Notes - 2018-08-23

[coderberry]

Attendees:

• Ben
• Gunner
• Justin
• Pia
• Eric

Action Items

• [x] Gunner will send lanyard template and everything to Justin including form letter
• [ ] Justin will send lanyard template to Elio
• [ ] We should only allow 1 ticket to be purchased in the form.
• [ ] Gunner will have Josh check the contract for the Ford Foundation to ensure funds are only for travel.
• [ ] Pia will send Gunner an invoice from the Open Source collective for the sloan money and Pia will handle it directly
• [ ] Ben will send a bulk email to the 40 saying “it’s going to sell out, act now”. 72 hours later, Ben will send to the rest.
• [x] Justin will share Ben the travel scholarship application form

Notes

Website looks amazing. Branding is polished.

Status of name cards - waiting for feedback from Gunner and Ben.

[Justin] Re: Nametags + stickers - Idea is to have them all in one. The idea is to save trees (sustainability). Not a fan of lanyards. All peels off except for hashtag and QR code and twitter account at bottom. QR code goes straight to code of conduct.

[Gunner] Does not like adhesive name tags. They are usually done by mid-day. It’s also fashion dependent. Flannel would not work well. Also people with bigger bodies tend to destroy name tags. Lanyards scale. Also stickers get covered by jackets. Also stickers cause people to look at chest too much.

[Justin] Agreed.

[Gunner] Will send Justin lanyard template / put stickers on either side. Also allow stickers to be put on card that slides into lanyard cover.

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[Justin] Bug with the ticket URL.

[Eric] Form should not allow to buy more than one ticket. There form allows for purchasing multiple tickets, but only will purchase one.

[Gunner] Have a cap of tickets that can be sold on the site. We don’t want to have more tickets sold than the venue can support. Proposes finding sponsorship money to rent other side of room. We are only paying for half so there will be a divider. If we find additional money, that’s the simplest path.

[Pia] We have quite a bit of funds via sponsorships. We have $10k for travel from Ford Foundation that is earmarked for travel only.

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[Pia] How do we want to handle the Ford Foundation fund?

1. Send to aspiration and bundle together with Sloan money and let it run like last year.
2. Send to open source collective and manage it seperately.

[Gunner] What would be ideal is to see if we can block transfer the sloan money into the place where travel funds will be dispersed from. Josh doesn’t have time on his plate right now.

[Pia] The other org is me. I will need help to get this done.

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[Ben] Invites are out. Sent 40. 2 people have accepted it. One from SA, other from Bangladesh. Is there a spreadsheet that has the form entries from the website?

[Pia] We sent a save-the-date to those who came last year and are sending special invites to new people this year.

[Justin] Last year, we did “hold the dates” for both lists, but not purchase

[Pia] How do we want to handle the list from the ones that didn’t come from last year (200 people)?

[Justin] Those should be last resort. That’s a great question.

[Pia] We have a list of 120 names. Why 40?

[Ben] Just sent to list of people that we all +1’d for early invite. Gunner agreed on this.

[Gunner] We should send a bulk email to the 40 saying “it’s going to sell out, act now”. 72 hours later, open it up.

[jdorfman]

As always, thanks @coderberry.

@piamancini for the record I need 3 tickets (2 for Ura Design, 1 for Sticker Mule employee)