Planning/Minutes/2012-08-13

From Electromagnetic Field

Contents

Actions from last week

  • Russ/will: Look up refils for the fuel tank (red diesel)
  • Russ/will: Telehandler/plant insurance
  • Crypt: revised shower estimates
  • Crypt: revised toilet estimates
  • Crypt: revised fencing estimates
  • Mark: 3rd Fridge
  • Clare: Vendor hours
  • Haybales
  • Sam: Volunteer's online form spec
  • Sam: Email to volunteers
  • Oni: First aid: Chase girl from twitter
  • Jonty: OU Status
  • Jonty: Talk to Zoe Laughlin
  • kitty: T-shirt supply
  • Kitty: Ink
  • Crypt: bar top
  • Jonty: email attendees about bringing T-shirt
  • Jonty: talk to scary about BBC contacts
  • Print posters for LHS
  • Finalise copy for site guide
  • Jonty: email Music hackspace
  • Welding risk assessment
  • Blacksmithing risk assessment
  • Glen re 3d printing
  • Contact games' groups
  • contact sugru
  • Bugs re biohacking
  • Talk to Brian Cox & Gia
  • Talk to nottinghack about their village
  • Talk to independent media group for help
  • Crypt to look at red tape for marking out
  • Fire extinguishers
  • Confirm which villages want tents
  • Charles: liase with lighting over requirements
  • Refunds for U5s
  • Create food team?

Team Updates

Administration / Treasury / Budget (Russ / Nick)

  • updated counts to include all gocardless sales (assume they'll go through)
  • removed expired prepays
  • current number 201 + 8~10 prepays
  • £13k in bank (incl UCL money)
  • £2k pending
  • full confident assumes receiving cash from people
  • 4 kids' tickets
  • 1 day ticket
  • Budget now assumes:
    • 5 day tickets
    • 5 kids' tickets
    • need to sell 60 equivalent camping tickets (260 camping equivalent sold)
  • Insurance not paid and £380 (£20k contents) this will likely increase (need ~£260k)
    • finalised quote should arrive tomorrow
  • google checkout require details to payout any further (Jonty's ID)
  • One request for a refund
    • will refund if we make a profit
    • Refunds will be first come first served from surplus

Power (Russ/Will)

  • Telehandling training happened today
  • Revised DK layout, 9 in total - (9*60) £648 inc vat
    • (6 in camping, 1 near the bar, 1 outside gate for camper vans, 1 spare)
    • Need this confirmed and ordered so kit can be configured and labelled up
  • Will and Benny are on a muddy telehandler training course in Sheffield
  • Nat has placed the order for lighting with Impact in MK, came in at 558 (was original 1200 on budget)
    • Includes festoon for around the site (has been added to the site plan)
    • A few 500w halogens
    • 9 par38 outdoor uplighters in yellow + red, for under trees / outside venues
    • Internal lighting for only these venues; stagea,stageb,hackcenter,hq,food,gate
    • For the bar only 1x20m of festoon has been ordered, anything else will need to be ordered seperately
  • Benny has located some CT for measuring the load during the event, talking to SteveAstro about borrowing a meter
  • Will is trying to source scaffold for poles to support the festoon, also looking for a supplier to build the gate.
  • Still need to finalise which local fuel supplier we are using.

Sanitation (Crypt)

  • Toilets need to pay this week
  • site visit yesterday (looking for standpipe) photos emailed to admin
    • would need keys for access
    • most of the lawn mowed
    • hay left at the moment
    • need to look at clearing grass near car park
  • estimate ~£10 per bin, need ~10-15
    • suggest pop up laundry bins (£4 from ikea?) (can be found MUCH cheaper http://amzn.to/Nd228c)
    • Suggest getting a skip (possibly 2)
    • Suggest second hand sand delivery bags
    • suggest metal rings to support bin bags
    • Tying bin bags to stakes/trees?
    • ACTION buy GOOD bin bags (free bin bag in goodie bag)
    • Need: ONE SKIP. Two skips. N+1 skips.
  • Showers invoice due soon ish
    • ACTION check where to put showers
    • ACTION plan getting water truck/ showers under bridge
  • updated fencing cost in budget
    • ACTION buy a mop

Internet (Davidc/Jasper)

  • We have brought up transit sessions to Pulsant in MK and Goscomb in London, now announcing AS13020 and 94.45.224.0/19 + 2001:67c:20a1::/48.
    • Tunnelling site addresses back to the kit at Nat's house, onsite VMs are now directly accessible.
    • Multicast peering setup with BBC R&D over LONAP, so access to various TV+Radio channels onsite.
  • Jasper has configured spacefed and tested it on the wireless.
  • We have ordered the backup Ubiquiti kit and some sundries.
  • Our costs are now 3859, saved 700 this week by finding cheaper suppliers for items.
  • Most of the switches are configured, need confirmation on DK order of 9 today to get this finished.
  • Will is borrowing some servers from Bytemark to be used for onsite services, configuring them with Nat at the wkend.
  • Agreed with Randomskk for antenna placement on the mast for balloon tracking, antenna + 45m of coax needs to be onsite for Tuesday night, Russ to transport.

Web Infra (Mark / Jasper)

  • Sam has been trying to sort out a volunteer sign-up thing
    • Action: NEEDS HELP
  • timeline updated to include cost cutoffs
    • ACTION implement euro cut off for the end of this week
    • ACTION implement gocardless & bank transfer cut offs
    • ACTION Sort out e-tickets
      • each person has some sort of random number
      • also accept photo id
      • big print out on the door
    • ACTION email all people with ticket info

Vendors (Clare)

  • Cafe Chameleon have pulled out
    • cites not enough people coming to the camp to make it worth while, despite other evidence
  • Have figures for buying & renting BBQs & charcoal
  • Propose setting up as food vendors for weekend
    • People will be able to help, they will not need qualifications
    • ACTION talk to milliways to organise food via IRC
    • Need decision now
  • First non food vendor Phenoptix
    • LEDS
    • Electronics people
    • stuff n things
    • getting table & chairs in workshop tent
  • ACTION Jonty to email charles with info on universal Air's requirements for vending on Friday

Venues (Charles)

  • Final order for marquees gone in (no response due to LARP)
  • Confirmed with as many of the villages re getting tents
    • bytemark
    • Raspi
    • Hackspace getting a 24' tent
    • Mztek (may cancel Jonty will cover)
  • ACTION Russss etc to begin plotting locations
  • staging, sound & light for venue: alpha
  • staging & light arranged for beta
  • Bytemark are being asked to cover projectors & screens for venue
    • slow response due to alchol poisoning
  • Offered Hexayurt (in Winchester)
    • need medium/large transit van to get it
      • possibly mark's? land rover
    • 1.4m x 2m
    • Want to build at least one on site (Jonty to help cover)
      • need to get wood for it
      • Buy from builder's merchant

Transport (Mark)

  • Mat made it to MK for reccy
    • ACTION get hold of National express for info on using park & ride to run the shuttle from
  • ACTION look at managing vehicles on site
  • ACTION will book the Minibus this week
    • Find people to drive
    • Look at deferring id supply to hire company
  • Van hire for big stuff from London - the beast (@LSBU, contact via Nick/George), hexayurt from Winchester
    • 2 days? (via winchester for hexayurt)
    • Pick up beery geary
    • ~£290 for 1 week of long wheel based transit

Volunteers/Stewarding/Infodesk (Sam)

  • Not much to report, Sam needs to talk to volunteers

FirstAid (Oni)

  • All sorted, everything is wonderful as long as everyone turns up.
  • Waiting on St Johns invoice

Badge (Charles)

  • Everything has arrived, except the badges themselves
  • Need programming help.
  • ACTION: Git repo and roping in people to help.
  • Need help soldering

Sponsorship (Alex/Jonty)

  • Phenoptix
    • ACTION get back to them
  • Coolcomponents
  • Bytemark
  • OU
    • Need to liase on deals & speakers

Bar (Russ)

  • Cash and carry
    • Clare has account for booker (there's one in Northampton)
    • ACTION need to check whether cash&carry /returns?
  • Bar stuff can be arranged close to time
  • ACTION need tills
    • Secure storage for cash
      • Car boot
      • Hotel room
      • look at night safe drops

Merchandise (Stavros/Kitty)

  • Screen printing inks are expensive
  • Look at buying t-shirts pre printed
    • ACTION cost screen printing vs pre printed
  • Look at carrying on screen printing due to high expense of ink.
    • Alternative have all the volunteer tshirts pre-printed and some of the public for general selling.
  • Cost of public tshirt sold?
    • ACTION: Volunteers to print volunteer/team t-shirts prior to the event

Media/Comms (Kitty/Naxxfish)

  • Glamour shots for sponsors
  • ACTION: Need ink prices by tuesday/wednesday

Communication (Jonty/Martin)

  • Guardian
    • Will be online soon
  • HN / Adafruit
  • Should be on boing boing & make this week
    • Action as Cory to speak
  • BBC x 2
    • will be filming during it
    • Requesting people to talk to about fun stuff
    • ACTION talk to them about sharing footage

Events (Jonty/Martin)

  • Hexayurt
    • Want to build 2
    • also one from winchester
  • More talks coming from UCL
  • Villages
    • Bytemark sharing with retro gaming
  • many talks keep arriving
  • ACTION organise talks list
  • ACTION Classify talks into workshops, meets and talks
  • ACTION add abstracts to talks
  • ACTION "request a talk" list
  • ACTION

Streaming (Naxxfish)

  • Officially made it an active team on https://wiki-archive.emfcamp.org/2012/wiki/Teams, with an induction from martind
  • As it currently stands, we have enough equipment to cover vision on two stages and do live streaming, plus recordings.
  • Need to firm up other AV requirements still.
  • Still got quite a lot of sysadmin type things to set up - will be delegating where possible as soon as there is a proper plan (probably by the end of this evening)
  • Number of sponsors approached, none especially interested. VisiononTV/donated use of tripods though.
  • Will video stream via WebM/Theora from all stages, plus Ogg for audio only (EMFM etc)
  • Recordings will be put onto YouTube (or something) and originals kept and mirrored. (to talk to Web team about getting the live YouTube/whatever channel on the website)
  • EMFM tent wants to be located close to stages ideally!
  • We need artwork/logos to make graphics! - disregard, I found https://wiki-archive.emfcamp.org/2012/wiki/Team/Communications#Logo_Pack

Topics of the Week

  • What are our plans re. tickets & checkin?
    • can we issue e-tickets? how do we scan them?
  • Event structure
    • Should we promote some talks as "Headliners"
    • Need an schedule to sell day tickets (themes/day?)
      • need to arrange around speaker's day
    • Spit talks into "Talks", "Meet-ups" and "Workshops"
    • let's set some key times so people can book their travel
      • opening/closing ceremony
      • shuttle service logistics
  • Fit-up
    • Please update the availability grid at the top
    • If you have arrange for deliveries or collections add them in, include the agreed time and the name of the supplier
  • What are we planning re. goodie bag?
    • got offer for many Ubuntu CDs -- needs followup
    • who can coordinate this?
    • e.g.: as part of ticketing queue: put boxes down, hand out items along with wristbands
    • NEED printed material and stickers
      • Map
      • info
      • need this for Monday
  • Look at long term storage options
  • Printed shit
  • weekend walk through
  • ACTION Mark to find out about haybales
    • ACTION Clare to email leslie about haybales
  • ACTION organise straw for bar flooring
  • ACTION: Jonty to confirm with all speakers
  • ACTION: Jonty to contact Zoe Laughlin
  • ACTION: Book a van for transport/yurt
  • ACTION: Jonty email music hackspace
  • ACTION: Jonty to email sugru
  • ACTION: Jonty to Brian Cox & Gia
  • ACTION: Russ to look into fire extinguishers
  • ACTION: what to award prizes for (have O'Reilly books to give away)
  • ACTION: Source bags for goodies (paper bags or manila envelopes - to be stamped)
  • ACTION: offcut lasercutter keyring badges for goodie bag
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