Shifted next meeting to (13/12/2015)

Hotels - Although Clarkes Exotica is the current favorite. Continue search for hotel. Exhaust the existing list which has been identified. (Others can also contribute to the list)
Eventually we want 3-4 hotel options among which we can bargain for a better price.

Logo options - Rohan to present. Everyone agrees with theme (LMI colours and dots)

Goody Bag - Sumit to identify items and costing. Include costing for personalization. Also include cost for offset printing.

Received expense sheet from WSPC in UK. Estimated costs and breakup for WSPC 2017 - Rakesh

Form an association - Amit is following up with Ritesh. If doesnt work out we have backup option of a lawyer in Marathahalli.

Identify travel partners, talk about visa requirements - Amit
Talk to media partners - Amit (TOI) We can plan to mail/contact others at some point in the future.

Build a team - Finish talking to all probables and identify their extent of contribution - Amit/Deb/Prasanna

Identify who will take up the audio visual system arrangement (Rajesh?)

Other items not yet prioritized
Publicity
Website (We have not even discussed this yet!)

We need to pitch a few things at some point to the WPF, including website being a part of LMI website, and PvP instead of Playoffs, and having non-member nations compete in the WSPC.

For the last point, I think even if its a rule they can't, we should suggest changing that, because it makes much more sense to promote first and then grow, even for the WPF. A lot of companies and new launches use promote-first tactic by giving a free preview (and this won't exactly be free, just that they don't have to additionally pay a membership fee).

Is there a requirement that website has to be on its own? i.e. it can't be part of an existing website

It is not very clear the way it is stated in the Guidebook

"All participants are obliged to register in advance by completing the registration form which is to be made on a special WSC/WPC website."

Lets clarify. For us clearly it makes sense to continue with a separate page on our current site.
Most importantly if we for it that way it will persist at least till the time LMI exists.

Regarding participation from the guidebook
"Only WPF members can compete at the championship"
"Any member country is to inform the organiser whether or not it is going to send its delegates to the competition no later than 180 days prior to the WSC/WPC. In case the organiser does not receive this confirmation, or the delegates waive their right to choose the representatives for the WSC/WPC, the organiser has the right to give priority to registering other applicants from that respective country"

The second rule makes things very arbitrary and there is no clarity on how to approach new countries who have never been members.

Meeting on (13/12/2015) : Deb, Rohan , Prasanna, Amit and Rajesh

Hotels - Although Clarkes Exotica is the current favorite. Other options are Chancery Pavillion and maybe Mac.
Continue search for hotel in Bangalore. Exhaust the existing list which has been identified, especially in MG road area.
Explore Kochi as the venue as suggested by Deb

Logo options - Rohan to present two new logos shortly.
Amit suggested to look at the math.wolfram site for other options.
Rohan indicated that he has seen some options on other sites and will modify those using LMI colours so that we can evaluate.
We forgot to discuss feedback for the previous options suggested! and the idea of using 2 logos for WSC/WPC.


Goody Bag - Sumit to send update on goody bag and offset printing soon.

Offset printing - Deb spoke to an offset printer and he has estimated that for 200 people the cost of offset printing will be 25% more than the cost of digital printing.

Cost break up - This has been pushed out to the next meeting.
Received expense sheet from WSPC in UK. Estimated costs and breakup for WSPC 2017 - Rakesh

Form an association - Amit to check with with Ritesh.
If doesnt work out we have backup option of a lawyer in Marathahalli.

Identify travel partners, talk about visa requirements - Amit
Prasanna will share details about Virgin Atlantic

Talk to media partners - Amit spoke to TOI (Priya). She has not expressed interest other than coverage of the event. This enables us to continue exploration of other options.


Build a team - Finish talking to all probables and identify their extent of contribution - Amit/Deb/Prasanna
This has been pushed out till we have a concrete plan for them to work on.
Also discussed if we can give a larger role to anyone else in the short term (Rishi/ Varun/ Ritesh?)

Identify who will take up the audio visual system arrangement
Rajesh has taken this up. He will start work on this once he is back from vacation.
Discussed key requirements (Extra lights, projector/screen for displaying time screen test, screens for displaying results, sound system for communication, cameras and other equipment for play-offs)

Discussed that we need to start forming the structure for the WSC and WPC rounds. Rohan and Prasanna to work on these and present soon.
Prasanna to read newsletter 2 which has good content regarding the structure of WPC puzzles. (Others can also go throughout as it gives some good insights into the initial days of WPF)

Discussed Deb's idea regarding use of voting pads in the Screen Test and the idea for using Scratch puzzles.

User profiles. Obtaining user profiles of all likely participants at the world championships/ LMI users. This information can be useful in attracting potential sponsors.
e.g Lets say if 50% of the participants are data scientists I could try and get my company interested in sponsoring. This kind of information also can be used to indicate to potential sponsors that we have done our homework
Discussed 3 ways to collect this data
Mail through team captains
LMI survey
In person collection in Slovakia.


Other items not yet prioritized
Publicity
Website (We have not even discussed this yet!)

We will meet again in mid January (tentatively 17th)