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FUDCon KL 2012 Todo List

Meetings

We will be having physical meetings every 2 weeks, and will be having it every week nearing the event. We will also be having IRC meeting at #fudcon-planning on thurday every week, ad 10:00pm MYT. If you are a volunteer, please do your best to attend each meeting. We need as much help as possible and we have limited budget, so we will wipe out freeloaders.

Volunteers are entitled with priority on swags and tshirt. So, please make yourselves useful :)

Schedule and Datelines

Dateline Description People responsible Notes
6th March 2012, 6:30pm @ APIIT 1st physical meeting with volunteers Izhar & MavJS to organize, everyone else to attend
20th March 2012 Venue confirmation dateline
20th March 2012, 6:30pm Physical meeting Everyone
20th March 2012 Website should be up by now
24th March 2012 Tshirt and swags design dateline. Design need to be done by this date for sending for production
27th March 2012 Press release dateline. Press release writeup should be done by now for submission to newspapers
3rd April 2012, 6:30pm Physical meeting Everyone
14th April 2012 FOODCon venue and plan confirmation dateline Jipang_menjerit/Luf_kin
17th April 2012, 6:30pm Physical meeting Everyone
24th April 2012, 6:30pm Physical meeting Everyone
28th April 2012 Banner design dateline. Banners should be submitted for printing soon after this date
1st May 2012, 6:30pm Physical meeting Everyone
8th May 2012 Swags/Tshirt/Banner delivery dateline Setting this early to reduce stress :)
8th May 2012, 6:30pm Physical meeting Everyone
8th May 2012 Guidebook design dateline. Guidebook will be printed afterwards
15th May 2012, 6:30pm Physical meeting Everyone
17th May 2012 Prep night. Check logistics are functioning. Briefings Everyone
18-20th May 2012 Event starts!!!! Everyone!!!
22th May 2012 Debriefing Everyone

Important Tickets

Meeting Agendas

6th March 2012

  • Introduce volunteers
  • Assign volunteers to primary groups
    • Logistics
      • Ushers
      • Tech support
    • Promotion, Publication & Sponsorship
      • Press release
      • Designs
      • Social media promotion
      • Liason with Fedora Design Team
      • Notify potential sponsors about sponsorship packages (especially for T-Shirts)
    • Food & Beverages
      • FOODCon
    • Hospitality
      • Deal with international attendees related matters
      • Attendee pickups
    • Emergency response
      • Medical
  • Some requirements volunteers must follow - to be mentioned by Maverick
  • Work out a clear initial todo list

Minutes

  • 40 mins per talk
    • volunteers
      • logistics
        • Gurdip (lead)
        • TYSeries (assistant)
        • Khoo
        • Patrick
        • Low
        • James
        • Jaya
      • promo
        • Jipang (lead)
        • Adam
        • Yogi
        • Dean
        • Cassandra
        • Wailynn
        • Candy
        • Justin
      • Food & Beverages
        • Hanif
        • Eric (lead)
        • ALmol
        • Siddiq
        • Avif
        • Vicent
        • Meng
        • Kulll
      • Coordinators
        • KageSenshi
        • Maverick
  • Things to lookout for
    • FNB
      • find 2 or 3 fast food vendor
      • FUD BBQ (Budget: 3750MYR / 1300USD)
      • Budgeting for food/equipment
    • Promo
      • press release
      • Get the guidebook handout done
      • promotional flyers - get help from design team if needed

8th March 2012 (IRC Meeting, #fudcon-planning)

  • Confirmation of hotel and meeting room capability
  • Immediate list of to-do's
  • Decide when to open up, and close, subsidy requests, and have some agreement on how those requests will be processed
  • Beginning of ticket creation/processing in Trac for important actions to track as we plan the event
  • Logo discussion : sketch 1 - Design Team #220

Promotion, Publication & Design Team

FUDCon guidebook handout

Things to be inside:

  • Event map
  • Location bio
  • Food places
  • Schedule
  • Foreword from team
  • Contact info
    • Organizers
    • Emergency contacts
  • Guide to activate daily internet for local 3G providers
  • Guide to find free wifi
  • Sponsors


Travel Kit

Will be a PDF with information useful for foreign attendees. To be sent to attendees latest 1.5 week before event

  • How to get to venue from airport
  • How to get to hotel from airport
  • Useful contact numbers
    • Taxi
    • Emergency numbers
    • Organizer numbers
  • City guide
  • Things to do once reached Malaysia

Promotional flyers

HiTB have a great example. http://conference.hitb.nl/hitbsecconf2011ams/hitb2011ams-flyer

Things to be on the flyers:

  • Keynote talks
  • Talk highlights
  • Schedule
  • Information on how to register.
  • Pitch to get people submitting sessions

Press Release

We need a press release to submit to local newspapers.

<writeup here>

Sponsorship Packages

We only accept in-kind sponsorship. If there are people who are interested to sponsor, here are the things that would be helpful if we get sponsorship:

  • Extra T-Shirts - bundle of 10 - each sponsor will get a mention+logo in the guidebook


Logistics Team

Checklist

  • Audio system
  • Projector for each rooms
  • Walkie Talkies
  • Devices with 720p video recording - for recording the sessions
  • Board for the barcamp schedules
  • Get invoice for hotel - wait first?

Hospitality, Food & Beverages Team

Checklist

  • Find venue for FUDPub BBQ
    • Budget for food and rental of equipments or find catering for the BBQ.
  • Get invoice & menu for FnB
  • Contact fastfood providers who might want to open booth during the event


Todo List based on individual

Feel free to use this section to keep track of your todos. The will help the coordinators in keeping tracks things are being worked on.

For: Maverick

  • get confirmation of exact location before every meeting
  • get technical staffs' mailing list for event announcements
  • get UCTI student mailing list for event promotion
  • get contact for marketing department from APIIT for event promotion
  • get ahold of UCTI Facebook page owner
  • get more volunteers
    • get ~1-2 rep from Student ARC
    • try recruiting from Software Architect SIG

For: KageSenshi

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