Event details
When: May 21 & 22
Where: Microsoft Offices - 1290 Avenue of the America, Manhattan NY
These are meeting notes. For the main BarCampNYC6 page, go here: BarCampNYC6
Shortcuts: Venue - Food - Sponsors - Shirts - After Party - Website - Registration & Name Tags
Venue Details
Microsoft Offices
1290 Avenue of the Americas
- Capacity is 300 - 350 people. Every room has a projector
- Peter Laudati is our main contact
- Note: Security needs a list of all attendants 24 hours before the event starts
Committee: Scott R
- Plan Breakfast for both days
- Drinks all day
- Subway for lunch on Saturday
- Pizza for lunch on Sunday
Committee: Peter J, Eric S
- Find sponsors!
- Try to get them to agree to pay for things directly instead of sending money
- Try to keep an upper donation limit of $500
- Try contacting sponsors from previous years
Committee: ?????
Vendor: Threadbird
- Design needs to be submitted no later than the end of April
- Will order 220 mens shirts and 30 womens shirts
Committee: Sumat, Tony B
Venue: ?????
- Find a venue, at the very least
Committee: Anthony G
- Build single page website and redirect DNS
- Site includes:
- What is BarCamp?
- Picture of Google Maps pin on map which links to the Google Maps page of the venue.
- Some way to draw in users to sign up to the registration notification mailing list
- Picture or two from last year (Check twitter, hacktag #barcampnyc5 or #bcnyc5)
- A spot to put sponsors as we get them
- Link to our twitter page
- Link for sponsors to donate
Registration & Name Tags
Committee: ?????
- Set up new eventbrite page
- Get old account or make new account? (emailed Eric S -shane)
- Open registration on April 29th
- QR Codes on name tags contain the users name, link to their website, and link to their twitter account
- Steve from BarCampBoston has a nice python system for this. Will talk to him (-shane)
Old Chatter:
T-shirts: are a yes! Or at least: swag is a yes! T-shirts are a probably yes! 99 designs.
Food:
* 6th and 51st is pretty soulless from a food perspective on the weekend.
* 6th and 55th do have food!
* Food trucks? Can we invite food trucks for BarCamp! Scott volunteers to research some food trucks and some prices.
* Food can be brought back into the space. Not a problem to eat at the space.
* Subway or Lenny's long sandwiches are discussed
* Pizza is an option
*** There are advantages to ordering food in: keeps the critical mass going.
*** If we're going to go out during the event, having the trucks on the corner would work really well.
We have a decision! Let's use eventbrite to do the tickets.
Eventbrite-isness:
* Important to get the date out as soon as we know the space is confirmed.
* Could open up RSVPs 4 weeks ahead (April 21) or 2 weeks in advance.
* Sign up here to be notified that registration is open! That's an awesome idea.
* Say: 3 weeks in advance 300 tickets.
* Two days of tickets: break the tickets into Saturday and Sunday tickets.
* Open up 50 RSVPs right away, then add names to a mailing list to be notified of next ticket set.
* Multiple rounds of tickets keeps the event from selling out all at once
* Close registration Thursday before event, in order to submit to security.
* Encourage real names. Really.
*** Building security requires all names be submitted 48 hours in advance of event.
*** Eventbrite will generate an excel firstname, lastname list for us.
*** Organizers list is also need for submission to building security
*** New this year at Microsoft: There is an on-site security guard
Name Badge
Name badges could be gravatar, name hooked to a QR code. QR code goes on the name badge.
Getting the Word Out
Much chatter.
Decisions Still Needed
How many rooms to use?
How many simultaneous tracks?
What length sessions? half-hour in morning; full-hour in afternoon.
Hours? When to start, When to end each day?
Overnight? Maybe not so much. Maybe stay open late but not sleep over.
Website:
One page of why you should come! The landing page for barcampnyc.org!
Shane's roommate Anthony G volunteered to do it.
Just one page, nothing fancy. Something to add to our tweets.
Twitter Account:
Jonathan will add Shane to the cotweet accoun.
Another note on T Shirt:
Shane will talk with M Galpert about last year's t-shirt designs.
We will do girls shirts. We will advertise that we are doing girls t-shirts.
Saturday Night Party:
Make some plans for the after party.
There's a mechanical bull at the Johnny Utah's downstairs from the venue.
Connolly's, Irish Bar near by.
Consider National Mechanics in Philly. jk.
====
Planners:
Peter Chislett
Peter Laudati
Peter Jaros (I am Spartacus) (peeja)
Shane Reustle
Scott Rubin (apreche)
Sumat
Max at Bar Camp
Tony Bacigalupo
Volunteers:
- add yourself...
- Need 2 volunteers to help at building security sort out the getting-into-the-building moment
- Registration desk people
Participants (aka Campers):
Sponsorship
- Smaller sponsors are good
- Cap is good. Not more than say $500.
- Sponsorship in kind is ideal! That we don't have to handle money.
- Smaller companies, well we're going to need
- Superconf as model of all sponsors are equal. Take a look at it: http://superconf.net/
Committees
Shane is the fallback extraordinaire
- Sponsorship Committee
- Peter Jaros and Eric Skiff
- We need more volunteers though! Put your name here!
- T-shirt Organizing Committee
- Food Committee
- After Party Committee
- Sumat and Tony
- Big decisions to be made about sleep over, late night hacking, dinner and drinking, etc...
- Venue Committee
- Website Committee
- Name Tag Committee
- Volunteers Wrangler
- Volunteering is a lower level of commitment than committee joining
Next Meting: Monday April 4th at 7pm in the New Work City offices.
