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
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