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BarcampVancouver2008Planning

Page history last edited by Gary Meehan 15 years, 3 months ago

BarCampVancouver 2008 Planning

 

First Planning Session on Thursday, July 10

This page is intended for use by everyone involved in planning the upcoming BarCampVancouver2008. Make any appropriate changes. Happy editing!

(See bottom of page for a Retrospective)

  

Date: September 27th

This is now the Final date, After a vote via Doodle of the 27th versus the 13th, which saw no activity after July 20, the date of the 27th won by a vote of 26 to 25. Unfortunately, no matter which date is chosen, a large group of people will not be able to make it).

 

Number of projected attendees (based on last year + new) 200-225

This projection has been confirmed by a rapidly growing list of people signed up to attend.

 

Venues

Should have 5-6 rooms (for the camp itself) (Minimum of 4 rooms, with one large room for the assembly of all attendees/presenters and where the sign-up board will go, plus some hall / hang out space)

We have broken down the venues into one for the party, and one for the camp the next day. This means:

The party will be at WorkSpace

Capacity there is 300 for a party.

 

  • Potentially no overnight "camping" -- WorkSpace could be used *just* for camping space overnight. Need to ask.

There will be 3 venues on Granville Island for the event:

 

  • The Arts Club Revue Stage (Both the lobby and theatre space. Stage holds 225)
  • Intersections Digital Studio (IDS) at Emily Carr: 1399 Johnston Street entrance, 2nd Floor. Holds 80 people
  • The Playwright's Theatre Centre 219-1398 Cartwright Street (on the 2nd floor). Holds 85. This is the location for WordCamp (Cost is $480 plus insurance)

Darren created a map for the venues:

http://www.communitywalk.com/vancouver_bc/map/292002

Re: Wifi: - Needing confirmation on WiFi at the Revue Theatre. Megan spoke to Revue Theatre person, they said they'd add it to the contract. The other venues are covered.

We have exchanged contract with all our venues so we are good to go.

Roland + Scott Nelson are dealing with the WiFi. Needs to be all set by next Wednesday.

 

Further Info on Venues:!!

 

Since we are looking at cobbling together venues on Granville Island, someone to research nearby parking lots *This needs to be followed up, so that it can be communicated to attendees*

 

Tickets:

We will use EventBrite for tickets

 

Budget:

 

about $6000, and that was with no venue costs.

 

  • Boris has shared a general public link to the budget after he's gotten some more feedback.
  • We will need to have Receipts for all expenses
  • Make sure everything is on the budget before spending it

Re: Cleanup, we are assuming that we have to clean up after ourselves at all events.

 

Food & Drink

 

Farmstead will bring $500 worth of wine

Party Subcommittee are planning to do at least 3 Costco runs and talking to other Sponsors. <--

  • Farmstead Wines will sponsor in kind with wine.

Party needs wrangling - Karen Parker, Tara Robertson, Raul Pacheco to help with party. See Party Planning page for details.

  • All refreshments and food and special event - Need a liquor license - James and Karen Parker are working on that.
  • Someone with Serving It
  • We bring whatever food and eat it.
  • We have to see about Serving It Right - James Sherrett and Karen Parker will deal

 

WorkSpace Party!

Someone to get party-goers to Workspace

(Perhaps sign by stairs that says 'BarCamp Party: Please exercise your legs and take the stairs)

 

Subcamps

 

  • WordCamp - Rebecca Bolwitt + Duane Storey
  • PhotoCamp - Kris Krug + Matthew Trentacoste + John Biehler

 

T-Shirts

NOT PINK - As usual, this is the most contentious issue. Megan likes Firefox logo colours - bright blue and burnt orange. Bright Blue wins it...

- T shirt sales - The Recommended procedure - "Here is your T shirt, There is a recommended donation of 20 dollars."

- 280 T shirts

- Rachel will log in to the system and check if someone is a sponsor or not

- Pro-Rate to 320 T Shirts - but it will be first come, first serve.

 

Sponsors:

Sponsors: 12 * $500 - Darren Barefoot

Sponsor Letter

Benefits, etc.

Discussed possibility of one special (food, venue, etc.) sponsor. Different from the 500 slots that will be included on the back of the T Shirt.

Todd S. has very kindly put together a 2008 sponsorship page here:

http://barcamp.org/SponsorPage2008

Here's a sponsor email, should you need it:

http://barcamp.org/BarCampVancouver2008SponsorEmail

 

Other items:

 

Sponsor Slots:

  • Party - 5
  • Wi-fi - 1
  • Food - 2
  • Venue - 1

Contacting Last Year's Sponsors:

 

1. New Media BC - Contacted Sunday, July 27 by DB, is interested

2. Blast Radius - Contacted Sunday, July 27 by DB, is checking into it.

3. Foo Associates - Contacted Tues July 29 by TS, NOT unable to sponsor this year

4. Agentic Communications - Contacted Tues July 29 by TS, Confirmed as sponsor July 30

5. PEER 1 - Contacted Sunday, July 27 by DB, Has signed up for this year.

6. Nitobi - Contacted Sunday, July 27 by DB, Has signed up for this year.

7. Raincity Studios - Contacted Sunday, July 27 by DB, Has signed up for this year.

8. Uniserve - - Contacted Tues July 29 by TS

9. Bryght - Company got bought or something.

10. Something Simpler - Contacted Tues July 29 by TS

11. Donat Group - Contacted Sunday, July 27 by DB, Has signed up for this year.

12. Navarik - Contacted Sunday, July 27 by DB

13. Outcome3 - Contacted Tues July 29 by TS

14. EQO Communications - - Contacted Tues July 29 by TS

15. 2Paths - Has signed up for this year.

 

  • Aaron will not be in town for BarCamp. Geoff Webb will take his place, taking sponsor spot
  • Sponsor cheques need to be in before the event
  • By Tuesday, Sept. 23 - you don't get your cheque in, you are out of the T shirt

 

Day of Event

 

 

  • Agenda grid - pre-designed is already on wiki
  • How many slots we have (?)
  • How many rooms we actually have - 3 1/2

- Breakfast at JJ Beans (he he suggested by Boris?)

- Schedule jam Revue Theatre for 30 mins and do schedule jam. (We want to show up there at 8.30AM)

  • Everyone to be at the event at 9:30
  • 10 am the scheduling jam
  • Send out our "everybody is in" email - Boris

Signage

  • We need to print out a lot of signs
  • Include Darren's map
  • Post schedule on each venue

Registration

  • Picking up badges
  • Hand write them
  • Rachel and Kerry Anne do registration wrangling
  • If we have extras leftover, we will leave them at Workspace
  • Office Depot ($100 on markers, etc.)
  • Darren and Boris will wrangle the grid in the morning

 

Retrospective

Here's a retrospective from 2Paths' perspective (Aaron and Gary):

First of course, thanks go to all those who looked after the many & various aspects of the event, without whom it wouldn't have happened.

All expense receipts and sponsorship monies are now in. The Google Doc showing the Budget and Actual Receipts & Expenses is viewable at: http://spreadsheets.google.com/ccc?key=pRfJ8kouXYahIFxmMFTVlXw

The financial bottom line is that the event wound up in a loss position of ($684.78), rather than an estimated gain of $1,053. The major differences between actual and budgeted were to do with the T-shirts. Sales were $865 less than budgeted and costs were $1,331 more than estimated. Thankfully there was a surplus from 2007 of $869, which covers off the shortfall. These figures will be useful for budgeting for 2009.

On the sponsorship side, most sponsors got their funds sent in when expected.

Some lessons learned....

-The sponsors need to get their cheques in BEFORE the t-shirts are printed; no cheque by the date, not a sponsor = no logo on the t-shirt, not mentioned at the event.  Sponsors were good with this in the prior year, but too loose this year.

-We need to get invoices (or ~95% quotes from suppliers ) on all costs several weeks before the event.  All potential costs have to be in by a certain date and approved in the google group by the budget person or they won't be reimbursed. A hard copy quote on the TShirts would have probably prevented this year's problem.

-We can't depend on donation revenue, it came in low this year vs. estimate. We need to estimate lower # of sales next year.

 

This Wiki Gardened by - David D.