Board Meeting Minutes

The Association FSCONS

November 1, 2012

Attendants: Grégoire Détrez, Gustav Eek, and Leif-Jöran Olsson

  1. The meeting was opened
  2. Grégoire was elected meeting chairman, Gustav secretary, and Leif-Jöran approval.
  3. The standing agenda was confirmed.
  4. Previous meeting minutes, from October 18
  5. Reports
    1. Economy
      • More than 110 registrations are confirmed, but there are around 160 registrations over all (see "Other questions").
      • The incomes for FSCONS 2012 is 80 000 SEK so far, including the support from Strudiefrämjandet. The figure for the current assets is about the same.
      • Expenditures are to expect from the printing of the conference booklet and the badges. There are 16 pages (8 papers) per booklet, which also should be folded and stapled. Leif-Jöran will further investigate the price details at Reprocentralen and Grégoire those at Internet Printer in Germany.
      • After the lowered sponsorship income expectations, The Association FSCONS expect a zero balance result and 232 000 SEK in revenue from FSCONS 2012.
      • One person has payed, but not registered. Leif-Jöran will register a ghost person.
      • FSCONS is a profitable account for PayPal. So far they charged 20 SEK x 60 registrations, which is 1 200 SEK. Moreover, there is a restriction put on the PayPal account, until it is confirmed that the association FSCONS is not a criminal or terrorist organisation.
      • Skateverket also confirmed that they received the application.
    2. Web and infrastructure. Someone reported registration problems, but that registration was solved manually.
    3. Reports from other aspects
      • The cafe committee got good deals on sandwiches.
      • The hardware committee report that all projectors are HDMI-compatible and are wide screen.
      • Regarding the venue, nomad WIFI accounts are fixed and also some for GU as well. Leif-Jöran received 10 cards and one key for ITU. The conference will also be able to use two recycling rooms instead of one. Also, hopefully the credit card reader Machines will come on Tuesday.
      • Programme. There will be 50 sessions. Leif-Jöran and Grégoire willdecide on how many rooms will be needed.
      • Social event. There are still things to decide on. There will be DJ:s for Friday and Saturday.
      • Staffing. Emails are sent out by Grégoire for volunteer registrations. Seven hours were questioned. We will stop taking registrations when 30 people are registered, the organisation group excluded.
      • Track managers and hardware teem are expected to populate the rooms.
      • Survey. Nahid dropped out from the survey aspect. The servery-page in the booklet should contain examples of changes due to feedback. It should also encourage visitors to answer this year's survey and contribute with feedback on the manifesto.
    4. There were no other reports.
  6. Other questions and issues for next year
    1. People register several times because of that no confirmation is sent directly. The question is how this routine can be improved.
    2. Business participants are getting early bird tickets. The early bird and non business tickets are for those who can not afford the more expensive ones. Suggestions are to change the order in which the tickets are presented on the web, and to let only business registrations to get invoices.
    3. How do we get badges for those that want to enter for free, such as journalists, etc. There is a list of those for FSCONS 2012.
    4. For next year the question of alcohol and children need to be worked more on.
    5. When should children pay?
      • All participants should have badges and thus be registered.
      • Children coming alone should pay.
      • Badges can be marked with other colours.
  7. There will be a meeting on Thursday November 8 at 18:00 at Språkbanken, if needed. Otherwise date will be decided at that time.
  8. Meeting Closed
Leif-Jöran Olsson, approval
Gustav Eek, secretary