18:05:01 #startmeeting 18:05:01 Meeting started Fri Nov 12 18:05:01 2010 UTC. The chair is DrDub. Information about MeetBot at http://wiki.debian.org/MeetBot. 18:05:01 Useful Commands: #action #agreed #help #info #idea #link #topic. 18:05:13 ok, AbsintheSyringe gimme the topic 18:05:24 *Planning and start phase of DebConf11 website 18:05:38 agenda at http://wiki.debconf.org/wiki/DebConf11/Meetings 18:05:39 #topic Planning and start phase of DebConf11 website 18:05:40 vedran_omeragic, your turn! 18:05:45 ok 18:05:54 vedran_omeragic, wants to take care of the website 18:06:00 vedran_omeragic, 18:06:18 ok, I have already asked for access at alioth 18:06:25 but got no answer 18:06:29 h01ger, 18:06:52 So far, my plan is just to use cms from previous debconf 18:07:02 it's fairly simple and static 18:07:04 h01ger, vedran_omeragic is new in this, so he could use all your help, could you please guide him through this process? 18:07:12 we want to finish this website ASAP 18:07:15 trip0d, welcome :) 18:07:30 AbsintheSyringe, yo ;) 18:07:30 i guess we can solve the access issue after the meeting 18:07:40 * h01ger is not a project admin on alioth so i cannot help here 18:07:43 Ganneff, ^ 18:07:59 * h01ger nods ana 18:08:08 vedran_omeragic, please ask all your questions or your concerns or ambiguity here 18:08:09 +yay 18:08:16 AbsintheSyringe: most of the website work tends to be nearer to the conference 18:08:25 when people start asking for details of local travel etc. 18:08:28 so same software than before, are you going to do the graphics too? 18:08:33 vedran_omeragic: ^ 18:08:36 AbsintheSyringe, I've been experimenting with svn today, so I don't think it will be a problem 18:08:37 moray, I was thinking we do it before, because we want to advertise this event highly in Bosnia and region 18:08:49 vedran_omeragic, if you are typing a super long message, you dont have to 18:08:56 AbsintheSyringe: sure, it's fine to have a version early, but you can't just declare it 'finished' and forget about it :) 18:08:59 maybe we should rather discuss the basics 18:09:05 * AbsintheSyringe please note that I'll help with the website too 18:09:06 ana, if necessery, graphis as well 18:09:10 mainly its contents tho 18:09:19 AbsintheSyringe: obviously you can chec old websites to see what info they gave (some years more than others, more is good) 18:09:23 ana, I'm more concerned about content 18:09:29 moray, no I'm declaring we start working on it, vedran_omeragic has problems even starting to work 18:09:35 don't shy away from asking proofreading help 18:09:52 moray, should we just copy everything from dc10 website into our dc11 dir? 18:09:59 AbsintheSyringe, that is the general plan 18:10:05 that's how we started for dc10 18:10:06 AbsintheSyringe: don't copy old info, that makes it confusing 18:10:23 vedran_omeragic: don't worry about that, most of the info is gathered little to little and then updated in the website 18:10:28 true 18:10:29 * DrDub reminds people they can use #info to add bits to the meeting summary 18:10:30 AbsintheSyringe: copying the files as templates is fine, if you mean to fill them in later 18:10:38 moray, no, I'll just copy template 18:10:39 (just comment out the actual content) 18:10:42 #info website will use same software than previous years 18:10:49 for example of the questions vedran_omeragic had is this website even a cms, because he was thinking of setting up wordpress 18:10:52 #action vedran_omeragic needs Alioth access, he'll take care of the website 18:10:53 #info vedran_omeragic will start working on it 18:11:12 where can vedran_omeragic acquire everything about the system, all the information he needs 18:11:18 AbsintheSyringe: he can do an anonymous checkout 18:11:21 AbsintheSyringe, I already have 18:11:38 AbsintheSyringe, I just used svn checkout of dc10 website 18:11:49 vedran_omeragic could you please post some link about your previous works 18:11:50 k 18:11:52 neat 18:11:59 it would be nice to see some references 18:12:06 jupi :) 18:12:17 EnisDonKing, everything he gets stuck with he can ask me 18:12:36 EnisDonKing, i vouch for vedran_omeragic 18:12:48 he can do it so no worries :) 18:12:49 so do I 18:13:11 that's fine, no need for vouching, the site is just a lot of grunt work and we'll all pitch in 18:13:21 DrDub, exactly :) 18:13:28 everybody with SVN access can modify it 18:13:45 vedran_omeragic, to try concluding this topic, vedran_omeragic is everything clear? 18:13:50 vedran_omeragic: why don't you start with the graphics and send a sketch to the mailing list? 18:14:08 AbsintheSyringe, ana, everything is clear I'll take on the web site 18:14:15 nice 18:14:16 next topic? 18:14:20 next topic please 18:14:31 *Assembling teams and assigning duties 18:14:41 #topic Assembling teams and assigning duties 18:15:05 this is highly related to both website and our next topic which is goign to be *Planing sponsorship campaign 18:15:09 now, we need your help 18:15:26 from past Debconfs what duties and assignments need to be assigned at this point? 18:15:31 http://wiki.debconf.org/wiki/Jobs is relevant here (but please don't make Bosnia-specific changes to that page) 18:15:48 I know my role, and it's clear to me, I'd also like to take care of marketing and sponsorships 18:15:57 I believe EnisDonKing wanted to take part in this too 18:16:02 AbsintheSyringe: beyond that, at this point it's most important to have someone who is the "venue arrangements" contact point 18:16:09 AbsintheSyringe, we have extra channel, #debconf-sponsors, people interesting to work on this should gather there 18:16:22 h01ger, ok I'll contact them regarding that one 18:16:42 moray, I'm having a meeting with goverment. on Nov22, where I need to give them exact things what we are expecting from them 18:16:47 AbsintheSyringe: i.e. the person who will know the full status for accommodation/talk venue (though those two can be split) 18:16:54 AbsintheSyringe: at the moment it seems that person is you 18:16:57 venue is clear what's it going to be, I just need to give them exact dates when the conference is going to be held so they can reserve it 18:17:00 same goes with hotel 18:17:00 but you might want to pass the job on later :) 18:17:06 that channel is invite-only you can ask me or Clint or a few other people for an invite 18:17:19 right, there needs to be a 'local team' person who will be the contact point for questions on status, that's all 18:17:20 AbsintheSyringe, its good to have 5 people working on it. the work needs to start *now* and needs the debconf10 final papers too 18:17:39 DrDub, ok, give me permission, and we'll continue that topic some other time 18:17:40 * h01ger can also invite to #debconf-sponsors 18:17:49 AbsintheSyringe: there is a lot of questions and details to check with the venue, we need a liason 18:18:02 h01ger, is there anything you need from dc11 to help you with final report, since a lot of us was present there as well 18:18:03 even if the venue is perfect and they are all very professionals :) 18:18:43 ok 18:18:56 ana, you want me to get contacts who's assigned for venue? 18:19:05 ok, so teams: website by vedrannn, fundarising coordinated by AbsintheSyringe? venue by? 18:19:06 * h01ger has invited AbsintheSyringe to #debconf-sponsors (OFTC) - anybody else? 18:19:22 AbsintheSyringe: yes, somebody who can check stuff and ask them when we need 18:19:23 ana, assign me to it right now 18:19:34 I'll assign someone else once we got more into it 18:19:47 ana we have some ideas about venue and what should be included, but if there is really "a lot of qs" regarding the venue, if such list is available, please pass along and we ll check it asap 18:19:52 AbsintheSyringe: it will be better if is somebody who is not you, we have some tiem questions like: how wide are the doors, and stuff like that 18:19:54 AbsintheSyringe: I lost the status for the DebConf10 final report, but yes, if it's not finished then it's important to push it out soon -- it's bad to ask sponsors for money for next year before they have the last report 18:20:05 indeed 18:20:08 ana, assign me because I'm the intimidate contact with govt. 18:20:16 we discussed with jeremyb to make a push for it this month 18:20:18 ana, after that meeting Nov22 I'll have someone else assigned to it 18:20:24 I can lead that push 18:20:29 AbsintheSyringe: sounds reasonable 18:20:31 DrDub: great 18:20:34 AbsintheSyringe: ok, so you temporarily 18:20:40 #action DrDub will push for a DC10 report ASAP 18:20:41 h01ger invite meas well 18:20:43 moray, all help you need with dc10 final paper, just email debconf11 mailing list 18:20:44 AbsintheSyringe, ana shouldn't it be someone from BL? 18:20:50 ana, yes temp. 18:20:53 (we want to get the sponsorbags out of jeremyb's place) 18:21:01 aroundthfur: yes, it would be ideal 18:21:08 anyone here from BL that can be a contact person? 18:21:09 EnisDonKing, doe 18:21:16 #info AbsintheSyringe is venue contact up to 22 Nov meeting, then hopes to hand on role to another local team member 18:21:17 ana, i know, but they seem to be shy :S 18:21:28 AbsintheSyringe : Since there are couple of us who lives in Banjaluka, we can be your link or representative regarding the venue issues, ... 18:21:43 Lunacy, sounds good 18:21:54 ana, I'll transfer those duties and give them contacts after that meeting 18:22:39 ok, next topic...? 18:22:40 ok, what team more we need to assamble? 18:22:53 from the Jobs page, it seems fine ATM 18:22:54 you tell us, or this is enough at this point? 18:23:00 DrDub, I agree 18:23:10 i agree to 18:23:11 ok, fine then =) 18:23:14 travel, *might* be but it is a little too early 18:23:18 yea 18:23:21 ok, AbsintheSyringe, next topic? 18:23:23 it's too early 18:23:24 *Design sponsorship brochure for global and local market 18:23:31 #topic Design sponsorship brochure for global and local market 18:23:45 ok 18:23:47 this doesn't need *that* much changed from last time 18:23:52 I designed last year's for the American market by hand 18:23:53 we'll need to put this all on the website 18:23:56 we need some art souls here :D 18:23:56 however 18:23:57 every page by hand in inkscape 18:24:00 but ideally some nice photos of the next venue 18:24:01 how should we decide on the packages 18:24:03 and some nice text about it 18:24:10 which is not particularly easy to edit 18:24:13 the other question is the 'levels'/'packages', yes 18:24:18 ok 18:24:21 I would like to help with this 18:24:24 that should involve some discussion with last year's sponsorship team 18:24:27 since I'm also part of sponsorship 18:24:29 the levels / packages stuff is key 18:24:30 EnisDonKing, you and me? 18:24:33 yeah 18:24:44 ok 18:24:51 even if they don't want to continue, it's important to get their feedback on how they feel re the levels for next time 18:25:01 what about having a meeting in #debconf-sponsors and discuss about it then involve the whole team? 18:25:04 and if there are any changes that should be made to the related packages 18:25:10 DrDub: sounds sensible yes 18:25:14 DrDub that s a good idea 18:25:21 we do need to change some sponsorship "levels" 18:25:23 that's the best idea so far 18:25:24 actually 18:25:29 to make them more attractive to our local companies 18:25:35 ok 18:25:36 #action the sponsors team will discuss levels and then report back to -team 18:25:39 just one question 18:25:54 do we actually take care of the money as well in sponsorship or it's only about getting sponsors 18:25:59 I'm not quite clear on that one 18:26:19 what do you mean? 18:26:20 AbsintheSyringe: I'm not sure what the question is exactly 18:26:31 the money goes into the non-profits that handle the money 18:26:35 SPI, for example 18:26:38 for example 18:26:43 they issue payments as needed 18:26:44 no no, how many sponsorship are we going to get 18:26:47 as much as we can 18:26:50 there's no limit 18:26:54 that's what I'm trying to soay 18:26:56 say* 18:26:57 no limit no 18:27:00 * h01ger suggests to create a wiki page or mail a full list with all proposed sponsor levels, so one can look at the whole picture. also i think its something we need to decide together (local+global) and decide fast, but not too fast. (=not today but real soon. but give people time to notice, think and reply) 18:27:20 I agree, I was thinking of putting this packages into brochure as well 18:27:21 h01ger: yes 18:27:31 h01ger: yeah, that's consistent with what I said before 18:27:52 ok 18:27:55 AbsintheSyringe: have you looked at the previous package? the levels are the raison d'etre for the brochure 18:27:55 next topic? 18:28:03 DrDub, yes I have 18:28:04 you asking me? :) 18:28:11 DrDub, yea 18:28:24 so we exhausted the topics you had in mind? 18:28:25 one more thing 18:28:32 about Banja Luka contacts 18:28:41 Lunacy, do you want to take this duty on yourself? 18:29:00 About the venue? 18:29:09 Lunacy, no general Banja Luka venue 18:29:19 so I can contact you about anything I need 18:29:23 regarding Banja Luka 18:29:30 questions, from when festival is to 18:29:43 * DrDub remembers from DC10 that there'll be changes in the way surplus from DebConf is allocated so keep that in mind, we might move more money into Debian as a whole from the DebConf fundraising 18:29:50 Lunacy, it would be great if someone from BL could be our go-to person for everything BL related 18:30:05 maybe wed need more than one 18:30:08 Lunacy, if it's too "heavy" latter on we'll just assign more people 18:30:13 Yes, ofcourse, i can be go-to person 18:30:15 but it's just that you're the only one from Banja Luka now 18:30:26 I'm the contact with Govt. our main financial sponsor 18:30:35 you need to be that bridge between them and I 18:30:48 ok who can assign Lunacy for this role? 18:30:55 AbsintheSyringe: yes, i just wanted to say, maybe you could assign more people, just in case ... 18:31:11 Lunacy, after this email me your gtalk/xmpp, phone number all of it 18:31:18 Lunacy, can you suggest someone? 18:31:21 Lunacy, we will, just not at this stage 18:31:22 #action Lunacy is the main Banja Luka liason 18:31:29 DrDub, temp* 18:31:56 #info Lunacy is temp. the main Banja Luka liason 18:32:02 i think there is one more topic from the mail 18:32:03 i will help 18:32:18 DrDub, yes vedrannn too please 18:32:22 there's also the guy 18:32:22 ;) 18:32:25 what's his name 18:32:30 LUGRS founder? 18:32:45 #action vedrannn is also a Banja Luka liason 18:32:49 If you think of Dusan, he's not in Banjaluka temp. 18:32:50 EnisDonKing: http://wiki.debconf.org/wiki/DebConf11/Meetings has the topics 18:33:00 he emailed me on numerous occasions wanting to offer their lug help 18:33:14 Yes, that's Dusan. 18:33:27 well, two liasons at the moment sounds fine, no/ 18:33:28 moray i know, im just reminding AbsintheSyringe:) 18:33:45 can we move to the govt topic? sounds important 18:33:46 can we count on him? 18:33:51 Anyway, for now , Vedran and me, that sounds good.. 18:33:58 ok then.. 18:33:59 DrDub, ok, assign Lunacy vedrannn Vladimir Atanackovic and 18:34:03 let's move on? 18:34:19 yes, proceed... 18:34:22 *Making a final list of requests for Government and what is expected from them 18:34:24 #topic Making a final list of requests for Government and what is expected from them 18:34:35 this is the most crucial topic of this meeting, as I would like to believe 18:34:51 indeed 18:35:00 you all know that Govt is our main financial sponsor, they want to help us with this and all that 18:35:06 situation so far is, everything's great 18:35:28 however we're straying of the original topic since on last meeting whole meeting we discussed moving to Linux after DebConf 18:35:33 now 18:36:05 what is that we expect from govt. we expect full financial sponsorship, should we ask them to send money to NVO DIVA? 18:36:12 besides reserving hotel and venue 18:36:22 because, we're getting venue for free 18:36:30 we're in process of getting the hotel as well 18:36:33 now should we just 18:36:36 AbsintheSyringe: might I Ask what we have asked the goverment? 18:36:47 get the venue and hotel and think of that as their part? 18:36:51 i mean: venue for debcamp/debconf, food for debcamp/debconf 18:37:04 * jeremyb peeks in 18:37:12 are they giving us money or only paying stuff? 18:37:13 this is what 18:37:19 I asked and this is what I got from them so far 18:37:20 http://wiki.debconf.org/wiki/DebConf11/BanjaLuka#Full_Government_Support 18:37:26 i think it will be very difficult to get money to the NGO without having financial plan 18:37:30 ana, that's the matter I want to resolve 18:37:41 do we want to ask for money and then hotel ourselves or tell them to get hotel as well 18:37:46 they are also the ones 18:37:51 AbsintheSyringe: yes, i know that, but that does not include details 18:38:02 ana, there are no details 18:38:08 let's make a list them 18:38:17 sponsoring the buses and shuttles for peoples arrival to Zagreb, day trip is also their full financial support 18:38:18 that's what we want to discuss now 18:38:23 food+hotel for debcamp/debconf 18:38:25 what else? 18:38:30 day trip 18:38:39 some part for travelling? 18:38:40 formal dinner? 18:38:43 yes 18:38:46 I think 18:38:49 http://whiteboard.debian.net/a6338d.wb 18:38:49 my personal belief is that 18:38:53 we shouldn't ask for money, YET 18:38:56 travelling goes on the list? 18:38:59 because this way we can get a lot of stuff for free from them 18:39:10 if we ask just for money ... then yea 18:39:15 insurance? 18:39:16 not sure, that's why I want to discuss this with you 18:39:22 t-shirts? 18:39:27 they want exact things we're expecting from them 18:39:30 printing 18:39:35 and then they'll say what they can and cannot cover 18:39:43 ana, insurance or security? 18:39:49 possible rentals of chairs/tables 18:39:54 ok 18:40:01 can someone please make a list of all these things? 18:40:01 AbsintheSyringe: both, insurance in case something happens and security if needed 18:40:08 AbsintheSyringe: i will make it 18:40:13 AbsintheSyringe, moray is making it 18:40:18 ana, I was thinking of security as well cuz I want venue to be open 24/7 18:40:25 i am too on the previous wb doc.. 18:40:34 govt sometimes is very slow to release money. If we can get them to pay for the hotel, then we'll not have financial problems, but having money in hand always gives you more negotiation power with the vendor. 18:40:36 oh, i just saw moray's link 18:40:45 just make a list of everything so I can go with final proposals and negotiate this 18:40:58 DrDub, absolutely true 18:41:10 AbsintheSyringe: I can see why you want them to book stuff, if we do that we want to get as much paperwork as possible, soon, obviously 18:41:25 AbsintheSyringe: so we know for sure that things *are* booked for us, and that we won't have to pay later :) 18:41:33 that list of items is also important for fundraising 18:41:34 moray, let them take care of the paperwork 18:41:40 that worked very well with extremadura 18:41:41 it is a first pass at a budget 18:41:58 because 18:42:08 that's why I'm saying money brings a lot of things with it ... 18:42:09 AbsintheSyringe: they take care of the paperwork but we have to make sure it happens 18:42:26 ana: I can't tell the level of sarcasm in your comment :) 18:42:33 DrDub, I'll know this on next meeting, how the negotiations have gone through 18:42:36 moray: nah :D 18:42:38 so far I've been a good negotiator :) 18:42:43 govt people usually need regular prodding to get things done 18:42:50 AbsintheSyringe: yup :) 18:42:55 moray: i said it because the goverment paid *very* late and people got very angry 18:43:01 a dc10 person should have the costs from last year 18:43:02 yes! 18:43:06 ana, perfect example 18:43:12 basically we just want to list everything that we paid before 18:43:16 but debconf was not asked money never ever, so we were OK 18:43:18 and that's all because it's a huge body and along with that it brings a lot of paperwork 18:43:33 ok 18:43:34 for the govt, probably better to list them in decreasing order of size 18:43:43 this is what I'm going to do 18:43:48 AbsintheSyringe: the dc10 costs from last year are in the SVN 18:43:49 we might need a number of people so they can do estimates? 18:43:56 "food for debcamp" is not a clear amount 18:44:01 ana: good point 18:44:05 feed 100 people one week is better 18:44:14 I'll give them the list, I'll negotiate every item from the list, depending on their answer we'll know if we're goign with option to ask money or not 18:44:31 in case we do with have NGO ready for that 18:44:38 AH 18:44:40 important thing 18:44:52 or that revolves around sponsorship 18:44:55 sponsoring people 18:45:03 because I think this might be one of our highest costs 18:45:06 3rd on my list :) 18:45:15 AH 18:45:18 I just remembered 18:45:18 AbsintheSyringe: sponsoring what? food/lodging/Travel? 18:45:27 ana, yea 18:45:30 I almost forgot 18:45:41 we did a paper which is called "Plan and Paper" 18:45:46 aaah 18:45:50 I handed that to them on our last meeting 18:45:50 :) 18:45:51 yea 18:45:58 in that paper we have a lot what we want from them 18:46:02 it's translated in english now 18:46:09 I even want to make besides formal dinner a little concert for you guys :) 18:46:22 ok, could we please finnish the previous point? :) 18:46:24 AbsintheSyringe, it's transl to english 18:46:25 and it's being translated into english right now, local team is working on it 18:46:32 so you'll be able to see in ... soon :) 18:46:43 vedran_omeragic, there, you'll be able to see this later on tonight or tomorrow 18:46:50 the "what we are going to ask the goverment", moray was write msot of the stuff in the whiteboard but we should be more accurate 18:46:55 ana, yes, that was just my flashback I had to tell you about :) 18:47:09 ana, 110% accurate 18:47:16 there's no space for errors 18:47:19 ok, estimate of people for debcamp? 18:47:27 (lost network, back now) 18:47:41 i guess not more than 50? 18:47:42 moray: remember the meetbot command for save? 18:47:47 should we say 100 debcamp, 400 debconf for now? 18:47:49 moray, put "fun" as well "fun concert/participant places to enjoy" 18:48:07 #save 18:48:15 that won't be done by govt. but I was plannign to have it done half done by govt. half by some of the travel agencies we're planning to find 18:48:41 moray, yes, circa... 18:48:42 100 debcamp, 400 debconf sounds good 18:49:01 ok, do we agree on that? 18:49:04 how many of those people we'll be sponsored? 18:49:07 DrDub, maybe even more 18:49:13 because I'm planning to pull whole balkans ... 18:49:18 which could be 50-100 itself 18:49:26 EnisDonKing, your input here 18:49:27 75% people sponsored? 18:49:32 k 18:49:37 AbsintheSyringe: hmm, try to keep attendance on topic for Debian 18:49:47 #agreed prospective number of attendees 100 debcamp, 400 debconf, 75% sponsored 18:49:52 DrDub, elaborate that for me 18:49:55 we need to be able to have the same people sponsored and paying in the same place 18:50:01 DrDub, 400+ 18:50:12 so: sponsored people reserved by us, non-sponsored people do their own reservation in the hotel 18:50:26 I'd go with more conservative here 18:50:28 "hello, i belong to the group debian and i want a room from X to Y" 18:50:29 AbsintheSyringe: well, at least have them being Debian users ;-) 18:50:30 like 50/300, 50% 18:50:45 I wouldnt like to put promises we cant live up to 18:50:51 ana, we'll have a team who will decide who will be sponsored and who will not 18:50:57 EnisDonKing, i agree 18:51:17 EnisDonKing, probably right about it 18:51:27 k 18:51:29 I would like to think a DC11 in Europe will get mroe people, but BL is hard to reach by land 18:51:32 hi 18:51:33 and if we are going to book the whole hotel, it could be a problem for nonsponsored ppl to be in the same hotel? 18:51:44 DrDub, we'll take care of that 18:51:49