[opensuse-conference] Re: osc12 venue contract

Hello, From reading below it appears that you have a fairly good idea of what you need for this event. Really, it is a matter of giving the Zahreda our requirements that pertain directly to them and having them send us a contract. At that point we can start negotiating where/if need and lock down the dates. Just to confirm, other than Friday evening (where SUSE is paying for the food/beverages at the party) all of the attendees will be responsible for their own meals, correct? Also, does Ms. Polcarova speak English? If so, I can reach out to her to get a rough draft of the contract. I can also inquire about the type of food that their catering contacts can provide. Are there any food preferences that you have? I also want to confirm with you that all of the attendees will be responsible for their own hotel accomodations and transportation, correct? Michael Fielding C.P.M., MBA Senior Buyer 1800 South Novell Place Provo, Utah 84606 801-861-6127 MFielding@novell.com

...

...

From: Pavol Rusnak To:Alan Clark CC:Michal Hrusecky , Michael Fielding , , Andreas Jaeger Date: 4/6/2012 4:52 AM Subject: Re: osc12 venue contract On 06/04/12 02:23, Alan Clark wrote: Michal, Pavol,

Did you receive any more information from the caterer or the Zahreda? We need to get the contract in place, so we need to give Michael Fielding the latest info so that he can go ahead.

I just have price of the lunch - 120 CZK per meal.

Here's my understanding of what we need Michael to negotiate:

Access on October 25th - we come in the afternoon and start with rooms they don't have use for and finish during the evening/night when there will be nothing around. All day Friday October 26th, Saturday October 27th and Sunday October 28th

Access on Monday October 29th to tear down and haul away.

That should not be a problem.

Negotiations with the cafeteria is separate from Zahreda (confirm with Zahreda).

These are not quite separate from Zahrada, we need to negotiate through Zahrada people, because we don't have direct contact.

We need the cafeteria to have coffee, drinks and snacks available for sale. Will the cafeteria to handle the sale of SUSE Brew. We will set the price.

Again, that should not be a problem.

We need the cafeteria to have lunch available for sale on Friday, Saturday and Sunday. Having seen the cafeteria, how many persons do you feel will buy lunch from the cafeteria vs. going to local food court?

My guess would be that most of the people will be comfortable of buying lunch directly on site.

We should plan that the conference will pay for food for Friday evening for a yet to be planned party. We'll need to find out what type of food the cafeteria can handle.

Right, good point.

Network - We need the zahrada to increase the network speed. How much? We will bring in our own APs

The network administrator is open to any intentions we have. I'd go for maximum connection speed their provider can offer for the conference days.

The zahrada should plan that we will use the big plasma TV screen in the lobby.

That is arranged.

We expect that each of the rooms are supplied with a projector and screen.

Three main rooms (200, 60, 40 people) have projector and screen. Smaller breakout rooms don't.

What other details do we need Michael to negotiate?

Also Ms. Polcarova asked us to negotiate directly with her, because the site manager has to consult her anyway in any renting matter. Her email is jaroslava.polcarova@kczahrada.cz -- Best Regards / S pozdravom, Pavol Rusnak PGP 0xB9A02A3D prusnak[at]opensuse.org