State of the Map 2013/Minutes/2013-07-17 Meeting
12th SotM13 Meeting 17th July 2013 @ 8pm BST Present - Gregory - Mary - Brian - Jon - Shaun - Stuart - Mike - Rob (late) Apologies - Floris, Henk
Previous meeting [Google link removed]
Conference Programme update (V3) [Google link removed] (access needed - Rob)
Green = confirmed & ticket, and abstract given. Yellow = confirmed, but no ticket yet. White = not responded to any e-mails yet, may be no-shows.
- Stu’s “non-panel” (number 21) is called... ?
- Order of keynotes
- Still waiting for where Harry’s competition is.
- Only problem, row 84: not enough time for OSMF working groups?
- Row 26, not a problem, have a rest 5 or 10 mins early
- Think it’s all okay, but good to keep having everyone look over & check it.
* Think of titles for sessions (times between breaks) if possible.
- Items in bold are of no significance (Rob: They have some significance to me - e.g. keeping track of where we must keep sessions from the same speaker separate).
Conference Presentations (Mary) 1 person needs an invitation for visa, Henk working on. 2 didn’t want publicity when registred (will check programme ok - Mary’s sent emails) Brian to chase Henk to check AND presentation details. Conference Guide (Brian)
Discussion and decision on layout plus volunteers to edit - suggest one per day Some abstracts will need to be edited to cut down, not many. Volunteers to help Brian (Friday) & Mary (Saturday) copy & paste conference programme to guide document. Mike (Sunday) can help.
Use revised abstracts in Column Q.
[Google link removed]
Print lead time is 3-4 days before delivery (do proofing before)
Conference Volunteer team (Rob)
We can leave this till next week - there's no urgency on this
Rob absent, so passing over.
Promotional schedule (Shaun/Rob) - need Google Drive spreadsheet for planning
Would be great to have this. Shaun can/will do, he’s just been playing by ear so far. [Google link removed] is the spreadsheet for the publicity.
Conference Media Streaming (Brian)
Quick decision needed on twitter feed display (I'll explain in the call - functionality I forgot to mention before) Civico Live suggest we have a twitter screen in the conference (not directly behind the audience)
Brian: can add complication, cost, difficulty, distraction. Could just do it in the refreshment area Agreed refreshment area only.
Merchandising updates (Brian/Greg/Stuart)
See Google Drive doc- mainly on designs,deadlines, payment and delivery
Spreadsheet updated with lead times [Google link removed] Delivery address to venue in spreadsheet Mugs Publicise the end-time to book if you want a personalised one. Badges Waiting for design to be returned Bag What do we want on the carrier bag? Logo done to death? Map, will need special design that will work with material. Marketing Birmingham, have they got some B&W image we could use. Will have to order 1000, just a simple OSM reusable one? Wider than Brum, very generic Reflective for cycling? Reflective vinyl stickers. - but not big funds
Auction to get rid of conference left overs People getting bored of it Put this on agenda next week.
T-shirts black, white, and blue, from website/logo Volunteer, just different colour explain in conference Difference between volunteer/delegate, okay for visually impaired (colour blind) - Team numbers - not needed just yet Banner 3-5 day lead time, not needed to discuss yet Lanyards Covered by Stu. Authorisation waiting from 1spatial to use logo by manufacturer. Name tag short lead time Programme covered in previous agenda item
Registration update (Henk) Henk not in meeting. Last figures, 178 Do a blog about accommodation. (Rob)
Try and get registrations up (encourage can be done now, and accom done later).
Sponsor update (Stuart/Henk)
Pushed to European contacts, nothing really coming back Translations holding things back a little Deb is chasing up Yandex, who has a person coming to do a talk. would be good to get, 60% of Russian market Got quite a few more “no”s by going back to people Nothing heard from MapBox, left with Deb. Ask Henk if he has anything from Mapbox, Garmin, etc Any of them coming? Jon doing a talk on “Vision of OSM.org”, following up from Saman’s SotM US talk Esri Inc people, want to get involved instead of Esri UK? No more responses really New areas are keen to attend/learn, not to sponsor yet Existing businesses have tight purse strings this year Takes a week to get logos out of them, so nearing end time for new sponsors Need to check sponsor packages, who gets to go in the programme/how.
Website update (Jonathan)
We can skip this if things are stable and there's nothing to discuss
Having a form for posters? Anything else we need. Could create a Google Form. Shaun needs something to marry up with posters that go in dropbox. Any limit on number accepted? Get them in, and regularly report back. 100 word limit to be put on the poster abstract text box. Jon will do the form.
Mates Rates Not a problem of clarity.
Brief item on agenda items going forward
If you want to raise something, it should be mentioned by e-mail first (even if you do that just before the call).
Only 54 minutes on the call!