Project:UK Hack Camp/Minutes/2012-01-16
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Agenda:
- Review of venues
- Finance and Presales
- Internet
Present:
- Russ
- Jonty
- Paul2
- Mark (ms7821)
- martind
Venues
Current Top Venues
- Moreton in Marsh Fire College - Beeny
- need update from Beeny
- Mersea Youth Camp - Martin (Crypt)
- ruled out
- too small
- they're not keen
- Newbury racecourse - Martin (Crypt)
- still pending (visit this week)
- Long Marston Airfield - Beeny
- need update from Beeny
- Debden House - Martin (Crypt)
- visited today, looks good
- can get any combination of fields
- three fields (#5-7) probably enough for 500 people
- cost tbd
- advantages:
- scalable (more fields)
- some power (will need to add more)
- some showers and toilets (not sure how many)
- best time for them: early Sept
- Donington (Jasper)
- probably too expensive (tbc)
- atm waiting for full quote
- their hall is too big for us
- but: good location travel-wise
New venues
- Royal Welsh Show Ground
- disadvantage: transport is a problem; we may saturate the trains
- advantage: nearby school with 2 * 100MBit lines
- Hainault (Mark)
- very good location
- they're interested
- need to get quote, few more venue details
- Charvil (Mark)
- 250 people, residential -> not interested
- Newbury West (Mark)
- 20 acres, just along A34
- barely any facilities
- need quote
- Merton Farm (Naxxfish)
Needs new owner
- Matterley (currently Charles)
Goal
- target dates: mid-August to Sept (after Olympics and Paralympics)
- have 3-5 good and suitable candidate sites by the end of the month
- Need info: size, quote, deposit, cancellation fees (atm most of that is still unknowns)
- Need to establish some assurance that we'll have Internet
- then pick one
- if we don't have anything by Valentine's day then we'll move the event to 2013
Finance
Finances:
- Russ sorting out bank account this week
- expecting venue cost of £10-30k
- no indication of expected deposit value yet; expecting 10% non-refundable
- so: need at least 1k in starting funds
- presale? loans? donations?
- shall we try Indy-gogo? (UK kickstarter-style funding site)
- problem: need to set clear expectations when we ask people for funds.
- should we decide on a particular venue once we start funding drive?
- we may lose deposit money if we need to cancel a venue.
- actual ticket sales may go through different payment provider -> how do we reconcile upfront payments?
Presales
- how can we get people to buy presale tickets?
- shall we start a dedicated team?
Internet
- need to get people ready to assess Internet situation once we have a shortlist
- let's start a team this week
- Jasper is well-placed to coordinate, if he's interested
- FTTC in area? microwave links to other areas?
- minimum: 50 MBit/s (could live with 10 in the worst case)
TODOs
- Mark to contact Beeny for more info on Moreton, Long Martson
- Mark to follow up with Hainault, Newbury West
- Jonty to contact Naxxfish regarding Merton Farm
- jonty: need to pursue a venue lead in Leeds (who?)
- ???: need new owner for Matterley (currently Charles)
- Jasper to update Donington status (get full quote, as discussed. Mark knows details)
- Jasper to start Internet group and determine coordinator
- Mark to ensure we have basic Internet connectivity info for all current venues
- Jonty to kick off funding project (IndieGogo)
- martind to update venue listings, then send to list