Re: It's go time! (food)

[Eric Skiff]

Awesome! Thanks Pete - I wasn't counting on MS for $500 yet (which is fantastic - thanks!), so that means we've got verbal commitments for $1500, and I haven't even sent sponsorship letters yet. I got our banking situation all squared away this weekend, so I'll be sending out emails now.

As for food stuffs, it sounds like $1000 should keep us in snacks and coffees for both days pretty reasonably, right? I'm a "yes" vote for that, and will work with anyone who wants to make it happen to get them reimbursed :) As for lunch/dinners, I'd like to get a little bit better picture of what sponsorship looks like before we make the final call there if that's okay. Let me know if we get tight on time.

Thanks!
-E

On Sat, Mar 27, 2010 at 11:39 AM, Peter Laudati <jrz...@gmail.com> wrote:

Hi Eric,

 

I volunteer to take point on food. I've got a good concept on what costs are.

 

btw... count MS in for $500 in sponsorship. (not sure if you were already doing that in your $1000 'so far' estimate?)  I may be able to finagle a few bucks more.

 

Using my car, we can do snacks/fruit/pastries from BJ's over in Jersey City like we did last year at reasonable costs.  I think that was in the neighborhood of $400? 

 

Dunkin coffee & donuts and/or bagels from my local shop in Jersey is about $350 for 150 ppl if folks... scales to ~$550 for 250.  (Coffee is $14/box which serves 10ppl, donuts&bages are $8/dozen, plus 15% tip on total order)

 

Pizza is $15/pie from Pronto pizza which we order from often.  At 2 slices/person avg, that's 38 pies or 150ppl = $570 + 80tip = $650. If you include soda/water, it's about $17/pie.  But we can save on that by buying soda/water in cases from BJs instead. Water is $5/case of 24. I'm forgetting what soda runs for at the moment, but can figure it out.

 

Let me know what folks want to do for food and what the total budget is, and I'll figure out how to squeeze as much out of it as I can. :)

 

If we didn't provide meals, there are restaurants in the area.  Heartland Brewery is across the street. Le Pain Quotiden and some other sandwich shops are on 51st btwn 6th & 7th. Plus, lots of mom & pop restaurants on 46th or 55th to the north & south of us between 5th & 6th ave.  (MS office is on 6th btw 51st & 52nd.)

 

One note... on building logistics.  The building security is VERY tight these days. All folks need to be registered and entered into the system 24 hours ahead of event time, including organizers.  Whoever is managing registration should work with me closely to be sure that hand off of names to the building folks happen.  If folks who are "not registered" show up, they will be turned away unless an employee with a building badge personally "vouches" for them in the lobby. As of now, that would be either myself or my teammate Rachel Appel while at the event. However, as I'll likely be running around making sure other logistic stuff is working day of event, I wouldn't count on me being available on demand in the building lobby. :)

 

-Peter

 

On Fri, Mar 26, 2010 at 10:07 AM, Eric Skiff <glitc...@gmail.com> wrote:

Awesome, thanks Dan - We're all very busy this time around, so no worries! Day-of help will be very very appreciated :)

-E

On Fri, Mar 26, 2010 at 2:02 AM, Dan Lurie <dante...@gmail.com> wrote:

I've been remiss in not being as involved in the organizing up to this
point as I'd have liked, but if we still need day-of coordinators, I'm
down for both days.

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What I'm Reading: http://rigeekulous.amplify.com | Twitter: http://twitter.com/ericskiff | NYC Resistor: http://NYCResistor.com

[Peter Laudati]

Hi Eric,

Apologies for delayed response as I was off on vacation with with the family last week. $1000 should be good for coffee & snacks (chips/cookies/etc) for both days, but that's about it.

As far as food goes, pizza & donut/coffee orders would need to be placed on Friday the 16th. So we have plenty of time to decide whether we will provide lunch/breakfast or not depending on budget.  

I will make a trip to BJs to pick up bulk snacks/etc on Friday the 16th midday.  If anyone wants to join me, I can meet them at the Jersey City BJ's outside Newport/Pavonia station on the PATH train. If no one volunteers for that, I'll make the purchases at the BJs nearer to my home down in central Jersey. A volunteer would only be needed to help with selection.

Friday evening after 5pm would be good for volunteers to set the space up...  tape up the schedule wall, arrange tables, chairs, etc.  I WON'T be able to be there Friday evening as it's my wife's birthday (I'm already away Sat & Sun. :)).  However, my teammate Rachel Appel (hoping to have her join the group here) has volunteered to meet any of you at the MS office and help get the space prepared.

One question for the group... last year I believe we purchased a cooler or two?  (Plus I brought one of mine from home in.)  Where did that cooler end up?  NWC?  Or am I only imagining a "BarCampNYC Cooler"?! :)  

On Saturday morning, I can be there to open the joint up at 7:30am.  Will need some volunteers to help unload snacks + coffee, etc and watch my car on the curb while I go up to open the doors.

Finally... I definitely think we organizers should meet in person this week.  I can arrange for that in the MS office one evening this week if someone sets up a new Doodle?  I'm free any evening except Thursday this week.  

Can't believe the big day is almost here!!!

-Peter

[Tony Bacigalupo]

Re: Coolers, I know NWC has some coolers here that were purchased a while back. It's highly possible they're BC coolers. In any case we could certainly use them. (P-Chizzle would know best).

[Giuseppe Turitto]

Count on me to be there on Friday Night. I will bring the T-shirts so
they are already there (in case any eventuality on Saturday Morning).

To meet in person this week, I am free every night except Wednesday.

Regards,
Giuseppe Turitto

[Peter Chislett]

Pedro....what an active imagination!

No BCNYC cooler ;-/ All of the coolers were loaners. We (NWC) bought
one cooler over the winter and it's available. We also have a few
tubs that could be used for beverage (water bottles?) dispersion as
well.

If we need them, we have all the "camping supplies" here as well.

We can reprise the BJ's two step from last year, just let me know what
time to meet you at the Newport/Pavonia path station.

Records for what was spent on last year's camp are very complete,
just click on the "BCNYC4 Receipts" tab in the "BarCampNYC5 Finances"
spreadsheet.

We spent $941.91 on all Food & Beverages, which included:
- muffins & croissants (jam, butter, etc)
- fruit
- snacks
- coffee
- bagels
- water
- juice
- ice

I will be there Friday night to help prepare.

It looks like security is much tighter this year...who's handling
registration?

--peter
Deputy Mayor
New Work City
646-522-7171
http://nwcny.com | @nwc
http://li.chislett.com | @chislett

[Peter Laudati]

Glad to know you've kept those receipts!  IIRC, that didn't include the coffee/bagels the event also purchased each day?

Cool. So let's do the pick up of food earlier that morning... say 10am?  That way we can drive into the city to drop it off without much tunnel traffic midday. Hmmm... just thinking though... if we do that approach, we'll likely need an extra volunteer to help unload as there is no "legal" curbside parking at the building where we can just leave my car on a weekday.  (Okay... thinking some more... I may be able to get the car into the freight delivery elevator and park temporarily in the basement. Let me do my homework on that.)

Security is definitely tighter. Registration list can be retrieved from Event Brite. However, we do need someone on point to deliver those names in an XLS spreadsheet 24 hours before event.  We also should have a day-volunteer in the building lobby for the first hour or so to help the building staff hand out badges.

FYI, there are new electronic turnstiles in the lobby to enter the elevators. Each attendee will receive temporary building visitor badge which can be used to activate the turnstile. These will be printed out by the building staff based on the names in the Excel sheet.  We'll need to be sure the attendees know NOT to lose those badges during the event so that they can come and go. Note... that's one more item for me to investigate... if those badges would be good for both days or if they'll need a new one for Day 2?

 

-Peter

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[Eric Skiff]

This all sounds great! I should be pretty available the Friday before the event, so I can help with offloading, setup, etc. 

In terms of getting together, who'd be up for having a meeting this Thursday night at 7pm? There's a lot to pull together at this point, and I definitely agree that a face to face meeting is a good idea.

Registration-wise, we'll have a good list on eventbrite of everyone who registered, and should start to put out the word that last minute registrations might not get in. Also, if you haven't put out invites to anyone you really want to get in, now's your chance as we'll want to pull the PR trigger very soon to make sure we fill it up, and once we do that it will be harder to add folks.

Getting excited! 

-E

[Peter Laudati]

Thursday is the one night this week that I'm not available as I'm attending a Joomla meetup at 7.  I could meet tomorrow or wed night.  Or... lunch on Thursday instead?

[Eric Skiff]

Whoops, sorry about that Peter, missed that you said you were busy thurs. 

It sounds like tomorrow or Friday are the days that work best for everyone. I'm good either day, so sound off with opinions :) if no one feels strongly to the contrary, let's meet tomorrow at MS at 7pm!

-E

[Giuseppe Turitto]

Tomorrow at 7:00pm will be OK to me.

Regards,
Giuseppe Turitto

[Giuseppe Turitto]

I just realized it's already Tuesday. So today at 7:00pm it's Ok with me.

Regards,
Giuseppe Turitto

[Peter Laudati]

Okay...  7pm Wed it IS!  Whoever is coming, please RSVP here so I can be sure your names are on the building security list.  (ugh... such a pain, I know. But we don't own the building. :()

[Peter Chislett]

Yes...

> > We spent $941.91 on all Food & Beverages

Including coffee & bagels for each day.

So, it looks like building security is printing this year's badges
then?

We had a very large amount of "walk-ins" last year, especially on
Sunday. We should make it clear in all future messaging that if you
haven't registered you're NOT gonna get in.

What's the max we're registering and what's the current count? Why
haven't we made the registration list public?

--peter

[Peter Laudati]

Ummm...  there will be building badges, but not sure if we still want to have event badges beyond that?  The building badges are just a piece of paper with a bar code on it to open the turnstiles. I do think they have the name printed on it, but they're not laminated or in a plastic case at all.  I think a set of "organizer" badges for us would be important so folks know who to go to with problems during the day.

Walk-ins WILL be tough to handle. The only way a walk-in gets in is if myself or another MS employee come to the lobby with our building badge to show security to let them in.  So, yes, we should make "mandatory" registration clear on the site. :)  

I'd say we could safely register 400 max for each day and expect 200 to show up with a typical 50% drop off to fit in the space.  The space can probably hold 260-300 comfortably.  However, I'm not the one deciding how many folks the group ideally wants to attend.

-Peter

[Eric Skiff]

Hmm, I'd originally meant 7pm tonight (wrote that email last night) but wednesday at 7pm would be great for me, and it sounds like it work work for everyone, so lets do that!

As for badges, I'm a huge proponent of "keep it simple" so I'm happy with "hi my name is" badges. If we want to get fancy, printed sticky traditional "BarCampNYC5   Name_______     Tags____ ___ ___ " badges will do just fine in my opinion :)

In early discussions, we settled on 300 tickets per day, hoping for ~1/3 drop off rate, leaving us around 200 attendees, which seems to be the max comfortable group size where you can possibly meet everyone and squeeze people in comfortably without having 12+ concurrent talks. 

I'll open up the registration list now - I just forgot to make that public in eventbrite!

-E

[Giuseppe Turitto]

I will be there tonight at 7:00pm.

Peter, the security Badges, has the name printed on, but you are right
it's just a piece of paper with a BarCode to open the gates.

I am firm believer of the KISS principle, so bunch of stickers Name
Tag and few markers, so people can put their name on it. How many we
are expecting. Maybe I can get couple hundred of those plastic Badge
holder's, and maybe I can get the Sticker Badges.

Not promising anything on this regard. I have to see if I can find
them in the big mess in the storage room.

Regards,
Giuseppe Turitto

[Peter Laudati]

Just to be clear on the confusion... we've all agreed on 7pm WEDNESDAY night (tomorrow) to get together at the MS office.  I won't be up there tonight. :)

[namnum]

I'll be there tonite.

On Apr 6, 9:23 am, Peter Laudati <jrzy...@gmail.com> wrote:
> Okay...  7pm Wed it IS!  Whoever is coming, please RSVP here so I can be
> sure your names are on the building security list.  (ugh... such a pain, I
> know. But we don't own the building. :()
>
> On Tue, Apr 6, 2010 at 12:55 AM, Giuseppe Turitto <
>
>
>
> giuseppe.turi...@gmail.com> wrote:
> > I just realized it's already Tuesday. So today at 7:00pm it's Ok with me.
>
> > Regards,
> > Giuseppe Turitto
>
> > On Tue, Apr 6, 2010 at 12:53 AM, Giuseppe Turitto
> > <giuseppe.turi...@gmail.com> wrote:
> > > Tomorrow at 7:00pm will be OK to me.
>
> > > Regards,
> > > Giuseppe Turitto
>

> > > On Tue, Apr 6, 2010 at 12:00 AM, Eric Skiff <glitchc...@gmail.com>

> > wrote:
> > >> Whoops, sorry about that Peter, missed that you said you were busy
> > thurs.
> > >> It sounds like tomorrow or Friday are the days that work best for
> > everyone.
> > >> I'm good either day, so sound off with opinions :) if no one feels
> > strongly
> > >> to the contrary, let's meet tomorrow at MS at 7pm!
> > >> -E
>

> > >> On Mon, Apr 5, 2010 at 11:34 PM, Peter Laudati <jrzy...@gmail.com>

> > wrote:
>
> > >>> Thursday is the one night this week that I'm not available as I'm
> > >>> attending a Joomla meetup at 7.  I could meet tomorrow or wed night.
> >  Or...
> > >>> lunch on Thursday instead?
>

> > >>> On Mon, Apr 5, 2010 at 11:17 PM, Eric Skiff <glitchc...@gmail.com>

> > wrote:
>
> > >>>> This all sounds great! I should be pretty available the Friday before
> > the
> > >>>> event, so I can help with offloading, setup, etc.
> > >>>> In terms of getting together, who'd be up for having a meeting this
> > >>>> Thursday night at 7pm? There's a lot to pull together at this point,
> > and I
> > >>>> definitely agree that a face to face meeting is a good idea.
> > >>>> Registration-wise, we'll have a good list on eventbrite of everyone
> > who
> > >>>> registered, and should start to put out the word that last minute
> > >>>> registrations might not get in. Also, if you haven't put out invites
> > to
> > >>>> anyone you really want to get in, now's your chance as we'll want to
> > pull
> > >>>> the PR trigger very soon to make sure we fill it up, and once we do
> > that it
> > >>>> will be harder to add folks.
> > >>>> Getting excited!
> > >>>> -E
>

> > >>>> On Mon, Apr 5, 2010 at 9:40 PM, Peter Laudati <jrzy...@gmail.com>

> > >>>>> On Mon, Apr 5, 2010 at 6:52 PM, Peter Chislett <chisl...@gmail.com>

[Peter Laudati]

I added everyone who is on the BarCamp group to the security list for this evening.  If anyone has any problems getting up to the MS office on the 6th floor at 7pm, call or text me on my mobile. 732-890-8540