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Return to VoidCon Meeting 1.
People otherwise attending:
Ivom, Ilias, Yashiko, Koert
* Look at last year:
** Financial report
** What went well?
** What didn't go well?
** What happened with the videos?
* Any ideas yet on talks/workshops?
* Registration/payments participants talks/workshops (was a bit of a disaster last year)
* Discovering who Peppap is
* Setting up some ground rules/procedures on how we'll work. Some modest suggestions from Koert:
** No talk/workshop/whatever gets booked without a decision about it on a meeting concerning VoidCon
** Every meeting has to be announced on the mailinglist at least one week in advance
** Will we meet on an as needed basis, or meet every x time?
** Do we set a max price on what participating in a workshop may cost?
** Will we sell drinks at regular prices, or do we add a little to them?
*Look at last year
***We had a really good result for this event.
***Some numbers: 628 euro total profit, +-300 euro costs on drinks, 343 euro costs for the BBQ,...
***The BBQ generated the most profit for the event.
**What went well:
***It went rather smooth during the day itself, not much trouble in general. Most people enjoyed the day and had lot's of fun.
**What didn't go well:
***The subsribtions to the event ended up in a bit of a mess. Not everyone subscribed to the event in front, so we didn't have a clue how many people would show up on the day itself. And the registration payments for the BBQ were a bit of a puzzle.
***The cash registers were devided (we had 3 different cash registers: frontdesk, bar and bar of the Bunker). It was hard to figure out how much money was going around on the day itself.
***The BBQ workshop wasn't a real workshop, but just a few of our own crew prepared everything in a rush and with not enough folks to help out. Luckely the end result was absolutely delicious.
***Some of us got realy stressed out during the day and needed a lot of Mate to survive. We didn't have a good tasklist and some took to many tasks on their shoulders.
**What happened with the videos?
***They have been going around for a long time, but nobody actually putted them on a website or so. => http://we.voidwarranties.be/movies/
*Planning VoidCon 2011
**Making a tasklist->follow up by Yashiko
***audio & video -> Ilias
***bar(josto & Den Bunker)
***press rep. -> ilias
**Looking for volunteers for the event:
***first ask the members of VoidWarranties to help out and ask others (like HSB or Whitespace)if we need more volunteers.
**Talks & Workshops:
***All the workshops and presentations should be in English (as far as possible or as needed)
***Making a call for papers mail -> Ilias -> should be ready to sent by the 16th of March
***Suggestions for talks and workshops
****opening talk/welcome word -> yashiko (could use some help with writing it)
****closing word -> yashiko
****unfold: 3D clay printer -> contact them to see if they wanna do a workshop or talk.
****beer workshop -> ivom and ilias will contact someone about this
****Photography workshop of some kind -> Alex?
****talk or showcasing the sub which was in the space a couple of weeks ago, find out who knows these people and ask them
****Jobj and his doorbell project if it's finished by then and if he feels like it.
****Contact the Roboclub (they make and play around with robotica)
****DJ: WorldWideWoofers (Maarten) is willing to do a set.
****Jobj made some contact with the people from the LibreGraphics Magazine (Opensourse design group) on Fosdem. Contact them to see if they wanna do a talk.
****Yashiko asked Christophe Cop of TEDxFlanders if he know some people who can do a talk or workshop.
****Continiuos showcasing room during the whole day with cool projects.
*** BBQ: rebuilding some old oilbarrels (with ventillation this time) or does anybody have some gas bbq's we can use. We also need to prepare the food ourselfs in front or on the day itself. No workshop like last year.
*** Lunch: Selling the sandwiches during lunchbreak was a good idea and we'll do it again.
**Prizes for the event:
***max. cost: 15 euro bbq, 10 euro workshop
***Prizes for the drinks: Same as last year; we add a little on the Josto price. See if we can work with drinktickets or a zuipkaart. To make it easier for the people behind the bar.
**Audio & video:
***More or less the same materials as last year. Maybe a better camera. A portable mike (like a small headset thingy) would be very nice as well.
**Layout and planning of the rooms and tents
***Josto:layout of the presentationroom should be different: it's rather disturbing everytime someone entered the room during the presentations and then the bar was also not accesible.
***foodtent:needs to be bigger then the one we had last year.We probably can borrow one from the chiroor we can ask Eth0 for theirs. Chairs and benches and tables are availlable from the chiro.
***the foodtent can be used as an extra presentation room during the day.
***The blue plastic roof in front of the entrance was a good life saver when it rained but should be a bit more sturdy this time.
***A small tent as a reception desk near the entrance on the side of the building is very handy. Ivom will inform with the city if we can get one from them for the event.
**Financials/Cash registers on the event itself
*** one cash register with drink and food tickets. Paying for the BBQ or Workshops should be here as well.
*** All info on the event should be availleble here as well.
***Registrations and payments in front: make it very clear on the wiki and have some automatic structured response for the payments.
**Spondering the event
***Only for VoidCaon itself. Not for the space in general.
***Making some rules and guideliness for this. Making a call for sponsering mail
***Discuss this with the rest of the group on a weekly Wednesday meeting
***the press map from last year is still ok if we make some minor addjustments -> Ilias
***Contact radio centraal, signal,...
***Posters and flyers can b e designed by Joyce from Josto.Maybe we can meet up with her to discuss this -> Follow up by Koert
**for the moment we keep them when needed.
**Every meeting has to be announced on the mailinglist at least one week in advance
**After every meeting we will inform the rest of the group what we're up to on the following weekly wednesday meeting shortly.
** In june we will keep a VoidCon meeting every two weeks, in July it will be every week.
*Discovering who Peppap is
We still haven't got a clue.
This is a minor edit
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