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Task:Maemo Summit 2008/Organization

This task is completed and this page stays here for documentation purposes only. Please file bugs or propose a new, related task if you want to push this forward. Please see the talk page for discussion.

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.

[edit] Infrastructure

Rooms, equipement, wlan, caffeine.

Quim (Nokia) and Tierhouse (c-base) coordinate.

• Infrastructure and services agreed with c-base. The infrastructure planned can absorb 150-200 people, which is the expected attendance.
  • One big room and 2 medium for the Summit tracks.
  • One small room for the Desktop Search Hackfest.
  • c-base social space.
  • Wardrobe, watched storage for gear.
  • Two bars at c-base and actor school: free tea, coffee, water. Soft drinks 2€.
  • Tables, chairs, power chords, projectors.
  • Wlan
  • Reception, security.
  • Cleaning before, during (e.g. empty bottles), and after the event.
  • Technical support (mics, wlan, electricity)..
  • 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. 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 baloo
  • I can still connect my macbook correct? --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.
• Q&A for Speakers

[edit] Sponsored participants

Approval, instructions, expense claims.

Quim coordinates the approval and anything having to do with money and Nokia.

• List of sponsored participants closed, including Maemo community meembers, bloggers and Desktop Search Hackfest participants. See the "Accepted" in the registration list.

[edit] OSiM

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.
• 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.
• 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.

Eric can't organise the OSiM exhibit as he is arriving late. He has passed on the mantle to me. baloo

• There is a plan for a exhibit: Maemo_Summit_2008/Exhibit.

[edit] Program

Define the schedule.

Quim coordinates the schedule on Friday, the Nokia strong day. 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.--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)

Please post your proposals for sessions at Talk:Maemo_Summit_2008#Lightning_sessions or Talk:Maemo_Summit_2008#BoFs_and_workshops.--qgil 19:19, 17 July 2008 (UTC)

I have volunteered myself for Saturday scheduling, I'll get this beaten into a reasonable schedule soon. brontide 02:54, 25 July 2008 (UTC)

[edit] Merchandising

Shirts, stickers and lanyards with the new maemo.org logo are planned.

Coordinated by Jussi.

• We got a new logo to use .
• 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.
• 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.
• Shirts produced in Helsinki so Jussi can check samples and make sure everything is fine.
• 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.--qgil 11:48, 31 July 2008 (UTC)

[edit] 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 Bennett proposes video coverage. Time to get into concrete plans.
• 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. --andy80 14:54, 17 July 2008 (UTC)
• 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).
• ThoughtFix will help with interviewing tasks.

[edit] 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)

[edit] 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)
  • I will be coordinating the exhibit at OSiM and can help out on any other role that is needed whist I'm there. 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. --timsamoff 02:52, 25 July 2008 (UTC)