Editing Task:Maemo Summit 2008/Organization

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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.

== Infrastructure ==
''This task needs to be completed during the [[100Days/Sprint3]] (deadline Tuesday 2008/08/12)''

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.--[[User:qgil|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?--[[User:qgil|qgil]] 22:34, 15 July 2008 (UTC)
** [http://mike.saunby.googlepages.com/x11vncfornokia7702 VNC] viewing from a projector-connected PC could also work, although speed may not be adequate for multimedia demos.  Also, what about noBounds? --[[User:lma|lma]] 12:21, 22 July 2008 (UTC)
** x11vnc on possibly a few demo units that have been pre-configured for the bugs would allow for the easiest way to get the image up on the big screen.  The other way might be a pre-configured qemu .img that could be installed on the presentation boxen.  I'm investigating both since each would also allow us to record ( vncrec, vnc2swf ) for later conversion to the web [[User:brontide|brontide]] 01:30, 25 July 2008 (UTC)
**Document cameras, visual presenters, whatever you like to call them, they can work for this, though room lighting near the doc cam needs to be subdued.--[[User:sjgadsby|sjgadsby]] 03:17, 19 July 2008 (UTC)
**Thanks for the list of ideas. I'm waiting for a couple of guys from Nokia to get back from holidays. They might have more tips.--[[User:qgil|qgil]] 08:51, 25 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.--[[User:qgil|qgil]] 22:34, 15 July 2008 (UTC)
** How about Mac presentations? I'll be bringing a Macbook though which I hope would work well with the projector. --[[User:rsuplido|Reggie]] 18:28, 17 July 2008 (UTC)
***Fine, but be prepared for a backup plan e.g. a PDF version in a USB stick.--[[User:qgil|qgil]] 19:20, 17 July 2008 (UTC)
Can we as the 'recording/documenting team' also have access to the pdf/slides somewhere in a central repository to integrate them into the our recordings/blogs?   [[User:baloo|baloo]] 21:22, 19 July 2008 (UTC)
* There is budget for drinks and food on Friday. Extensible to Saturday, depends.

== Sponsored participants ==
''This task needs to be completed during the [[100Days/Sprint3]] (deadline Tuesday 2008/08/12)''

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.--[[User:qgil|qgil]] 22:34, 15 July 2008 (UTC)
: Once participation is nailed down maybe I can get an email of participants for Saturday so I can start flogging them for information as to what they will need, and documentation for publication after the fact. [[User:brontide|brontide]] 03:21, 25 July 2008 (UTC)

== OSiM ==
''This task needs to be completed during the [[100Days/Sprint3]] (deadline Tuesday 2008/08/12)''

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?
Mini exhibit proposal [[Talk:Maemo_Summit_2008#Mini_Exhibit]] here -- [[User:baloo|baloo]] 19:56, 24 July 2008 (UTC)
:This proposal needs to be confirmed or discarded within the current sprint. Conditions for a YES are a number of confirmed projects represented, confirmed people able to take care of the mini exhibit during OSiM (e.g. doing shifts of 1-2 people) and amount of devices required from Nokia.--[[User:qgil|qgil]] 20:43, 25 July 2008 (UTC)

== Program ==
Define the [[Maemo_Summit_2008#Schedule|schedule]].

Quim coordinates the schedule on Friday, the Nokia strong day.
[[User:brontide|Eric Warnke]] 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.--[[User:qgil|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.--[[User:qgil|qgil]] 22:34, 15 July 2008 (UTC)
:Please post your proposals for sessions at [[Talk:Maemo_Summit_2008#Lightning_sessions]] or [[Talk:Maemo_Summit_2008#BoFs_and_workshops]].--[[User:qgil|qgil]] 19:19, 17 July 2008 (UTC)
:: I have volunteered myself for Saturday scheduling, I'll get this beaten into a reasonable schedule soon. [[User:brontide|brontide]] 02:54, 25 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?
: I can do this. I'd need the source files from the winner (hopefully a vector format). I would supply a variety of formats for different uses. --[[User:timsamoff|timsamoff]] 02:41, 25 July 2008 (UTC)
* 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.
* [[User:baloo |Jamie Bennett]] proposes [[Maemo_Summit_2008_recordings|video coverage]]. Time to get into concrete plans.
* [[User:andy80|Andrea Grandi]] offers to take pictures at the event, and blog (almost real time) what happens during the summit in Italian language for people in Italy. --[[User:andy80|andy80]] 14:54, 17 July 2008 (UTC)
* [[User:Timsamoff |Tim]] is helping Jamie with video planning and execution. They've already decided on equipment. He's also bringing a camera to gather stills from the event (but not living blogging them).
* [[User:thoughtfix |ThoughtFix]] will help with interviewing tasks.

== 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. :) --[[User:qgil|qgil]] 22:34, 15 July 2008 (UTC)

== 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)
* Does Nokia need help with registration processes, etc.? If so, I can stand at a table and check people in, etc. Whatever is needed. --[[User:timsamoff|timsamoff]] 02:52, 25 July 2008 (UTC)

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Editing Task:Maemo Summit 2008/Organization

@@ Line 1: / Line 1: @@
-{{task|completed}}
+{{task|ongoing}}
 There is plenty of things to do for the [[Maemo Summit 2008]] and you can help in any of them.
@@ Line 6: / Line 6: @@
 == Infrastructure ==
+''This task needs to be completed during the [[100Days/Sprint3]] (deadline Tuesday 2008/08/12)''
 Rooms, equipement, wlan, caffeine.
-Quim (Nokia) and Tierhouse (c-base) coordinate.
+Who?
-* Infrastructure and services agreed with c-base. The infrastructure planned can absorb 150-200 people, which is the expected attendance.
+* 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.--[[User:qgil|qgil]] 22:34, 15 July 2008 (UTC)
-** One [http://share.ovi.com/media/qgil.public/qgil.10003?sort=5 big room] and 2 medium for the Summit tracks.
+* 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?--[[User:qgil|qgil]] 22:34, 15 July 2008 (UTC)
-** One small room for the [[Desktop Search Hackfest]].
+** [http://mike.saunby.googlepages.com/x11vncfornokia7702 VNC] viewing from a projector-connected PC could also work, although speed may not be adequate for multimedia demos.  Also, what about noBounds? --[[User:lma|lma]] 12:21, 22 July 2008 (UTC)
-** [http://share.ovi.com/media/qgil.public/qgil.10002?sort=5 c-base] social [http://share.ovi.com/media/qgil.public/qgil.10001?sort=5 space].
+** x11vnc on possibly a few demo units that have been pre-configured for the bugs would allow for the easiest way to get the image up on the big screen.  The other way might be a pre-configured qemu .img that could be installed on the presentation boxen.  I'm investigating both since each would also allow us to record ( vncrec, vnc2swf ) for later conversion to the web [[User:brontide|brontide]] 01:30, 25 July 2008 (UTC)
-** Wardrobe, watched storage for gear.
+**Document cameras, visual presenters, whatever you like to call them, they can work for this, though room lighting near the doc cam needs to be subdued.--[[User:sjgadsby|sjgadsby]] 03:17, 19 July 2008 (UTC)
-** Two bars at c-base and actor school: free tea, coffee, water. Soft drinks 2€.
+**Thanks for the list of ideas. I'm waiting for a couple of guys from Nokia to get back from holidays. They might have more tips.--[[User:qgil|qgil]] 08:51, 25 July 2008 (UTC)
-** Tables, chairs, power chords, projectors.
+* All PC presentations to be put in advance as PDF or similar in a same laptop proven to work with the projector.--[[User:qgil|qgil]] 22:34, 15 July 2008 (UTC)
-** Wlan
+** How about Mac presentations? I'll be bringing a Macbook though which I hope would work well with the projector. --[[User:rsuplido|Reggie]] 18:28, 17 July 2008 (UTC)
-** Reception, security.
+***Fine, but be prepared for a backup plan e.g. a PDF version in a USB stick.--[[User:qgil|qgil]] 19:20, 17 July 2008 (UTC)
-** Cleaning before, during (e.g. empty bottles), and after the event.
+Can we as the 'recording/documenting team' also have access to the pdf/slides somewhere in a central repository to integrate them into the our recordings/blogs?   [[User:baloo|baloo]] 21:22, 19 July 2008 (UTC)
-** Technical support (mics, wlan, electricity)..
+* There is budget for drinks and food on Friday. Extensible to Saturday, depends.
-** Lunch.
-* 3 tablets with video out will be available to speakers.
-** Recording screencasts. Through VNC client and PC? Through video card? Screencast recorder installed in device??? '''OPEN, OPTIONAL'''
-* Ideally 3 laptops available as well, to avoid technical problems with projects. '''OPEN, OPTIONAL'''
-** While PDF's are going to work, what other formats will be supported on the laptops?  ( PowerPoint version?, Video formats?).  A browser is presumed, but what about SSH or other tools?  I just want to make sure that if my own equipment becomes unusable/unavailable that my presentations are 100% portable to one of these loaner devices. [[User:brontide|brontide]] 15:47, 8 August 2008 (UTC)
-***I'm sure enough of us will be around with laptops for 'backup'. If you worried brontide I can install what ever you need on my laptop just in case yours goes 'pop' at the summit [[User:baloo|baloo]]
-** I can still connect my macbook correct? --[[User:rsuplido|Reggie]] 19:24, 8 August 2008 (UTC)
-* Central place to link to all presentations and materials used. '''OPEN''' It's an important detail but easy to fix, to be decided.
-* [[Maemo_Summit_2008/Speakers|Q&A for Speakers]]
 == Sponsored participants ==
+''This task needs to be completed during the [[100Days/Sprint3]] (deadline Tuesday 2008/08/12)''
 Approval, instructions, expense claims.
 Quim coordinates the approval and anything having to do with money and Nokia.
+Who? gets the crew coordinated and motivated.
-* List of sponsored participants closed, including Maemo community meembers, bloggers and [[Desktop Search Hackfest]] participants. See the "Accepted" in the [http://maemo.org/news/events/maemo_summit-001/ registration list].
+* 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.--[[User:qgil|qgil]] 22:34, 15 July 2008 (UTC)
+: Once participation is nailed down maybe I can get an email of participants for Saturday so I can start flogging them for information as to what they will need, and documentation for publication after the fact. [[User:brontide|brontide]] 03:21, 25 July 2008 (UTC)
 == OSiM ==
+''This task needs to be completed during the [[100Days/Sprint3]] (deadline Tuesday 2008/08/12)''
 Maemo activities at http://www.osimworld.com, registration discount.
 Quim coordinates since this is mostly about Nokia driven stuff.
-* The list of sponsored community members is available at [[Maemo_in_OSiM_World_2008]].
+* 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. Erkko Antila (Fremantle product manager), Quim Gil (OSS marketing manager) and Niels Breet (maemo.org webmaster) will share the schedule to discuss software offering, development platform and Maemo community.
+* 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 3x2m stand shared between Maemo SW / Nokia and maemo.org /Community. Teemu Sorvisto and Eric Warnke coordinate from Nokia & community side.
+* There will be a small stand (in fact a table). Does the Maemo community have something/someone there?
-::Eric can't organise the OSiM exhibit as he is arriving late. He has passed on the mantle to me. [[User:baloo|baloo]]
+Mini exhibit proposal [[Talk:Maemo_Summit_2008#Mini_Exhibit]] here -- [[User:baloo|baloo]] 19:56, 24 July 2008 (UTC)
-* There is a plan for a exhibit: [[Maemo_Summit_2008/Exhibit]].
+:This proposal needs to be confirmed or discarded within the current sprint. Conditions for a YES are a number of confirmed projects represented, confirmed people able to take care of the mini exhibit during OSiM (e.g. doing shifts of 1-2 people) and amount of devices required from Nokia.--[[User:qgil|qgil]] 20:43, 25 July 2008 (UTC)
 == Program ==
@@ Line 62: / Line 64: @@
 == Merchandising ==
-Shirts, stickers and lanyards with the new maemo.org logo are planned.
+Shirts & stickers with the new maemo.org logo are planned.
-Coordinated by [http://maemo.org/profile/view/luovanto.html Jussi].
+Coordinated by Who?
+Quim helps providing the budget for production and transport.
-* We got a new logo to use [[Image:Maemo_org_logo_colour.png]].
+* 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. We will also produce lanyards for the Summit badges. Glaubert works on this.
+* 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. The reference is the distribution used for GUADEC'06, that went well. Man: 25 XXL - 175 XL - 225 L - 150 M - 50 S. Woman 25 XL - 25 L - 25 M - 10 S. This time we can add shirts for small children since it seems that there are many young parents in the Maemo community.
+: I can do this. I'd need the source files from the winner (hopefully a vector format). I would supply a variety of formats for different uses. --[[User:timsamoff|timsamoff]] 02:41, 25 July 2008 (UTC)
-* Shirts produced in Helsinki so Jussi can check samples and make sure everything is fine.
+* 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)  :)
-:Jussi investigates, any ideas welcome.--[[User:qgil|qgil]] 11:48, 31 July 2008 (UTC)
 == Marketing & coverage ==
@@ Line 98: / Line 101: @@
 == 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) + housetier (c-base)
+* Quim (Nokia) + Who? (Maemo community) + Who? (c-base)
-** I will be coordinating the exhibit at OSiM and can help out on any other role that is needed whist I'm there. [[User:baloo|baloo]]
 * Does Nokia need help with registration processes, etc.? If so, I can stand at a table and check people in, etc. Whatever is needed. --[[User:timsamoff|timsamoff]] 02:52, 25 July 2008 (UTC)