[Marketing] Report: Visit to Kalkscheune

[daniel.molkentin at nokia.com]

Hi,

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).

o

·         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)

·         Accessiblity

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).

o   Todo:

§  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?

Cheers,
  Daniel
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