Planning Meeting
January 5 2008
BarcampMadison2
Attendance Goal: 125

Where is the event?
* Lussier Teen Center - Howard - tour monday - blake to followup (thanks to Vanessa for making the call)

When is the event?
* April 19, 20 2008 current vote
* Social beforehand at Lothlorien

Who was in attendance:
* Abraham Williams
* Vanessa Shipley
* Ayla Annac
* Blake Hall
* Scott Fradkin
* Kevin Ciesielski
* James Carlson
* Eric Howland
* Ben Seigel
* Jen Anne
* Andrew Shell
* Steve Blair
* Justin Kruger jdavid
* Tony Stancl

Key Roles:
Sponsor Wrangler Team (Scott to head)
* List of sponsors
* Sponsorship Guidelines (what's allowed: $200-$500, or stuff, or services without limit)
* Sponsor letter / kit ( http://barcampmilwaukee.com/Sponsorship-FAQ )
* Collect media from sponsors for logos, etc.
* Return physical sponsor media to sponsors
* Sends sponsor kits
* Followup with sponsors
* Collect money
* Issue receipts if necessary
* Send thank you
* Coordinates press and media releases.
* Ensure that website reflects facts of the event and sponsorship
Food Czar (Abraham to head)
* arranged and coordinates food and drink
* Potlach management
* Coordinate donated food receipts, thank yous, pickups, deliveries
* Overall garbage cleanup and trash detail
* Food suggestion list: BarCampMadison2Food
Design Metaperson (Ben and Jen to head)
* Stickers
* Programs
* Map of the layout of the place
* Logo image (sustainable scalable logo)
* Buttons
* T-Shirts
* Room Signs
* Sponsor signs
Wifi / LAN Guru (PRONSTAR?? Shane)
* Secure the last mile of everything
* Provide "a fifteen" per "one hundred" jobbers
* provide 500 ip addresses
* Ongoing management of connectivity throughout the event
* Firewall to the internet, NAT.
* "Wall of Shame" :)
RFID Tracking ( Shane )
* RFID chips for all badges
* RFID tracking system to show who's where and such.
* I'm asking some associates who have asked me to show a system like this before but I didn't have a venue.
Venue Viceroy (Blake)
* Registration at the event/admissions
* Tracking attendance counts
* Safety, security with overnight
* Setting up the agenda board/space/wall
* Designating sleeping area/work areas
* liason with the event venue owners
* responsible for making space available
* returning space to its original configuration afterwards
* Send thank you to venue owner

Who to Invite:
* High tech happy hour
* Raven the game company 608-833-5791
* The jellyfish guy
* The Videogame companies in Madison
* Sandbox
* Whoever organized GeekCon
* UW Comp Sci
* Highschool tech classes
* Magnet
* MATC herzing, et al.
* Design companies in town
* Design Madison
* Mad Railers
* PHP Group
* Entrenreur's Network
* UW Extension
* University students in the small business learning centers
* Small business administration
* Score
* Accelerate Madison
* Video Game Companies
* IDGA
* Barcampers from past events
* Geek Con
* Chamber of Commerce
* Everyone in the 608 area code
* 2600
* PERL Mongers
* Mad Lug
* Madison Java User Group
* GLS Crew (Serious Games)
* LAN Party groups
* Housing co-ops
* ARts groups
* Model train people
* Artsbuild
* WAR gamers
* Flickr groupzzzzzzzzzzzzzzzzzzzzzz dawg
* Photo groups

Space requirements:
* Accommodates 125 people
* Six divisions or smaller areas
* One larger gathering area (with seating cap for appx 50)
* Permits bringing outside food
* Ample electricity
* Bandwidth and wifi included
* Parking nearby or adequate
* Relatively blank or blankable walls, for projection
* Access for 32 continuous hours
* Free or as close as possible to free

Who else needs to be involved with planning?

What are the next steps and who is taking them?
[DONE 12/07] *Ben will send the description, vision, mission etc. to Ayla Annac (ayla.annac@uwex.edu) using the materials here (http://barcampmilwaukee.com/presskit)
* Blake will coordinate booking venue

Alternative Places to consider (if the Lussier Teen Center doesn't work out)
* The Wilmar Community Center (does stage performances for a dollar a person, might offer spaces)
* Empty space at the Enterprise Center?
* Union South
* Top of the WARF building -- would require selling
* Herzing (The tech school)
* Fluno Center