# 2020-01-30 Meeting Minutes
###### tags: `pnm20` `logs`

:::info
- **Date:** 2020-01-31 20:30 PST
- **Agenda**
1. [Intros](#Intros) `5 min`
2. [Venue & Date, USPF](#University-of-Southern-Philippines-Foundation) `10-15min`
3. [Sponsorship, Budget](#Sponsorship-amp-Budget) `10-20min`
4. [Marketing](#Marketing) `10-20min`
5. [Roster](#Volunteers) `10-20min`
6. [Other matters](#Others) `10-20 min`
- Erwin, present [random ideas for PnM20](/dIJktEkxSdexwplUbrvKRQ)
- dealing with [nCov](#nCoV)
- ...
- **Participants:**
-
- **References:**
- Main Pad/Tracker: [PnM20 Organizing Notes](/gfyn_9CNQWyrCkD0Axq_jQ)
- [PnM20 Concept Note](/ItvWyqVxSqSDdkrTb6zAJQ) - working copy
- Relevant sections from
- [e-Meeting notes, 2020-01-15](/VziZlpGCSRieFi0yX1fcOw)
- [Meeting notes, 2019-01-11](/Ho_6DqLBTWunku0UMaxhZg)
- [e-Meeting notes, 2019-12-05](/8vTIaUvOROa78v4g_0Z8fw)

:::

## Call to order

* Intros
* [x] Determine who's going to be the scribe.
* [x] Rhea from FEF.
> - [x] ask Rhea to elaborate on the help to be expected from FEF/TAF, including sponsorship details.
> - [x] Re-order today's agenda, as necessary.
> [name=Win Olario]
* How to deal with nCoV threat?

## University of Southern Philippines Foundation
From Rene Sanapo's [SMS](https://i.imgur.com/AcmTf46.png) on 1/28:
- [x] May 27-29 ==tentative==
- [x] 3 x Computer Lab (25-30 pax/room)
- [x] 2-3 Rooms/Spaces (tapok-tapok) (additional spaces for confirmation, but likely available since it's summer break)
- [ ] 2k/person honorara request for USPF staff assisting for set-up and take-down ==determine number==
- [ ] honoraria request for USPF volunteers ==determine number==
- [x] Internet will be available in labs, auditiorium but USPF recommend extra hotspots
- [x] Rhea from FEF elaborated that they are keen to sponsor in kind (meals & refreshments) and with 6 persons available to complement the on-site event team

For background of FEF/TAF proposal from earlier notes: [2020-01-09: Meeting with TAF, re PnM20](/1zJXMoeMTJ2ccmlZwvfSwg)

## Organizing PnM20

### Sponsorship & Budget
- [x] Decide on Tiers. See [PnM 20 tier proposal and PnM19 tiers](/J6jDOdyFQRqO-Pf4fvUBwQ)
- ~~Eugene suggested to reuse PnM19 tiers~~ (Eugene: let's use PnM19 as base and extend)
- Consider adding lower budget tiers to accomodate local sponsorships
- [ ] No provision for video/photo coverage by USPF. Confirm if we need/want this.
- [x] Start the [PnM20 Prospective Sponsors list ](/u98x3hYHTrCj57e6_biT3A)
- [ ] Work on [Budget](https://docs.google.com/spreadsheets/d/1fv8ZgzteXtbk4syyzqHSGnXZxUIemc9MwxTbanCkkxk)
- [ ] Maning to finalize tiers (first week of Feb)
- [x] FEF prefers to sponsor meals/refreshments :bow:

### Marketing
- discuss pub mats
- reuse last year's logo
> How about we adopt last year's logo as the permanent PnM logo (and use that in our virtual letterheads)? Then the yearly conference will come up with its own, and like Benhur suggested, it must always feature the *banderitas* ala foss4g [name=erwin]
- registration
- theme for this year?
- website
- [ ] Contact Jen and Ayo if they can make time
- [ ] Call for volunteers

### Programmes
- [x] There may be people from USPF may want to participate as a presenter or workshop facilitator
- 5 parallel tracks
- workshops are too short
- make it 2-3 hours
- Awards (like OSM awards)
- Nomination process, etc
- Parada ng Mapa
> "galerya" might be a better term, dahil wala namang parada. This could be features in the exhibit space (same for booths or tables for sponsors) and winner selection by PnM participants [name=erwin]
- gallery of maps, call for posters
- provide standard size for printing A2 or A1(?).

### Volunteers
- who is the ~~lead coordinator~~ pasimuno? Erwin
- who are the team coordinators?
- [ ] setup coordinators' channel.
- set-up "official" accounts
- What social media channels to target?
- Facebook, Twitter, Instagram
> I don't think we want anyone to spend too much time managing socmed. What if we limit ourselves to Twitter and then rely on our network (OSMph, OsGeo/FOSS4G, Map-py folks) to echo this to their favorite networks? [name=Erwin]
- [x] PistaNgMapa official socmed account? Mastodon sync to Twitter?
- [ ] who should be able to post as "PistaNgMapa" using team access accounts via TweetDeck
- [ ]
- [x] pistangmapa email address, too?
- [x] permanent hashtag is "#PistaNgMapa", event hashtag is "#PnM20"
---

## Others

### nCoV
* at what point do we decide to postpone?
* if we push through, what do we need to do to minimize nCov-related risks
* wait and see mode (monitor the situation)

### Project management tools
- Include in agenda for next meeting