Drumbeat/events/SanDiego/fifth/planning/meeting/
- These notes are a compilation of the 5th meeting notes and Art Neill's reflections on the Drumbeat Festival
Primary Goals
- Pick a Theme
- Pick a date
We will have public Wi-fi Drumbeat Meeting is this Thursday night, 6pm at downtown Space 4 Art
To do: Everyone should bring a list of 10 influential people or organizations that we should reach out too. & Please read this document ..
Thursday night’s agenda:
Something that the whole group can work on together:
6:00- 6:30 Discussion: What is our theme ? Do we have a theme ? “ the open web is local,” is a good suggestion because the event is about Local and one of the main concepts is getting people to appreciate that the web is open- for the timebeing (how can tools be used to make some change in the community)
* Having a theme - Mark Surman laid out that while we were having alot of decentralized work and discussions occurring, there was a vague call to action, ie the future of learning and the open web. This permeated the entire 3 days.
o I think we should discuss having a theme like “ the open web is local,” and encourage the discussion during the day to center on the ways the open web can help better, or be built to better and address challenges in our community.
o Date for the event
6:30-7:00 Go into Groups to discuss these three elements of the event:
Outreach: How to get the word out? Andrew’s ideas: Have people pre-register, acceptance and publish names of attendees Everyone should bring a list of 10 influential people or organizations that we should reach out too. We need press on this event!!!
Colette, Nicole and Mera met and spoke about outreach:
We definitely want to use the Drumbeat contacts spreadsheet to compile contacts: https://spreadsheets.google.com/ccc?key=0AmRi8rCU7LZPdHNaNzdIR3hUcHZyREd1WXhUV0V5U3c&hl=en#gid=0
All the organizers should add to the list of people. Colette and Nicole will get press lists and hopefully Xavier can help (I thought he made some great comments about media sources we could reach out too)
We want to build the Facebook and Nicole said we could take questions about planning out of the Google Group. Also add photos which is a great idea.
We can add questions like “What food trucks do you like” to get some answers coming from the group.
Add Lorie and Jed’s session to the site.
NOTES Location capabilities: What are the location requirements? Wi-Fi, power outlets, Space -
* Need a space that either has, or can be configured to have smaller breakout areas * Need enough room for plenty of open / lounge space for discussions to take place * Need lots of power outlets and power strips for laptops * Most planned and open session spaces had projectors and laptops so items could be projected to the whole group and passersby. They were used SOME of the time. * more below * WI-FI is key!!!! * Places that can help with sponsers for food? * Do we want the facility to be a place where there are a number of passersbys? This was a great feature in Barcelona.
Ideas: Media Arts Center, Space 4 Art, Queen Bee, Bamboo Lounge, Quality Social, UCSD Loft, Websense Atrium. NEW IDEAS 11/18!!! - Casa Del Prado (Xavier suggested that Foundation for Change have worked with this space before?), Former Church at 15 & El Cajon.
New locations: Jacobs Center has some great spots. Art and I saw the space on 11/4/2010 and thought it was great but not the ideal for this event because it might not be right for 100 ppl, a bit too big
NOTES
We discussed the key elements of a location for Drumbeat.
It was agreed we need a location that
* ideal space would be circular, with breakout rooms surrounding one big central area. * has a place for 100 people to meet in one room * is configurable (the easier the better) into breakout spaces/sessions (including comfortable open spaces for discussions to take place) * the space would be offered for free * has realistic parking for such an event * Wifi is key - (Xavier suggested there may be a way to bring wifi in) needs to be able to handle 100 connections. Space 4 Art wifi was not working extremely well while at the meeting.
Key locations we talked about - space 4 art and media arts center. Both had their own downsides, but they each seemed like realistic possibilities. We also had new ideas presented, including Casa del Prado at Balboa Park. ( a courtyard with individual rooms surrounding it on the first and second floor.)
* Space 4 Art -
o Positives
+ the group agreed they had alot of spaces
+ There are many artists there, which was very positive
+ downtown location
+ building big new stage area out back
+ direct connection with Collette and Ruby
+ They have projectors to use in many of the spaces
o downsides
+ a large space for all Drumbeat participants was difficult to envision (perhaps outside)
+ the space does change based on temporary art installations.
+ wifi was a bit iffy
+ Tall ceilings made for difficult acoustics
* Media Arts Center - Morgan offered this space
o upsides
+ direct connection with Morgan
+ location on El Cajon Blvd
+ connections with filmmakers, artists particularly interested in new media
+ location has computers and technology readily available to use
+ students and others who could assist with video at the event
+ possible assistance with sponsorship (within drumbeat guidelines)
o downsides
+ acoustics from tall ceilings and most activities in one large room may be difficult
+ may be a tight space if we push the event to 100 people, may get particularly loud from that number of people
General logistics: Nametags, registration and food
* We need a plan for nametags, initial packet of materials for people. Our event may not be as big, but a map is still in order * Wiki - the drumbeat wiki had alot of valuable info available, including a schedule * Food- they gave us coffee and pastries in the morning, we bought our own lunches, how will we handle food? * Food truck from 12-2 and then pastries and coffee at 4pm WHAT ARE SOME FOOD SPONSORS? * Review form of the event
NOTES
Process for RSVP - the idea was raised to issue 20-50 tickets for free, provide a $10 fee to make sure there is an incentive.
Scholarships - there should be a process and criteria for scholarships provided from the registration page (drumbeat festival may give us a good example for how this should work, ie have a form for scholarships, then provide winners with a code to register).
NEXT MEETING - week of December 1
Press Release - December 10
7:00-7:30 Reconvene: People should report on what they discussed
Additional notes:
Facilitators are key
* For example, Jane Park ran the “barriers to content reuse” session very capably, and it resulted in a great, results oriented discussion. We need people to be dedicated to facilitating the sessions. Likely facilitators include:
o Jed & Lorie facilitating on the SD data project
o Art & Jason facilitating on the data portability project
o Filmmakers like Cy, Andrew, Bart to work on a video to cap the event and that discusses the open web
o Video recording: how do we approach the video...
NOTES
Creating a timeline: We have two months till the event!
* When do we start our registration, how will it be done (50 ppl signed up before XMAS) * Date for the event * Deadline for location choice * Deadline for concrete agenda including food plans
* Date for the next meeting
* Meeting schedule (we should have 2 before Christmas holiday) * Press in December, City Beat
Additional notes from Art’s Drumbeat Festival observations:
Who you get to attend is key
* Mozilla got a good mix of techies, education geeks (librarians, teachers etc. into new ways / the future of learning) and other assorted characters (lawyers, etc) which made all the discussions very interesting. * Most people GOT the philosophy before they arrived, and they were ready to jump in and participate from the first moment. While we want to have broad representation, we want people to WANT to be there. * We should push to have a core signed up before Christmas of 50+ solid attendees. We need to pick a method for doing this (CiviCRM form or otherwise). * They charged $250, we are going free. We may want to consider $15 to cover lunch or food at the end of the day as a way of making sure people sign up and feel some investment to attend. I think we can keep it free, but its worth considering to make sure those who attend are serious.
Things that worked
* Having a theme - Mark Surman laid out that while we were having alot of decentralized work and discussions occurring, there was a vague call to action, ie the future of learning and the open web. This permeated the entire 3 days.
o I think we should discuss having a theme like “ the open web is local,” and encourage the discussion during the day to center on the ways the open web can help better, or be built to better and address challenges in our community.
* Science Fair - this was a chance for all the tents/session spaces to chat informally with participants. Even if I didn’t get to go to the session, I had a chance here to interact with some projects and make some connections. This is not that dissimilar to speedgeeking, just not as forced. The room was set up as a cocktail party with about 12 stations total flanking the main mingling area. People had some appetizers, cocktails, and were given a stampable sheet. This was just a simple sheet that said get 12 stamps and then you can be eligible to submit to win a flipcam. This encouraged people to interact with the various stations. I found this science fair concept very good
Things that didn’t work
* The internet was spotty, I would want our internet to be more reliable * Spaces where sound just echoes - the contemporary art museum the first night was terrible for the keynotes. But frankly people are there to talk to and work with each other so the sooner they get to that the better. * Open spaces - basically these disappeared the second day. There needs to be plenty of usable open spaces the whole time. * finding things - was a bit difficult for some despite the wiki and map provided. Things should be EASY to find. This probably means OLD FASHIONED signs that mark different sessions. I didn’t find this to be a big issue, but others did.
