FUDCon:KualaLumpur 2012/Organization

= FUDCon KL 2012 Todo List =

Meetings
We will be having physical meetings every 2 weeks, and will be having it every week nearing the event. We will also be having IRC meeting at #fudcon-planning on thurday every week, ad 10:00pm MYT. If you are a volunteer, please do your best to attend each meeting. We need as much help as possible and we have limited budget, so we will wipe out freeloaders.

Volunteers are entitled with priority on swags and tshirt. So, please make yourselves useful :)

Important Tickets

 * https://fedorahosted.org/design-team/ticket/220 - Logo design
 * https://fedorahosted.org/marketing-team/ticket/128 - Press release

6th March 2012

 * Introduce volunteers
 * Assign volunteers to primary groups
 * Logistics
 * Ushers
 * Tech support
 * Promotion, Publication & Sponsorship
 * Press release
 * Designs
 * Social media promotion
 * Liason with Fedora Design Team
 * Notify potential sponsors about sponsorship packages (especially for T-Shirts)
 * Food & Beverages
 * FOODCon
 * Hospitality
 * Deal with international attendees related matters
 * Attendee pickups
 * Emergency response
 * Medical
 * Some requirements volunteers must follow - to be mentioned by Maverick
 * Subscribe to mailing lists (fedora-my & fudcon-planning)
 * IRC channel (#fedora-my) - notes: How-To IRC - Full Circle Magazine
 * Work out a clear initial todo list

Minutes

 * 40 mins per talk
 * volunteers
 * logistics
 * Gurdip (lead)
 * TYSeries (assistant)
 * Khoo
 * Patrick
 * Low
 * James
 * Jaya
 * promo
 * Jipang (lead)
 * Adam
 * Yogi
 * Dean
 * Cassandra
 * Wailynn
 * Candy
 * Justin
 * Food & Beverages
 * Hanif
 * Eric (lead)
 * ALmol
 * Siddiq
 * Avif
 * Vicent
 * Meng
 * Kulll
 * Coordinators
 * KageSenshi
 * Maverick
 * Things to lookout for
 * FNB
 * find 2 or 3 fast food vendor
 * FUD BBQ (Budget: 3750MYR / 1300USD)
 * Budgeting for food/equipment
 * Promo
 * press release
 * Get the guidebook handout done
 * promotional flyers - get help from design team if needed

8th March 2012 (IRC Meeting, #fudcon-planning)

 * Confirmation of hotel and meeting room capability
 * Immediate list of to-do's
 * Decide when to open up, and close, subsidy requests, and have some agreement on how those requests will be processed
 * Beginning of ticket creation/processing in Trac for important actions to track as we plan the event
 * Logo discussion : sketch 1 - Design Team #220

13th March 2012 (IRC Meeting, #fedora-my)
Agenda: you are planning to do
 * Invitation to attendees (will need help from RH Malaysia)
 * Promotion status
 * Promo team, please update on what things you've done, and what
 * Logo design:
 * Current proposals:
 * http://publictest04.fedoraproject.org/artboard/post/view/115 - bckurera
 * http://gnokii.fedorapeople.org/fudcon-kl.png - s.kempter
 * http://gnokii.fedorapeople.org/fudcon-kl2.png - s.kempter
 * Tshirt & Swags
 * Prices / vendors
 * Tshirt Design
 * Swag - what to produce?
 * Updates on tasks assigned by the FPL from the last #fudcon-planning meeting
 * http://meetbot.fedoraproject.org/fudcon-planning/2012-03-08/fudcon_kl_planning.2012-03-08-13.59.txt

15th March 2012 (IRC Meeting, #fudcon-planning)

 * http://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012/Meeting:2012-03-15

20th March 2012 (Physical Meeting, APIIT)

 * http://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012/Meeting:2012-03-20

22nd March 2012 (IRC Meeting, #fudcon-planning)

 * https://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012/Meeting:2012-03-22

27th March 2012 (IRC Meeting, #fedora-my)

 * https://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012/Meeting:2012-03-27

29th March 2012 (IRC Meeting, #fudcon-planning)

 * https://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012/Meeting:2012-03-29

3rd April 2012 (Physical Meeting, APIIT)

 * https://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012/Meeting:2012-04-03

5th April 2012 (IRC Meeting, #fudcon-planning)

 * https://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012/Meeting:2012-04-05

10th April 2012 (IRC Meeting, #fedora-my)
https://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012/Meeting:2012-04-10

12th April 2012 (IRC Meeting, #fudcon-planing)
https://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012/Meeting:2012-04-12

Call for Participation
English

Greetings!

Call for Participation for FUDCon APAC : KL 2012

Location: UCTI-APIIT, Bukit Jalil, Kuala Lumpur Date: 18-20th May 2012

FUDCon is the Fedora Users and Developers Conference[1], a major free software event held in various regions around the world, usually annually per region by the Fedora Project[2], a GNU/Linux distribution community.

FUDCon is a combination of sessions, talks, workshops, and hackfests in which contributors work on specific initiatives. Topics include infrastructure, feature development, community building, general management and governance, marketing, testing and QA, packaging, etc.

This year, Malaysia[3] has been given the honour of hosting this premier event for the Asia Pacific region and we are inviting everyone, developers and users alike, to participate in this event which will be a span of 3 days, at The Asia Pacific University College of Technology and Innovation (UCTI-APIIT), Technology Park Malaysia Bukit Jalil[4].

The event will consist of 2 days of free flowing barcamp[5] format event, which will host sessions such as hackfests, workshops, discussions and talks, with a 3 track conference happening on the 19th of May.

Admission is FREE and open to all, and if you have a session to share, please submit them to us at our wiki[6] or email to izhar@fedoraproject.org. Talks submitted before 28th April 2012 may stand a chance of being listed in the 3 tracks conference, while the rest of the sessions will be saved for the barcamp days.

Sessions may consist of any topics which relates to Fedora and Free Software / Open Source (FOSS) such as:


 * IT Infrastructure
 * Cloud computing
 * Software development
 * Content, artworks and media creation and publishing
 * Community building
 * Marketing and spreading FOSS/Fedora
 * FOSS/Fedora in education
 * FOSS/Fedora in business
 * General FOSS topics
 * FOSS/Fedora workshops and hackfests.

All sessions are expected to be related to FOSS and are to be presented on Fedora, and using examples which works on Fedora.

Remember to register[7] yourself if you are attending, as to keep cost predictable, our freebies are limited and priority is given to those who register and attend early!!. So register NOW to avoid dissappointment!.

For more information and announcements, subscribe and contact us on our mailing list[8] or follow the Fedora Malaysia page[9] on Google+.

Looking forward to your submissions and attendance in the event!!!

Thank you

[1] http://fudcon.fedoraproject.org/ [2] http://fedoraproject.org/ [3] http://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012 [4] http://www.ucti.edu.my/ [5] http://en.wikipedia.org/wiki/BarCamp [6] https://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012#Talks [7] http://fedoraproject.org/wiki/FUDCon:KualaLumpur_2012#Pre-registration [8] https://admin.fedoraproject.org/mailman/listinfo/malaysian-users [9] http://gplus.to/fedoramy

FUDCon guidebook handout
Things to be inside:
 * Event map
 * Location bio
 * Food places
 * Schedule
 * Foreword from team
 * Contact info
 * Organizers
 * Emergency contacts
 * Guide to activate daily internet for local 3G providers
 * Guide to find free wifi
 * Sponsors

Travel Kit
Will be a PDF with information useful for foreign attendees. To be sent to attendees latest 1.5 week before event


 * How to get to venue from airport
 * How to get to hotel from airport
 * Useful contact numbers
 * Taxi
 * Emergency numbers
 * Organizer numbers
 * City guide
 * Things to do once reached Malaysia

Promotional flyers
HiTB have a great example. http://conference.hitb.nl/hitbsecconf2011ams/hitb2011ams-flyer

Things to be on the flyers:
 * Keynote talks
 * Talk highlights
 * Schedule
 * Information on how to register.
 * Pitch to get people submitting sessions

Press Release
We need a press release to submit to local newspapers.

Sponsorship Packages
We only accept in-kind sponsorship. If there are people who are interested to sponsor, here are the things that would be helpful if we get sponsorship:


 * Extra T-Shirts - bundle of 10 - each sponsor will get a mention+logo in the guidebook

Swags
Ideas:


 * "Powered by Fedora" sticker
 * "Genuine Fedora Software" sticker :P

Checklist

 * Audio system
 * Projector for each rooms
 * Walkie Talkies
 * Devices with 720p video recording - for recording the sessions [Note]: might want to ask UCTI Spotlight
 * whiteboard markers/erasers (should leave an estimated amount of funds/ask APIIT to provide?)
 * Board for the barcamp schedules
 * Get invoice for hotel - wait first?

Hotel Pricing Info

 * Superior/Standard room: either (1 x king size) or (2 x single) beds. 202.00MYR/67.00USD. Accommodates a maximum of 2 adults.


 * Family Suite
 * Family Standard room: (1 x king) + (1 x single) bed. 270.00MYR/90.00USD. Accommodates a maximum of 3 adults. Can have only 1 extra bed.
 * Family Superior room: (1 x king) + (2 x single) bed. 315.00MYR/105.00USD. Accommodates a maximum of 4 adults. Can have only 1 extra bed.
 * Family Deluxe room: two separate bedrooms. (1 x king) + (2 x single) beds. 340.00MYR/113.00USD. Accommodates a maximum of 4 adults. Can have 2 more extra bed.


 * Notes
 * Pricing is per night (+/-) inclusive of taxes & fees.
 * All pricing include breakfast.
 * We can have extra beds for 53MYR/17.61USD with breakfast.
 * wi-fi is provided with no extra charges.
 * The hotel doesn't give discount unless we're taking 30 and above rooms.
 * Should make a move on booking the rooms, between this month and middle of next month, as they may become unavailable since other events from the ministries are happening during April/May.

Checklist

 * Find venue for FUDPub BBQ
 * Budget for food and rental of equipments or find catering for the BBQ.
 * Get invoice & menu for FnB
 * Contact fastfood providers who might want to open booth during the event
 * Food trips for friday night

Todo List based on individual
Feel free to use this section to keep track of your todos. The will help the coordinators in keeping tracks things are being worked on.

For: Maverick

 * get confirmation of exact location before every meeting
 * get technical staffs' mailing list for event announcements
 * get UCTI student mailing list for event promotion
 * get contact for marketing department from APIIT for event promotion
 * get ahold of UCTI Facebook/UCTI FOSS page owner
 * get more volunteers (considered done)
 * [Note: too many volunteers]
 * get ~1-2 rep from Student ARC
 * try recruiting from Software Architect SIG

For: KageSenshi

 * get b&w of venue confirmation from gurdip
 * setup site
 * do event announcement once stuff confirmed
 * promote! promote! promote!
 * Jabatan Metereology
 * The Star - press release - Mansur know her contact
 * http://knowledge.oscc.org.my/practice-areas/government/oss-implementation-by-federal-and-state-government/oss-adoption
 * 

For: jipang_menjerit

 * finalize for design templates by this end of March for:
 * logo
 * t-shirt
 * booklets
 * etc
 * provide content for booklets, invitation, press release
 * get some media attention:
 * Bloggers - Amanz probably can be our partner
 * TV - TV9, TV3, Awani
 * Newspaper & Mag
 * deliver duties to the new-bloods (I am not a vampire)
 * get ahold of UCTI Facebook/UCTI FOSS page owner
 * get more volunteers
 * UTM lads
 * UiTM (probablylity luf_kin can help me out here, so di the promotion)