I am planning on organizing a booth at HackRU on April 18-19 2015. http://bitca.mp
Bitcamp is a hackathon, where students from all over the country flock to University of Maryland for a weekend. They create things, and solve practical problems. They compete for prizes, and interact with many sponsors.
We are planning on getting the Starter sponsor package (Booth and name on website/t-shirt) for $1000. 1200 attendees are planned to attend for the entire 3-day overnight event (Fri-Sun). We'll need to approve and obtain the funds to sponsor the event.
We will also need any ambassadors that want to attend the event to do so. It will be held at UMD (Near DC). I will also open a ticket in order to obtain the event box that we will need for the booth.
Wiki Page: https://fedoraproject.org/wiki/Bitcamp_Spring_2016
'''Discussed in [https://meetbot.fedoraproject.org/fedora-meeting/2016-02-19/famna.2016-02-19-01.58.html 2016-02-19 meeting].'''
We voted to approve the sponsorship cost of Bitcamp for $999. Even though we voted on this without having a firm idea of where our budget is, I want to add what I said in the meeting in the ticket for posterity's sake…
I really think these kind of events are the type that we need to focus on... it's hard for me to really give a full +1 on this because I have no idea what the FAmNA budget is looking like for the next quarter, but regardless, I think these are the kind of events that have a large impact and that we can really show we are having an impact at.
A CommOps? member recently put together some metrics about attendees at FOSDEM, over in Europe. She tracked the participation of the people who scanned the booth badge at FOSDEM, and she discovered they actually did have increased activity in Fedora after the event. Some of which were people with inactive accounts who came back to Fedora after FOSDEM.
These are the kind of things we need to be able to show from events. So, I justify my +1 on Bitcamp for these reasons, despite not having a real idea on the budgeting... cydrobolt, that will definitely be a task for you to tackle on this one. However, feel free to ping me for any help with the planning. And the rest of FAmNA should be on the alert for the practices that are going into these events too
Tapping into our existing infrastructure, like badges, are great things for events.
'''Discussed in [https://meetbot.fedoraproject.org/fedora-meeting/2016-02-26/famna.2016-02-26-01.56.html 2016-02-25 meeting].'''
= Budget Increment = Tonight, we voted on approving me and cydrobolt's travel costs. We both intend on taking a Greyhound bus to the event. Round trip, this should cost ~$120 (tentative to ticket price fluctuation).
Neither cydrobolt or I will be staying in hotels for the hackathon – typically participants sleep at the event, and both he and I acknowledged this and are perfectly fine with not having a hotel room.
= Other Info = It was noted that food expenses are covered by the Bitcamp organizers. It won't be necessary for any food costs to come out of the event budget.
We will check up on the status of this ticket next meeting. The call is still open for other Ambassadors in the region to attend.
Also setting ticket priority to minor since there is still a lot of time to plan this out. When it gets closer to the event, the priority of this ticket can be raised again.
= An Idea = cydrobolt, do you want to make a ticket for requesting a badge for visitors to the Fedora table like we're doing for [https://fedorahosted.org/fedora-badges/ticket/427 BrickHack]? This would be an excellent tool we can leverage for gauging how many people we impact at BrickHack and also seeing where they go into the project after Bitcamp. :)
We've agreed to update the travel budget to reflect changes in jflory's travel budget. He had previously made a mistake calculating his roundtrip costs, so we agreed to change his travel budget to $130 and keep cydrobolt's budget at $60 (both roundtrip).
I've booked my tickets for the event early in order to avoid any further price fluctuations.
If we have the opportunity to vote at the next meeting, we may need to raise my travel budget to $90 rather than the original $60, due to rail/greyhound ticket fluctuation (rail to Phila, Greyhound to DC). However, I've booked all my tickets now so the prices are set.
I would like to request $30 for fuel.
Mike, can you also add your request to the wiki page so that we can keep track of who needs travel reimbursement?
Thanks!
'''Discussed in [https://meetbot.fedoraproject.org/fedora-meeting/2016-03-18/famna.2016-03-18-00.56.html 2016-03-17 meeting].'''
== Summary ==
Everything is looking good for Bitcamp this year. The purchase order is ongoing / finished, the sponsorship is finalized, and we're left to our own to get things ready now. I'm planning on filing a ticket for a Bitcamp table visitor badge.
== Shipping ==
kk4ewt is planning on shipping the event box to Bitcamp near April 1st. If for some reason last minute shipping needs to happen, items can be sent to linuxmodder, since he is local to the event.
== Transportation Change ==
Due to unexpected circumstances, I will have my car before Bitcamp, so I might be changing my transportation method from bus ticket to fuel coverage for my car. I'll run an estimate for how much this will cost me and add it to the wiki (I anticipate it being less than the bus ticket, hopefully).
All event reports have been completed and requests are in. Ben requested that this ticket be marked for the next meeting so we can close it out.
= Event completed =
The [https://fedoraproject.org/wiki/Bitcamp_Spring_2016#Event_Budget event budget] is updated in the wiki and all event reports are in (scroll down just a bit past event budget). This event is completed and can now be closed. Travel reimbursements are still pending.
attachment mikedep333_bitcamp_gas_receipt_1.pdf
attachment mikedep333_bitcamp_gas_receipt_2.pdf
Sorry for not attaching my receipts earlier.
Sorry, I will create a ticket under https://fedorahosted.org/famnarequests
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