Planning Meeting
January 5 2008
BarCampMadison2
Attendance Goal: 125
Join ongoing discussion on the Google Group.

Where is the event?

  • Location pending...

When is the event?

  • April 19, 20 2008 current vote
  • Social beforehand at Lothlorien

Who was in attendance of planning meeting

  • 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
  • Jeramey Jannene

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
  • (IN PROGRESS, see Flickr Group) Logo image (sustainable scalable logo)
  • Buttons
  • T-Shirts
  • Room Signs
  • Sponsor signs

Wifi / LAN Guru (Shane, Eric )

  • 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
  • Capital Java User Group
  • GLS Crew (Serious Games)
  • LAN Party groups
  • Housing co-ops
  • ARts groups
  • Model train people
  • Artsbuild
  • WAR gamers
  • Flickr groups
  • 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 Venues

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
  • MATC (kriskd is currently a student there and can inquire if needed)


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