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Apple II convention – July 15–20, 2025

CONTACT

Committee Meeting Minutes

Beginning in March 2025, the Planning Committee and Board committed to publishing meeting minutes. Contact us if you have questions.

4/9/25

Attendees: Jay, Kirk, Sean, Javier, Chris, Peter, Martin

Agenda and Minutes:

  • Review and approve minutes from prior meeting. (Kirk)
    • No action. Last minutes approved.
    • Peter will add minutes to website menu.
  • Leadership change press release.
    • All reviewed and approved statement. Peter will post Thursday.
  • Venue checklist finalization.
    • Jay will accept comments and incorporate edits.
    • Committee prefers submissions of venues that don’t meet criteria too so we have more knowledge.
    • Jay intends to finish form this week. We’ll try to complete venue research by July and present results at the event.
  • Virtual event planning
    • About 10 speakers so far, plus featured speakers
    • Featured speaker updates
    • Vendor reachout – Status and next steps?
      • Jay sent e-mail to many potential vendors. We have prize donations.
    • Captioning
      • First, ask Ron since he knows more about StreamYard. Then, ask for community help.
    • Hide health policy on our website since it isn’t relevant.
    • Chris and Javier will begin iterating on artwork.
  • Future of storage, garage giveaway, and museum. Defer topic to another meeting. Sean volunteers to maintain our current location for at least a year.
  • Next meeting
    • Move to meetings every other week. Next April 23.
    • Issue a standing invitation to Ron.
  • Minutes approved minus speaker names and links to internal documents.

4/2/25

Attendees: Jay, Sean, Peter, Vince, Chris, Martin, Javier

Agenda and Minutes:

  • Review and approve minutes from prior meeting. (Kirk)
    • Martin moves to approve minutes from 3/26. All approve.
    • Will post to our website then link.
  • Review nominations for president and voting process. Vote. (Sean)
    • When will new president take effect? Immediately, and Sean will remain in an advisory role until summer event.
      • Need to do paperwork – amendment with Sec of State, signature for bank, may need to amend the 501c3 with new board members
      • Announcement
      • What to do about garage giveaway (eventually) 
    • Two nominees: Peter, Chris – Peter got 5 votes. Chris got 1 vote. Remaining people abstained.
    • Peter accepts and reaffirms commitment to the in-person event and earning back the trust of the community through transparency. Sean will remain long enough to complete the leadership transition and to act as an advisor.
    • Peter proposes electing a new vice president and treasurer.
      • Chris nominated for vice president. Accepted with no objections.
      • Jay nominated for treasurer. Accepted with no objections.
    • Martin moves that all funny hats be at individual expense. No objections.
  • What’s needed to open registration?
    • Done, except perhaps need new artwork.
    • We need somebody with a passion for publicity and media.
    • Do we need a theme? Artwork? Shirt? Pins? We’ll brainstorm ideas and post internally.
    • We’ve started reaching out to vendors. Work is in progress.
  • All need to review venue checklist.
  • Next meeting: 4/9/2025

3/26/25

Attendees: Jay, Peter, Ron, Chris, Martin, Sean

Agenda and Minutes:

  • Ron demonstrates StreamYard.
    • Seems like a good choice, just go for it.
    • Setup a new coordination channel on Discord.
  • StreamYard
    • Bumpers during event with info on KFest, donation QR code
    • Play old KFest videos during breaks “Classic KFest Rewind” – someone to review
  • Planning to open registration on April 1.
    • Charge $20 just like other years
    • “Your registration helps us cover these expenses”
      • Streamyard, business, website, ads, storage rental, rescue of collections
    • Push to get more vendors, could publish coupon codes. Pursue vendors. Ask for prizes. Jay will contact vendors if we find the vendor list: BlueSCSI, FujiNet, Courbis, Call-APPLE, Plamen, MFA2 Workshop (via Chris)
    • Do t-shirts in a couple of weeks, chance to do another post
  • Consider doing posts on some of the YouTube videos from last year
  • Kirk presents minutes from the last meeting for review and approval. Where are minutes getting published?
    • Kirk was not present. Peter will post this question to mailing list.
  • Succession for president
    • Consider revising the by-laws, making more formal
    • Who has voting privileges
    • Term limits
    • Near-term we need a president to carry us forward.
      • Everyone has a week to submit a name if they want.
      • Organize an e-mail vote.
      • First vote is for president. Other positions will follow.
      • Sean will send request for nominations to kfest-admin. Vote next Wednesday.
  • Next meeting? April 2.

3/19/25

Attendees: James, Ron McAdams, Javier, Kirk, Jay, Chris, Sean, Vince, Peter

Agenda and Minutes:

  • Kirk presents minutes from last meeting for review and approval. Confirm location and process for publishing minutes.
    • All approve.
    • Single page of minutes on our website.
    • Direct people to our mailing list or Discord.
  • Call for sessions published. Discuss response to the call.
    • Peter Neubauer will make sure Jay Graham has access to session submissions.
    • Submission deadline is May 1.
    • Time limit extended to 60 minutes.
    • Chris will work with Ron on the session schedule
  • Begin virtual event planning. Identify a lead for the virtual event. Will we change anything compared to prior virtual events?
    • Ron the virtual event lead for 2025.
    • Make sure presenters are clear on their presentation time and their question time.
    • Ron suggests StreamYard (https://streamyard.com/), not Zoom. Ron requests a time to demo StreamYard – next Wednesday.
    • Can make the YouTube link unpublished so we can give to paid attendees.
  • Discuss selection of keynote/featured speaker.
  • We still need to prepare guidance for venue research. Who wants to lead this?
    • Sean and Jay have ideas and will post to kfest-admin list. Jay will take lead on organizing input.
  • Ron’s video with 2024 new attendees: https://www.youtube.com/watch?v=uT7OQB9wfvs
  • Sean offers to remain as local custodian of garage giveaway collection.
    • Consider paring down the collection, maybe partnering with other organizations
    • Have a lot of Tony’s laserdiscs with Apple material. Steve M. has laserdisc equipment for possible archiving
  • Delayed to a future meeting
    • Discussion for planning committee and board succession given Sean’s intent to resign by July 31. Who will fill his role?
    • Are other members planning to resign?
    • Are term limits a good idea? Elections?
  • Next meeting: 3/26

3/12/25

Attendees: Kirk, Jay, Chris, Javier, Sean, James, Peter

Meeting brought to order by Sean at 7:00 pm

Agenda:

  • Sean intends to resign from the planning committee and board by July 31 or perhaps earlier.
  • Kate and others are starting an Apple II conference. https://init-hello.org/
  • The committee discussed approaches for soliciting venue recommendations from community members. The committee will provide guidance and required data.
  • Also discussed ways to increase transparency and reconciliation.
  • The Wichita venue has officially been cancelled. There are no complications.
  • Call for sessions as soon as possible.
  • Registration for virtual event opens April 1.

Meeting adjourned at 8:14 pm