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[2017-09-18]

First meeting over hangouts at 2PM Topics for discussion based on Mohit’s starting email

jaju’s notes

Date

2nd December, 2017 appears to be okay with everyone.

VERIFY Format

  • Workshop only
  • Talks only
  • Mixed
    • Workshop on day 1
      • We can use Clojurebridge as our reference point
    • Talks on day 2
  • Workshop venues
    • Bengaluru
      • Concur office (Sat/Sun possible)
      • Go-Jek
      • Some startup incubator location (Ref: HasGeek - via Mohit)
  • Workshop size
    • Assuming 50 participants
    • Need to have multiple coaches sign-up
      • Nilenso, Quintype as possible sources of coaches

CFP

  • Need to be done by coming Monday (25th September)
  • Program Committee
    • TD, KS, SD, BG
  • Owner: Jaju

Sponsorship Slabs

  • We need to fix slabs
  • Send emails to sponsors
  • Date: After finalizing the venues and getting an idea of the costs.
  • Owner: Jaju

Website

  • Hosted on Github
  • Mohit will add all of us to the repo, and we can do a combined update of the website
  • Owner: Srihari

Social Media outreach

  • Mohit to provide access to SM account(s)
  • Owner: Shantanu

[1/5] TODO Location

Overall owner: Sandy(?)

City

Choice: Bengaluru
  • Bengaluru
    • Logically makes sense. Majority of the organizers are based in Bengaluru and most sponsors, and on-the-ground support, too will likely be in Bengaluru
  • Pune
    • Too much of Bengaluru for every tech conf
    • Need tech communities to be encouraged/nurtured/grown at other places
    • Bengaluru gets it share of tech stuff, including Clojure (monthly meets)

Venue type

  • Hotel?
  • MLR (speak with Zainab)
  • Nimhans Convention Center (via Sandy)

Food Arrangements

  • Food arrangements are important, and if not part of the deal with the venue, good food should be accessible close-by.

AV arrangements

  • MLR provides (From capturing to processing/uploading)
  • AV needs to be fine-tuned beforehand. (Different speakers, devices, preferences)
  • AV cost increases based on stage/backdrop/screen/cameras/people-who-handle
  • Owner: Srihari

[0/4] Other points

Number of participants

Contract

Urgency - because of the wedding season coming.

Sponsorship + ticket prices => location

Trust

  • Satish?
    • Mohit reached out to him. Dinkar also pointed towards him
  • Mohit on it right now, but nothing is clear yet given the time-lines

Sponsorship

  • Go-Jek (Srihari)
  • Nilenso (Srihari)

sandy’s notes

  • date: 2nd & 3rd dec?
  • location: blr (3 people in blr, running around will be involved)
  • fix a venue now: wedding season
  • hotels might have conference packages
  • conventions might be cheaper though – MLR, NIMHANS
  • get day in your head chalked out before talking to hotels
  • price is typically open to negotiation
  • ticket prices needn’t be directly correlated to hotel costs etc
  • sponsorships could subsidise ticket costs
  • last year’s hotel prices: 1k per head, minimum guarantee of 100 people
  • prices will be different in blr though
  • AV: you pay for the stage, screen, backdrop, cameras
  • mohit: will link my spreadsheet from last year
  • sandy: will call up hotels and get prices
  • five talks should be enough for one day
  • srihari: one day of workshops
  • keep workshop open to everyone
  • clojurebridge has a curriculum in place, which will be helpful
  • clojurebridge has to be free? would that work?
  • we could alternatively just use their curriculum; can’t conduct this under the clojurebridge banner
  • shantanu: concur office is big enough for a workshop, but depends on date
  • won’t work on a weekday
  • had 90 last year
  • would budget for 100 - 150 people
  • AV is important; want someone who understands tech conferences
  • expect around 50 at workshop
  • 1:10 workshop coaches
  • if garden city trust doesn’t work, might try ETT by ajey, niranjan, sidu etc
  • mohit: will oversee trust things
  • mohit will add us to the website github repo
  • srihari will own look and feel of the website
  • sponsorship
  • mohit: this will depend on our costs
  • will have to send out emails to potential sponsors
  • got initial responses from go-jek and nilenso already
  • AV: srihari and sandy
  • should keep food arrangements in mind along with venue