Planning/Minutes/2012-04-02

Agenda:

• open tasks
• Internet
• sanitation/toilets
• event coordination

Present:

• Chris
• Artag
• martind
• AlisonW
• Martin/crypt
• Russ
• Mark
• Jasper

Open Tasks

Review of last week's TODOs.

• Logo: our designer is busy, need a new one
• Map still in progress, Russ will publish soon
• we now have a license form (£1k fee), will submit
• misc investigations in progress (Internet, event coord, etc)
• misc open tasks carried over

Schedule

• venue license: sign now (depends on other paperwork)
  • liability insurance quote: by next 1-2 weeks
  • TEN: tbd
  • food hygiene certificates: tbd
  • any other statutory documents
• need to meet with their security review team 1 month before needed; likely May or June
• ticket presales start before end of June
• mid June/July: full price ticket, "this is what you get"

Internet

• Steve K. mentioned 60Ghz Internet via BlueSquare, emailed them
• NewCo Technology: 2 data centres in the area
• let's try and find FTTC resellers and let's talk to all of them (in parallel to our other leads)
• let's also misc nearby buildings (the "terrestrial" option, as opposed to merely aerial)
• Jasper is at a summer camp, will need an alternate by then

Schedule:

• by end of June: have a good plan in place with firm commitments, reasonable assurances (before we start charging full ticket price)

Sanitation/Toilets

• lots of portaloos available
• best price: £115 per portaloo for entire event, and £200 for emptying of all toilets
• fencing: only price is ~£7 per 3.5m, looking for more quotes atm

Schedule:

• depends on payment procedures

Event Coordination

• Pentabarf seems fine; may blow up in IE though, let's see if that may cause problems
• now preparing CfP
  • need a good event brief for Cfb (same as for sponsors)
• later:
  • CfP promotion: who to talk to?
  • event review & scheduling

Schedule:

• CfP by 30 April
• start picking out highlights as they come in and get commitments
• for ticket sales (~June/July): have a selection of early highlights
• start full event review period ~end of June (flexible)

Next Steps

• Mark: "looking for logo designer" email
• Russ: finish map, publish it
• Russ: who owns: the bridge under the motorways? The land next to the V11? (High elevation, potentially useful for aerial connection.) The land on the far side of the M1?
• TBD: Plan site visits around weather (it may rain this week)
• Jonty: Upload site visit photos
• TBD: Sponsorship packs to be created
• Paul: Follow up Barrel Bikers contact and chase up BMXers
• Jasper / Will-h: Speak to BlueSq about internets
• Mark / Will-h: Book some rooms at a local hotel
• Paul: Set up Google Calendar (or better: wiki page) to maintain planning schedule
  • carry over initial dates as provided here
• Martin/crypt: inquire for toilets/fencing: how soon do we need to commit; payment procedures