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.

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.

• 2010-01-15 freeseer tech discussion
• 2010-01-11 planning meeting 2
• 2010-01-09 planning meeting 1

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.

Friday January 29 - Sunday January 31

We will be meeting in the Augusta National conference room on the 5th floor of Red Hat's Venture III building. Since you need badge access, we should all meet in the lobby of the building at 9:30 AM each day.

Friday January 29

9:30 AM -- Start.

1:00 PM -- Lunch will be delivered.

Proposed social event -- Avatar on the IMAX 3-D screen.

Saturday January 30

9:30 AM -- Start.

1:00 PM -- Lunch will be delivered.

Proposed social event -- Any ideas???

Sunday January 31

9:30 AM -- Start.

1:00 PM -- Lunch will be figured out, depending how many people are still at the FAD.

Afternoon -- Unscheduled, so that we have flexibility for final wrap-up activities.

Attendees

#	FAS Name & Full Name	in-person or remote?
1	Mel Chua	in-person
2	Steven Parrish	in-person? Need travel details.
3	Jon Stanley	in-person
4	David Nalley	in-person
5	Yaakov M. Nemoy	remote
6	Max Spevack	in-person
7	Clint Savage	in-person
8	Chris Tyler	in-person
9	Justin O'Brien	remote
10	Paul W. Frields	in-person
11	Dennis Gilmore	in-person
12	Andrew Ross	remote
13	Thanh Ha	remote

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.

TODO

• Mel -- get the attendee list finalized by January 17th, and any remaining travel purchased.
• Mel -- find out the subset of attendees who need a hotel room, and ask them to pair up with roommates. Max's credit card can/will pay the bills.
• Max -- sort out meals and social activities.
• In a planning meeting -- break the goals list down into sessions and slot those sessions into the different days that are available, and the collaboration tools that we're going to use and the specific deliverables that we want to achieve.
• Mel -- Figure out what the actual plan for remote participation is.
• ??? -- Sort out transporation.
• Max & Mel -- file expense reports.

Logistics & budget

Transportation

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).

Travel

Contributor	Carrier	Depart	Arrive	Depart	Arrive	Cost	Status
Mel Chua	The Melmobile	Will be in town from 1/24 for other business	1/24	Sunday	Sunday	$0	no action needed, just noting here
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
Paul Frields	The FPL-mobile	Thursday	Thursday	Sunday	Sunday	$50 for gas	APPROVED
Chris Tyler	Delta	Delta 6498 YYZ-JFK 11:50am	Delta 5482 JFK-RDU 4:35pm	Delta 6580 RDU-JFK 5:00pm	Delta 6763 JFK-YYZ 10:00pm	$489.70	PURCHASED
					Total to date:	$1285.70
Name	Carrier	Travel to FAD, departure	Travel to FAD, arrival	Travel from FAD, departure	Travel from FAD, arrival	Ticket cost

Lodging

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	approved
Mel Chua	Dennis Gilmore	Thursday	Sunday	3	$180	approved
Chris Tyler	David Nalley?	Thursday	Sunday	3	$180	pending
Jon Stanley	Steven Parrish?	Thursday	Sunday	3	$180	pending
Roommate 1	Roommate 2	Check-in	Check-out	Nights	Cost	Status
			Total to date:	12	$720

Total budget so far

• Original budget -- $3,000
• Travel commitments -- $1285.70
• Lodging commitments -- $720.00
• Remaining funds -- $994.30

Purpose and goals

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.

Primary goals

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
      1. Possible expansion to be more family-friendly?
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 goals

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