October 14th 2008

From PHP London wiki

Contents 1 Executive committee meeting on 14/10/2008 2 Where and when 3 Who will be there 4 Apologies for absence 5 Agenda 6 Minutes 6.1 Conference budget 6.2 Conference venue 6.3 Sponsors 6.4 Ticket price 6.5 Web site 6.6 Speakers 7 Actions

Executive committee meeting on 14/10/2008

Note: This isn't our monthly pub meeting for user group members. If you're looking for that, it's at the top of the current events page.

Where and when

Benugo Bar & Kitchen at BFI Southbank from 19:30 to 21:30

Who will be there

• Matt Raines
• Dave Nattriss
• Richard George
• Marcus Baker

Apologies for absence

Agenda

Please add anything you'd like to discuss.

1. Welcome, apologies, and matters arising from the previous meeting
2. New PHP London matters.
3. PHP London Conference 2009 matters.
4. Any other business.

Minutes

Conference budget

• It was established we lost between £1000 and £2000 at the 2008 conference where we sold between 250 and 320 tickets. RG to obtain an account summary for last year's conference to verify how much we made or lost.

Conference venue

• Initial options were as follows:
  • Inmarsat, last year's venue - £24,000 including VAT for 350 people of whom 310 paid.
  • ExCeL - great venue but expensive, £18,000 +VAT without food, food around £25 +VAT per person. Could seat up to 1000.
  • Olympia - £65 +VAT including food per person with a minimum of 250 and capacity for 450. Extra rooms are available at an additional cost.
• It was decided to host the 2009 conference at Olympia, ideally on Friday 27 February. MR to book Olympia for the 2009 conference.

Sponsors

• MR to draw up a sponsorship package. We agreed to ask for £4,000 each from major sponsors.

Ticket price

• Initial figures suggest a price of around £80 +VAT for early-bird tickets.

Web site

• DN to put a conference website live with a call for papers form. The deadline for submissions will be the close of November.
• The conference is to be branded the "UK PHP Conference 2009".
• MB to announce the conference at the next monthly meeting.

Speakers

• There are likely to be 10-11 slots depending on the response we get from the call for papers.

Actions

• Dave Nattriss
  • to put a conference website live with a call for papers form.
• Marcus Baker
  • to announce the conference at the next monthly meeting.
• Matt Raines
  • to book Olympia for the 2009 conference.
  • to draw up a sponsorship package.
• Richard George
  • to obtain an account summary for last year's conference to verify how much we made or lost.