Attachment 'qut-response-2007-04-13-email.txt'

Download

   1 From: Mark Looi <m.looi@xxxxxxxxxx>
   2 To: Russell Stuart <russell-humbug@xxxxxxxxxxxx>
   3 Date: Fri, 13 Apr 2007 11:22:57 +1000 (EST)
   4 cc: Jared Ring <jring@xxxxxxxxxxxxxx>
   5 Subject: Re: Status of LCA 2009 bid
   6 
   7 Hi Russell
   8 
   9 An update
  10 
  11 On Fri, 13 Apr 2007, Russell Stuart wrote:
  12 
  13 > Time is marching on, and I am feeling the pressure to get a
  14 > things resolved.  Things like venues for other events and
  15 > budgets.  To start work of those things I to know the
  16 > venue for the event.
  17 >
  18 > So how are things progressing?  Jared told me you had the
  19 > accommodation problem licked, but said you were having
  20 > trouble finding a room large enough to hold the entire
  21 > mob.  A Humbug member who attends QUT checked it out and
  22 > said the largest room available at QUT help approx 500.
  23 > 500 is I suspect too small.  (Canberra limited their intake
  24 > to 500 in 2005, and had to turn people away).  However
  25 > there are probably ways around this - video link ups to
  26 > other rooms, or the Entertainment Centre or even clever
  27 > use of an outdoor area.
  28 
  29 Accommodation is not locked in place, but discussions with the 
  30 various UQ colleges indicate a great willingness to assist and the 
  31 availability of quite a few rooms (around 600) around that time.
  32 
  33 The room is the problem I have been having.
  34 
  35 The max I can get into the main room is 530 on campus.  I can video 
  36 link to 2 adjoining rooms (300+300) giving us a total of 1130 across 
  37 the same floor of the same building.  We have also tested roving 
  38 microphones and reverse video linking so that if a question comes in 
  39 from the audience in another room, we can project that across.  We 
  40 can Picture--in-Picture the slides and the presenter on the video 
  41 link.
  42 
  43 >  - Theatres for the talks.  I think you have this sorted.
  44 >    Could I get details (rooms and capacity)?
  45 
  46 Z411: 530
  47 Z401: 300
  48 Z406: 300
  49 
  50 I also have 1 floor down (we can use for other talks)
  51 
  52 Z303: 170
  53 Z304: 170
  54 
  55 as well as a pile of smaller rooms in the 40-80 capacity on levels 2 
  56 and 3 of Z block
  57 
  58 >  - Accommodation.  I gather you now have this sorted as
  59 >    well.  What are the details?
  60 >
  61 >  - Large theatre for the keynotes.  I gather this is an
  62 >    issue.  What options do you have?  Should Humbug be
  63 >    looking around to find other possible venues for the
  64 >    keynotes?
  65 
  66 I would go with the video link.  The convention centre is too far 
  67 away (20 min walk each way) in the summer heat, and the outdoor 
  68 areas, while available for nearly 2000, have weather (heat/rain) 
  69 problems.
  70 
  71 
  72 >  - Registration desk, admin hidey hole.  This a central
  73 >    desk attendees can find the "people in charge", and
  74 >    some private area the organisers can get piece and
  75 >    quiet to organise fire fighting.
  76 
  77 I can organise 1 counter area, and 4 "admin"/office rooms for the 
  78 organisers in that Z block precinct.  Registrations can take place 
  79 in the Level 3 zone to keep it away from the main congregation point 
  80 on Level 4 (that's what we usually do).  The admin rooms are also 
  81 located on Level 3.
  82 
  83 
  84 >  - Costings.  What will the above cost us?  What funds
  85 >    can QUT provide.
  86 
  87 Accommodation costs: unknown at this stage.
  88 Room hire costs: I will underwrite these (about $10k including the 
  89 cleaning costs)
  90 Video link costs: for 1 main+2 auxillary, about $250 per hour - I 
  91 should be able to wear this as well, but subject to confirmation.
  92 
  93 
  94 >  - A firm 'yes' :)
  95 
  96 Yes.  Go on our side.  I will try to get a written agreement of 
  97 intent from the UQ colleges over the next month.
  98 
  99 > They are the major items that have to be finalised soon.
 100 > Other things you may be able to assist with are:
 101 >
 102 >  - Venue for the professional delegates session.  This is a
 103 >    a room for the evening, typically standing only, good
 104 >    quality finger food & drinks (wine & beer) provided, approx
 105 >    400 people.  In your case the venue would showcase the
 106 >    Uni.  As I recall you had something in mind.  Previous
 107 >    venues have been science centres, castles, museums.
 108 
 109 400 will mean that the OJ Wordsworth rooms overlooking the river and 
 110 South Bank are ideal.  We can get 250 into the main rooms, and about 
 111 300 on the adjoining balcony.
 112 
 113 >  - Catering for between talks.  This is typically coffee and
 114 >    associated finger food.  There are around 7 talks a day,
 115 >    creating 5 catered breaks.
 116 
 117 We have onsite caterers, but we would need to discuss pricing with 
 118 them.  They do not have exclusive rights, so we can use anyone we 
 119 like, but our onsite caterers are generally cheaper.
 120 
 121 >  - Venue for open day.  Only requirements are that it be
 122 >    covered and largish, with tables, power provided for the
 123 >    exhibits.
 124 
 125 My current inclination is to use Levels 3 and 4 of S Block (next to 
 126 Z block).  Across levels 3 and 4, there are 16 flat rooms, each 
 127 capable of fitting in between 20 to 40 desks, and with power and 
 128 networking already running along the walls.  Depending on how much 
 129 space we need we could get as many rooms as needed.
 130 
 131 >  - Publishing facilities.  A means of producing booklets, A4
 132 >    sheets, laminated notices and other stuff required for
 133 >    organising conferences.
 134 
 135 2 options.  QUT Publications can do all this for us - if we do the 
 136 layout and mastering.  Or, if we want to go for a more bundled 
 137 approach where all the registrations etc are handled by QUT, then 
 138 QUT Conferences will (for a fee of about $40 per delegate) handle 
 139 everything to do with the registration, advertising, accommodation 
 140 etc.
 141 
 142 >  - Again, costings for the above.
 143 
 144 Catering: variable - need to discuss
 145 
 146 Open day venue: These are owned by me, so no charge.
 147 
 148 Publishing: QUT Pubs rates are quite competitive, but depends on 
 149 what we want done.  We normally do make use of QUT Conferences to 
 150 run all the admin to support the conferences (they'll organise all 
 151 the handouts, bags, registration, name tags, accounting and account 
 152 reconciliation etc) as we find the fee is well worth it.  However, 
 153 if HUMBUG has access to a large pool of volunteers, you may be able 
 154 to do it cheaper.
 155 
 156 > Finally, is there a time when we can get together and put
 157 > this to bed?  Its needs to be within the next week or two.
 158 
 159 Next Tue lunchtime is an option for me - if you're ok for then.
 160 
 161 Mark
 162 
 163 
 164 -- 
 165 
 166 Professor Mark Looi                               m.looi@xxxxxxxxxx
 167 Head of School                             www.fit.qut.edu.au/~looi
 168 Software Engineering & Data Communications            CRICOS 00213J
 169 Queensland University of Technology                 ABN 83791724622

Attached Files

To refer to attachments on a page, use attachment:filename, as shown below in the list of files. Do NOT use the URL of the [get] link, since this is subject to change and can break easily.

You are not allowed to attach a file to this page.