21:00:04 #startmeeting 21:00:04 Meeting started Wed Oct 21 21:00:04 2009 UTC. The chair is Hydroxide. Information about MeetBot at http://wiki.debian.org/MeetBot. 21:00:04 Useful Commands: #action #agreed #help #info #idea #link #topic. 21:00:13 Meeting time! Everyone ready? 21:00:13 this was supposed to be adding a little extra bulk to the dc9 sponsor packs, while giving L U&D the idea that we're waving their mag in front of people with advertising budgets 21:00:16 * edrz waves 21:00:24 fil: sounds good 21:00:32 (evening) 21:00:37 #topic dc9: Final report 21:00:57 So, there are a couple of loose ends to tie up from dc9. One is the final report. (As if you didn't already know.) MrBeige, can you lead this segment? 21:01:10 sure 21:01:15 final report everyone! 21:01:16 #chair MrBeige 21:01:16 Current chairs: Hydroxide MrBeige 21:01:19 (in case it's useful) 21:01:32 so we are making pretty good progress now, as emails show 21:01:49 we have 5 or 6 articles already 21:01:55 \o/ 21:02:04 and most all have been proofread 21:02:20 #info we have 5-6 articles, already proofread. 21:02:47 http://wiki.debconf.org/wiki/DebConf9/FinalReport is accurate and current 21:03:00 most important is the deadlines we want to set 21:03:16 is everyone ok with a) articles due mid-november b) target completion end of year ? 21:03:30 MrBeige: I doubt anyone will object to the principle :) 21:03:37 * Hydroxide grins 21:03:38 sounds good to me 21:03:47 i'm fine with nagging people to get it done, but don't want to do it unless people actually *want* to get the report done 21:03:55 so can I have permission to nag people ? 21:04:02 (reasonably) 21:04:14 why not :) 21:04:19 #agreed a) articles due mid-november b) target completion end of year 21:04:37 #info put reports into svn, or email to the list or MrBeige 21:04:57 is everyone aware of and ok with the parts they're currently listed to write? 21:05:14 #info to-do: Open Day, Talks, wire&cheese, formal dinner, localteam, fundraising/sponsorship, video team, networking 21:05:27 h01ger, fil ^^^ (and see DebConf9/FinalReport wiki page) 21:05:53 #info schultmc sent a status update re budget/reconciliation stuff to the list 21:05:54 I emailed everyone personally about it, no one has quite yet said "no I can't do this" 21:06:03 though teh usual "it may be a while" 21:06:23 I can follow up with people individually 21:06:30 great 21:06:33 #action MrBeige will follow up with people individually 21:06:44 what lisence do we usually use? 21:06:51 (I should ask people as they send it in if they agree) 21:07:39 I'd be OK with it if it wasn't for the fact that, other than the bit where I got a bit definite with the band, I was tucked up the end and didn't get any idea of what it was like for the bulk of people, so I could do with a decent amount of input for most of the rest of any useful write-up 21:08:02 also, is there some topic for an article that I could write? 21:09:04 fil: ok, want to follow up later and see about how much you can do ? 21:09:10 (I'm pretty much done with this topic) 21:09:22 coordination via -team@ 21:09:46 ok 21:10:09 #topic dc9: unpaid invoices, who is tracking this? 21:10:17 MrBeige: is this a topic you put on the agenda? 21:10:22 no, not mine 21:10:27 maybe schultmc or h01ger ? 21:10:32 pass 21:10:39 (also, when confronted with a blank piece of paper at school, and told "write about what you did in the holidays" is the only time I've contemplated suicide ;-) 21:10:42 going once... 21:10:53 I know that we had some problems with getting money to FFIS 21:10:58 I'm working with anto on the unpaid invoices due SPI 21:11:09 I suppose h01ger could work on the ffis ones 21:11:10 #info schultmc is working with anto on the unpaid invoices due SPI 21:11:14 so the money from Bytemark will end up with debian UK instead 21:11:18 h01ger: are you there? 21:11:19 and we'll work it out from there 21:11:31 #info Bytemark money will end up with Debian-UK due to issues getting money to FFIS 21:11:51 ok, anything else on this topic? 21:12:15 #action ask h01ger about tracking unpaid invoices via ffis 21:12:18 moving on then 21:12:35 #topic dc10: Status report from local team 21:12:46 Sledge: also, this is probably a bad moment to be doing GBP-->EUR conversions ... unless it gets worse ;-) 21:13:01 fil: meh... 21:13:02 fil: GBP->USD probably 21:13:07 OK. It is my great pleasure to announce yet again that dc10 has dates! (Same as in the email to -team) 21:13:20 Hydroxide: what, really?? 21:13:38 #info see email to -team for DC10 dates 21:13:39 ok 21:13:50 now regarding announcing them beyond the team 21:13:54 let's talk about them! 21:13:57 bgupta: are you there? 21:14:05 oh wait, he couldn't make it, right? 21:14:06 ok 21:14:14 #topic dc10: Press timeline proposal 21:14:19 he said he might be late 21:14:22 Hydroxide: you were waiting on confirming bookings? 21:14:24 MrBeige: ah 21:14:33 moray: here's the situation 21:14:58 #info lodging reservations are now sufficiently confirmed, and we've started the process of confirming venue reservations 21:15:22 #info we have enough solidity to announce to the debian/debconf community 21:15:42 we are in the run-around in getting the venue areas reserved. Nothing to be worried about, just kind of annoying to us at columbia 21:15:55 proposed target date for that: Friday. proposed target date for announce to US/global tech media: October 30 21:15:59 (one week later) 21:16:08 how does that sound to everyone in terms of preparing the announcements? 21:16:17 Tolimar, alphascorpii: ^^^ 21:16:42 Hydroxide: note that the few journalists who pick these things up will see it from d-d-a first if you do that, and run the story before the press releasee 21:17:10 for me, I won't object, but I don't want to be the one doing it until I am more done with the venue reservations 21:17:30 Hydroxide: (normally organisations would try to send a press release out *before* they announce something through their regular public channels) 21:17:36 moray: fair point 21:17:55 so do you think we should just keep up the pressure on the venue side of columbia to lock things down and then just write up a press release for next week? 21:18:03 not that we really care too much, but if you're going to put effort into a press release it's better to make it the first thing the journalists see on the topic 21:18:06 including d-d-a and everywhere else? 21:18:25 besides building enthueasm(sp) (which will die off in a week anyway), what are the advantages of announcing sooner ? 21:18:29 anyone else have thoughts on this? I'm fine with what I just suggested 21:18:50 MrBeige: certainly I doubt few people will book flights in the few days the delay might be 21:18:55 MrBeige: well, I do want to announce before the end of month since that's what we told people to expect, but next week is still this month it's not a problem 21:19:12 ok, in the absence of contrary thoughts... 21:19:22 so maybe get a press release ready over the weekend, if not before? 21:19:35 #agreed will not do a debian/debconf announcement before the press release - will do both next week after venue bookings are locked down 21:19:42 moray: good idea 21:19:51 #action prepare press release this weekend 21:19:54 I can spend some time on this 21:19:57 can anyone else? 21:20:06 I hate to say "wait for me", but we can just go ahead and start the press release, and after a few more meetings here I'll become confident that our sponsors are still behind us, and we can release it as soon as that's done? 21:20:34 MrBeige: I don't understand what you're tring to say 21:20:35 I'd say the post to d-d-a should _be_ the press release, pretty much -- or atleast refer directly to it, and go out simultaneously 21:20:46 fil: yeah, that's the plan moray just convinced me of 21:21:28 Hydroxide: basically, we don't have to wait to write the release, and once taht's done we release it once I become confident that we still have the support to do it 21:21:38 (I don't like how I used "I" there, but so be it...8 21:21:43 MrBeige: right. that's why I'm talking about writing it over the weekend 21:21:48 ok 21:21:55 so sounds like we agree, so let's gang up on mrcyan 21:22:04 anyone have time this weekend to help work on the PR? 21:22:10 * MrBeige can 21:22:19 (moving on to next topic in <=2 minutes) 21:22:34 #action MrBeige and Hydroxide will work on PR this weekend - others welcome 21:22:35 Hydroxide: I should be around at points at least 21:22:37 let's move on 21:22:42 #action moray will do PR work too at points 21:23:08 #topic dc10: Site visit report October 16-17 21:23:21 edrz / MrBeige: does one of you want to quickly summarize last week's site visit? if not, we can move on 21:23:28 might be nice for those who weren't there, if brief 21:23:48 #info visit went well, saw all the rooms we need. Met IT head of columbia, we know what to focus on now 21:23:55 CUIT head is supportive 21:24:15 we looked at some rooms. the Davis auditorium will be nice for most of the main talks. 21:24:26 there are a few options for a 2nd talk room. 21:24:27 probably biggest worry is making sure we have enough throughput between buildings for video team and knowing who controls those routers 21:24:35 and several very good options for BoF rooms. 21:24:55 #info edrz got a sense of things for videoteam purposes - networking and other details to be worked out but all quite doable 21:25:06 great 21:25:13 i have some pictures to share (probably mostly interesting to v-t) but can't find my card reader at the moment. 21:25:31 edrz: will you upload them to gallery.dc.o when you find them? 21:25:41 (or any other suitable place) 21:25:54 i have the pictures, just don't know where my usb card reader thing is right now. 21:25:57 ah ok 21:26:03 and, yes. 21:26:12 #action edrz will make available his pictures (especially interesting to v-t) in the near future 21:26:15 ok 21:26:18 moving on then? 21:26:34 overall, there's not much to worry about, but lots to do 21:26:37 yep 21:26:54 #topic dc10: Corporate sponsorship: Levels 21:27:02 are we likely to be allowed to provide our own routers, if the local kit turns out unsuitable for unexpected reasons? also, what about our usual habit of drapping cables everywhere if the local infrastructure breaks? (not that any of that will be necissary, but when it is it would be nice to have prior permission ;-) 21:27:41 fil: unknown, but at one point someone said "you can probably do anything as long as you don't break things" 21:27:42 * fil should learn to type faster -- sorrry 21:28:06 fil: those things can be arranged - it's a university, they're not out to prevent conferences with 3 faculty sponsors from doing what they need :) 21:28:19 fil: within individual rooms i got the sense noone will care. 21:28:29 * Hydroxide optimist, MrBeige pessimist, ?? realist :) 21:28:42 between rooms or between buildings might not be as well received, but also will hopefully not be needed. 21:28:58 I think edrz is right, yeah. 21:29:02 MrBeige: would be nice to have that in writing before they realise what they've done ;-) (not worth upsetting anyone over though) 21:29:29 fil: that's all in the "lots to do" part, it's not worth spelling it all out though 21:29:32 (not yet) 21:29:34 anyway 21:29:40 corporate sponsorship levels 21:29:45 sure 21:29:50 fil: normally we try not to scare the venue too much too early :) 21:30:10 (if you want details of these kind of things, use #debconf-nyc where there are many more minor points like this) 21:30:25 ok 21:30:30 corporate sponsorship levels indeed 21:30:55 #info we have one or two potential new sponsors needing a response, so we should figure out something about the dc10 sponsorship details 21:31:10 can someone quickly give me a URL to look at past years? 21:31:13 or some recent past year 21:31:16 in terms of that regard 21:31:46 it's in the sponsor pack 21:31:47 sec... 21:31:51 http://debconf.org/sponsorpack.pdf 21:32:02 yeah, that one :-) 21:32:17 anyone have thoughts while I look at that? 21:32:58 #info levels were (euro) 1000 5000 15000 25000 21:33:13 Hydroxide: what's the question? 21:33:14 can I propose just s/EUR/USD/g for the levels? 21:33:15 adjust this EUR->USD, round, done 21:33:22 Hydroxide: ah, setting the amounts 21:33:42 hearing no objection........ 21:33:45 Hydroxide: hmmm 21:33:46 (waits a few seconds...) 21:33:51 Sledge: yes? 21:33:55 would be nice to up those numbers, maybe 21:34:00 someone should check this doesn't do something bad to last year's amounts, at least 21:34:09 25000 eur = 37500 USD which seems a bit high... but maybe not? 21:34:10 as EUR/USD is not 1:1 ... 21:34:11 and I'd have thought they should be more like the equivalent, not less than last year 21:34:16 * Sledge nods moray 21:34:25 even if rounded 21:34:34 as I expect we'll need a lot more money for DC10 21:34:39 yeah 21:34:40 what platinum sponsors did we have ? 21:34:53 just HP (+junta but that wasn't cash) 21:34:57 yes, we're expecting roughly $200k + travel sponsorship this year as a total budget 21:35:19 if we up the platinum too much then I'm not sure if HP will be able to qualify as platinum ... they're a very regular sponsor 21:35:22 Here... sorry 21:35:51 $40k platinum? is that too much? 21:36:00 Hydroxide: we'll be sensible for calculating amounts and valuing regular contributions 21:36:17 Hydroxide: but if we aim too low then we'll lose out 21:36:30 bgupta: take a look at pages 9 and 10 of http://debconf.org/sponsorpack.pdf and tell me what you think reasonable 2010 values in USD would be. only if you can do that quickly since we're running low on time. 21:36:53 ok 21:37:01 $25k gold 21:37:10 dam: *grin* 21:37:17 k 21:37:27 dam: you mean $25-40k? 21:37:43 $10k silver, $2k bronze 21:38:19 probably worth asking Bdale what he can get, and setting platinum there 21:38:19 2k 10k 25k 40k (bronze silver gold platinum) 21:38:34 ok 21:38:51 I'd possibly drop bronze to 1k 21:38:56 otherwise, agreed 21:38:58 thoughts? 21:38:59 Sledge: yeah, it's psychological 21:39:04 agreed 21:39:05 is there is also steel 21:39:13 dam: steel is anything below bronze 21:39:23 nod 21:39:32 there's a big gap between 1k and 10k 21:39:33 Sledge: well, on a t-shirt or whatever people might assume bronze:gold was less of a big fall off 21:39:42 (same for bronze:silver) 21:39:46 but given all the limits are raised, makes no snse to drop bronze 21:39:57 unless the bronze logos are shown *really* small compared to the others 21:40:00 we could make bronze 5k... 21:40:03 also, is it worth having a look at which breakpoints were popular last year(s) and trying to judge which carrots were making people stretch to that level? 21:40:15 fil: yes 21:40:32 might also be worth checking with other US/north-american confs. 21:40:34 fil: although that's really hard to do 21:40:37 edrz: yes 21:40:44 fil: good idea. 21:40:48 ok, who wants to do the comparisons and report back at next meeting? 21:40:55 (both fil's and edrz's) 21:41:07 there was only one gold sponsor (telefonica, non-cash) and two platinum (one cash, one non-cash) 21:41:25 so there really weren't that many at the highest levels relative to the lower 21:41:37 MrBeige: not a bad thing - gives the high levels more prestige 21:41:39 (I'm just looking at the sponsors listed on dc9.dc.org) 21:41:52 yes 21:42:00 anyone to do those investigations? 21:42:03 Hydroxide: I don't have a real feeling on these numbers.. anything I prose seems arbitrary 21:42:06 bgupta: ok 21:42:12 s/prose/propose/ 21:42:28 we never did get round to showing differing levels of sponsor more/less on the web, either 21:42:55 we have 18 minutes. should I make this my next task after the press release, or should we just set the numbers now? 21:43:06 I must say, the mixture of cash/no-cash and small and large makes the whole thing a mess -- some small sponsors probably cannot afford any more, others probably don't actually know how many zeros went on the cheque 21:43:15 yeah 21:43:16 Hydroxide: it'll wait a little 21:43:18 ok 21:43:21 Sledge: really? bigger sponsors are quite more visible, I think. 21:43:43 #action Hydroxide will investigate compared to other confs and examine past debconf incentives, and will report at next meeting 21:43:45 dam: we had an idea of not showing all the sponsors on every page 21:43:47 next topic :) 21:44:11 Sledge: or banner rotation with frequency depending on amounts... :) 21:44:14 I think I'm going to skip the "other offerings" topic 21:44:31 #topic dc10: Corporate sponsorship: Assemble sponsor team 21:44:32 dam: something like, yes 21:44:43 the big sponsors on the video spash page seemed pretty good for me -- presumably that persists on published videos 21:45:14 Assembling a sponsor team. is this premature or not in late-october before the conference year? I think not myself. anyone want to volunteer now? 21:45:26 or continue from previous years, etc 21:45:42 we should start making it easy to contact sponsers as they become motivated/want to contact their employers/etc 21:45:51 yes. 21:45:56 we don't have to list names yet exactly, I'm sure people will come and og 21:46:02 who can lead it, though ? 21:46:06 I'll be in a *little* this year 21:46:19 but I can't spend as much time as in the past 21:46:26 #action Sledge in sponsor team a *little* but not heavily 21:46:35 so somebody else, please go ahead and take the lead if you want it 21:46:54 #action Hydroxide in sponsor team 21:47:24 Hydroxide: but who is the contact when someone says "I think I can get my employer to sponsor..." or "I have an idea..." ? 21:47:38 if we can get that, we'll be good for now I'd think 21:47:43 MrBeige: anyone in the sponsor team if we're initiating the communication, or they email sponsors@debconf.org 21:47:49 MrBeige: which goes to RT and... the sponsor team 21:47:54 I can help but not lead the team 21:48:04 #action schultmc is in the sponsor team 21:48:31 Hydroxide: ok, never mind 21:48:44 ok, we should move on at this point... 12 minutes left 21:48:45 is that not the rt queue? -- the real trick is to ensure that a "somebody else's problem" field doesn't descend on rt 21:48:54 fil: yeah. the way to solve that is sponsorship meetings 21:49:03 fil: and/or assigning tickets 21:49:04 :) 21:49:06 Hydroxide: or make sure someone is in charge in the mean time 21:49:36 #action Hydroxide will be in charge of sponsorship team either for dc10 cycle or until he can find another sucker^Wvictim^Wleader 21:49:50 let's go on :) 21:49:51 anyway, it seems no one in charge... I'm done here... won't really be involved anyway... 21:49:58 I'd strongly recommend against rt personally, but it's your call 21:50:10 Sledge: we can discuss, yes. I'm open to switching. 21:50:28 sponsor pack... let's defer 21:50:50 #topic Timelines incl. opening dates & deadlines 21:51:14 have people actually reviewed the proposals linked from the agenda enough to comment on them now, or should I just say "look them over and comment via -team within a few days"? 21:51:40 Hydroxide: I suspect the latter 21:51:48 moray: me too, which is why I'm asking :) 21:51:57 Hydroxide: and that you should make a post for it 21:52:06 though actual timeline decision will be easier in another meeting 21:52:14 than a huge list discussion 21:52:41 * ana nods at moray 21:52:48 ok. #action everyone should review timeline-related proposals linked from agenda and make any comments in some combination of -team, #-team, #-nyc, and the next meeting where decisions will be made 21:52:52 #action everyone should review timeline-related proposals linked from agenda and make any comments in some combination of -team, #-team, #-nyc, and the next meeting where decisions will be made 21:52:59 #action Hydroxide will post to -team about this 21:53:06 ok 21:53:09 that brings us to... 21:53:12 #topic Next meeting 21:53:40 every two weeks at this time works for me 21:53:50 or really anytime at this time... 21:54:17 how often works for the global team? should definitely not be more often than every two weeks and no less often than once per month 21:54:24 I'm not the best judge 21:54:27 since I'm on local team 21:54:34 we can do every two and keep them short 21:54:37 (note: sponsor team meetings might occur separately) 21:54:50 anyone object to every 2 weeks at this time, capped at 1hr? 21:54:53 for important ones annoce tehem more 21:55:13 ... 21:55:28 "announce them more" 21:55:39 edrz: yes? 21:55:47 i'm not sure if every 2 weeks is needed yet for global 21:55:57 just figure most people won't come that often 21:56:08 anyway, I got to go... bye 21:56:08 MrBeige: that's unfortunate though 21:56:13 MrBeige: bye 21:56:20 * dam would be happy with 1 month 21:56:21 I don't think 2 weeks regularly is good at this point, but ok for once if you think there's more startup stuff to discuss soon 21:56:26 how about third wednesday of each month at this time? that's easy to remember 21:56:34 <_hc_> MrBeige: bye 21:56:48 (and similar to SPI's pattern though SPI just changed weeks. it'll ensure both meetings don't happen on same day) 21:56:57 i think global 1/month is good for now 21:57:17 any objections to my idea? 21:57:37 Hydroxide: sounds good 21:57:42 #agreed for now, global team meetings will be every 3rd wednesday of the month at 21:00 UTC in #debconf-team. 21:57:48 OK, thanks everyone for coming! 21:57:50 #endmeeting