• LcaBid
• 2009
• BidDocument
• Minutes-20070927

Log of 2007-09-27 IRC Meeting

(8:00:02 PM) ***rstuart

wacks stone gravel onto desk.

(8:00:19 PM) rstuart

Calling the 2nd and final IRC meeting on the LCA 2009 bid document to order.

(8:00:35 PM) rstuart

The Bid document http://www.stuart.id.au/lcawiki/BidDocument/Bid2 has now been unprotected.

(8:00:47 PM) rstuart

The Budget document http://www.stuart.id.au/lcawiki/Budget/Budget has now been unprotected.

(8:01:18 PM) ***rstuart

hopes that was noisy enough to get someones attention.

(8:01:29 PM) latent

blah

(8:02:10 PM) latent

i sent you a mail about minconfs, asking whether the qut venue sponsorships covered the miniconf day

(8:02:25 PM) latent

and another asking why we're paying for insurance, i though LA covered all that jazz

(8:03:04 PM) rstuart

latent: QUT undertook to give us 5 days of room hire. Miniconf's don't have catering. So I guess the answer is yes.

(8:03:35 PM) rstuart

(and besides I replied to yr email at least 65 seconds ago.)

(8:03:47 PM) latent

we're going to need catering though, aren't we?

(8:04:02 PM) latent

(i'm just trying to fill the irc log a bit

(8:04:15 PM) rstuart

previous LCA's didn't. I distinctly remember starving at the mini-confs.

(8:04:26 PM) latent

right. so lets fix that

(8:05:12 PM) rstuart

we can try. QUT didn't say they wouldn't cater for the miniconfs either, and I notice they aren't here.

(8:05:34 PM) latent

oh, there's a qut rep here?

(8:05:56 PM) rstuart

nope. I said, I notice they AREN'T here.

(8:06:18 PM) rstuart

do you think the IRC log is full enough?

(8:06:32 PM) latent

(8:06:34 PM) rstuart

I have a weather station I want to hack into.

(8:06:55 PM) latent

so i reckon coffee and biccies in the morning and afternoon

(8:07:01 PM) latent

people can go offsite for lunch

(8:07:41 PM) rstuart

like I said, we can try. failing that greg said he would help, and i think he would look just dandy behind a coffee machine.

(8:08:05 PM) latent

imagine how bitter the coffee would be though..

(8:08:23 PM) latent

so what about the insurance?

(8:08:27 PM) rstuart

indeed. it would be perfect.

(8:08:44 PM) rstuart

insurance is in the budget, I hope.

(8:08:51 PM) rstuart

yep - it is.

(8:09:21 PM) latent

yes, it's definitely there, but i don't understand why, i though LA covered that?

(8:09:57 PM) rstuart

I asked the question. he who must be obeyed, who is the sectary of LA, said it was an LCA expense.

(8:10:32 PM) aj

that particular insurance is event cancellation insurance which is specific to the event that may be cancelled (lca) and thus comes out of that event's budget

(8:10:33 PM) latent

so what the bleep do LA do for us then?

(8:11:13 PM) ***rstuart

picks self up off floor.

(8:12:06 PM) rstuart

aj: since you are here, i can't make the registration figures for 2007 add up, particularly if they include accommodation.

(8:12:27 PM) ***latent

forsees a connection timeout

(8:12:46 PM) aj

how so?

(8:13:10 PM) rstuart

Add up that is, assuming the student:hobbist:prof ratio is 1:2:4 and the numbers attending were 731, and everybody claimed the 25% discount.

(8:14:04 PM) rstuart

well, when I do the figures either then amount collected is too low, or the ratios are wrong, or something.

(8:14:18 PM) aj

are you excluding speakers?

(8:14:34 PM) aj

i don't think the ratios were 1:2:4 this year, though i don't know what they were

(8:14:51 PM) rstuart

hmm. nope. big mistake on my part. how many speakers where there?

(8:15:20 PM) rstuart

I guess I can look it up on the LCA 2007 wiki.

(8:15:50 PM) aj

320 prof, 200 hobby, 100 students is one possible estimate

(8:16:15 PM) rstuart

More trustworthy that 1:2:4? If so I will use that.

(8:16:27 PM) ***elspeth

lurks

(8:16:59 PM) aj

about 100 speakers, maybe a bit less

(8:17:07 PM) aj

between 100 and 200 open day things maybe

(8:17:19 PM) aj

err, s/things/attendees/

(8:17:46 PM) rstuart

Does the open attendees matter. They paid some fee, but I never figures out what it was.

(8:18:04 PM) Jerub

rstuart: it was a tiny thing to cover hotdog and drink

(8:18:27 PM) rstuart

I'll ignore it then.

(8:18:28 PM) latent

rstuart: i'm actually really happy with both the bid and budget

(8:18:59 PM) rstuart

aj: have you looked at the budget? One thing I did really needs your expert input.

(8:19:27 PM) aj

600 people at the dinner, 450 people at the professional networking are other numbers

(8:20:00 PM) aj

if those don't match the numbers in the report reasonably i'd be interested

(8:20:01 PM) rstuart

I think the Delegate Accommodation in the expenses should go entirely. It ain't in the income, so it should not be in the expenses.

(8:20:50 PM) aj

i'm not going to look at the brisbane bid until it's submitted, fwiw

(8:21:02 PM) aj

well, in any detail anyway

(8:21:14 PM) rstuart

Oh, OK. I understand now.

(8:21:36 PM) latent

rstuart: we probably have to put down a deposit though i guess?

(8:21:47 PM) rstuart

on what?

(8:22:11 PM) latent

the colleges

(8:22:49 PM) rstuart

er, sounds odd to be honest. we aren't hiring the colleges - we are just collecting money on their behalf. aj?

(8:23:15 PM) Maliuta

rstuart: have you actually spoken to the colleges about it?

(8:23:24 PM) elspeth

they'll probably want some money as an insurance that we're serious, and that they actually are getting business.

(8:23:32 PM) rstuart

No. I have not. But QUT has. On several occasions.

(8:23:33 PM) Maliuta

rstuart: different colleges would probably have different policies

(8:24:07 PM) Maliuta

I would be talking to them before making it part of any bid document

(8:24:30 PM) Maliuta

about the specific event ... that way you know what they expect and they may "pencil" it in

(8:24:49 PM) Maliuta

for confirmation once the bid is confirmed

(8:25:05 PM) rstuart

Maliuta: a bit late now, as the bid is submitted tomorrow, or possibly tonight.

(8:25:35 PM) Maliuta

do I look like I am in brisbane to have done anything about it? :P

(8:26:03 PM) rstuart

But the colleges are already aware of what we want, and providing we give them approx numbers before the event they will be happy. or so QUT tells me.

(8:26:13 PM) aj

there's time allowed over the next month or so for updates and such to any bids

(8:26:47 PM) elspeth

From previous dealings with such places, they usually require some sort of nominal good-faith money; but in this case, considering that the negotiations have been between QUT and the colleges, it may not apply...

(8:26:56 PM) rstuart

aj: yeah, I forgot about that.

(8:27:18 PM) Maliuta

rstuart: it wouldn't be the first time I had heard someone say it was all good then have and organisation say "who are you? and what event are you talking about?"

(8:27:43 PM) Maliuta

I would want first hand contact with them to sort out the details

(8:28:06 PM) Maliuta

make sure both sides expectations are fully spelled out

(8:28:50 PM) latent

ah. there be my visitors

(8:29:29 PM) elspeth

so, i'd suggest that we check up with the colleges at some point independently

(8:29:45 PM) ***Maliuta

sits on elspeths lap with a single malt

(8:30:06 PM) Maliuta

now ... which one should I pay more attention to? ;P

(8:30:53 PM) elspeth

aw

(8:31:09 PM) purserj

the important thing is, is the single malt for elspeth or Maliuta

(8:31:13 PM) rstuart

We can do that, but it's difficult to ask the colleges to commit to something while we can't.

(8:32:00 PM) elspeth

rstuart: i've had success negotiating with them with an event that may or may not occur - they seem to be quite receptive to giving quotes and explaining policy.

(8:32:13 PM) Maliuta

purserj: maybe, depends on how nice she is to me :P

(8:32:26 PM) rstuart

When we have won the bid, and we have decided to use them (which is not a forgone conclusion), then we can ask for a real commitment.

(8:32:30 PM) elspeth

Maliuta: i'm very nice And I'm a scarcer resource than scotch.

(8:32:48 PM) Maliuta

purserj: I _know_ she can inhale scotch at the same rate as me ... just not have stand up as well to the effects

(8:32:55 PM) rstuart

As of now, they are aware we may require rooms 15 months hence.

(8:33:02 PM) elspeth

rstuart: it's worth asking them what their policies are, though.

(8:33:08 PM) Maliuta

elspeth: but the scotch is younger than you

(8:34:41 PM) rstuart

about pre-payment? remember it doesn't matter to the bid or the budget.

(8:35:35 PM) rstuart

and by the time it does matter, I am sure we will be on first name terms.

(8:36:25 PM) elspeth

fair enough.

(8:37:00 PM) rstuart

OK, is there anything else? This budget stuff has been really helpful.

(8:37:20 PM) elspeth

nothing springs immediately to mind

(8:37:24 PM) Maliuta

rstuart: did you remeber to include the money to bribe me with?

(8:37:33 PM) Maliuta

bribe money is important

(8:37:46 PM) rstuart

Brides are automatic to speakers. What will be your topic?

(8:37:46 PM) ***Maliuta

removes tongue from cheek

(8:38:04 PM) elspeth

... brides? hi, freud.

(8:38:26 PM) Maliuta

rstuart: How I managed to extort money from the LCA bid team?

(8:38:44 PM) purserj

rstuart: are they imported brides or local?

(8:38:45 PM) rstuart

shit. which one?

(8:39:23 PM) ***elspeth

laughs

(8:40:14 PM) Maliuta

elspeth: careful, he'll marry you off to a speaker

(8:40:31 PM) rstuart

OK, well since that seems to be it - MEETING CLOSE.

(8:40:38 PM) Maliuta

and I don't think you get to pick which one

(8:40:41 PM) Jerub

phew.

(8:40:46 PM) ***rstuart

hits gravel on desk again.