[Global_conference_committee] Summit Planning - Draft RFP

[Sarah Baso]

Reminder - The Summit RFP Meeting is starting NOW... see below for login
info.


On Mon, Jan 23, 2012 at 11:00 AM, Sarah Baso <sarah.baso at owasp.org> wrote:

> All -
> Based on the doodle responses, the next planning meeting will be held at
> 7pm GMT/UTC on Monday, January 30.  I will follow up with a meeting invite
> to this list.
>
> This call will primarily focus on determining the criteria for Summit
> submissions for the RFP which we plan to email out on Feb. 1.
>
>
> *Here is the GoToMeeting information:*
> *
> *
> 1.  Please join my meeting.
> https://www3.gotomeeting.com/join/191950406
>
> 2.  Use your microphone and speakers (VoIP) - a headset is recommended.
>  Or, call in using your telephone.
>
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> On Tue, Jan 17, 2012 at 1:21 PM, Sarah Baso <sarah.baso at owasp.org> wrote:
>
>> All -
>>
>>  Yesterday we had our first Summit 2013 planning call.  Thanks to all
>> who were able to attend.  The notes from the call are available here:
>>
>> https://docs.google.com/document/d/1DdnP1vh77ls1O8f6FOFD3zmztiZEpAnqcg_mDCdaNQ0/edit
>>
>> A few other points of information
>>
>>    - Link to initial budget proposal:
>>    https://docs.google.com/a/owasp.org/spreadsheet/ccc?key=0AsFE6Oyqbn2cdERZTWFtemZNc0E4eHJrbHFxOUpCcFE&hl=en_US#gid=0)
>>    - Link to Summit 2011 outcomes:
>>    https://www.owasp.org/index.php/Summit_2011_Outcomes
>>    - PDF of final report (summary of planning, budget, outcomes,
>>    attendees): http://sl.owasp.org/summit2011_finalreport
>>
>>
>> *Next steps: Come up with a list of of criteria to evaluate summit
>> locations/venues/proposals. *
>>
>> Here are the criteria that were used as a starting point for the 2011
>> Summit:
>> *     o Someone to serve as a local liaison and stay in close contact
>> with the venue*
>> *     o Ability to host 30-100 people*
>> *     o Cost per attendee not to exceed $2,000 USD
>> (flight/accommodation/meals)*
>> *     o Conference facilities – multiple small meeting rooms and one big
>> meeting room*
>> *     o Apartments or villas if possible (to share living space and save
>> money)*
>> *     o 4 to 5 star hotel (with conference facilities in hotel or within
>> walking distance)*
>> *     o Maximum 50 km from International Airport *
>> *
>> *
>> *On the call yesterday, we came up with these ideas *
>>
>>    - Easy to travel to, major international travel hub
>>       - Near a big city (but not necessarily IN the big city)
>>       - Internet connection
>>       - Offer cheap lodging - in the past villas (or dormitories) have
>>       worked well for group dynamics and collaboration
>>       - Consider - whether need entry Visas, this requires added cost
>>       and planning
>>       - Target audience - Be able to handle lodging for 300 people if
>>       not at location, within a close proximity
>>       - Local support team
>>       - Physical layout -- one large room (to contain everyone) and 5 or
>>       so breakout rooms.
>>       - On-site catering
>>       - Quiet location for getting work done
>>       - Consider safety considerations
>>       - Can OWASP Foundation cannot manage the funds (no 3rd party)?
>>       What is the "ease of doing business” in the location?
>>       - Possible to do back to back with another global conference?
>>       - City just as important as venue...
>>       - Weather conditions in the proposed timef rame
>>
>>
>> *Please use this mailing list to discuss the above criteria... what are
>> the MUSTS for choosing a location and what are the recommendations that
>> will be used in scoring the proposals?*
>> *
>> *
>> *We hope to have the criteria nailed down to draft a RFP to be emailed
>> out by Feb 1, 2012. The RFP deadline is targeted for April 1, 2012 and
>> hopefully we can make  decision by mid April (or May 1 at the very latest).
>> *
>> *
>> *
>> *I will also send out a doodle to schedule another planning call before
>> the end of the month to finalize the RFP.*
>> *
>> *
>> Looking forward to hearing your thoughts on location/site criteria for
>> the next Summit!
>>
>> Regards,
>> Sarah Baso
>>
>> --
>> OWASP Operational Support:
>> Conference Logistics & Community Relations
>>
>> Dir: 312-869-2779
>> skype: sarah.baso
>>
>>
>
>
> --
> OWASP Operational Support:
> Conference Logistics & Community Relations
>
> Dir: 312-869-2779
> skype: sarah.baso
>
>


-- 
OWASP Operational Support:
Conference Logistics & Community Relations

Dir: 312-869-2779
skype: sarah.baso
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