Let's schedule a Saturday when everyone can make it to Xavier building and do a run-through. Shake out the bugs and what-not.

It's looking like February 9 will be the Saturday we get to do the dry run through. I'll post more details when I know them for sure.


More to-do's:

1. Itemize little things needed - markers, badges, etc. these have been included in the budget - copies turned out to be a bigger expense than I had planned for - double-sided color copies were a dollar for each at Staples
2. Advertise in JWU sites and campus newsletters RI Small Business Development Center contact has media students who can help
1/30/08 we were featured in the Campus Herald
3. Investigate craigslist advertising
4. Physically go to Xavier building (if this is approved as venue) and check out facilities did this, hopefully the dry run will allow the rest of the organizers to get a sense of it as well
5. Investigate catering possibilities - my thought is Pizza Pie-er, 12 pizzas with three pizzas each of four kinds of toppings, for about $300, then sodas, bottled waters, napkins, etc this was an unrealistic estimate - we're doing box lunches through JWU, cost of $2400 at $8 per lunch
6. Organize "backstage" crew - who will be manning the registration booths, handling Wi-Fi and technical issues, clean-up, go-to assistants




Tomorrow (Saturday Nov. 3) I will be on Skype at 5pm for the first organizational meeting. I'm thinking it will start out as an open chat, and then if we get some serious people we'll turn it into a conference call (or something - I'm still new to Skype so we'll see what happens).

Weekly organizational meetings now being combined with Newbie-themed show on Operator 11 - Newbie 4357; Held Fridays at 6:30 at www.operator11.com


On Tuesday of next week I'm meeting with Sarah Firetto of the students activities board of JWU to talk venue.

On Wednesday of next week I'm meeting with the Dean of the School of Technology et al. to discuss what NewBCamp is and what I'll need (in 10 min or less).




The to-do list

1. Generate a business plan with projected expenses - T-shirts, food, venue insurance - any others?
T-shirts about $2400, based on quote from East Coast Screen Printing
Look into Riverzedge Arts Project in Woonsocket (riverzedgearts.org). They're competitive and a good cause.
I revised my quote down to $1800 based on 300 people attending, if they can beat that I would be interested - Johnson & Wales Student Activities has a purchasing department that we can do T-shirts through

2. Book the venue (we have backing from folks from Johnson & Wales, it's just a matter of figuring out which facility at JWU is the best suited) - meeting on Tuesday - JWU's Xavier building a probability - definite, reserved
- based on venue, figure out the max amount of people who can come 300 people would be the ballpark
3. Contact newspapers about running ads in January (Prov Phoenix, Pro Jo) - forget this - checked it out and ad rates are like $1600 for one time
4. Bring business plan to potential sponsors - first see if JWU will allow for sponsors submitted list of potential sponsors to the Dean yesterday, waiting to hear back
5. Create and maintain ledger of income and expenses - I volunteered to be Treasurer for the JWU club SofT ICE, so I'll be in charge of all the money and if there's a screw-up, it's my fault

These are both closer to the event to-do's
6. Register for account with Eventbrite to manage registrations http://newbcamp08.eventbrite.com
7. Order T-shirts for participants and organizers see above re T-shirts and the JWU purchasing department