# 2020-03-09 Meeting Minutes
###### tags: `pnm20`, `logs`

:::info
- **Date:** 2020-02-18 20:30 PST
- **Agenda** (time estimate: 65-90 mins)
1. [Intros](#Call-to-order) `5 mins`
2. [Sponsorhip](#sponsorship) `10-15mins`
3. [Finance](#Finance) `10 mins`
4. [Marketing](#Marketing) `10-15 mins`
5. [Program](#Program) `10-15 mins`
6. [Taskings](#Taskings) `10-15 mins`
7. [Other matters](#Others) `10-20 mins`
- nCoV2019 updates
- ...
- **Participants:**
- Maning, Eugene, Leigh, RK, Erwin, Ian, Mikko
- **References:**
- Meeting poll: https://framadate.org/LVjyawkLuzJ1Yz1T
- Main Pad/Tracker: [PnM20 Organizing Notes](/gfyn_9CNQWyrCkD0Axq_jQ)
- PnM20 repo: [pnm20-coord][]

:::

## Call to order

* Intros
* [x] Determine scribe.
* Erwin

## Sponsorship
as of 3/9 (Wk 10):

* [x] updates from Maning
* Assuming all committed amount will be received, we are in a good position to run the conference.
* We are still open for sponsorship which we can use to expand the scholarship support. But we won't be actively cold calling new/potential sponsors.
* If there are orgs who will express support, please send us contact details.
* Next actions - Followup all those that were sent formal letters without a reply by week 12.

> clarification: FEF's commitment, and that of USPF is assigned a value of USD 5,000, for the purprose of recognizing sponsorship levels -- **we are not receiving any cash from them**, so expected pledged figures are lower than 5k.

* announce "Call for supporters" in SocMed?
* encourage local organizations to support as volunteers during the event.
> We'll use "support" instead of sponsorship, to encourage orgs/communities to collaborate in other ways, aside from "financial aid"
- [x] Update marketing spreadsheet to reflect new call for support instead of call for sponsors. Maning
> FEF sponsorship will be in food and conference support - assigned value is 5k. [name=Maning]
> That includes honoriaria for USPF staff working during theri summer break. Also, I don't have high expectations for student to volunteer this time [name=erwin]

* [x] updates from Ian
> No pending invoices for sending out, except FEF which is a special case, of which Erwin agreed to take care of [name=Erwin]

## Marketing

* [x] updates from Cham
- [x] pub mats - check
- [x] logo and design theme
- [ ] stickers
- [ ] t-shirts (?)
- [ ] id / conference guide?
- [x] schwags from sponsors/partners?
- [x] soc med

## Program
* [x] updates from Eugene
* Program
* outline for 3 days prepared, to be shared soon
* as of 3/10, no one has applied for a session
* Speakers
* no confirmed speakers yet
* Travel Grants announcements
* dependent on actual monies, but minimum budget specified is 6. This will go upward with more details to be made after the 3/31 decision, including announcements to open registration.
* Recognition Program (ala OSM Awards)
* Eugene opined that mechanics of OSM awards is difficult at this point for our fragmented community, and may end up like a popularity contest
* Proposed: Core will recommend a person/project(?) to be recognized instead of a public nomination/selection process, at least for PnM20.
* Poster Contest
* "easy" according to Eugene; submissions will be exhibited on PnM20, attendees given a stickers to vote for their favorites.
* Program team to prepare specific mechanics, but members of the organizing committee cannot join the competition.
* Eugene entreats core to submit session proposals
* Mikko Tamura expressed interest in presenting on the topic of LGBTQ, but don't think "MapBeks" can participate as a group ala-GeoLadies of PnM19
* According to Cham and Leigh, they will ask GeoLadies to discuss the specifics of their participation after their co.lab event next week.
* Eugene mentioned they've been assigned a block for the PnM20 schedule
> Unlike PnM19, please ask GeoLadies to be more transparent about the plans for the session/activity. Program teams should have oversight of what's happening. [name=erwin]

* determine from core volunteers/network who are planning to facilitate any session
> confirmed sessions can be featured by marketing, to promote event & registration [name=erwin]

## Taskings
* [x] discuss [pnm20-coord][] repo
* [x] internally, teams will continue with their adopted task management systems
* [x] Coordinators/Teams agree to regularly sync/check with KRAs from the repo

## Finance
* [x] report total monies on-hand: 1,200
* [x] report upcoming expenses: none.

## Others
* [x] nCov19 updates.
* 24 cases in PH
* Classes in NCR suspended until the 14th
* [x] discuss possible scenarios:
* [x] Postponement
* [x] Cancelation
* [x] Online (David's [suggestion](https://t.me/c/1401303507/650))
* [x] Continue, with [extra-ordinary precautions](https://www.cdc.gov/nonpharmaceutical-interventions/gathering/event-attendees.html)

> Maning's notes for discussion:
> * Proceed as usual with pre-cautions - there is still a lot of uncertainty as of today. Proceeding as usual might be viewed as the organizing committte is insensitive to the the situation. A lot of our target audience are LGUs and government agencies in the local region. The government declaration of red sublevel-1 will affect travel approvals of these potential audiences.
> * Online conference - are we ready for this technically? While possible, there is a lot technical overhead to manage such event. Is there anyone from our team who has experience managing this? From our mission perspective which is to bring our advocacy outside of Metro Manila this doen't make sense, good internet infrastructure is a privilege and undermines our mission.
> * Move to another date within the year. Say move to another 3 months? We should have better perspective of the situation. We might loose the venue and food sponsorship from USPF/FEF/TAF. For other committed sponsors, we can advise them that we will move but I don't think we will loose the commitment.
> * Cancel this year. We loose all our preparations and sponsorship commitments. This is what most international events are doing right now.
[name=Maning]

* The concensus of the people present in the meeting is that there's a looming possibility of deferment, but agreed to see how the situation will develop by the end of March, **where a decision must be made** on what to do next:
* Postpone
* Online-only
> This option will be reviewed, but discussion during the meeting indicated that this doesn't meet our stated objectives of reaching out to our target communities, who are likely to have no access/ infrastucture for this setup.
>
> However, Programs (attn:RK) will check out with ASTI contacts for options [name=Erwin]
* Proceed with extra pre-cautionary measures in place
* Cancel
* Ian shares a recommendation they found that people should resume normality, but to take extra precautions.
* Erwin highlights consequence of Cancelation or Postponement: we may lose the arrangements with FEF and USPF, but at the same time, noted that we may have enough pledged funds to seek alternatives, if a conference is viable elsewhere.

* [x] ==YES== Hire for external video/photo contractor
* [x] ==YES== Travel Grants to offer:
* ==Full==: Transportation, Accomodation, Stipend
* ==Partial==:
* Accomodation only
* Transporation subsidy
* [x] discuss mechanics of subsidy for core volunteers
* ==adopt mechanism similar to PnM19==, core volunteers will apply individually, and the specific amount available to be decided post-PnM20, after all expenses.
* [x] discuss mechanics of nominating TG recipients by sponsors
* A sponsor may nominate an applicant, and a candidate given an extra criteria point, but will still undergo the same TG criteria and selection process for PnM20
* Sponsors who agree to this arrangement will be included in our Friends of PnM banner.
> as a "Ka-pista" (Cham?? coined the term in the meeting) [name=Erwin]
* If someone wants to sponsor a specific person, don't use the organizing committee as a go-between.
* [x] updates about map-py org discussions?
* No updates since January, according to Eugene.
* According to Mikko, they decided to defer until after PnM20 but Erwin interposed that the original objective was for the map-py org to be announced/opened for membership by PnM20, hence the separate but parallel efforts.
* Mikko (with Grab employee hat on) inquired if any of the pledged sponsors has backtracked from PnM20
* Erwin responds "no", and added that some has advised us that they are proceeding with internal processess to get the funds to us
* Erwin disclosed that FB has sent NDA contract in relation to their PNM20 sponsorship, which has been signed in his capacity as PnM20 convenor.

[pnm20-coord]: https://github.com/pistangmapa/pnm20-coord/projects