# 2020-08-29 E-meeting
###### tags: `pnm20` `logs`

:::spoiler Meta
:::info
- **Date:** 2020-08-29
- **Agenda** (duration estimate: ~60 mins)
1. [Prelims](#Prelims) `5-10 mins`
2. [Agenda](#Agenda) `15-35mins`
* Programs
* Marketing
* Technical
* Admin & Finance
* Etcetera
4. [Summary of Action Items](#Pending) `5-15 mins`

- **Participants:**
- Erwin
- Maning
- Eugene
- RK
- Marx
- Ian
- Cham
- Mikko
- **References:**
- [Logs from previous meeting](https://hackmd.io/team/pnm?nav=overview&tags=%5B%22logs%22%5D)
:::

## Prelims
* chit-chat
* [x] Determine scribe: <span style="color:blue">cham</span>
* Called to order at 20:35 PST

## Agenda

### Programs
- [ ] review feedback of CfP form
- [ ] finalize edits
- [ ] Change *Honoraria* to *Token/Gift*
- Honoraria/tokens
- tokens for non-locals
- It will be an $25 electronic gift voucher
> We need to ensure that there's money for it - [name=erwin]
- Poll: **100%** in favor of giving tokens/gifts for non-locals
- For those who previously applied as speakers
- Eugene will invite/contact them to apply again

### Marketing
- [x] are pubmats for 31st Aug announcements ready?
- YES! Pub mats are ready.
- [x] Draft copy for all the pub on Monday
- [x] Finalize time to post, SocMed experts: 3pm on Monday; Office hours: 10am
- [x] November conference dates: November 13, 20, 27
- [x] Add specific dates in the pub mats
- [ ] September events:
- [x] CfP
- [x] Pub mat
- [Link to Cfp form](https://docs.google.com/forms/d/e/1FAIpQLSfY1Xso3LnqwQHvCrIhqulUSjzdthegzJ03DAd9AlWRV1f7Zw/viewform)
- [x] Draft copy
- [ ] Contest
- [x] Pub mat
- [ ] Needs to make the theme more specific
- [x] ad campaign/sponsored posts in Facebook
- [x] 1,000 PHP budget for one week 36 (whole of W36)
- [ ] Ben will receive the funds
- [ ] measuring campaign reach
- [ ] finalize sign-up sheet (tomorrow)
> Those who sign-up will receive certificates of participation on paper, in addition to e-certificates -- subject to actual session(s) attendance. At a minimum, we need: **email address, what kind of interest they have in open geodata / software, what industry they're in, and what work they do.** Last meeting this task was assigned to marketing: @sWSm16-ET6-teRIRvGencA @fVTivWjVQfec8ekROHvadA
- [ ] review campaign on W37, and determine what adjustments to make for advert campaigns on SocMed
- [X] Cham: get quotations for t-shirts, stickers for giveaways, cc Erwin for billing.
- Quotations will be for review and discussion in another meeting
- Quotations are uploaded [here](https://drive.google.com/drive/folders/1dNWMh2PbvpQc-yg6nD6mJGa3l6ASZCSj?usp=sharing)

### Technical
- result of meeting - [Click here for collab doc](https://hackmd.io/rks9MoQrT86njFdHlgjARQ)
- For BBB and Zoom: We may be able use partner/sponsor resources.
- support/technical assistants
- duties and responsibilities
- moderator/host
- Controls screen sharing etc.
- 2x technical support
- hiring
- decide on whether we should deploy our own server instance
- Next meeting we will test another platform
> Webex - [name=Maning]

### General

### Admin & Finance
- Maning will ship out comms to sponsors on Monday, after announcement
- FB reiterated their support for the conference
> the challenge is passing through the hoops of their vedor registration process. we failed to meet requirements last Feb. also, from sotmAsia18 experience, they got the money 6 months after the event. [name=erwin]
- set 1st October deadline to receive commitment funds from sponsors. encourage earlier transfers
- **Honoraria**
- amounts agreed in last meeting will hold until we get additional cash on hand
- [x] Erwin's proposal: gift voucher (e.g. $25 amazon gift card) for non-locals.
> international cash transfer fees are more expensive, but let's defer this until our cash position improves [name=erwin]
- Unanimously agreed on by participants, but specific amount will be decided on a future meeting, depending on financial state.

### Pending

#### Announcement-related Checklist
- [x] Website update
- [x] SocMed updates
- [x] ask network to help spread the message
- [ ] sponsored posts
- [x] OSM Wiki/Calendar
- [x] OSMCal: https://osmcal.org/event/285/