[2017-09-18]

First meeting over hangouts at 2PM Topics for discussion based on Mohit’s starting email

jaju’s notes

Date

2nd December, 2017 appears to be okay with everyone.

VERIFY Format

Workshop only
Talks only
Mixed
- Workshop on day 1
  - We can use Clojurebridge as our reference point
- Talks on day 2
Workshop venues
- Bengaluru
  - Concur office (Sat/Sun possible)
  - Go-Jek
  - Some startup incubator location (Ref: HasGeek - via Mohit)
Workshop size
- Assuming 50 participants
- Need to have multiple coaches sign-up
  - Nilenso, Quintype as possible sources of coaches

CFP

Need to be done by coming Monday (25th September)
Program Committee
- TD, KS, SD, BG
Owner: Jaju

Sponsorship Slabs

We need to fix slabs
Send emails to sponsors
Date: After finalizing the venues and getting an idea of the costs.
Owner: Jaju

Website

Hosted on Github
Mohit will add all of us to the repo, and we can do a combined update of the website
Owner: Srihari

Social Media outreach

Mohit to provide access to SM account(s)
Owner: Shantanu

[1/5] TODO Location

Overall owner: Sandy(?)

City

Choice: Bengaluru

Bengaluru
- Logically makes sense. Majority of the organizers are based in Bengaluru and most sponsors, and on-the-ground support, too will likely be in Bengaluru
Pune
- Too much of Bengaluru for every tech conf
- Need tech communities to be encouraged/nurtured/grown at other places
- Bengaluru gets it share of tech stuff, including Clojure (monthly meets)

Venue type

Hotel?
MLR (speak with Zainab)
Nimhans Convention Center (via Sandy)

Food Arrangements

Food arrangements are important, and if not part of the deal with the venue, good food should be accessible close-by.

AV arrangements

MLR provides (From capturing to processing/uploading)
AV needs to be fine-tuned beforehand. (Different speakers, devices, preferences)
AV cost increases based on stage/backdrop/screen/cameras/people-who-handle
Owner: Srihari

[0/4] Other points

Number of participants

Contract

Urgency - because of the wedding season coming.

Sponsorship + ticket prices => location

Trust

Satish?
- Mohit reached out to him. Dinkar also pointed towards him
Mohit on it right now, but nothing is clear yet given the time-lines

Sponsorship

Go-Jek (Srihari)
Nilenso (Srihari)

sandy’s notes

date: 2nd & 3rd dec?
location: blr (3 people in blr, running around will be involved)
fix a venue now: wedding season
hotels might have conference packages
conventions might be cheaper though – MLR, NIMHANS
get day in your head chalked out before talking to hotels
price is typically open to negotiation
ticket prices needn’t be directly correlated to hotel costs etc
sponsorships could subsidise ticket costs
last year’s hotel prices: 1k per head, minimum guarantee of 100 people
prices will be different in blr though
AV: you pay for the stage, screen, backdrop, cameras
mohit: will link my spreadsheet from last year
sandy: will call up hotels and get prices
five talks should be enough for one day
srihari: one day of workshops
keep workshop open to everyone
clojurebridge has a curriculum in place, which will be helpful
clojurebridge has to be free? would that work?
we could alternatively just use their curriculum; can’t conduct this under the clojurebridge banner
shantanu: concur office is big enough for a workshop, but depends on date
won’t work on a weekday
had 90 last year
would budget for 100 - 150 people
AV is important; want someone who understands tech conferences
expect around 50 at workshop
1:10 workshop coaches
if garden city trust doesn’t work, might try ETT by ajey, niranjan, sidu etc
mohit: will oversee trust things
mohit will add us to the website github repo
srihari will own look and feel of the website
sponsorship
mohit: this will depend on our costs
will have to send out emails to potential sponsors
got initial responses from go-jek and nilenso already
AV: srihari and sandy
should keep food arrangements in mind along with venue