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2019-08-24-planning-call.md

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2019-08-24 Our Networks Planning Call

📅 Date: Saturday, August 24, 2019 @ 13:00-15:00pm
🙋 Participation: meet.jit.si/ournetworks and calendar
📓 Notes:: https://hackmd.io/thUKLLPMQSan3mRo2d6bGA?edit
👪 Attendance:

  • eloisa
  • garry
  • dc
  • ben
  • sarah

Agenda

  • Old Business
    • sarah: screenprinting quotes (incl. sugar bomb from last year?).
      • dc: confirm with sarah, able to get quotes, or who she wanted quotes from?
    • sarah (dc now): coc stuff
      • dc: still able to do CoC stuff?
    • garry: poke us: end of this week we have to dial in swag designs (overprint, buttons, stickers)
    • dc: ask stickermule for donation
    • dc: make buttons again first week Sept?
    • garry: update to buttons / stickers with construction/brick outlines
    • garry: poster: add qri (confirmed), infura, CSS; remove "/conference" URL and revise scholarship sentence
    • dc: email qri RE: logo, also CSS logo
    • garry: poster also do scaled 11x17 version AUG 1
    • dc: first round poster printing AUG 5
    • garry: to do a branding update on assets in artwork repo
    • dc: to update twitter + youtube
    • dc: make scuttlebutt gathering
    • dc: first pass August update for website (program+registration)
    • dc: make bpt page for registration
  • Standing Business
  • Other Business
    • Registration and Adverstising
    • Keynote
    • Program Revisit
    • Code of Conduct
    • Zine Library
    • Billeting
    • A/V
    • Swag
    • Filming at Our Networks
    • Funding for 2020
    • Defining Area Leads
    • Revisit Meeting Schedule and Timeline

Notes

Registration and Adverstising

  • 19 registered (anemic for 1 month out) / $1215 of goal $4500
  • 45 incl. presenters
  • reduced tickets to 120 (from 150) to make it look like there are less avail.
  • Advertising:
    • Listed on out-of-town topical mailing lists/events
      • Another round on battlemesh, other mailing lists
      • Rhizomatica + Telecomunicaciones indígenas comunitarias (via Maka + Peter to submit zines)
    • Local advertising
      • CivicTech calendar (added)
      • Announce civic tech (ben + garry, grab handbills from garry/dc)
      • Email local student groups (dc)
      • FreeGeek, social media because we missed the quarterly newsletter (ben)
      • Toronto Mesh event (ben)
      • Submitted event sites (dc follow)
      • Meetup event (dc)
    • Social Media push (sarah)
      • Aim to post next week
      • Start scheduled tweets by Wed Aug 28
    • Mailing list
      • Tools library (sarah)
      • Maker spaces (sarah)
      • Hacklab (ben)
      • Civic tech slack (dc)
      • IDRC (el)
      • GTA LUG (dc)
      • NANOG (dc)
      • Libre on mailinglist? (dc to check)
    • Personal networks
  • #todo dc: refunding email
  • #todo sarah: social media mailing list sheet, done wed Aug 28
    • el to help
  • #todo sarah: re/tweet registration info

Keynote

  • Alfredo from Mayfirst panel confirmed
  • Followup sent to Penny @ K-Net
  • Another followup, Tuesday August 27th as cutoff
    • #todo garry to follow-up today
  • Next two in-line:
    • #todo dc to draft, inline to send to JW next invite today

Program Revisit

  • #todo sarah email artists for image
  • #todo dc affirmative negation also as exhibited work
  • dc word vomit:
    • rethink Friday schedule?
    • moving third room content to plenary times?
      • sunday ?
    • add technical/hands-on workshops
      • NYC-mesh offered (dc)
      • Follow up with Grant? (dc)
      • Vassilis from Sarantaporo, talk about the network (ben, if needed)
      • Yurko from Toronto Mesh, MR16 hacking (ben, if needed)
  • Screening (outdoors saturday)
    • sidebar discussion on honoraria
      • approach for existing scheduled folks
      • those pulled in offer honoraria: inline with our current structure
  • Kickoff party (inside friday)
    • invite another performance
    • DJ? more playlist vibes
  • #todo sarah invite (additional) performer for kickoff
  • #todo dc submit screening park permit
  • #todo dc submit SOP
  • #todo sarah Sep 4 screening plan nailed down
  • #todo ? add mystery screening spot on calendar
  • #todo dc ask abt short cut of radio doc from daniel?
  • #todo ? move 2 talks from Sunday

Code of Conduct

  • Revised language here: #103
  • What happens when stuff comes up when things are out of scope? (e.g., HOPE)
  • In the case of a CoC violation
  • #todo ALL review and explicitly approve PR on GitHub
  • #todo dc change coc@ email to ben's gmail
  • #todo dc update the CoC 2019 PR
  • #todo ? update the website with new CoC

Zine Library

  • Recall zine proposal: https://hackmd.io/f45ESvMqTICG1_pR0TEDLA?edit
  • Mail-in & bring-in
  • Toronto zine library to borrow
  • Make copies of zines with photocopier provided by TMAC
  • Drafted call for zines
  • Haven't heard from Phil about collaborating
    • #todo followup with phil about their capacity
  • Ways to send us stuff
    • Email us a link and we can print stuff in BW
    • Mail us physical zines
  • #todo el, dc update website with call for zines by Sunday
  • #todo bl, dc email folks to follow up

Billeting

  • Status:
    • 3 on sheet
    • Patcon: unclear whether asked
    • Dylan may be able to host (checking with flatmates)
  • #todo one more round of personal outreach by organizers?
  • #todo dc and bl to sync of assignment of ppl into spaces

A/V

  • New features for ipfs live streaming
  • Handling remote participation
  • Handling recording preferences + ISOC restream
  • Call on Monday Aug 26 13.30
  • #todo bl make meeting pad, agenda: #53 add remote presenter discussion and restreaming

Filming at Our Networks

  • Dylan request to film a couple workshops / interviewing people
  • We had media presence for Sarah's session last year
    • It was an isolated workshop space
    • Made space for people to opt out
  • Repeating what we did last year makes sense
  • Strong protocol for posting photos publicly
  • Agreed cannot film in general areas
  • Able we as organizeres able to introduce? (workshops, interviews)
    • Release handled between folks
    • Independent, declare relationship
    • We have a policy (not in general areas, agreement of presenters + attendees)
  • #todo we draft our blurb
  • #todo follow up with Dylan RE: specific folks, ask for something to forward

Funding for 2020

  • Dylan attended DSF seminar, shared high-level notes. $50,000 range for Canadian
  • Scheduled call for August 29, with Ben, Sarah, Mark from OAC
  • dc: this is a preliminary moment, we might need to sit until after/debrief to think about next year
  • #todo ben, sarah take notes on the Thursday call with Mark from OAC
  • #todo ask Dylan to chat after our networks 2019

Defining Area Leads

  • We defined our "leads" for the event as:
    • Presenters (dawn)
    • Comms -- mailing list, regered attendees / Attendees (dawn)
    • Social Media (sarah, el)
    • Volunteers (dc)
    • Code of Conduct (ben--during)
    • A/V (ben)
    • Catering (dc)
    • Swag (sarah--onsite)
    • Swag (sarah--pre-printed, dc, garry to assist)
    • Design (garry)
    • Kickoff (sarah)
    • Screening (sarah)
    • Exhibition (sarah)
    • Zine Library (el)
  • #todo budget cost for swag and catering for next meeting
  • #todo ben: share printing summary of swag

Revisit Meeting Schedule and Timeline

  • Current:
    • 08/24 MEETING
    • 08/31 MEETING
    • 09/03 Conference open hour #3 (-2)
    • 09/07 MEETING
    • 09/10 Venue walkthrough (-1) ... move this to the week of
    • 09/14 MEETING
    • 09/19 Load in (-0 weeks)
    • 09/21 Our Networks 2019 (W38)
  • In-person:
    • Sarah, arrive Sept 18
    • Rest around the preceeding week
  • Weekday meetings:
    • ET Am or after 10pm Sarah
    • no 26 or 27
    • No Wednesday evenings, Thursdays can be bad
    • After 5pm ET
  • #todo: dawn to poll on and pin down times for meeting

Swag

  • Discussed flow: Sarah to handle followup on printing, Ben to deal with collecting?
  • Ask if we can be invoiced directly and pay from Our Networks acct
  • #todo dc to share shirt breakdown
  • #todo sarah to follow up with email quote
  • #todo dc share stickermule password
  • #todo garry and ben work on sticker testprint and final order

TODOs

  • all: advertising push per above
  • dc: refunding email
  • sarah: social media mailing list sheet, done wed Aug 28
    • el to help
  • sarah: re/tweet registration info
  • garry: to follow-up today
  • dc: to draft, inline to send to JW next invite today
  • sarah email artists for image
  • dc: affirmative negation also as exhibited work (PR)
  • sarah: invite (additional) performer for kickoff
  • dc: submit screening park permit
  • dc: submit SOP
  • sarah: Sep 4 screening plan nailed down
  • ? add mystery screening spot on calendar
  • dc: ask abt short radio doc from daniel?
  • ? move 2 talks from Sunday
  • all: review and explicitly approve PR on GitHub
  • dc: change coc@ email to ben's gmail
  • dc: update the CoC 2019 PR
  • ? update the website with new CoC
  • ? (el followup with phil about their capacity
  • el, dc: update website with call for zines by Sunday
  • bl, dc: email folks to follow up
  • one more round of personal outreach by organizers for billets?
  • dc, bl: to sync of assignment of ppl into spaces
  • bl: make meeting pad, agenda: #53 add remote presenter discussion and restreaming
  • we: draft our blurb about filming
  • dc: follow up with Dylan RE: specific folks, ask for something to forward
  • ben, sarah: take notes on the Thursday call - with Mark
  • dc: Dylan after our networks 2019
  • ?: budget cost for swag and catering for next meeting
  • ben: share printing summary of swag
  • dc: to poll on and pin down times for meeting
  • dc: to share shirt breakdown
  • sarah: to follow up with email quote
  • dc: share stickermule password
  • garry and ben: work on sticker testprint and final order