Barcamp 2010 Organization - Finding Kickoff Meeting Date

[SIB]

The first meeting for brainstomring about most relevant information:
- Barcamp 2010 or 2011? Date
- Contacts & Networks?
- Organization committee?
- Possible Venues?
- Responsibilities (cashier, minute taker, etc.)
- further topics?

Meeting Point Proposal:
Highlands Coffee in Pham Ngu Lao (have enough tables to put it
together) - another proposal?

If you wanna join the organization, give us your preferred date for
the kickoff on: http://doodle.com/tvd5ca5y925wccum

[An Nguyen]

Meeting minute, please?

[Chris (SIB)]

Kickoff meeting - 23.08.2010
Meeting was held at Highland cafe on Pham Ngu Lao around 18:30.
Present:

* Christoph Kruppa
* Hendrik Beck
* Ben Chua
* Thomas Bindzus
* Minh
* Phong Pham
* Dylan
* Pham Le Nguyen
Absent:
First meeting, so difficult to say if anyone were absent, Chris said
that more had agreed to come, but perhaps the rain kept them away.

Agenda:
1. Agenda and possible additions
2. What is a barcamp?
3. Member Introduction
1. Member introduction & contact details
2. Commitment of members and possible time can be spent
3. Preferences/experiences and goals of single members
4. Roles & Responsibilities
1. Chairman, if needed?
2. Minute-taker for meetings
3. Cashier / Accountant
4. Marketing online (Facebook, Twitter, Website)
5. Marketing offline (Sponsoring / Volunteers)
6. Venue / Infrastructure / Day Planning
5. Barcamp 2010 or 2011
1. Date
2. Schedule?
3. Expected amount of visitors
6. Cooperation & Communication
1. Googlegroup: http://groups.google.com/group/barcamp-saigon-organizers
2. Google Docs & Spreadsheets
3. E-Mail, Skype, Twitter
4. LinkedIn, linkhay
5. Others?
7. Organisation
1. Food
2. T-Shirts
3. Drinking Water
4. Venue
5. Paper & Pen
6. Volunteers
7. Information guide
8. Competition best session
9. Raffle / race with a price
10. Open games (social mixer)
11. Communication & PR
12. Further points & topics?
8. Varia & Further ideas
9. Next meetings


Discussion, decisions, assignments
1. -
2. Chris gave a brief introduction to Barcamp Saigon, this year the
main organizers from last year were unable to arrange the barcamp this
year, so Chris decided to do it, he got information about all accounts
from Thomas Wanhoff.
1. Sessions at a barcamp can be discussions more than
presentations.
2. The event last a whole day
3. Everyone at the meeting introduced themselves and a spreadsheet
with names, contact information and available time were created
Organization committee.
1. Christoph - Marcom Manager at swissITbridge an outsourcing
company from Switzerland - Marcom for Marketing and Communication.
Chris has contact to Thomas Wanhoff and got all the Barcamp Saigon
accounts.
2. Phong - Former student at RMIT now working for
swissITbridge.
3. Hendrik -
4. Minh - Senior Project Manager at Dien Hong JSC - Creating
learning software for kids. Minh suggested an Educamp inside the
Barcamp.
5. Le Nguyen - Product Manager at Skunkworks
6. Ben - Mange the web-site www.vietnam720.com
7. Dylan -
8. Thomas - Managing Director at Catglobe Vietnam Ltd.
4. It was decided that a chairman is not needed
1. Cashier / Accountant: Minh
1. Estimated cost / budget, determine how much is
needed
2. Marketing online: Chris
1. Facebook
2. Twitter
3. WordPress
3. Marketing offline: Le Nguyen
1. Sponsoring
2. Volunteers
4. Venue / infrastructure / day planning: Hendrik
5. Find volunteers at RMIT: Phong
6. Minute-taker for meetings: Thomas
5. It was considered whether the barcamp should be this year or
next year.
1. We ended up with a day in December taking into
considerations that there will be exams, Christmas events, New Year
and then Tết, thus better to try and squeeze in the barcamp this year.
2. The intention is to ask RMIT if they want to host the
venue again this year, Hendrik will talk with RMIT about possible time
slots.
3. The expectation is to be able to attract approximately the
same number of people as last time, which were around 500.
6. Cooperation & Communication
1. During the meeting LinkedIn and LinkHay were added as
communication tools, probably a good idea to look here for sponsors.
2. Announce Barcamp Saigon at:
1. City net events Saigon.
2. Meeting point.
3. Re-use the existing Google group for Barcamp Saigon.
3. Tweeting from the Barcamp account: Dylan and Ben.
4. Flyers at universities.
7. Organisation
1. We need someone who can take photos in a good quality
which can be used as PR material for the web site and intro material
for promotion for the following years.
2. Competition about T-shirt design was mentioned, but not
discussed in greater details.
3. Open games / social mixer so people are shaking out of
their normal social network.
4. Topics:
1. Can be about anything doesn’t have to be technology
2. Pre-registration of topic is possible
3. Can also write topic on the board on the day
4. Featured speakers
5. No language requirements
6. A session is around 45 - 60 minutes (30 minutes last
time)
5. All information for the marketing should be gathered by
one person but others can introduce potential sponsors (Pham).
8. Further ideas which came up during the meeting:
1. National television coverage was discussed, but seen as a
bit problematic due to event license, but if someone knows anyone who
could film the event and make a small movie for YouTube and the web-
site it would be great PR for following years.
2. Competitions
1. Best session
2. Raffle
3. Secret words in sessions
4. Race with a price]
3. Dylan creates a phone tree which is used to inform about
changes in planned meetings, when sudden changes occur.
4. Next meeting is scheduled for the 6th of September, 18:00
- 20:00, we will meet at Cafe Thềm Xưa, 371d1 Nguyễn Cảnh Chân,
furthermore it was decided that the organization committee should meet
every second week for 1 - 2 hours.