[Chicago] dropping the ball and all
carl at personnelware.com
Tue Jan 2 19:15:24 CET 2007
Ted Pollari wrote:
> On Jan 2, 2007, at 10:27 AM, Carl Karsten wrote:
>> I was told at the meeting, but can't remember: what group is
>> actually making the
> The Python Software Foundation will be the contract signer. David
> Goodger <goodger at python.org> is our primary contact person and will
> be chairing (or co-chairing?) PyCon 2008. The trend has been for one
> person from the local group to co-chair with the PSF person and thus
> that person would be the primary point of contact for the venue.
>> I am sure it will help to get some sort of hand shake commitment
>> from them so that anyone talking to a venue rep can be fairly
>> certain of what
>> can be committed to. the more info the better. Including me
>> talking to Larry
>> later this week.
>> This is kinda like trying to push 2 rubber hoses together.
>> Much like "what format to you want me to export as?" "we can
>> import many formats.'
> Agreed, but I'm sure we can put some fairly concrete numbers, mins
> and max together and can pretty solidly pull together an RFP for this
> event, based on the guidance from David, prior PyCons and all of the
> discussions on various webpages (referenced a number of times
> previously on list and on-wiki).
> okay, so here's my first go at venue specifications/info (I'll clean
> it up and add it to the wiki later):
> space requirements:
> 1 room/auditorium large enough for 600 people to meet in a theater
> style (prefereably a mix of theater and classroom, if the space is
> configurable, like a ballroom)
> 4 Meeting rooms: Three rooms with a total capacity approximately
> equal to that of the full assembly. One of these rooms may be the
> 2 additional meeting rooms, 1 each for quiet space work and storage
> Common area: A common area in which groups of attendees can
> informally meet and where conference registration can take place.
> Requires a number (4 or so) tables for registration.
> -All/after hours work area access a big plus, else early AM to Late
> PM also okay.
> Simultaneous wireless connectivity MUST be available without
> additional cost to the attendees in ALL conference spaces with a
> service level agreement in place to ensure connectivity (individual
> rooms are not included in this line item)
> Currently the budget is ~$45 per day per person for conference day
> food and drink -- minimally, this should include lunch (with
> vegetarian and carnivore friendly options & beverage options) plus
> coffee, tea and water available at all times during the conference
> with some light snack in the mid-morning and mid-afternoon.
> Breakfast instead of the morning snack is a big plus, but not a
> requirement, depending on costs.
> Conference Schedule & Room Commitment (per day):
> For 2006 & 2007, the PSF agreed to a contract including 870 room
> nights to be held at the group rate, with more reservable as space
> allowed, and an 80% quota guaranteed by the PSF. In actuality, for
> 2006, 955 room nights were booked. The following would be a possible
> breakdown for 2008 (almost identical to 2006):
> Day 0: Arrival of organizers/Setup 15 rooms contracted/reserved
> Day 1: Tutorials 250 rooms contracted/reserved
> Day 2: Conference 250 rooms contracted/reserved
> Day 3: Conference 250 rooms contracted/reserved
> Day 4: Conference 30 rooms contracted/reserved
> Day 5: Sprints 30 rooms contracted/reserved
> Day 6: Sprints 30 rooms contracted/reserved
> Day 7: Sprints 30 rooms contracted/reserved
> Day 8: Sprints 30 rooms contracted/reserved
> for a total of 915 room-nights blocked out.
> If we decide to do this at a hotel and if room rates are too high
> (relative to local market conditions) and accessibility to other
> hotels is high (i.e. downtown), then we may face some difficulty in
> getting these rooms filled at the numbers listed above. Dallas had
> the benefit that there really weren't easily accessible options that
> were significantly cheaper, so it was not a competitive market and
> most if not all attendees chose to stay at the venue hotel.
Beautiful. Now I can try to schedule a lunch with Larry the expert. :) Anyone
want to come along? His office is in Des Plains (near o'hare, about a mile from
90/Lee St exit.)
I'm normally in #chipy in irc.freenode.net
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