Texas:LinuxFest 2011

Texas Linux Fest is the first state-wide, community-run conference for Linux and open source software users and enthusiasts from around the Lone Star State. Much like SCALE in Los Angeles, Ohio Linux Fest in Columbus, and Linux Fest Northwest -- and an ever-growing list of successful regional shows -- Texas Linux Fest is a weekend event geared towards individual users, rather than an expensive multi-workday expo that might cater primarily to sponsored attendees. Whether you use free software and Linux at home, in your place of business, in your school or non-profit, or you are simply curious, Texas Linux Fest offers something for you.

When and Where
April 2, 2011

Hilton Hotel 500 E 4th St Austin, TX 78701

Event owners

 * David Duncan
 * Adam Miller

Attendees

 * 1)  David Duncan (Austin, TX - Local)
 * 2)  Adam Miller (Austin, TX - Local)
 * 3)  Patrick Stein (Not Local)
 * 4)  Julio Villarreal (Austin,TX - Local)
 * 5)  Ben Gordy (Austin,TX - Local)
 * 6)  Scott Collier (Austin, TX - Local)
 * 7)  Xavier Naldo (Not Local)
 * 8)  Rob Marti (Not Local)

TBA
It looks like the registration will open at 8:00am, the keynote will start at 9:30, and the expo floor will open after the keynote (~10:15). Specific expo floor questions should go to the expo coordinator Nathan Toups (nathan@rojoroboto.com), as far as load-in and what time the floor will close. The last session of the day will be 5:00-5:45; I expect that the hotel will want booths to begin breaking down around that same time.

Booth
Booth Size this year is 10x8 for everyone. This includes a table, 2 chairs, a power outlet, and TXLF wifi access.


 * Need to finalize some plans on this. Will update when information is available.

Personnel

 * David Duncan
 * Adam Miller
 * Julio Villarreal
 * Xavier Naldo
 * Rob Marti

Swag

 * 500 CDs/DVDs
 * Ambassador who is bringing them: Adam Miller
 * Status: I have ~500 32-bit LiveCDs and ~250 32-bit install DVDs for Fedora 14 as well as roughly 500 Design Spin DVDs (left over from SXSW)
 * Do we need 64-bit?
 * 200 case badges
 * Ambassador who is bringing them: Adam Miller
 * Status: UPDATE ME
 * 200 pens
 * Ambassador who is bringing them: Adam Miller
 * Status: UPDATE ME
 * 200 tattoos
 * Ambassador who is bringing them: Adam Miller
 * Status: UPDATE ME
 * Vertical Fedora banners
 * Ambassador who is bringing them: Adam Miller
 * Status: I have them.
 * Event box
 * Ambassador who is bringing them: Adam Miller
 * Status: I have it.
 * ??? Tri-fold flyers
 * Number of Tri-fold flyers needed will depend on if we Silver sponsor and will need event bag inserts or not
 * Ambassador who is bringing them: Adam Miller
 * Status: UPDATE ME
 * 200 Buttons
 * Ambassador who is bringing them: Adam Miller
 * Status: UPDATE ME

Talks

 * Call for papers extended to Feb 19
 * Event Schedule pending.

Budget
$1000 for Silver Sponsorship of the TXLF.
 * Payment to be handled by MaxSpevack.

Hotel Break Down
 * The Hilton Austin (where the conference will be held) had a few room openings pop up in the TXLF block and two reservations were quickly placed to reserve the space:
 * For two nights, two rooms, two beds per room
 * TXLF Block rate: $189 per night, per room
 * Total for two rooms, two nights: $869.39
 * Total for one room, two nights: $434.69
 * NOTE There are currently two rooms reserved as availability was limited, but second reservation can be cancelled if needed
 * Status: UPDATE ME

Travel reimbursement for Ambassadors:
 * I think $75 of fuel reimbursement for road travellers is sufficient and there are no planned airfares for this event.
 * Status: UPDATE ME

Grand Totals (Includes travel reimbursement for 4 Ambassadors of $75 each)

 * With Silver Sponsorship:
 * With two rooms: $2169.39
 * With one room: $1734.69

Summary, photos, and blog posts
Coming after the event.

Sponsorship
Pat232011: It is ~191 miles from my home to the event, I get around 22mpg. So I would need about $40 for gas. I plan to man the booth when needed, and help out in any other way I can.

rigeld2: Based on http://tinyurl.com/4js8qy6 (~160 miles) and the mileage on my truck (~13mpg) and the current cost of gas (~$3.90/gal) I estimage ~$48 one way for gas. I plan to help man the booth when needed, and take some pictures.