[WMF-outreach-staff] Logistics so far (discussion continues in IRC)

[Asheesh Laroia]

Excerpts from James Hare's message of Thu Jul 05 19:14:08 -0400 2012:
> On Thu, Jul 5, 2012 at 7:06 PM, Asheesh Laroia <asheesh at asheesh.org> wrote:
> > Hey all,
> >
> > I thought you should know I'm thinking aloud about the hackathon logistics
> > here: https://etherpad.mozilla.org/wmf-hackathon-schedule
> >
> > Some open questions for locals:
> >
> > * Which Marvin Center ballroom do we have?
> 
> Continental Ballroom, but that's the lounge. The Hackathon starts in
> the Betts Theatre and then you move on to Rooms 307, 308, 310.

Oh, interesting. By "the lounge" I presume you mean that space
is shared among all the other Tue-Wed sub-events of Wikimania?

> > * What does it take to get on the wifi?
> 
> The powers of Earth, Air, Wind, Water, and Heart. That, and logging
> onto the gw_event network. There will be one username/password for the
> entire conference to use.

Great. I'll relax when I see that info, but for now I'll trust. (-:

> > * How are going to handle power for ~100-200 people?
> 
> Power strips! And power strips! And power strips! At each table.

Great. GWU Conference Services will provide, and you folks will
check on them?

> > * Is there going to be food? (Do I have a budget, and I have to pick how to
> > spend it; or do you already have plans; or is there some existing food
> > infrastructure within Wikimania, or ...?)
> 
> Catering is ALL SET.

Cool. What is the time that breakfast (?) and/or lunch takes place?

Similarly will there be coffee somewhere (the lounge?) and/or snacks
and drinks?

What time is the hackathon group dinner, and who is invited?

I see the hackathon is 9am to 5pm. That seems like a reasonable
duration, but a 9am start is kind of silly maybe. (-;

I guess what you imagine is:

9am: People arrive to the Betts Theatre, where we do opening
     ceremonies

(am I in charge of running those ceremonies? Do others have specific
plans?)

9:30 or so: They make their way to rooms 307/308/310 as directed
            by the people running the opening ceremonies.

That would fit about 100 people in hack mode (50 in each of two
rooms) plus a single 50-person auditorium-type thing.

It'd be nicer to have a bigger room, if possible, as a default
hack lab, with one or two break-out rooms.

I'm concerned about the 400 people who've signed up for the
Developer Days. We do have about 57 "Yes" RSVPs from the
survey, plus I would guess another 0-40 who will show up.
And then maybe actually we'll balloon up to 400!? I can't
quite be sure.

-- Asheesh, who is now understanding some logistics of the event,
and appreciates y'all's patience.