Planning/Minutes/2012-08-06

From Electromagnetic Field

Contents

Team Updates

Administration / Treasury / Budget (Russ / Nick)

  • We've sold 17 new camping tickets in the last week. Portcullis have cancelled 4 of theirs and we've had one other cancellation, so net increase in tickets is 12.
  • This brings the total to 132, of which 39 are un-upgraded pre-sales.
  • I sent out a pre-sale reminder today which has shifted some (and 11 are portcullis who are paying, so that's actually 28 remaining).
  • £5,400 plus €1,320 in the bank, as well as £2,700 in pending payments
  • I have FINALLY received the remittance advice from UCL, so their money will be with us in at most 3 days.
  • Cancellation insurance is not happening. The upside of this is we have saved ~£1k on the budget.
  • New sponsorship from O'Reilly.
  • Have applied budget reductions to AV and fencing (thanks Charles)
  • STILL NO NEWS ON RUBBISH! (Can we just get a skip?!)
  • Water is sounding even more ludicrous - £22 per person
  • Our current break-even point is now 220 camping tickets and 30 day tickets (or equivalent).

Power (Russ/Will)

  • Templant delivery will include a full tank of fuel (1000ltr), sale or return on it – we pay their cost plus 20%. Everything confirmed with him today, aiming for delivery on the Tuesday afternoon.
  • Likely to run out of fuel at some point, we need to source a local fuel supplier with a small tanker that can come and fill us up. Templant also said it’ll be cheaper if we can

refill the tank ourselves before they collect it, red diesel ok.

    • Someone needs to take on this as an action
  • Working on lighting order at the moment, struggling to find lighting towers that have no generator (we want 16A in)
  • Telehandler booked with Ace Plant, they are asking for plant insurance certificate
  • Telehandler training for Will and Benny - still to be booked
    • Will-h to book training
  • Telehandler / plant insurance, we have none, we need some
    • Someone needs to take on this as an action

Sanitation (Crypt)

  • We're getting skips. Fuck the professionals.
  • Get skips use golf cart, telehandler & land rover to transfer to skip
  • Need smaller bins (oil drums, rings on trees?)
  • ACTION: Showers need to be contacted based on new estimates
  • ACTION: Toilets need to be contacted based on new estimates
  • ACTION: Fencing talk to them tomorrow

Internet (Davidc/Jasper)

  • We have to start ordering supplies this week to be sure of getting them on time. Budget is ~£786.31, of which about half is cable. David and Will are happy to front this on credit card iff they are guaranteed repayment within 30 days...
    • Yes, no problem, send Russ receipts and they'll be paid immediately (but let's make sure we don't over-buy cable given reduced capacity)
  • Remaining cables plugged in in Telehouse and tested
  • UPSes, extra battery shelves and PDUs tested successfully. Approx 30 minutes runtime at 8.4A test load. 36-48 hours to charge so we need the genny up >98.5% of the time :-)
  • Environmental monitor installed and tested for pretty temperature graphs.
  • Cacti / phpweathermap setup.
  • primary ssid's have been setup and tested (emfcamp, emfcamp-2.4ghz, emfcamp-5ghz, emfcamp-staticip)
  • spacefed/spacenet setup started, we've got the shared secret etc,
    • Eduroam for hackspaces
    • John Fawlty knows about this (re LHS spacefed)
  • still looking for outdoor IP camera to mount on mast, any leads?
    • Jonty might buy one

Web Infra (Mark / Jasper)

  • Day tickets are ready to go, need price and quantity
  • Russss says we can just float the payment systems so don't need to worry about disabling payment methods early

Vendors (Clare)

  • Apologies I can't be there - migraines are my idea of Hell...
  • I have got these two confirmed. I have not heard back from cafechameleon yet so will email again.
    • We have http://www.monkshoodcoffee.com/ booked from Thursday afternoon - ready to supply us hungry people who will be setting up there :D
    • We also have http://www.cafechameleon.co.uk/ who will be able to veggie and vegan food too. I am going to email them to see when they would like to arrive today.
      • Baked Bytes Bakery will be offering cakes and sweet treats. (aka Charles and Clare in a motorhome)
  • ACTION: Opening hours for vendors
  • Look at BBQ supply
    • Oil drums (~5) available for all
    • Sale or return on food & charcoal
    • ACTION Mark to acquire a 3rd fridge (first 2 for bars)

Venues (Charles)

  • AV now restriced to 1 venue
  • Tents and furniture for 2 - this av will be supplied by kindness
  • ACTION: Haybales, we need them

Transport (Mark)

  • Will visit the site this Fri eve to check out the Park&Ride
  • Investigating a minibus, trying to find a cheaper way of renting, looking at £500ish now
  • Provisional for £15 on site parking ticket (only with proof of need TBC)

Volunteers/Stewarding/Infodesk (Sam)

  • Needs help creating online form for scheduling
    • ACTION: Write a specification
  • ACTION: Send email to potential volunteers

FirstAid (Oni)

  • First aid is going well. Just a few last orders coming in. Also, just need the space somewhere near the HQ tent reserved and out of view
  • Aside from that, we have 4 people, vetted and ready to go
  • Just need the tabards, space and last bits of gear to come in
  • ACTION: Girl on twitter who was volunteering. Run a trace.

Badge (Charles)

  • USB VID & PID obtained from the openmoko project
  • Software licence will be GPLv2, not decided on hw licence
  • Currently in production (in Scotland!)
  • Should arrive by Friday 24th
  • Any spares will be sold at the camp
  • Help will be required for soldering & programming when they arrive
  • Big drive to write code soon
  • Possibly talk to adafruit etc about extra gear for programming & lights (avr usbtiny programmer)
  • Need lanyards, charles is sponsoring

Sponsorship (Alex / Jonty)

  • UCL are getting there! (Scary/Kate == AWESOME)
  • UCL are sharing space on the board with manufacturing logo
  • Have supplied 4~5 speakers (Scary is a supplying many)
  • ACTION Jonty to talk to Zoe Laughlin re speaking
  • O'Reilly have given us £500 of sponsorship + books + notepads (gubbins mean prizes)
  • ACTION: martind to talk to Alex about OU: status, any chasing we can do?

Bar (Russ / Charles)

  • Nothing further to report
  • Should have access to transport for beer gear
  • ACTION: Crypt to chase a man about a dog bar top

Merchandise (Kitty)

Communication (Jonty)

  • ACTION make sure people are aware that they should bring a t-shirt for printing on
  • Jonty has emailed all the spaces
  • Getting coverage in various places (Hack-a-day, Hacker news)
  • With sponsorship from O'Reilly hopefully getting coverage on MAKE
  • BBC currently un-responsive, trying a back door (hurr)
  • ACTION: Talk to Scary about BBC contacts
  • Jonty talked to Register & Cory
  • Now have poster that needs to be sent out
  • ACTION: Need to print copies for LHS
  • Stavros now working on camp guide & draft
    • ACTION: Finalise copy for this
    • Current aim is a foldable poster of the map (info on back)

Events (Jonty)

  • Jonty's been to talk to music hackspace & bio hackers
    • bio-hackers are coming & putting stuff on
    • music hackers are unsure...
    • ACTION: Jonty to email music hackspace mailing list
  • Blacksmith insurance (Welding?)
    • ACTION need risk assessment for blacksmithing
    • ACTION need risk assessment for welding
  • Have ~50 speakers
  • Universal Air only available on Friday (quadcopters for all!)
  • ACTION: talk to Glen about 3D printing
  • Hexayurt need material for their yurt
  • ACTION: contact games groups to organise village
    • Retro games
    • Indie games Contact might be George Buckenham
    • The rig
    • The beast (and find it) Contact is George Buckenham
  • ACTION Talk to Sugru
  • Have a HAM radio group coming may need to help
  • ACTION talk to bugs for biohacking
  • Simon Singh, Charles Stross, can't make it
  • Ben Goldacre confirmed & excited, Tim Hunkin
  • ACTION Talk to Brian Cox & Gia
  • ACTION Talk to nottinghack about their village
  • Need some help getting sound recording & streaming sorted
    • ACTION Talk to independent media group for help

Site

  • Who is ordering red+white tape for marking out areas? also we need many stakes, plus material and paint to make signs.
    • ACTION: crypt to organise
  • ACTION sort look at sourcing hay bales
    • Want 50 (Jonty says so)
    • Talk about sale & return (painted and un-painted)
  • Fire extinguishers?
    • ACTION talk to existing suppliers for this
  • Jonty and Charles need to place tent order ASAP
    • Tents need to be confirmed NOW
    • Payment 1 week before (no cash, no tent)
    • Range:
      • 24x21ft (£150)
      • 15x15ft (£120)
      • 5m 'bell tents' (£85)
    • ACTION confirm which villages want a tent (need today, cash 1 week before)
      • Milliways
      • EMFM (TBC)
      • Condorkminium (Alex Mclean) (TBC)
      • Nottinghackspace (TBC)
      • LHS
      • Radio (TBC)
      • MzTEkKk (TBC)
      • 3D printing (confirm the actual village first)
  • Tents we want:
    • 2x Bell tents (Jonty and nick)

Lighting

  • How many tents are we providing?
    • ACTION: Charles to liaise
    • I know of hq, stage1, stage2, hackcenter - thinking about asking for 6 emergency exit lights??

Shiny

  • Jonty will now cover laser shiny
  • Charles has decided to make the floaty video wall himself, reducing cost
    • PCBs being made by stickleback, who we love
  • Gate is sorted (sort of)
    • Needs scaffoldings
    • Tom Wyatt is making a flame thrower
    • Need EL wire
  • Net will be picked up

Topics of the Week

  • Day ticket prices no right to camp, no badge
    • £29
  • Free or v cheap young children tickets?
    • Free for under 5
    • ACTION Refunds to already bought U5's
    • General child/teen policy: who needs what level of adult supervision? Who can come alone?
      • We will treat it on a case-by-case basis; "at our discretion". All under 18s on site need to be registered with us.
  • In the run up to the event, should we hold quick mid week irc meetings?
    • Yes
    • mainly to check up on people

Actions

  • SamLR to email Bugs about doing a microbiology talk
  • LOCATE THE BEAST
  • ACTION: create team food (organise food from 'general store', tea urns etc)
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