Notes from the DMFUG Planning session on the last day
	=====================================================

Timing
------

For the people from universities, February is a good time in
Australia, as staff are back at work after the summer break, but the
undergraduates have yet to return.  The downside is that preparation
has to be done in the peak holiday season.

Agenda
------

It was strongly felt that there was not enough time for questions
after presentations.  More time should be allowed, even if it means
a reduction on the number of presentations.

We're probably not ready to grow to three days, and the idea of
parallel sessions didn't impress anyone.

Site introductions are useful and should be retained.

The round table worked, though it headed in a different direction
than expected.  (FYI, it was deliberately scheduled after "Ask SGI"
in case anything controversial came up there.)

There was not enough networking time.  We should organize an informal
gathering for dinner and/or drinks the evening before the first day.

Having local SGI staff assist our US guest (eg: with demos) probably
made his task easier.


Other
-----

The committee (Rob B & Peter) offered to let someone else take over.
No takers...

Rob M's bluetooth boom-box tethered to a mobile phone worked well
for the "Ask SGI" hookup with the US, as it could easily be passed
around to whoever wanted to speak, unlike a Polycom.  Audio quality
was surprisingly good.

UTAS and QDNR offered Hobart and Brisbane as possible venues for the
next meeting.

It was suggested we use Survey Monkey to manage the wish-lists,
the next one of which will be organised in the next few months.




	    Other thoughts for the next meeting
	    ===================================

Information
-----------

Quite a few people asked questions before the meeting which were
already on the web page.  Maybe putting organisational details on
the end of the agenda page is not such a good idea.

Having employer logos on the name-tags seemed to make them more
effective.

Coordination
------------

We should have a temporary mailing list for attendees.  The full list
with its international membership is not appropriate for queries like
"Who wants to share a taxi to the airport?"

SGI Engineering should be told of any late changes to the agenda so
they already know what's been discussed before the "Ask SGI" session
is held.

Accommodation
-------------

Organizing accommodation seemed to be a good idea.  Having a block of
rooms held for us for a few days a fortnight before the meeting meant
we got a good rate and a common location.  Some people who decided
at the last minute to attend found that availability in the area was
very low and therefore room rates were unacceptable ($600/night).

FYI, the Coogee Sands Hotel blocked out 15 rooms at $352 for the
two nights for a 10 day period for us without requiring a deposit,
and we used 10 of them.  They told us:

    As far as it being routine, I am not sure of other hotels' policies
    and procedures, but I doubt that it would be common that a hotel
    would hold rooms without a financial commitment. I definitely
    wouldn't call the request out of order, it would just be up to
    the individual hotel and whether it was a busy period or not.

I assume that the further from the meeting, the more likely that a
hotel would agree, but this means attendees have to plan ahead more.
I don't think we're in a position to pay a deposit to have rooms held.

Question for those who stayed somewhere else:
    What were your reasons?  You booked before or after the 10 day
    period?  You didn't like the Coogee Sands?  You found somewhere
    closer/better/cheaper?



					Last updated 21st February 2015