[KI-LC] Fwd: Minutes from Event Task Force Planning Call, July 22 2009

Dervla O'Reilly dervla at kantarainitiative.org
Thu Jul 23 10:12:51 PDT 2009


Team,

Below are minutes from yesterdays Event Planning Task Force call.   
Please note specifically 1.1 (Monday time changes) and 1.2 (agenda  
topic deadline).

Let me know if questions.
Dervla


Begin forwarded message:

> From: Dervla O'Reilly <dervla at kantarainitiative.org>
> Date: July 23, 2009 9:50:59 AM PDT
> To: "Salzberg, Kenneth M" <ken.salzberg at intel.com>, "J.Trent Adams" <adams at isoc.org 
> >, Brett McDowell <email at brettmcdowell.com>, staff at kantarainitiative.org 
> , Jonas Hogberg <jonas.k.o.hogberg at ericsson.com>, Britta Glade <britta at kantarainitiative.org 
> >, Iain Henderson <iain.henderson at mydex.org>, Conor Cahill <conor.p.cahill at intel.com 
> >
> Subject: Minutes from Event Task Force Planning Call, July 22 2009
>
>
> Below are minutes from our call yesterday, if you have updates or  
> additions, please let me know.
>
> Event Planning Task Force Teleconference
> July 22, 2009
> 11:30 PDT, 14:30 EDT, 18:30 UTC
>
> Attendees:
> Trent Adams
> Joni Brennan
> Conor Cahill
> Britta Glade
> Jonas Hogberg
> Dervla O'Reilly
> Ken Salzberg
>
> Apologies
> None
>
> Agenda Items
> 1) September member meeting - open items:
> 1.1 Meeting space needs for September.
> 1.2 Meeting agenda topic deadline
> 1.3 GPA/IPR monitoring and managing attendance for those who did not  
> sign agreement.
> 1.4 Welcome & Networking Reception 9/14 & 9/15, 5:30-7pm
> 1.5 Open for all dinner 9/15, 7:30-9pm.
> 1.6 Concerns regarding larger groups' sync-up space and information  
> sharing
> 2) Mapping future member meetings surrounding larger events; Asia,  
> Europe, when and where?
> 3) Event naming.  It was decided that member meetings are referenced  
> as "Conferences".  Is this confusing in light of industry events/ 
> conferences?
> 4) Timing of future calls
>
> Minutes
> 1) September member meeting - open items:
> 1.1 Meeting space needs for September
> - Registration is now open, please register online using the code  
> 'Kantara' for $195USD (allows access to DIDW Conference) and book  
> your sleeping rooms at the special DIDW rate of $109USD per night.
> - Dervla, Trent and Brett waiting to hear from a few Groups, i.e.  
> IA, BoT, LC & IdP Selection.
> - Judging from the BoT topics submitted thus far, the BoT may need  
> more agenda time, therefore Monday Sept. 14 is now scheduled to  
> begin with LC 10:30am-11:30am, sync-up LC & BoT 1-1:45pm, BoT  
> 1:50-5:30.
>
> 1.2 Meeting agenda
> - The agenda still in formation, I am requesting agenda topics from  
> Chairs by July 31 both for attendees’ perspective as well as DIDW  
> wishing to cross-promote.
>
> 1.3 GPA/IPR monitoring and managing attendance for those who did not  
> sign agreement.
> - Potential difficulties despite having blank agreement forms  
> onsite. As our event is open to the public we want to make sure  
> those who have NOT signed the IPR agreement are aware of the  
> guidelines should they wish to contribute. I will create language  
> for DIDW’s online and hard copy materials, post to our wiki, share  
> with the community@ list serve and print a sign at each meeting so  
> there are no surprises for newcoming participants.  In addition, a  
> sign will be posted to the front of each meeting door outlining the  
> guidelines.
>
> 1.4 Welcome & Networking Reception 9/14 & 9/15, 5:30-7pm on Exhibit  
> Floor
> - We encourage members to network at Exhibit floor reception (per  
> online agenda).
> - The question was posed if we should have a KI booth.  Rather than  
> manning a booth that may not draw enough attendance (and considering  
> costs and resources) two ideas were suggested:
> a) specialized green t-shirts or badges identifying appropriate KI  
> spokespersons and
> b) a breakfast session 8:30 either Tuesday or Wednesday.  Tuesday  
> may be a more appropriate morning.
> We can send details to DIDW to help promote the breakfast.
>
> 1.5 Open for all dinner 9/15, 7:30-9pm.
> - I am researching restaurants for an estimated $50 per person meal  
> with registration page.  As the Rio Hotel is off the strip, in order  
> to find a nice restaurant off property, as nothing is nearby, we may  
> need to use hotel shuttles.  Stay tuned. Dervla to continue research.
>
> 1.6 Concerns regarding larger groups' sync-up space and information  
> sharing
> - Perhaps we send a limited number of  spokespersons to avoid  
> overflow for the larger groups as rooms hold 20 persons.  
> Participants may not mind standing around the edge of the room for a  
> short time period.
> - Group sync-ups are to make people aware of what is going on.  We  
> will treat them as a public presentation. For those groups deciding  
> to have sync-ups, we need to determine if they are discussing  
> working items and note on the agenda any specific details so we can  
> plan ahead.
>
> 2) Mapping future member meetings surrounding larger events; Asia,  
> Europe, when and where?
> - As previously discussed, we are considering larger industry  
> events, e.g. RSA, Burton Catalyst, Gartner, etc.  Please reference  
> document sent July 20.
> - We are still gathering information, hard to decide at this stage  
> and also hard to travel beyond a specific geography.  Some  
> interesting industry events take place in Spring/Summertime; MWC-  
> February 15-18 Barcelona,  RSA USA - March 1-5 San Francisco, Burton  
> Catalyst Europe – April 19-22 Prague IIW – May 2 Mountain View,  
> European ID – May 4-7 Munich, RSA Conference Japan – June?
>
> 3) Event naming.
> - A few weeks back, it was decided that member meetings are  
> referenced as "Conferences".  Is this confusing in light of industry  
> events/conferences?
> - It is better to position and call the member meetings Conferences  
> and we should operate and run them like a Conference.  Our first  
> Conference may not feel like a Conference, we will use the above as  
> a guideline moving forward.
>
> 4) Timing of future calls
> - The Event Planning Task Force will meet weekly to check off any  
> outstanding items related to our member meetings, the initial focus  
> being on the member meeting in Las Vegas.
> - We will keep running weekly time at 11:30 PDT, 14:30 EDT, 18:30 UTC.
>
> Next Teleconference
> July 29, 2009, 11:30 PDT, 14:30 EDT, 18:30 UTC.
>
>
>
>
> ________________________
> Dervla O’Reilly
> Event & Membership Manager
> Kantara Initiative
> +1 415 731 4487 business
> +1 415 948 3650 mobile
> +1 509 757 4487 fax
> dervla[at]kantarainitiative.org
> http://www.kantarainitiative.org
>
> Join the conversation by joining the community@ list - http://kantarainitiative.org/mailman/listinfo/community_kantarainitiative.org
>
>
>
>
>
>

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