2010 06:05PM EST	AA 4368 ORD-PIA 01/31/2010 10:25PM CST	$290.80	Purchased
Name	Carrier	Travel to FAD, departure	Travel to FAD, arrival	Travel from FAD, departure	Travel from FAD, arrival	Ticket cost
					Total to date:	$746.00

Housing

Hotel rooms in Raleigh can be had for $60/night (or less) for a double. We'll book rooms as a group, so don't make your reservations yet.

Roommate 1	Roommate 2	Check-in	Check-out	Nights	Cost	Status
Clint Savage	Paul W. Frields	Thu 2010-01-28	Sun 2010-01-31	3	$180	pending
Mel Chua	Dennis Gilmore	Thursday (Mel arriving early, Dennis arriving late)	Dennis - Sunday, Mel - Sunday or Monday	4	$240	pending
Roommate 1	Roommate 2	Check-in	Check-out	Nights	Cost	Status

Other items

• Would like to be able to buy everyone dinner at least one night of the FAD, depending on where we eat, maybe $25 x number-of-participants? (Lunch at Ole Time would be substantially less than this, for a ridiculous amount of great food.)
• Space - $0, using RH office
• Supplies - do we need anything?
• Others?

Total budget: $A+B+C+D