[CWN-Summit] IS4CWN2012 venue wishlist

[faith swords]

Hi Roger,

My day today is a lot more flexible than yesterday was, and so I will be
able to send out a bit more background for your edification this morning. I
wanted to respond quickly to a couple of things, though.

The 150-200 number is based on invited participants and people who actually
registered in advance for the Summit in previous years. I can get exact
numbers for past years, but actual attendance usually hovers around 100-120
participants. In my experience as an event planner, however, it is almost
always better to overestimate the amount of space you will need - just in
case everyone who initially plans to come actually shows up. My guess is
that realistically, we will not get more than 150, but you never know.

The majority of the funding for the Summit goes to travel sponsorships.
When the Summit was held in the US, that was around 1500 USD for everyone
coming in from the rest of the world. Unfortunately for many people, that
amount did not actually cover all of their travel expenses. Last year, we
had 30 requests for travel support (including the OTI folks and myself
coming from DC). Most of those were international travel sponsorships
awarded to participants from India, Nepal, Egypt, Canada and the US.

Also, for what it's worth, my wishlist is a wishlist :) I personally would
rather start by asking for the best possible scenario and then scale back
our plans based on what is actually possible. I look forward to hearing
from you all what is actually possible in Barcelona. I've never been there
and have always wanted to go!

I will send budget documents later this morning.

Thanks and regards,

Faith

On Thu, Dec 1, 2011 at 5:29 AM, Roger Baig Viñas <roger.baig at gmail.com>wrote:

> Hi all,
>
> I think it would be nice to have some information about the amount of
> attendees in previous IS4CWNs because at first sight from my
> experience from IS4CWN2009, the one held in Vienna ant the only one
> I've attended, my impression is that Faith's wishlist may be a bit
> oversized. Do we really expect/want to achieve 150-200 attendees?
>
> To move forward it would also be helpful to have a rough idea about
> the costs and funding of previous editions.
>
> Finally, as we already said before, you can count on guifi.net's
> support. We are able to take care of local logistics and whatever else
> needed.
>
> Thanks for the work done so far and best regards.
>
> On 1 December 2011 11:00, Malcolm Matson <malcolm.matson at oplan.org> wrote:
> >
> > Hi Faith  (and Sascha & Co.),
> >
> >
> >
> > It was good to be online with you all yesterday.   Following our
> discussion, the CONFINE consortium had its monthly progress meeting.  We
> reported back on our earlier conversation with you and there was a
> unanimous decision that, the CONFINE project and its members organisations
> will be pleased to be the local ‘Project Partner’ for the IS4CWN 2012 event
> – assuming it is held in Barcelona.
> >
> >
> >
> > OPLAN will co-ordinate matters this side of the pond on the logistical
> side of the event.  (On matters of format and content, its more P2P with
> the CONFINE community).  It would be very helpful if you Faith, can use
> Louise Koue in our office as your primary contact.  She knows all the
> CONFINE team and has been in Barcelona where of course, Leandro and UPC and
> Ramon and the Guifi community will be key contributors.
> >
> >
> >
> > So expect to hear from Louise and I am very pleased we will have an
> opportunity of collaborating on this.
> >
> >
> >
> > Regards
> >
> >
> >
> > Malcolm
> >
> >
> >
> >
> >
> > 'opening minds to open networks'
> >
> > Malcolm Matson
> > Director General
> >
> > The OPLAN Foundation
> > 77 Andrewes House
> > London EC2Y 8AY
> > United Kingdom
> >
> > malcolm.matson at oplan.org
> >
> > tel:
> > fax:
> > mobile:
> > Skype ID:
> >
> > +44 20-7638 2344
> > +44 7092-194310
> > +44 7977-407845
> > londoncityman
> >
> >
> >
> >
> >
> > From: faith swords [mailto:faith.swords at gmail.com]
> > Sent: 30 November 2011 16:45
> > To: malcolm.matson at oplan.org; Leandro Navarro; Roger Baig Viñas; L.
> Aaron Kaplan; Josh King; Andrew Reynolds; Brian Duggan; Andy Gunn; Preston
> Rhea; Louise Koue
> > Cc: Wireless Summit Coordination List
> > Subject: IS4CWN2012 venue wishlist
> >
> >
> >
> > Hi Malcolm,
> >
> >
> >
> > Below please find a wishlist for a Barcelona IS4CWN. I have cc-ed the
> Summit organizational list - please feel free to subscribe yourself to the
> list as well as any others who I have missed. (Others who might already be
> on the list, apologies if you receive this twice!)
> >
> >
> >
> > I have some other thoughts about wishlists, including potential in kind
> support that has been helpful in the past, but things just got incredibly
> busy at my paying gig so those thoughts will have to wait until later this
> week, alas.
> >
> >
> >
> > I am available via gchat at this address most of the American day for
> questions, as well as email after hours, should anyone need anything else
> from me.
> >
> >
> >
> > Cheers,
> >
> >
> >
> > Faith
> >
> >
> >
> > ***
> >
> >
> >
> > The International Summit for Community Wireless Networks attracts
> between 150 and 200 participants. The Summit features keynotes, periods of
> simultaneous sessions, and a full-time hacklab for building and sharing
> next generation network tools and technologies. Overall, the venue needs to
> include a plenary space, and ideally 7 additional rooms.
> >
> > Here's the breakdown:
> >
> > Space Requirements
> >
> > A common area used for a registration and information booth and general
> congregating by participants
> > Auditorium for keynotes that can hold 150 people
> > 4 additional rooms for panels that can hold 30-50 each for session
> > A 30+ capacity room that can be used for a hacklab
> > Private room for Summit Staff (ideally that can be locked)
> > Room for staging catering (ideally with sink and counter space)
> > Sufficient bathrooms & etc.
> >
> > Technology Requirements
> >
> > High Speed, Stable Wireless Broadband
> > Sufficient access to the host network to build experimental mesh
> networks during the conference
> > Standard A/V including multiple wireless microphones as well as a
> projector, screen, and speakers for each room.
> > (Optional but strongly desired: Projector and screen or large screen (42
> in+) monitors in common areas for displaying conference information and
> daily schedule)
> >
> > Furniture
> >
> > Hacklab should have multiple tables, chairs for 20+, multiple power
> outlets
> > Keynote space should have a podium as well as table for respondents,
> seating for 150
> > Panel rooms need table for 4 presenters as well as seating for 30-50
> > Check-in area needs tables and chairs or staff and conference materials
> & power for printers & computers
>
>
>
>
> --
> roger
>
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