Notes from Seattle meeting on April 6th 2016 for SOTMUS 2016

20160406_notes.txt

20160406 - SOTM-US Early bird Registration Party and Planning Session

Action Items:
	1. Ari Simmons-Steffen will be designing a flyer for Paul Norman to hand out to a group of interested people for volunteers
	2. OSMUS Board will create a volunteer coordinator e-mail address to put on Ari's flyer
	3. Clifford Snow-Talk to Seattle U about number of tables they will allow in the atrium, and about providing power for the missing maps event.
	4. Ari will contact Todd Slind about who to contact at various prospective sponsors
	

Discussion of keynote speaker(s) closing & opening - Chase Stephens
	• Do we need one/can we afford it? Short Answer Yes, if we can go cheap.
		○ It looks like we can probably afford it. Clifford has asked for last years data.
		○ How important is a Keynote versus a Scholarship?
		○ Honorarium? Maybe none.
		○ Travel and Hotel expenses? $2,000
	• What do we want?
		○ Notariety
		○ OSM Involvement
		○ Good Speaker
		○ Inspirational
		○ Diverse
		○ Speak to Theme "Building Community"
	• Who would be good?
		○ Dale Kunce - Red Cross
		○ Gretchen Peterson - GIS Author 
		○ Bill Quizdorf - Snoho Co Search and Rescue
		○ General Bostick - Core of Engineers
		○ King County Emergency Services
		○ Wikimedia/Wikipedia
	
	• Nathan Proudfoot listed communities that can be reached out to:
		○ City Government -  Dong Ho Chang, Ryan (Transit Map guy)
		○ Bicycle Commuity - Cascade bike club
	
Scholarships - Ari Simmons-Steffen
	• Wikimedia is willing to sponsor their own people
	• 50% going to women
	• Assemble a jury:
		○ Beneficial to have as many Seattites as possible.
		○ Clifford is boosting for Drishtie Patel.
		○ Volunteers
			§ Paul McCombs
			§ Paul Norman
			§ Clifford Snow
			§ Ari Simmons-Steffen
			§ ?Drishtie Patel?
			
Advertisting - Chase Stephens
	• People won't sign up  if they don't know about it.
	• Paul Norman thinks it's hard to find the sign up link
	• Places to find attendees
		○ Ari: Make paper Flyers  and distribute to every University Geography Dept. with prices and offer to volunteer.
		○ Chase: Geography oriented companies
		○ Clifford: Sending out reminder to various OSM mailing lists, WAGIC, WA URISA, Cugos (offer 35% discount)
	
Volunteers:
	• Critical volunteers last year were traffic managers.
	• How many did they have last year
	• How many do we need for ours
		○ How many places for traffic managers
		○ How many people for rooms
	• How much labor do we demand for a free ticket?
	• Ari - We really need a volunteer coordinator who is Seattle based. Right Now!
	• Chase - has a spreadsheet to be used for tracking tasks and tracking volunteers. To gain access a person needs to send an e-mail to Chase.
	
Hack-a-thon
	• Paul Norman will talk to Pat about organization of previous years that he participated in
	• Suggestion to use the Conference Center on the 8th floor of the King Street Center instead of having at 
	• 2 Events
		○ HOT and Missing Maps in  one large room with movable tables
		○ Hack-a-thon
			§ SF: 50 day1 - 15 day 2
			§ Will want multiple rooms
			
Walk Through.
	• Campion Ballroom - Largest available space is remote from the other locations that are available.
		○ Would be good for an opening night social but not much else
	• Pigott Auditorium is a beautiful auditorium that has room for 400.
		○ This seems like the best space for vendor tables
		○ Largest meeting room
		○ Class rooms for workshops
	• Student Center 
		○ An excellent place for registration
		○ Smaller meeting room(s)
	• Decisions
		○ Vendor tables in the PACAAR Atrium
	
Proposals for talks - Chase
	• We need to reach out  to people about submitting proposals for talks
	• Clifford will be addressing this at the CUGOS spring fling
	• Joel - We need to identify more specific themes that could be used to attract people to want to come and to present

Sponsorships
	• Todd Slind said he could help Ari with who to contact

Social Events
	• Clifford has an idea about an event in Campion Ballroom
	• Spatial Dev is interested in hosting a social event.
	• Pat suggested the underground tour