[Wikimediaindia-l] WikiConference India - Minutes 18-6-2011

[wheredevelsdare at hotmail.com]

*Minutes of the Planning Meet which took place on 18-6-2011 (Saturday) in Mumbai*
**Cross posted on India/Mumbai/Pune lists - please forward to other City or Language lists that you may be a part of**
 
1. Name of conference - there were 3 suggestions. There was an idea that these could be put up for a week on Meta - asking people to vote for their choice (or make other suggestions):

a. '''Wikimela'''
 
Advantage: English/Hindi Fusion
 
Possible issue: Mela has different meanings (could be miscontrued for a carnival!)

b. '''Wiki Conference India'''
 
Advantage: Simplicity
 
Possible Issue: A bit to generic.

c. '''WikiMania India'''
 
Advantage: Global image of the name

Possible Issue: Could be confused with the global meet

2. All Documents to be posted on meta where a dedicated page will be made on meta.

3. Coordination among OC - Mail, Sabse bolo (Telepone) - minutes to be taken and calls to be moderated to ensure everyone has their say.

4. Master list - cross postings! A seperate mailing list to be made for the OC

5. Logo for the event - request for design to be posted on India list.

6. 3 office bearers. Chairperson/President of the event from Mumbai , Secretary in Pune and Tresurer from Mumbai. These 3 will be on the ground and will have visiting cards and letterheads made specifically for this event only.
 
7. Advisory committee - Hisham, Bishaka, Arjun, Achal 

8. Working groups and functional team: Everyone to choose sub-committees they want to be part of - Based on functionality. The OC as it stands at the moment will be redone - everyone part of sub-committees except office bearers and advisors who will be part of everything/advise everyone.

9. Venue - University of Mumbai (South Campus) was the unanimous choice. Again, will be put up on the India list - with a 72 hour deadline for people to respond (Similarly all other major decisions to be put on mailing list before execution).
 
10. Accommodation: 4 on the table thus far. YWCA, Astoria, Chateau Windsor and Sea Green - all within 5-15 minutes walking of the venue, Ensuite, Airconditioned rooms. YWCA, Chateau Windor, Sea Green all on par so can be offered to people with 100% scholarships. Astoria is equivalent to a 3 star so can be offered to those with 75% or 90% scholarship. Another few hotels are due to be checked out this week.

11. Teams:
Finance / Audit
Sponsorship
Scholarship
Media and pr
Volunteer
Speaker management
Program
Community communication
Venue
Logistics
IT team
Conference planning
Party plans

12. Finance: Joint accounts to be created 4 signatories (2 from Mumbai, 2 from Chapter). New A/c will be in Chapter name and will be for Conference purpose. At the end of the year Mumbai reps will be replaced with reps from next host and money rolled over for next conference (any overflow). Everyone to pitch in with Sponsors. Sponsors could be in cash or kind. Eg. Looking for airline sponsor to get people to Mumbai or just cash which can be used for the conference.
 
13. Party: Royal Bombay Yatch Club to be asked for a quote as well as Bombay Presidency Radio Club
 
14. Decisions to be made on Consensus or by Simple Majority if consensus not possible. 
 
15. Time limits: Time limits to be set for everything so that everything goes on time.
  
Kind Regards,
 		 	   		  
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