# 2020-08-15 E-meeting
###### tags: `pnm20` `logs`

:::info
- **Agenda** (duration: 150 mins)
1. [Prelims](#Prelims) `10 mins`
2. [Agenda](#Agenda) `130mins`
4. [Etcetera](#Etcetera) `10 mins`

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

## Prelims
* chit-chat
* [x] Determine scribe: @maning
* Call to order at hh:mmH

## Agenda
- [x] Review all due deliverables, past action items

### Programs - @ny9su-XKQCyZPCbquzU38g

* team notes: [PnM20 Program](/Bk1cWwdev)
* When to open the call for presenters?
* September 1-30, 2020
* Application form ready for review - Aug 20
* Ready for sendout - Aug 30
* Should we pre-register workshop to limit attendance?
* > Kung wala namang technical lmitation ok lang na unlimited attendance - Erwin
* Language to be used
- Option 1 - Presentation/materials in English, discussion/interaction/Q&A in lingua-franca - @GOwin
- Option 2 - Allow the participants to use their preferred language @marxt
- Option 3 - Add the preference in the call for proposal form @GOwin
- ==Decision: presenters indicate their language preference in their application, which can be used in program materials to manage viewers expectations==

* Certification
* mechanics of the certification prizes discussed in previous meetings (specifically, QGIS certification if Ben decides to run advanced workshops)
* how to select?
* how much does it cost?
* confirm: TCAGP certification no longer feasible?
* update from TCAGP meeting by @rk
* Meeting notes: https://hackmd.io/@pnm/Sy1rK9NMw
> No online guidelines yet for accreditation of online trainings for CPD points by the PRC. It's very likely that the TCAGP won't pursue this for this year as the takes months to process the accreditation. @rk
* ==No TCAGP accredited workshops==
* ACTION ITEM: Clarify what TCAGP can commit to the program @rk
* ACTION ITEM: Send email intro to Jack, re; joinging one the program committee meeting @marxt
* ACTION ITEM: Send inquiry to Ony re: Geography participation @maning
* What are the proposed mechanics of the e-"scholarship"
* support internet access
* to define the process and criteria
* Potential presenters for follow-up:
* [Kathmandu Living Labs interest in participation ](https://i.imgur.com/x0aXJAT.png)
* [Facebook Mapping Team](https://i.imgur.com/C82NXFI.png)
* ...
### Marketing - @sWSm16-ET6-teRIRvGencA
* review, feedback:
* the current website
* [Announced in the website](https://pistangmapa.github.io/2020/) as going virtual and Nov 2020.
* the design
* no major re-design since the original design is generic for the current virtual conference
* [marketing timeline](https://docs.google.com/spreadsheets/d/1tRrTGmrzcTM2PB8AbKpeavGjqUR0NGlUGp_wnm-59Ow/edit#gid=0)
* [poster making contest](https://docs.google.com/document/d/1D9EFoIDNJ1QTBsnSYwellZXVkXP8FY89-CTXz4PcarA/edit)
* 4 weeks submission
* 1 week voting (socmed, judges)
* 1 week announcement
* Categories -
* static (posters, maps)
* dynamic - webmap. vizuals
* Theme - openness, diversity and inclusion
* Each category with top 2 winners
* student and pro
* runnerups?
* Winner chosen by sponsors who will give prize
* Prizes in kind? -
* online courses paid by PnM - set a cap (50-100 usd)
* useful for their endeavour
* kung ayaw ng onlinecourse cash
* Include in the submission forms that work is original and allows for publishing yadayada
* ==Agreed: prizes to come from org budget: total 20k - 2 x 5k for students, 2 x 5k for pros.==

* How much is needed for printing the shirts, stickers?
* suppliers?
* Should we advertise to promote the event?
* yes, talk to ben/cham for details
* sponsor post for announcing call for speakers and poster making contest
*

### Platform @marxt
* updates?

### Finance
* as of 8/15, USDxPHP rate is 48.89 (vs 50.50 in January)
* updates?
* present [revisions to sponsorship tiers](https://docs.google.com/spreadsheets/d/1fv8ZgzteXtbk4syyzqHSGnXZxUIemc9MwxTbanCkkxk/edit#gid=953559538), @maning

**Previous** <img width="889" alt="Screen Shot 2020-08-15 at 18 11 16" src="https://user-images.githubusercontent.com/353700/90310322-1ce76e80-df23-11ea-9fad-fbe268cdcc93.png">

**Now** <img width="881" alt="Screen Shot 2020-08-15 at 18 12 25" src="https://user-images.githubusercontent.com/353700/90310320-1953e780-df23-11ea-9b87-d5930b12ea8d.png">

* when to inform sponsors?
* present revised budget, v2 @GOwin
* Cham: we should define the responsibilities/duties
* hired tech/support staff
* post-conference editing
* Depending on the availability of funds, numbers can be adjusted upwards
* S&H for giveaway shirts to be shouldered by PnM
* [ ] I forgot to add certificates of participations

### Etcetera
- [x] Erwin: propose that volunteers in the organizing team are welcome to participate in contests/grants, but are automatically disqualified from winning/selection.
- [x] Everone except Ben agreed. :) Maning not present.
- [x] Agreed: "Students" are defined as people in school (under grads to grad students)
- [ ] giveaways / honoraria
> while reviewing the video, in the section about honoraria, perhaps we could giveaway shirts instead to people who are selected for lightning talks. [name=erwin]

### Wrap-up
* What is the conference planning timeline? Important milestones
* August
* 31st announcements for
* CfP
* Poster-making contest
* 23rd Programs - prepare forms
* 23rd Marketing - Poster-making announcement
* September
* 1st week "sponsored posts", budget of 1000
* CfP
* October
* Poster-making contest
* November
* 13,20,27 - conference dates
* 2pm-6pm

### Action Items
Action items from this meeting are [here](https://hackmd.io/gfyn_9CNQWyrCkD0Axq_jQ#Action-Items)