On Sep 20, 2013, at 8:41 PM, Leif Hedstrom <zw...@apache.org> wrote:

> 
>> 
>> In terms of how event in a box would have helped you, if you have any
>> specific observations we would love to here them. We can't promise to
>> provide everything, but we'll do our best.
> 
> Yep, let me collect that and reply in a few days or so.

Alright, so we completed our Summit. Overall, it was pretty successful I think, 
about 40 people attended at least one of the 2 days. Below are some of the 
thoughts I collected while organizing this.

Cheers,

— Leif

The below is also shared via this Evernote link:

https://www.evernote.com/shard/s29/sh/dd0155ff-21f6-47f1-84a1-fb74b56241aa/38e3021c87c54e22dac3f871fd4ce08d

Equipment:
        • One of the most frustrating things to deal with is getting 
appropriate A/V equipment (and software / accounts / services) to be able to 
allow for remote participation. Some ideas could be to provide
        •
                • Actual hardware such as cameras, high end microphones 
(satellite microphones would be good), or going hog wild, advanced TP devices.
                • Software as appropriate for helping with this (streaming / 
group chats etc.)
                • Perhaps get account(s) with service providers such as YouTube 
event streaming (closed beta I think?), WebEx, Cisco/Tandberg TP or Citrix.


Administration
        • A check list for all things that *must* be done per ASF requirements 
(e.g. trademarks).
        • Check list for other things that the organizer should be aware of. 
Examples:
                • Session schedules
                • Session Chairs
                • Where to post these schedules
        • How to get the word out in general. PR / Press help.
        • Tools / sites to help with registrations, schedules, calendar, and 
such planning


Knowledge
        • How (if any) help can people get from Travel budget. How would an 
organizer look into this ?
        • Sponsoring in general. This is a big void for me personally, we’re 
lucky to have PMC members who can get lunches and locations for our meetings :).


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