Event Planning- scratch pad

Based on discussions during planning meet on 9th July @ Jubilee Hills Barista.

1. Wiki clean-up (in progress)
2. All sessions at one place(without subgroups)
3. -T Shirts : Off or On? We should know by Tuesday daytime (ON. Yay!)
4. Effort to get more speakers
5. One more Blog-blast on personal and group blogs latest by 11th July - Ramesh, Poorna, Rajat, Rajan, Mohit (add name)
6. Frame questions for entrepreneurship panel by 12th July (everybody contributes 5 questions each, more are welcome)

Core Infra

• -JNTU Hyderabad (venue visit)
• -Venue approved
• Venue changed to Microsoft Hyderabad IDC Campus

Publicise & notifications

• -mail to hyd-eclipse.org members
• -mail to hitech-JUG
• get more tech bloggers on the roll
• -seek HYSEA help (to publicise, & support) -'done'
• -Print some posters and mail to companies? PDF file, printed (black n white)? - Soft copy DONE.
• -Finalize Rooms
• Wifi Connectivity
• Projectors one for streaming and another for presentation.
• -Mail to all groups with the poster and request to join barcamphyderabad alias

Sessions & speakers

• need to get more speakers

Handouts

*Handouts at the event (pens, pads, water)

*Progress has agreed in principle, to get some goodies-

*Pens

*Caps

*T-Shirts

*Poster design

Event Prep -(JNTU student volunteers?)

• Stage- backdrop design
• Printed (direction) signs at the event
• Confirmation of room, wi-fi & projector
• Registration desk- get a laptop, enter online
• Photography
• Live blogging. Need bloggers to get their own laptop.

Snacks++

• Snacks (Hot short eats, 5pm. Use registration fees?)

Water. Need a sponsor. (Get a crate of small bottles, and have people pay and pick up? We can find and get the crates. Will cost few 100 bucks (500ml bottles, 100 nos).

Whos behind..

Planning meetings

Kickoff- June- Ramesh, Rajan, Mohit, Vijay, Rajat & Poorna

Location: JNTU Campus

The initial ideas took shape here.

Planning meets

June 1, 2006

--x--

June 24, 2006

MEETING MINUTES:

Just to add to Rajats MoM.. regd the schedule:

1. We will shoot for a 15 mnt kickoff.. that shd also help set the

tone and excitement for/around the day. We will include a humurous ack

of org/planning contributions. A parody on mobile industry. Set the

participation rules.

2. Parallel tracks from after kickoff till 4pm. Two rooms.

3. A discussion session at 4. Tooic: Is mobile tech the missing link

in making cyberabad into hyber-valley.. the next silicon valley.

We will hv a moderator (accomplished entrepreneur), VCs,

Academia(iiit),budding entrepreneurs.. in a moderated discussion on

what it wld take to get more tech companies in hyd. Making hyd a tech

companies/startup hub. Cld mobile 2.0 apps/infra be a enabling

vehicle.

We need to get the panel. To approach TiE, SVB, isb,iiit

faculty(rajat/rajan) & Jay (ramesh)

Cheers,

Ramesh

> On 6/24/06, Rajat Gupta wrote:

>

> Guys,

>

> Below are the notes from todays meeting.

>

> Attendees - Uday, Krishna Raj, Vijay, Poorna, Rajan, Ramesh, Rajat

Budget logistics

1. We are going to cap registrations at 250.

2. We will be ready for 250 - food , tshirts.

3. Lunch @ 100/- Rs per head = 25 K sudhakar 100 Rs per head is

way high. As per my experience in MS events, they provide

reasonably very good food (with chinese, nonveg mix) just for 65

Rs. That is max price.(they have two food vendors)

4. Snacks @ 20/- Rs per head = 5 K sudhakar - For 400 persons

it costed us 2000 Rs...snacks includes 3 types of biscuits and

tea, coffee..we can customize this. I will get latest pricing my

monday.

5. T-shirt @ 200/- Rs per head = 50 K

6. Stationary @ 50/- Rs per head = 12.5 K ( Pad , Pen, Name Tags)

7. Banners - 2 Banners, Barcamp Posters = 5K

Total Budget = 97.5 K ( Just kissing 1 Lakh ) :D

Todos:

1. Wiki Maintenance - Kopos

2. Discussion logistics - Get academia, VC, Moderator, Entrepreneurs

3. Witty email

4. Good kickoff

5. Search Flickr, YouTube enthusiast (Need someone to record & upload videos)

6. -Poster, Tshirt, Logo design ( Ramesh , Krishna Raj )

7. Arrange speakers

8. Arrange MainStream Press

Infrastructure:

1.WiFi in audis and corridors. (Follow up with Sudhakar?)

2.Makeshift Projector

Sponsors Followups:

i. Hysea

ii. -SVB

iii. Progress

iv. TiE

v. Pramati

vi. Cordys

vii. Microsoft

Schedule:

Morning session 10:30 - 12:45

Lunch 12:45 - 2:00

Afternoon session 2 :00 - 3:30

Tea break 3:30 - 4:00

Discussion 4:00 - 5 :00