Date: Tue, 5 Nov 2002 13:13:12 -0500
From: Kevin Meltzer
To: southflorida-pm at mail.pm.org
Subject: YAPC help

Hey folks,

A few months back I put in a proposal for a YAPC at FAU, next summer.
There are currently 3 proposals, mine, one for DC and one for Ottowa.
This month a venue will be decided on. I need to, fairly quickly, get a
few more details on costs and such. If anyone can help me out by
calling FAU, I would appreciate it. Or, maybe someone knows someone,
like about catering.

Anyways, here is the information I have now, which was in my original
proposal. The dates would be June 17-19 (assuming the rooms are still
available), and would be for 300 people:

On Wed, Sep 25, 2002 at 11:19:38AM -0400, Kevin Meltzer wrote:
> Dates: I said June, but can always ask for other months, or 2 days
> instead of 3.
> June 4,5,6
> June 17,18,19
> June 25,26,27
> 
> People: I said 500 attendees. Not sure if that is accurate, or if it
> would be more/less. I don't know the average for the other YAPC::America's.
>
> Rooms:
> 3 for talks, 1 for storage, and a place to eat at a minimum.
>
> Grand Palm.. would hold 500 people. Could also have chairs/tables put
> in for dinner of entire conference. Room is $86/hour
>
> Live Oak Pavillion.. holds 400 people, and can be made into 4
> seperate rooms, each holding 100. $88/hour Senate Chamber.. holds 75
> people, $20/hour.  The woman didn't mention if they have more rooms
> like the Senate Chamber. With the Live Oak seperated, that is 5
> rooms + the Grand Palm.  I can ask about other rooms if needed.
>
> Food: They have an 'all you can eat' cafeteria. And a pub-style
> restaurant (Lakadoo, or something) on campus. Also, they do do
> catering (haven't called catering yet).  
>
> A/V: It's a college, they
> have A/V stuff.. not sure exactly what things cost aside what is
> provided for the rooms (only 1 projector, she said). I'd have to get
> more details here.  
>
> Terminal room: She said I would have to contact
> the computer lab. The building does have wireless.  
>
> Parking: She
> said parking costs $1/person/day.. but she may be able to work with
> that. (Yes, that is per person, not vehicle) 
>
> Housing: There are a
> range of room types on campus. The standard room, double occupancy
> is about $15/day/person. The 'premium' rooms, which can have a
> living room and either 2 double rooms or 4 single rooms run
> $28/day/person. So, people will have a range of $15-$28 for
> on-campus housing. Of course, there are many hotels in the area.
>

Ok, so details I need now are:

Catering:

Costs for 3 breakfasts, 6 coffee breaks (morning, afternoon), 3 lunches
and 1 dinner. If anyone happens to know someone in the catering biz,
that may be good. If anyone wants to call the catering people at FAU
and report back to me, I would be appreciative. Of course, they would
have to accomodate vegen, vegetarian, special diet and carnivorous
people. Coffee breaks usually have coffee, tea, and some muffin like
munchies. The 1 dinner would be for all 300 people. Lunches could be
boxed lunches. And, need to know about any cost with tables/chairs for
the 'group dinner'.

Computer Lab:

How many computers are there? Could we have a section for ourselves (at
least adding some of our own hubs for people to use)? I assume we
wouldn't have to pay anything, but may want to check. And, very
important... can we setup wireless in the building. From what I
understand, there is ethernet in the building with the rooms, and is
also the building with the computer lab. We would (with our own APs)
want to set up wireless around the building, and in the conference
rooms. Again, if anyone can get this info, Rocco will personally come
to your house and hug you.

Storage:

The woman I spoke with said there is no secure storage available. Maybe
someone who has been there would have another idea. I figure things
could be stored in a dorm room. Things to be stored would be materials
(bags, notebooks, etc...), which could be easier done near the rooms
than in a dorm.

A/V:

The woman I spoke with made it sound like we could get whatever we
needed. I'll double check this, and any cost with it unless someone
else knows. We would need a mic/speakers for each room, and a
projector. 

So, if anyone knows any info, or can call someone for me to help out, I
would appreciate it. I need to get a more detailed cost together this
week on this stuff. The one thing which isn't good about FAU is that
there isn't 24-hour rates for the lecture rooms. If someone has an 'in'
with anyone on campus, maybe some sweet talk could get us a break on
this :) Maybe a CS dean or something. 

Let me know if anyone can get me any of this info so I can concentrate
on a few other details. 

Cheers,
Kevin