May 2 meeting summary; next meeting May 5

[Karen Unland]

Here's a rundown of what we discussed on Sunday. Alain Saffel, Sylvia
Schneider, Bruce Winter and Jeff Samsonow were also at the meeting, so
I encourage them to correct me if I'm wrong on any of the following.

1. Sponsorship and budget

As you can see on our new website (http://mediacampedmonton.com/) we
have some sponsors. EEDC has given us a huge break on rental of Salon
12, and Guru Digital Arts College has covered the rest of the cost of
the venue. ShareEdmonton, TEKRI at Athabasca University, CTV and
Grovenor School (well, my husband and I on behalf of Grovenor School)
have each pledged $250, which brings us to a total of $1,000 to spend.

Our expenses exceed that. Specifically:

a) Sound: At the moment, we're looking at bids ranging from $717 to
$787. We could rent for considerably less, but that means looking
after the sound ourselves, which is fraught with danger. Jeff is
exploring some other possibilities and will report back by 5 p.m.
Monday.

b) Food: We have about 120 people signed up. Lunch is $20 a head, so
we're looking at $2,400. I have a lead on someone who may be willing
to sponsor lunch, and I'll report back on whether that's going to work
out by the end of the day Monday. Failing that, we need some of our
other inquiries to pay off fast or we're going to have to cancel
lunch. We need to make this decision no later than Tuesday at noon. If
we do cancel lunch, we need to notify registrants and probably extend
the lunch period so people have enough time to get something.

Jeff is going to follow up with Stella on an idea involving the after-
camp destination.

2. Day-of logistics

Bruce will contact volunteers to work the registration table
(Brittney, chime in if you have already done so -- I'm losing track).
Tamara Stecyk, Kerry Powell and Chelsey Smith had expressed an
interest.

Alain plans to shoot video, start a Flickr group, etc. (see his
earlier post for a wealth of excellent suggestions) to document the
day. George, did any students take you up on your offer?

We decided at today's meeting that it would be wise to use the
Thursday reminder email that Mack intends to send to registrants to
let them know video, audio, blogging, live-tweeting, etc. are
encouraged and will be linked to from the website. We should let them
know that wi-fi is available. And, if we cancel lunch, we need to tell
them that and give them suggestions for quick bites to eat in the
area.

As discussed before, the following people have prescribed roles on the
day:
- The Voice (to welcome everyone, explain the unconference concept and
keep things moving): Owen Brierley
- The Gridmaster (to organize and correlate sessions): Jas Darrah
- The Panel Moderator: Me
- Lightning Talks Moderator: Mack (who is also presenting)

Bruce has offered to be the Trouble Shooter. He will also co-ordinate
with Debra to make sure the leftover materials from ChangeCamp get to
the Shaw.

As I understand it, Mack and Jas have projectors and screens, so we
can display the sponsors' logos and the Twitter stream throughout the
day. It seems wise to set those up the night before -- is that
possible? Jeff, can you find out from the Shaw whether we can get in
the night before and how early we can arrive Saturday morning? Bruce
suggests it would be prudent for at least some of us to be there by
7:30 a.m., so we have time to fix anything that might go wrong.

Sylvia is going to see about a small token of appreciation for our
panelists.

3. Promotions

A belated thanks to Di Begin and everyone else who has been working on
promoting this event. Your efforts are obvious in the registration
list. It's going to be a great day, given the number and variety of
people who are coming. Way to go!

4. One more meeting

We will have one last meeting to tie up loose ends: Wednesday, May 5,
at 6 p.m. at the Journal (10006 - 101 St.). Please RSVP to my email
(kunland (at) thejournal.canwest.com) so we don't clutter up this
group. I am willing to set up a conference call for those who need to
participate but can't physically make it, so if you can't come to the
Journal, please indicate whether you could at least call in from where
you are.

That's it for now. If you know anyone with at least $250 to spend in
return for profuse thanks on the MediaCamp website and in front of 120
smart, influential people on May 8, please secure them as sponsors
ASAP. We should take that discussion off-line until we have
confirmation -- remember that this group is public.

Karen

[Jason Darrah]

Karen,
Thanks for great notes.
Regarding logistics: Mack and I have 3 projectors between us (maybe 4) but we don't have screens to lug there. We will just project on the walls or they may have one permanent screen in the room. Therefore, we can set up pretty quickly in the morning of the event.
Regarding the Wednesday meeting - thanks for setting up a room that will take a conference call. I would have really liked that today.
Thanks!
________________________________________
From: mediacamp...@googlegroups.com [mediacamp...@googlegroups.com] On Behalf Of Karen Unland [kun...@thejournal.canwest.com]
Sent: May 2, 2010 4:32 PM
To: MediaCamp Edmonton
Subject: May 2 meeting summary; next meeting May 5

Here's a rundown of what we discussed on Sunday. Alain Saffel, Sylvia
Schneider, Bruce Winter and Jeff Samsonow were also at the meeting, so
I encourage them to correct me if I'm wrong on any of the following.

1. Sponsorship and budget

As you can see on our new website (http://mediacampedmonton.com/) we
have some sponsors. EEDC has given us a huge break on rental of Salon
12, and Guru Digital Arts College has covered the rest of the cost of
the venue. ShareEdmonton, TEKRI at Athabasca University, CTV and

GrovenorSchool (well, my husband and I on behalf of Grovenor School)

[britl...@gmail.com]

Thanks Bruce! I appreciate it. If you don't mind cc-ing me on the email, it will help me keep track of who's doing what.

Sent from Brittney's BlackBerry

-----Original Message-----
From: Karen Unland <kun...@thejournal.canwest.com>
Date: Sun, 2 May 2010 15:32:38
To: MediaCamp Edmonton<mediacamp...@googlegroups.com>
Subject: May 2 meeting summary; next meeting May 5

[Bruce Winter]

Jason:
Would really be great if we could get that the projectors set up and bugs worked out by 8AM Saturday. Friday afternoon even better. Just a heads up in anticipation of finalizing on the audio system.
B

Bruce Winter
Communication Strategies
780 801 1654
Skype: nitguy

[Mack D. Male]

Thanks for the update. I do have one projector screen actually, and I
can bring that if necessary.

On May 2, 5:07 pm, Bruce Winter <commstrateg...@shaw.ca> wrote:
> Jason:
> Would really be great if we could get that the projectors set up and bugs worked out by  8AM Saturday. Friday afternoon even better. Just a heads up in anticipation of finalizing on the audio system.
> B
>
> On 2010-05-02, at 4:51 PM, Jason Darrah wrote:
>
>
>
>
>
> > Karen,
> > Thanks for great notes.
> > Regarding logistics: Mack and I have 3 projectors between us (maybe 4) but we don't have screens to lug there. We will just project on the walls or they may have one permanent screen in the room. Therefore, we can set up pretty quickly in the morning of the event.
> > Regarding the Wednesday meeting - thanks for setting up a room that will take a conference call. I would have really liked that today.
> > Thanks!
> > ________________________________________

> > From: mediacamp...@googlegroups.com [mediacamp...@googlegroups.com] On Behalf Of Karen Unland [kunl...@thejournal.canwest.com]