Planning/Minutes/2012-04-23

Agenda

• Coordinator responsibilities
  • proposal: when a coordinator cannot attend a weekly meeting they need to find an alternate by mid-day, and brief them
  • proposal: every coordinator not in London gets a designated local contact, to avoid confusion.
    • Russ offers designated contact for Beeny
• Internet: natm talked to a Bluesquare contact, they're interested! (Jasper has details.) Is help with Internet access reason enough to break our "no free tickets" rule?
• need to check regulatory requirements for self-made power boxes
• how can we include local MK community?
• kids: do we allow / age range limitations? how much do we charge for kids?
• need to start planning villages (did someone volunteer for that?)
• should organise Skype call or meeting with organisers of HAR, CCC etc
• how much rubbish do we expect to produce? Pls contribute to Rubbish
• Consider Timeline
• Ticket Sales/Payments

Minutes

Attendees: Crypt, Martind, Aden, Jasper, Jonty, Paul, Russ

Toilets

• Crypt has spreadsheet which he will publish early this week
• Emptying and cleaning - Recommended emptying once on middle day for a 3 day event (what about the lesser number onsite before afterwards? also we are now talking about a 4 day event in reality...)
• Cleaning can be down ourselves with a hosepipe - we need a hosepipe, volunteers etc.
• Decision: 10 toilets + 4 urinals
• Will the delivery vehicle fit under bridge? Russ to confirm height. Crypt to check vehicle
• 4 suppliers (2 only do toilets, 2 do toilets /and/ fencing)

Fencing

• 20% deposit required
• Can the fencing people to drop them around the site? We can put them up, but need the panels and bases distributed ideally. If they can't do this this is a big issue... Will require a lot of manpower. Crypt to check details on this.

• Paul to confirm with BMXers that they won't use the site.

• RFID tags worth considering but £500 rather than £100, interesting data point

Internet

• Jasper to chase up Bluesq contact
• Equipment: Simon(?) has 2 Cisco switches to add to stash. And a pair to loan from BlueSQ.
• Estimated ethernet ports needed: 150-200
• Wifi kit needed
• Aden and Crypt to contact Cisco.
• Jasper to email uknot and be trolled but hopefully get some good leads :)

• Event management plan is progressing Russ and Martind to speak with net audio also include sponsorship pack questions

Logo

• Logo contest: 2 designers on short list? There will probably be no logo before presales.
• Martind to meet with more designers

Sponsorship

• A&A sponsorship needs following up - Jonty to chase up drrk and plett on IRC
• Could A&A/Other provide a backup Internet option? or Money?
• Royal mail to sponsor hack camp? Requires discussion. Jonty to reply.
• What do sponsors get/want?

• Jonty has uploaded his pictures

• Russ has made a Timeline/milestones page on the wiki
  • Event finishes at 12:00 Monday. This makes it more like a 4 day event in terms of hire charges etc

Coordination

• We need to have a coordinator for things - Most people local, but delegates for those who aren't
• Make a wiki page with a responsibility matrix - Paul to do

Power

• Some progress...
• Onsite power supply? Assume we can't use it for now. Benny to look into details. Budget as if this doesn't exist
• Distribution and relevant legislation research ongoing. Use meter cabinets for power distribution. Build vs hire. Might be tight for networking kit. £20-30 to buy
• What is the largest generator that will fit under the bridge?

Land/Local

• Russ spoke to MKPT about using under bridge and field other side. Seems fine. Need to let them know what we are using them for
• Site visit. To be organised by Jonty for those who haven't seen the site
• How can we include the local community? Amateur radio, astronomy club etc? FE college? Jonty to research. Buckinghamshire *. Cranfield Uni, Bletchley, Open Uni?

Children

• Requires a lot of extra work. All children will pay full price. Wait for survey results, but need decision before we sell tickets
• What threshold do we consider too much for the event? (In terms of overhead,cost,time etc.) 10%? (50 children!)

Coordination

• Planning villages needs to start. Need a coordinator. Need to take into account specific requirements such as power, networking, space etc
• Site planner
• Tents coordinator
• Talks coordinator (Is martind)
• Concessions coordinator
  • Concessions will be provided with power and water only. Need to book people in
  • Food requires safety certs etc need to be checked

Water

• MKPT are OK to put standing water pipe in
• Anglian Water quoted around £700+VAT
• Need signed letter from MKPT to continue with this. Russ to coordinate with MKPT and Anglian Water
• Showers? Probably not but might as well get prices
• Where does run off from sinks go? Drainage needs to be dealt with. Russ to investigate

• We should probably call CCC and HAR etc. Skype call? Email? Jonty needs contacts.
  • We need a list of questions to ask

Rubbish

• Paul to ask Will-h about rubbish
  • Russ to look into recycling
  • What about coals/BBQs disposal?
• There will be no glass onsite

• We are soon going to try to take money for presales tickets.
  • Gocardless will be used for most (but requires a UK bank account)
• Still need card processors. Who did CCC use? No Bitcoin.

Questionnaire

• 5 simple questions from Jonty. To be published ASAP.

Parking

• Still needs to be sorted...