Eternacon/2018/Committee Meeting Chat Logs/5-9-2018
< Eternacon | 2018 | Committee Meeting Chat Logs
LFP6: All right, hey all time for our weekly Eternacon chat[4:03 PM]
Astromon: cool [4:03 PM]
LFP6: mgotrik should be joining us in a bit [4:04 PM]
LFP6: Haven’t heard from Jen, interestingly, but hopefully she’ll drop in [4:04 PM]
LFP6: But, at any rate, we’ve confirmed August 11-12 is the date we’ll shoot for [4:04 PM]
whbob: That’s a good start[4:05 PM]
LFP6: So we’re going to need to start looking at reservations and such [4:05 PM]
LFP6: And putting out the registration form [4:05 PM]
LFP6: Also still haven’t fixed the wiki, so I really need to do that so that we can put all the info up[4:06 PM]
Astromon: okay [4:08 PM]
Astromon: 11 12 is good![4:09 PM]
LFP6: Eternacon slide on the main page will show up soon[4:11 PM]
LFP6: Thanks to Sharif [4:11 PM]
Astromon: sweet [4:11 PM]
LFP6: I’m guessing for timing we’ll want to keep it consistent with years past [4:12 PM]
LFP6: Will need to figure out when the registration cutoff will be, which I’ll want Jen’s advice on[4:13 PM]
Astromon: indeed [4:13 PM]
LFP6: From there we’ll just need to nail down our presenters and work with Sharif to get graphics[4:16 PM]
LFP6: Can’t really go into much more detail without Jen and Michael here… [4:17 PM]
LFP6: I’ll wait a bit to see if they drop in [4:17 PM]
Astromon: did rujhu ever respond to our question of who he knows will be speaking[4:18 PM]
Astromon: he new all about a bunch last year [4:18 PM]
LFP6: He recognized it, but hasn’t provided specific people ywt [4:19 PM]
LFP6: *suggested specific people [4:19 PM]
Astromon: cool so i assume hes building that list [4:19 PM]
LFP6: Presumably. I should probably get back in touch within the next couple weeks[4:19 PM]
whbob: did any additional reply’s come in? re: the poll you sent [4:21 PM]
LFP6: Only a couple [4:21 PM]
LFP6: Nothing significant to change the date [4:21 PM]
MasterStormer: Hi, coming here for a bit [4:23 PM]
whbob: hi [4:24 PM]
MasterStormer: @LFP6, could you send the poll again? I forgot to answer it [4:24 PM]
Astromon: hi masterS [4:24 PM]
LFP6: Master: https://goo.gl/forms/Zg7gvsBcTuJiPhvg1 [4:24 PM]
MasterStormer: Thanks![4:24 PM]
LFP6: All right. Mgotrik is here and Jen will be coming momentarily [4:28 PM]
mgotrik: yup im in [4:29 PM]
mgotrik: just caught up on chat[4:29 PM]
LFP6: Michael - Have you looked at the todo list we have set up yet? [4:29 PM]
Astromon: cooL hello mgottrik[4:29 PM]
MasterStormer: Hi [4:29 PM]
MasterStormer: @lfp6 I will answer tomorrow, I need to ask for the date of a trip [4:30 PM]
mgotrik: LFP - i have not, where do I find this? [4:30 PM]
mgotrik: Hi everyone! [4:31 PM]
whbob: hi [4:30 PM]
LFP6: @Master We have August 11-12 scheduled btw [4:30 PM]
LFP6: @Mgotrik https://docs.google.com/spreadsheets/d/1C__HDEpni7GIIYb_g1t2BWoNQVYdKP47xFQJNuLgsw0/edit [4:31 PM]
LFP6: We’ll need you to help with stuff in Facilities, Travel/Accommodations, and Funding in particular [4:31 PM]
LFP6: IE reserving the room, catering, hotels, etc [4:31 PM]
mgotrik: alright i should be able to handle that [4:33 PM]
Astromon: is the cardinal available this year? [4:33 PM]
LFP6: Will wait for Jennifer to go into a little bit more detail[4:33 PM]
Astromon: i think that was the name [4:33 PM]
LFP6: @Astro Will need to figure that out [4:33 PM]
LFP6: In the past we’ve used the Cardinal and the Stanford Guest House [4:34 PM]
LFP6: I’m not 100% sure which we prefer given available capacity [4:35 PM]
Jennifer Pearl: hi [4:36 PM]
LFP6: Heya! [4:36 PM]
Astromon: hey jen! [4:37 PM]
LFP6: @Jen Have any thoughts about where we should start work? [4:37 PM]
Jennifer Pearl: for todays meeting? [4:37 PM]
LFP6: Yup [4:37 PM]
LFP6: I’ve gone over the current status [4:38 PM]
Astromon: 11-12* (: [4:38 PM]
Jennifer Pearl: well we have the date set so we should hammer out the room today [4:39 PM]
Jennifer Pearl: and get teh room reserved by next week and then send out registration letters [4:39 PM]
Jennifer Pearl: lets figure out who will take care of what when it comes time to send those out[4:39 PM]
LFP6: Should probably figure out Cardinal vs Stanford Guest house too [4:39 PM]
Jennifer Pearl: maybe get them ready ahead of time [4:40 PM]
Jennifer Pearl: yep [4:40 PM]
Jennifer Pearl: i would go with cheapest and closest to the room [4:40 PM]
Jennifer Pearl: who all is here today? [4:40 PM]
LFP6: Michael, Astro, Master, Whbob, and myself so far I believe [4:41 PM]
MasterStormer: Hi Jen [4:41 PM]
mgotrik: ^ [4:41 PM]
whbob: hi jen [4:41 PM]
Jennifer Pearl: hi everyone[4:42 PM]
LFP6: As far as room, this would be… Different http://med.stanford.edu/medscheduler/features/large-seminar-rooms.html#msob_x303 [4:42 PM]
LFP6: Might be too small[4:42 PM]
Jennifer Pearl: mgotrik can you get eh room reserved adn take care of teh reservations for the rooms [4:42 PM]
LFP6: Doesn’t look to have Zoom built in either [4:42 PM]
Astromon: this new lab is very interesting, (sry off topic) (:[4:42 PM]
Jennifer Pearl: i think LKH is the favorite [4:43 PM]
Jennifer Pearl: or is it LKS[4:43 PM]
LFP6: LKS 120 is probably the way to go if we can get it [4:43 PM]
Jennifer Pearl: I agree [4:43 PM]
Jennifer Pearl: lets go for that one [4:43 PM]
LFP6: @mgotrik http://med.stanford.edu/medscheduler/features/lksc-lecture-rooms.html [4:43 PM]
Jennifer Pearl: I am not sure about what hotel to get reservations at [4:44 PM]
Astromon: sounds good[4:44 PM]
LFP6: @Jennifer The Cardinal and the Stanford Guest House are what we’ve used before[4:44 PM]
Jennifer Pearl: which is cheaper [4:45 PM]
Jennifer Pearl: and lcoser to LKS [4:45 PM]
mgotrik: wont we need to know ~ how many are coming before booking a block of rooms?[4:45 PM]
LFP6: Let me look at what we wrote last year [4:45 PM]
Jennifer Pearl: i thnk we can adjust the block later [4:45 PM]
MasterStormer: @LFP6 It feels too big imho, although I don’t really have much to compare it too [4:45 PM]
LFP6: I think we’ve set aside like 15-20 in the past? [4:45 PM]
LFP6: @Master It gets smaller when you’re in there, based on my experience a couple years ago [4:46 PM]
MasterStormer: sounds good them [4:46 PM]
MasterStormer: then* [4:46 PM]
LFP6: We’d be around a third of room capacity, which means you have space to spread out[4:46 PM]
LFP6: And don’t have to use the chairs in the back or very front if people don’t want to [4:47 PM]
Jennifer Pearl: audio was not as much of a nightmare in that room as well [4:47 PM]
Astromon: all attendees should get a pc [4:47 PM]
Jennifer Pearl: maybe we can check some out form Stanford[4:47 PM]
whbob: the guest house needs a code for reservations. I think that they need a request from someone at Stanford [4:47 PM]
LFP6: @Whbob yep [4:48 PM]
LFP6: @Astro We reserve laptops with the room. I think 1 per attendee may be overkill though [4:48 PM]
whbob: 160/rm for 1 [4:48 PM]
LFP6: @Jennifer The Cardinal is cheaper, but SGH is closer[4:48 PM]
Jennifer Pearl: of course[4:48 PM]
LFP6: Per last year http://prntscr.com/jfue39[4:49 PM]
Jennifer Pearl: how mcuh closer [4:49 PM]
LFP6: I can look, just a sec[4:49 PM]
LFP6: The Cardinal is a 1.7 mile drive… SGH actually says 2.2[4:50 PM]
Jennifer Pearl: are people ok with the shared bath? [4:51 PM]
Jennifer Pearl: i personal hate those [4:51 PM]
whbob: is there a shuttle or something [4:51 PM]
Astromon: quick question- where are the eternacon chat sessions being stored? [4:51 PM]
LFP6: @Whbob Last year I think it was just carpooling [4:52 PM]
MasterStormer: Gtg to sleep; bye! [4:52 PM]
LFP6: @Astro They will be on the wiki [4:52 PM]
LFP6: …once I fix the broken recaptcha [4:52 PM]
Astromon: ok [4:52 PM]
Astromon: aH ok [4:52 PM]
Jennifer Pearl: i say go with the cardinal if we dont care about having to share a bath [4:52 PM]
LFP6: I’ve been prepping for AP exams, so haven’t gotten around to it [4:52 PM]
Astromon: i rem something about google docs [4:52 PM]
Astromon: thats cool ty [4:53 PM]
LFP6: Yeah we had discussed that [4:53 PM]
Jennifer Pearl: but i would personally prefer my own bath sooooo [4:53 PM]
LFP6: @Jennifer actually maybe we should just GDoc everything and point that to the wiki once it gets fixed [4:53 PM]
LFP6: @Jennifer ¯_(ツ)_/¯[4:53 PM]
Jennifer Pearl: we should get eh wiki’s up soon [4:54 PM]
Jennifer Pearl: lets do what you suggested about google docing everything for now [4:54 PM]
Jennifer Pearl: We can post links to teh wikli once it is up and running [4:54 PM]
Astromon: cyn said he felt a bit left out w/o a pc last year and imo would greatly improve the whole eternacon experience with everyone with a pc, although i completely understand if it is just not possible due to resources whatever. [4:55 PM]
LFP6: We were supposed to have gotten laptops [4:55 PM]
LFP6: Dunno what the deal was with that [4:56 PM]
Jennifer Pearl: maybe they did not want to leave them in an unlocked room [4:56 PM]
Jennifer Pearl: Doe snayone have an opinion about a the hotel having a shared bath vrs room with own bath? [4:57 PM]
LFP6: Dunno, but @mgotrik can request them with the room[4:57 PM]
mgotrik: request laptops or bathrooms? [4:57 PM]
Jennifer Pearl: for cost I would say go with Cardninal unless others have an opinion [4:57 PM]
LFP6: Laptops [4:57 PM]
Astromon: own bath is always better. (: [4:57 PM]
LFP6: We also need to request Zoom streaming [4:57 PM]
mgotrik: yeah was just looking at options [4:57 PM]
LFP6: And I don’t remember what the deal is with catering[4:58 PM]
Jennifer Pearl: and also need to request housekeeping[4:58 PM]
LFP6: Oh yeah [4:58 PM]
mgotrik: stanford has a zoom licensing agreement so that shouldnt be an issue [4:58 PM]
LFP6: Yeah, it just needs to be ticked off on the form [4:58 PM]
Jennifer Pearl: we would need to request teh video services when we reseeve teh room[4:58 PM]
Astromon: house keeping #1 priority this year :D [4:58 PM]
LFP6: Iirc last year we used someone else for catering, but I also remember having to use Stanford catering [4:58 PM]
LFP6: Do you remember what the deal was there Jen? [4:59 PM]
Jennifer Pearl: anyone else have an poinion on room. Based on Astro’s comment I say go with SGH unless anyone else has other thoughts [4:59 PM]
LFP6: Re: Bathrooms I personally don’t care. That said I’m also the one going to college next year :P [4:59 PM]
Astromon: thats my opinion although im not going [4:59 PM]
Jennifer Pearl: i think we used the cafe on campus [4:59 PM]
Jennifer Pearl: last year [5:00 PM]
LFP6: "All catering in the LKSC, with the exception of approved student groups, must be scheduled with Catering at LKSC (650-725-6883 or email cateringatlksc@stanford.edu). There is no restriction on vendors for rooms in other buildings. [5:00 PM]
LFP6: " [5:00 PM]
Jennifer Pearl: I usualyy get a room via Expedia as a package deal and the room ends up beinhg around 100 a night[5:00 PM]
LFP6: SGH probably doesn’t let you do that though [5:01 PM]
LFP6: Granted the Cardinal may not either [5:01 PM]
Jennifer Pearl: ive been staying at teh same place a littel ways down from teh event [5:01 PM]
Jennifer Pearl: looks like catering is resricted with LKS[5:02 PM]
LFP6: They do say “schedule” though… We can check [5:02 PM]
Jennifer Pearl: They had good food that year so not an issue i think [5:02 PM]
LFP6: Yeah [5:02 PM]
Jennifer Pearl: Lets get LKS reserved along with rooms at SGH. Making sure to request video service and laptops [5:03 PM]
Jennifer Pearl: we can do catering latter when we know our headcount better [5:03 PM]
Jennifer Pearl: everyone cool with that [5:04 PM]
whbob: yep [5:04 PM]
LFP6: We will need to specify catering with the reservation, but yeah [5:04 PM]
LFP6: *Just that we’ll have it[5:04 PM]
Jennifer Pearl: @mgotrik You got that about the reservtions?[5:05 PM]
Jennifer Pearl: including catering [5:05 PM]
Astromon: sounds good to me< [5:05 PM]
Jennifer Pearl: @mgotrik you there? [5:07 PM]
mgotrik: teah i can do that[5:08 PM]
mgotrik: sry [5:08 PM]
Jennifer Pearl: np [5:09 PM]
mgotrik: LKSC 120 specify we want catering [5:09 PM]
LFP6: And Zoom, and Laptops[5:09 PM]
Jennifer Pearl: can you post an update in Slack #General when it is done [5:09 PM]
LFP6: How many laptops do we want btw? 5? [5:10 PM]
LFP6: 10? [5:10 PM]
Jennifer Pearl: as many as we can get [5:10 PM]
LFP6: They ask for a number[5:10 PM]
Jennifer Pearl: we wants all the laptops [5:10 PM]
Astromon: agreed [5:10 PM]
LFP6: lol [5:10 PM]
Astromon: haha [5:10 PM]
mgotrik: well with Zoom can’t we just set that up on a main laptop? or do you want filming from a separate camera?[5:10 PM]
Jennifer Pearl: LKS has built in video system [5:11 PM]
Jennifer Pearl: the room we ahd last year did not [5:11 PM]
LFP6: Yup [5:11 PM]
LFP6: The room has a camera built in [5:11 PM]
Jennifer Pearl: we wouldhave had to get a camera crew last year [5:11 PM]
Astromon: sweet [5:11 PM]
LFP6: So say yes to Zoom/videoconferencing, but no to A/V assistance [5:12 PM]
Jennifer Pearl: woudl A/V asistance be a bad thing [5:12 PM]
Jennifer Pearl: maybe that would be good siince we are trying to make the events more professional [5:12 PM]
LFP6: Not even available on the weekends [5:12 PM]
LFP6: iirc [5:12 PM]
Jennifer Pearl: I am kinda tired of running around making the stuff work… [5:12 PM]
LFP6: That’s fair [5:13 PM]
LFP6: If available, it might not be a bad idea, but it might not be available [5:13 PM]
Jennifer Pearl: not comlaining though [5:13 PM]
mgotrik: i will check it out and lyk [5:13 PM]
Jennifer Pearl: can you FWD the responses to me and LFP6’s email as well. [5:14 PM]
mgotrik: yes, stanford emails?[5:14 PM]
Jennifer Pearl: i dont have a stanford email [5:14 PM]
Jennifer Pearl: would be cool if i did [5:15 PM]
LFP6: @mgotrik I’ll PM you the emails [5:16 PM]
mgotrik: kk [5:16 PM]
mgotrik: anything else? [5:16 PM]
LFP6: That’s top priority, I think we’ll move on to the next bits next week [5:16 PM]
LFP6: As we can [5:16 PM]
LFP6: Oh BTW Jen, any chance you could admin me on the Eternacon Slack? [5:17 PM]
LFP6: If you’re open to that[5:17 PM]
Jennifer Pearl: arnt you?[5:17 PM]
mgotrik: alright well i gtg check on some things [5:17 PM]
LFP6: Mmmm, don’t think so @Jen [5:18 PM]
LFP6: Thanks for the help @mgotrik! [5:18 PM]
Jennifer Pearl: thanks mgotrik[5:18 PM]
Jennifer Pearl: have a good day and thanks for the help [5:18 PM]
mgotrik: bye! msg me on slack if i need anything more [5:18 PM]
Astromon: tHANKS MG [5:18 PM]
whbob: thanks mg [5:18 PM]
Jennifer Pearl: next week we will set up responsibilities for getting registration stuff out the door [5:19 PM]
LFP6: I’ll try to get wiki stuff working by next week [5:19 PM]
LFP6: Then we have a shot at copying over the form and news article and putting the slide lvie[5:19 PM]
LFP6: *live [5:19 PM]
Jennifer Pearl: cool [5:21 PM]
Jennifer Pearl: i have to get back to work. Working on coding up image analysis s in c#… its hurting my brain [5:21 PM]
LFP6: Sounds fun! [5:21 PM]
LFP6: Enjoy :) [5:22 PM]
Jennifer Pearl: fun by painfull[5:22 PM]
Astromon: have a good one jen! [5:22 PM]
whbob: bye jen [5:22 PM]
Jennifer Pearl: bye everyone see you all next week [5:22 PM]
whbob: SGH says there is transportation on week ends, but maybe not in August?[5:24 PM]
LFP6: All else fails we can carpool [5:24 PM]
whbob: maybe michael can ask?[5:24 PM]
