Planning/Minutes/2012-04-30

Open Tasks

• Crypt to publish toilet spreadsheet, check height of delivery vehicle
• Crypt to check fencing details
• Russ to confirm bridge height (it is 9'9")
• Paul to confirm with BMXers that they won't use the site.
• Jasper to chase up Bluesq contact
• Aden and Crypt to contact Cisco.
• Jasper to email uknot
• Russ and Martind to speak with netaudio re sponsorship
• Martind to meet with more designers
• Jonty to chase up drrk and plett about A&A sponsorship
• Paul to make a wiki page with a responsibility matrix
• Jonty to organise site visit
• Jonty to research involving local community
• Russ to organise water, investigate drainage
• Jonty to liaise with CCC/HAR/etc
• Jonty to send out questionnaire

Agenda

• Try and limit meeting time, and keep focus
• Toilets/fencing update
• Power update
• Water update (find someone else to take responsibility, Russ is too busy)
• Internet update
• Ticket sales
• Sponsorship
• Community contacts (for villages, talks, etc)
• Talks schedule
• Logo: picking a designer

Minutes

Attendees: Paul, Jonty, Russ, martind, Mark Apologies: AlisonW

Open Tasks

• crypt writes: " Did manage to get fencing and toilets booked, within budget, will give more details tomorrow."
• Crypt to publish toilet spreadsheet, check height of delivery vehicle - DONE
• Crypt to check fencing details - DONE
• Russ to confirm bridge height (it is 9'9") - DONE
• Paul to confirm with BMXers that they won't use the site. - DONE
• Jasper to chase up Bluesq contact - OPEN
• Jasper to email uknot - OPEN
• Aden and Crypt to contact Cisco. - OPEN
• Russ and Martind to speak with netaudio re sponsorship - DONE
• Martind to meet with more designers - DONE
• Jonty to chase up drrk and plett about A&A sponsorship - OPEN
• Paul to make a wiki page with a responsibility matrix - DONE. Roles
• Jonty to organise site visit - OPEN
• Jonty to research involving local community - some emails sent, ongoing. OPEN
• Russ to organise water, investigate drainage - later
• Jonty to liaise with CCC/HAR/etc - OPEN
• Jonty to send out questionnaire - DONE

Agenda

Misc

• Meeting discipline: Try and limit meeting time, and keep focus
  • Jonty suggests round table at William IV
• new Timeline page
  • Lighthouse!! Everyone sign up and create tickets for their tasks

Toilets/Fencing

• crypt writes: " Did manage to get fencing and toilets booked, within budget, will give more details tomorrow."

Power

• Benny doing lots of feasibility/regulations research atm; trying to build much ourselves
• aiming to have final budget in a month

Water

• need someone else to take responsibility, Russ is too busy. Paul will temporarily take over
• task for Russ: put the open issues on a wiki page
  • liaise with Anglian Water: survey
  • form filling (Russ can help)
  • letter of approval by MKPT (Russ will do this)
  • contractor to lay down pipes
  • estimate peak demands
• aiming to have final budget in a month

Internet

• now getting urgent
• BlueSq not replied yet.
• suggestion: research FTTC options -- Mark will do that (and liaise with drrk and plett)

questionnaire

• 153 respondents
• 54% will attend, 45% maybe, 1% no
• 5% under 18
• 30% will definitely arrive by car, 28% maybe

Ticket sales

• considering the licensing and liability implications and low number of under-18 respondents (see above) we decide to make the first event 18+
  • additionally: discounted/free children's tickets will eat into the 499 capacity and reduce our income. Atm this could mean a potential deficit for the organisers.
• pets? probably also a no (CCC also had no pets)
• original ticket pre-sale deadline is tomorrow, now aiming for 11 May
  • will be slightly late
  • will aim for payment via: UK bank transfer, EU bank transfer, Go Cardless
  • Russ will set up EU bank account
  • Mark and Jonty to set up software side

Site Logistics

• event plan due by 15 May (cf. Timeline)
• larne number of respondents plan to come by car
• we plan to sell mandatory parking tickets to manage this
• traffic management will be our responsibility -- can't have people park in nearby neighbourhoods
• need someone to research further parking options!! (ask list: Nearby parking for 3 days etc.)
• Russ will also contact MKPT for other options
• Jonty to organise site visit

Sponsorship

• atm aiming for £2k
• aim to have budget finalised in a month
• ask list for suggestions and contacts

Community Outreach

• Let's start collecting community contacts (for villages, talks, etc)
• "Call for Hackers": broad contributions: aim to send out by 11 May
  • martind, Jonty to discuss -- and make wiki page with suggestions for people/orgs to talk to

Logo

• we picked a designer!
• martind to brief him, suggest to make some first drafts and then discuss with team