Task:Maemo Summit 2008/Organization

There is plenty of things to do for the Maemo Summit 2008 and you can help in any of them.

Propose yourself in any of the Who? vacant cordination roles. Add yourself to any task you want to volunteer.

Program
Define the schedule.

Quim coordinates the schedule on Friday, the Nokia strong day. Who? coordinates the schedule on Saturday, the community strong day.


 * Progressing fine. Should we put any deadline for proposals to scare people and make them submit? We can always have last minute changes.--qgil 22:34, 15 July 2008 (UTC)
 * Sarturday starts to need some structure, although we can wait to know better what are the sessions proposed.--qgil 22:34, 15 July 2008 (UTC)

Infrastructure
Rooms, equipement, wlan, caffeine.

Who?


 * The current plan works if we are less than 150 people. It wouldn't hurt to think of solutions if we approach that number in a risky way.--qgil 22:34, 15 July 2008 (UTC)
 * We need to find out a good way to show demos on tablets. Specially the lightning sessions should run smoothly without technical issues. SDK on PC + projector? Video out? Recording with videocamera?--qgil 22:34, 15 July 2008 (UTC)
 * All PC presentations to be put in advance as PDF or similar in a same laptop proven to work with the projector.--qgil 22:34, 15 July 2008 (UTC)
 * There is budget for drinks and food on Friday. Extensible to Saturday, depends.

Sponsored participants
Approval, instructions, expense claims.

Quim coordinates the approval and anything having to do with money and Nokia. Who? gets the crew coordinated and motivated.


 * Progressing fine, first bunch of people got instructions to book flight and accommodation.
 * Negotiating a hackfest with the GNOME Foundation to bring more upstream developers.
 * Looking for relevant bloggers, specialized journalists.
 * Still budget for more!
 * Thinking of having a hard deadline for approvals on August 1st. I really want to have this out of my way asap, to concentrate on other critical tasks.--qgil 22:34, 15 July 2008 (UTC)

Merchandising
Shirts & stickers with the new maemo.org logo are planned.

Coordinated by Who? Quim helps providing the budget for production and transport.


 * Hopefully Dave will find the way to get a winner out of the many brilliant candidates (Sprint2).
 * Then we will need asap lovely designs for a shirt and a sticker optimized for tablets. How will this work?
 * Amounts and sizes to be defined. One reference would be the previous maemo shirt. Quim to find out.
 * Shirts produced in Helsinki? Berlin? Both?
 * Possibility to send out some to key contributors? To be considered specially if this doesn't bring extra work to Nokians (and to Quim to be more precise) :)

Marketing & coverage
Inform and engage before, during and after the Summit.

Coordinated by Who? (Nokia) and Who? (Maemo community). Perhaps Who? (c-base) as well.


 * Specific tasks to be defined.
 * Priority: cover the sponsorship budget with the best contributors asap.
 * Priority: keep the registration up to 150 people getting the relevant people in the Maemo community and upstream.
 * Jussi and Teemu from the Maemo SW marketing team will help. Back from holidays in August.
 * Jamie Bennet proposed video coverage. Time to get into concrete plans.

Social events
Friday night and whatever else you feel like doing for fun.

Coordinated by Who? (Maemo community) and Who? (c-base). Quim can help with budget upon request and availability.


 * Friday night for sure. Proposals? c-base is well prepared for night fever, multimedia stuff...
 * We need to find a shop doing custom shirts sending or bringing an digital image, for the Summit dresscode. I'm totally serious about it. :) --qgil 22:34, 15 July 2008 (UTC)

OSiM
Maemo activities at http://www.osimworld.com, registration discount.

Quim coordinates since this is mostly about Nokia driven stuff.


 * Negotiating a group reservation with OSiM. Difficult because we don't know how many people will end up being in Brlin those days. Probably the hard deadline for August 1st will apply here as well.
 * The developer session on Thursday 18 will have more than what is explained in the program, based on what Ari Jaaksi will present on Wed 17. More details to be shared with the maemo.org guys.
 * There will be a small stand (in fact a table). Does the Maemo community have something/someone there?

Overall coordination
Shouldn't be needed if the tasks above work just fine. They should be pretty free during the Summit in order to respond efficiently to any issue. They can take shortcuts deciding in urgent cases.

Quim (Nokia) + Who? (Maemo community) + Who? (c-base)