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* Mel -- finalize transportation plan back to the airport.
* Mel -- finalize transportation plan back to the airport.
* Max & Mel -- file expense reports.
* Max & Mel -- file expense reports.
== Pages we've worked on ==
* [[FUDCon]]


== Schedule ==
== Schedule ==

Revision as of 14:14, 31 January 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).

Remaining TODOs

  • Max -- pay for everything hotel-related.
  • Mel -- finalize transportation plan back to the airport.
  • Max & Mel -- file expense reports.

Pages we've worked on

Schedule

Thursday January 28

Most folks will be arriving on this day. Nothing formal scheduled, though see below where we are coordinating arrival times and travel to the hotel.

Friday January 29 - Sunday January 31

Since you need badge access, we should all meet in the lobby of the building at 9:30 AM each day.

We will be meeting in the Augusta National conference room on the 5th floor of Red Hat's Venture III building. We also have the Colgate conference room on the 4th floor.

All times listed are Eastern Standard Time (UTC -5).

Friday January 29

Winter storm warning
The weather forecast calls for snow Friday night through Saturday afternoon. Accumulation 2-5 inches probable. This could affect our Friday social event and our Saturday plans.

9:30 AM -- Start. Short opening talk by Max to make sure everyone knows what's going on from a logistics point of view, remind folks of the goals for the weekend, and documentation/publicity of our FAD. Make sure that remote participation is up and running properly. Update: Make plans in case of inclement weather.

10:00 AM - 1:00 PM -- Break up into our two tracks.

10:30 AM - AVBox track begins hacking in #freeseer. FUDCon 2.0 track is iterating on FUDCon#FUDCon_calendar.

1:00 PM - 2:00 PM -- Lunch will be delivered. Sub sandwiches from Jimmy John's, chips & drinks from Daddy Shadowman.

2:00 PM - 6:00 PM -- Break up into our two tracks.

5:00 PM -- Hard stop for Max, who has to run an errand that can't be avoided before the social event.

6:00 PM -- Hard stop for everyone else, so that we can clean up and make it to our social event on time.

7:10 PM -- Avatar on the IMAX 3-D screen. See below.

Saturday January 30

9:30 AM -- Review the previous day's achievements with folks who were in the other track, and state the goals for the day.

10:00 AM - 1:00 PM -- Break up into our two tracks.

1:00 PM - 2:00 PM -- Lunch will be delivered.

2:00 PM - 6:30 PM -- Break up into our two tracks.

6:30 PM -- Wrap up somewhere around here, and proceed to The Flying Saucer.

Sunday January 31

9:30 AM -- Review the previous day's achievements with folks who were in the other track, and state the goals for the day.

10:00 AM - 1:00 PM -- Break up into our two tracks.

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.

Make sure that you take time to wrap up documentation of achievements, blogging, and post-FAD plans, or that you do this post-FAD.

Tracks

Track #1 -- FUDCon 2.0

Primary owner: Max

Overall goals

Refresh the entire "Premier Fedora Events" idea in our community. Break it down to first principles and build it back up, eventually refining processes, decision-making, and ownership. Then put this into practice as we plan 2010.

Friday

Basically a design thinking day. We'll start with an introduction to the design thinking process.

Here is an initial set of ideas, to seed the session:

  • At its core, what is FUDCon? What purpose is it meant to have?
  • If we were starting with the FUDCon idea right now, what are the goals that FUDCons should have? Both from the regional and annual perspective, as well as from the user or developer perspective. How do we decide what constitutes a good FUDCon? Does the formula need to be the same everywhere?
  • How do FADs interact with the FUDCon idea? Are we properly incentivizing people to hold them? What needs to be changed?
  • Are there any big holes or things not being achieved within Fedora that the FUDCon/FAD model could be modified to solve?
  • Generalized annual FUDCon cycle/calendar with FUDCons and Important Regional FADs and suggested times for them.
  • Expand that generalized list out into the next 18 months, or so.
  • What do we do with the following pages?
  • BarCamp -- have we outgrown it, or did we Do It Wrong in Toronto? How do we scale event registration and sessions scheduling? Is a set of wiki pages for a FUDCon still ok?
  • What is the ownership model for FUDCons and/or FADs? Who is needed? When does it need a stamp of approval to call itself a FUDCon or a FAD? What is the RACI?
  • How do we encourage people to do the "due diligence" and set up an informal sort of "bid process" around possible locations for FUDCons and FADs? What sorts of facilities are the minimum required?
  • How do we break down budget for a FUDCon or a FAD, and what does the sponsorship process look like?
  • User versus Developer.
  • Possible expansion to be more family friendly?
  • A repository of FUDCon templates and materials (letters, posters, etc) with instructions for customization.
  • FUDCon survey that can be used to chart our improvement over time.

Saturday

See Max's summary email of progress from Saturday evening.

Action Items for Saturday
  1. Generic calendar FUDcons and Ambasador FAD with regional breakdowns
  2. 2010 instances communication
  3. Bid process incorporating old locations wiki page
  4. Define things that received good feedback and should be constant
  5. List suggestions for improvement that we need to act on
  6. HOWTO + Organization Page
  7. Clear attendee sponsorship process
Documents to draft

Here are the list of documents that we are teaming up to write and make available.

  • Bid process and bid content -- Max, David
    • This document will fix:
      • Less reliance on CommArch -- community ownership
      • Regional planned events by regional folks
      • Better local involvement
      • Establish approval process for FUDCon occurrence
    • This document might fix:
      • Budget process
      • Food details
      • Location (south in winter, north in summer)
      • Whether to attach to other major events
  • HOWTO run a FUDCon -- Chris, Mel
    • This document will fix:
      • Ownership model -- RACI
      • Budget process
      • Repository of materials needed
      • Have clear deliverables for a FUDCon event
    • This document might fix:
      • More social interaction
      • Encouraging new contributors to join
      • Providing a forum where people can ask "By the way" questions
      • Better on-ramping -- promoting connection to the community
      • Does not kill anyone
  • Clear attendee sponsorship process doc -- Paul, Steven -- DONE! Refer to Sponsoring event attendees
    • This document will fix:
      • Better budget/sponsorship process and tools

Sunday

Basically a testing and putting-into-practice day.

Testers of Saturday's work (in #fudcon-planning)

  • 9:00 AM - 11:00 aM: FUDCon LATAM (Rodrigo Padula)

Track #2 -- FUDCon Live

Primary owner: Clint / Yaakov

Overall goals

  1. -- Define use cases for freeseer with regard to Fedora (and other community) events.
  2. -- Build freeseer software to meet top 2 or 3 use cases, beyond it's current capability.
  3. -- Get freeseer packaged into Fedora, including any gstreamer stuff that needs to happen.
  4. -- Get equipment purchased, tested, documented, etc.
  5. -- Create and test the participation and usage documentation, so that folks can run a FUDCon/FAD Live!
  6. -- Review the survey results and decide what we can do to make FUDCon/FAD Live a better experience
    1. Decide what our goals are
    2. Decide on the results we should see on the following survey
    3. Identify changes and the expected results
    4. After the next event or two, see if we've made improvement
  7. -- Document whatever is needed for worldwide replication, and any roadmap needed for future improvement.

Friday

The who's-working-on-freeseer-when schedule is available on the freeseer wiki.

  • As much of 1 and 2 as possible.
  • Determine current state of 4 and where we need to get.
  • Get any needed parts for 1 and 2.
  • Discuss 5.

Saturday

  • Accomplish the remainder of 2.
  • Testing and progress of 1 with new versions of 2.
  • Discuss 5 if not already done.
  • Begin 3.

Sunday

  • Finish 3.
  • Discuss 6 if not already done.
  • 7.

Wrap up the FUDCon Live page.

Attendees

# FAS Name &
Full Name		 in-person or remote? remote attendance
1 Mel Chua in-person
2 Steven Parrish in-person
3 Jon Stanley in-person
4 David Nalley in-person
5 Yaakov M. Nemoy remote I don't think i can make it for most of friday except the first hour
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
14 John Rose remote
15 Rodrigo Padula remote

A note on remote participation

Live log

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.

There is no prep needed for remote participation: just show up on IRC. Anything else we need to do at that point, we'll figure out at that point.

Remote participation will be coordinated over IRC. The main channel for the FAD will be #fad, with freeseer hacking happening in #freeseer.

  • 9:30am on Friday: kickoff in-person and on #fad
  • 10:30am on Friday: freeseer hacking kickoff in #freeseer

Further updates on remote participation will happen both in-channel and on the fudcon-planning mailing list. Generally speaking, we will be in #fad during the day when we are working on FAD things; please pop in and say hi and we'll help you get started.

Logistics & budget

Transportation

Airport pickups:

  • Chris Tyler arrives Delta 5482 JFK-RDU 4:35pm. Pickup: Mel Chua
  • Dennis Gilmore arrives AA 454, ORD-RDU 5:20 pm EST. Pickup: NEEDED
  • Clint Savage and Jon Stanley arrive 9:45pm EST and 9:30pm EST respectively. Pickup: NEEDED

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 4157, PIA-ORD 01/28/2010 5:55 PM CST AA 3881, ORD-RDU 01/28/2010 10:40 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
David Nalley Nalley-mobile Thursday Thursday Sunday Sunday $50 for gas APPROVED
People traveling by plane, returning to RDU airport Supershuttle $100 budgeted
Total to date: $1435.70
Name Carrier Travel to FAD, departure Travel to FAD, arrival Travel from FAD, departure Travel from FAD, arrival Ticket cost

Lodging

We will be staying at: 

Best Western Cary Inn And Extended Stay
1722 Walnut Street
Cary, NC 27511 US

Four nonsmoking double rooms with microfridges have been booked, see roommate pairings below.

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 see below booked
Jon Stanley Dennis Gilmore Thursday Sunday 3 see below approved
Chris Tyler David Nalley Thursday Sunday 3 see below booked
Mel Chua Thursday Sunday 3 see below booked
Conference room Saturday Sunday 2 $86.20 x 2 Paul paid; Mel will file and paypal Paul.
Roommate 1 Roommate 2 Check-in Check-out Nights Cost Status
Total to date: 12 $832.28

Equipment budget

What we don't spend on travel, we'll spend on getting equipment to start making this an option for Events Kits.

Things we could get:


Item Price
vga2usb $319.90 (with shipping - you can track our package here.)
minidv camcorder $186.49
Total to date: $506.39

Total budget so far

  • Original budget -- $3,000
  • Travel commitments -- $1435.70
  • Lodging -- $659.88
  • Equipment (so far) -- $506.39
  • Remaining funds -- $396.03

Equipment

If you're bringing toys - by which we mean "A/V equipment" - to play with during this FAD, list it here so we know what we've got to play with.

What is it? What is it for? Who is bringing it?
Zoom H2 High-quality USB microphone/mp3-to-SD card audio recorder Mel Chua
MiniDV camcorder +cable, can be used for live IEEE-1394 source Paul W. Frields
Alesis 1202 VLZ mixer mixer on hand if needed Paul W. Frields
Miscellaneous microphones hi-quality handheld dynamic, one large condenser Paul W. Frields
Various cables The band box o' doom, mostly 1/4" and XLR Paul W. Frields
Alesis 4-Channel Mixer (2) Mixing audio Clint Savage
logitech 720p usb webcam capturing video Dennis Gilmore
v4l-compatible webcam w/ mic Capturing video Chris Tyler
What is it? What is it for? Who is bringing it?

Avatar

We have the ability to get a discount on pre-ordered concessions. You can get a small box of popcorn and your choice of Coke, Diet Coke, Sprite, Orange Fanta, Dr Pepper, Powerade or bottled water. It comes as a combo pack, so you have to get both the popcorn and the drink, but you can give it away to someone else if you don't want something. Note what you would like below:

Our requests have been emailed in. Max is waiting for confirmation -- worst case, we'll buy stuff when we get there.

  • Max -- popcorn & coke
  • Jon -- popcorn & coke
  • Chris -- popcorn & Dr Pepper (2nd choice Coke)
  • Clint -- popcorn, raisinettes & Dr Pepper (Coke is a good alternative)
  • Mel -- popcorn and orange fanta
  • Dennis -- popcorn(no butter) sprite with cherry and vanilla syrup
  • Paul -- popcorn and water
  • Steven -- popcorn & coke
  • David -- popcorn & coke
  • Colby -- popcorn, raisinettes, and coke

Planning meetings

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