[Marketing] Report: Visit to Kalkscheune
daniel.molkentin at nokia.com
daniel.molkentin at nokia.com
Fri Mar 16 14:44:22 CET 2012
Pictures are here: http://chaos.troll.no/~dmolkent/kalkscheune/, room plan is here: http://kalkscheune.de/pdf/Kalkscheune_Grundrisse.pdf (German only, sorry).
Notes mostly from Claudia and Michael, additional notes & action points added by me:
· Registration: Participants enter via "Hofdurchfahrt" (which will be closed to the courtyard side, see Room plan), and enter the "Lounge" via the stair case
o Advantage: One single way to enter/leave the venue, an artificial 'bottleneck' to make sure everyone registers
o The bar will be shut off by an artificial wall.
o Like last year, each participant gets "Trainer cards" with the room plan on his lanyard and a name tag.
o Action Items:
§ Setting up desks
§ Print cards & Name tags
§ Do we want big banner on the outside? If so, they need to be created & printed (we have contacts to a qualified printing company near the venue).
§ We need two long desks
· Next room: "Saal", 301 sqm:
o Fits 300-500 people
o Lounge & Bar
o Ideal party location (social event), can be equipped with a stage
o Access to courtyard
o Lights & projectors available
o Place to serve lunch
o Can be equipped with suites (chairs/low tables) for breakout sessions
o Toilets across the courtyard.
§ Todo items
· Invite trollband/DJ (did we have a DJ last time, do we have a skilled DJ in the community?)
· Organize drinks for the night (do contributors have to pay? Do we have a sponsor for the social event)?
· Will there be a buffet?
· Next room (moving up to first floor): Galerie: 369 sqm, for keynotes and panel
o Fits 250 Chairs easily, more possible
o Toilets on both ends
o Best wifi coverage (6 APs)
o Again, lots of possibilities to host breakout sessions on the sides by putting up a few round tables and allow participants to grab chairs from the middle (see photos).
· 3 small and one big seminar rooms (Michael noted 3 small, but I am pretty sure we booked all 4, right, Quim?)
o For "regular" sessions
o All located in the first floor
o Lots of power outlets available on the wall
o Big seminar room has a stage
o All seminar rooms accessible via stair cases from the courtyard
· Finally, the courtyard (250 sqm)
o Can be equipped with beer tend benches and tables
o For break out or just taking a break/having a chat
o The fabric installation protects from excess sun and light to medium rain.
· Wifi, Ethernet and Power Infrastructure
o They have distributed enough Access Points throughout the premises, if we add switches at the right spots and add a local mirror, we should be good
o Technician can be on site at all times.
o Power sockets should be put in specific spots (e.g. the breakout places, and the meeting rooms), but not everywhere).
§ KDE e.V. offers to reuse power distributors from Desktop Summit; Kalkscheune concerned over missing electrical certification (fire prevention, we are in Germany...)
§ We could probably also easily lend switches from associated associations in Berlin (KDE e.V., CCC) if needed
o Action items:
§ Person with budget to discuss with Kalkscheune.
§ Ask for the costs of / decide on an DSL bandwidth increase from 15 to 50 Mbit/s for the duration of the event (no problem according to Kalkscheune)
o Should we have people that require a wheel chair, we need to discuss that with Kalkscheune. Generally, there is an elevator, but it's only certified for goods transportation (again, we're in Germany).
§ Organizers to check if any of the participants requires a wheelchair
· Assorted todos:
o Kalkscheune understands our package includes drinks and lunch breaks, clarify on the amount and make sure everything is covered.
§ Do we need extra sponsorship for that? Last year Intel sponsored the drinks.
o Recruit volunteers, ideally non-participants (so they don't "miss a discussion")
o Decide where to actually host the break outs. We identified a lot of spaces, and we'll need them more than last year since we only have 4 regular seminar rooms this year!
o Optional: Check on reserving/recommend hotel rooms (I think we had that in a different thread, don't remember the outcome).
That's about it. Thanks a lot to Claudia and Michael for taking the time and asking the right questions. You're both a big help!
Imho, the next step is to talk money and numbers to get a feeling what we can do and what we can't, which I don't feel confident about since I don't have any budget, nor know about the numbers of potential sponsors. Do we want to establish sponsorship packages?
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