18:30:05 #startmeeting 18:30:05 Meeting started Tue Apr 8 18:30:05 2014 UTC. The chair is vorlon. Information about MeetBot at http://wiki.debian.org/MeetBot. 18:30:05 Useful Commands: #action #agreed #help #info #idea #link #topic. 18:30:17 hey folks, let's get started 18:31:02 Here 18:31:08 * gwolf is here 18:31:09 Oh. Sorry. 18:31:09 #topic roll call 18:31:10 -ish 18:31:12 * nattie is kind of here 18:31:15 Here 18:31:20 me too 18:31:30 abstrusely 18:32:20 hmm, small turnout 18:32:25 \o 18:32:42 o/ 18:32:43 sorry, my other meeting ran long 18:33:02 * xnox got summed by the MeetBot ;-) 18:33:40 ah good, that looks like a quorum 18:33:45 #topic Agenda 18:33:54 anything we need added to the agenda at the last minute? 18:34:25 agenda url? 18:34:56 #link https://wiki.debconf.org/wiki/DebConf14/Meetings#Agenda 18:35:32 * h01ger blinks 18:35:35 I need to get names of network infra people. I sent email but saw no replies 18:35:55 in theory i will be there early 18:36:05 h01ger: blink once for yes, twice for no? 18:36:23 vorlon: s/blinks/waves/ 18:36:25 I didn't mean to hijack, I meant to add to the agenda. :) 18:36:33 but noted, Clint. :) 18:36:43 kees: i shall reply to your network questions regarding video somewhat soonish 18:36:46 kees: ack, adding 18:37:13 anything else to add? 18:37:21 h01ger: thanks! :) 18:37:35 (as in: before may ;) 18:38:00 #topic deadlines 18:38:42 ok, so we're getting close enough that we need to start organizing our work wrt what needs to be done when... because deadlines are going to start coming fast 18:39:19 there was some discussion of sponsorship deadlines just today on the sponsors list 18:39:35 my understanding, from harmoney, who says she got it from gwolf, is that our deadline for the shirt designs is May 15 18:39:43 did she? 18:39:45 in order to get them in the pipeline for production shipping etc 18:39:48 * gwolf does not remember 18:39:52 gwolf: that's what harmoney claimed :) 18:39:53 gwolf: I tried to make my best educated guess on when gabbi would need designs and such, do you happen to ... ah, no. 18:40:21 I have a mail from her (rcvd early today)... let me see... 18:40:28 No, I just said gwolf was working with Gabi. I made my best guestimates based on having done print design previously and what I've seen with previous DebConfs. 18:40:30 so we've been communicating this deadline to prospective sponsors; if that's the wrong deadline we can adjust it in our future communications 18:40:36 but it's good to have *some* deadline 18:40:39 harmoney: oh. 18:40:54 I know the bags we only need about a month lead time if we go with the people who have been irritating me lately. 18:40:55 3 months is really a looooong time to produce the tshirts 18:41:03 no deadline in the mail she sent me. But your deadline looks OK-ish, tending to long :) 18:41:04 do they plan to deliver them on foot? 18:41:10 so if it turns out we can relax this deadline then that's fine; what's the realistic deadline here? 18:41:15 we used to have a month or less 18:41:19 I would like to pad the month lead time a bit to make sure if there are mistakes, we can get them corrected without a huge time issue. 18:41:31 h01ger: YOu're not being constructive. 18:41:34 I'd say it could be by early June. But it's better to have them stashed at home instead of checking the mail to be sure they arrive :) 18:41:53 harmoney: turning down sponsors aint constructive either if you need money 18:42:08 h01ger: the deadline should be set based on what we believe will actually be delivered, not on an external judgement that the time required is "too long" 18:42:11 * harmoney nods at gwolf. My thoughts exactly. And, if there's an issue with printing, or an issue with the design, we can get that corrected. 18:42:16 right 18:42:43 h01ger: Have you been reading the list? We won't turn down money, we just can't guarantee them space on the printed material if they choose to give us money past a certain date. 18:42:45 sorry i'm new to all this.... > 18:43:01 Well, this ain't my first rodeo, either. 18:43:15 h01ger: do you want to work with gwolf to pin down more precisely what the actual process deadlines are, so that we can update the team accordingly? 18:43:28 vorlon: I'd estimate early June to be OK 18:43:39 there's not too much more to work on that 18:43:58 Printing does not take over a week, but the printer needs some leeway (I don't know their times and loads) 18:44:00 we routinely had sponsors coming later. 18:44:03 gwolf: can we get this estimate confirmed by our tshirt provider, before we tell the sponsors something different? 18:44:13 ok, will ask 18:44:29 h01ger: And. That's. Fine. If they choose to sponsor after we get our prints off to printers, they just won't be able to partake of that perk. 18:44:38 h01ger: how does it help to say that? The deadlines from the printer are whatever they are; we can't not have deadlines just because some sponsors will come later 18:44:42 h01ger: We're not turning down their money. 18:45:20 so the tshirts are understood, I think 18:45:35 vorlon: Deadline for banners are not really a concern. 18:45:38 bags are not funded yet, and I believe we're looking at providers in the US 18:45:42 We should be able to get those printed within a week. 18:45:48 Within a day, really. 18:45:51 so the deadline for those should be much later, but I don't know how much later 18:46:00 One month before we need them. 18:46:17 harmoney: "one month before we need them" what? 18:46:27 So, padding the time to confirm proofs and such, mid-July is the deadline for bags. 18:46:27 * vorlon waves to tmancill 18:46:28 vorlon: ...Yes, Gaby said she cannot get to the price range we need for the bags 18:46:38 so local printing should be. 18:47:17 harmoney: mid-July to have the bag design in hand and the order in to the vendor? 18:47:26 vorlon: Yes. 18:47:53 #action gwolf to confirm with Gaby what the deadline is for the tshirt design (possibly beginning of June) 18:48:08 #agreed deadline for bag design is mid-July 18:48:22 and banners can be printed on-demand of course 18:48:33 we probably don't want to be doing that at the last minute 18:48:42 but it's a quick and delegatable thing 18:48:53 who on the team is owning the designs, generally? 18:49:16 harmoney has the experience but will be contended 18:49:30 harmoney: do you think this is something we can delegate to Matto? 18:50:18 vorlon: I think that's a good idea, if he's willing. One note: Gaby has indicated we need to reduce the colors in our logo for a full color print, but I imagine we can do a 2 color on the shirts easily enough and have it still look good. 18:50:22 vorlon: But, yes, Matto. 18:50:38 harmoney: we do not need to reduce the colors in our logo, have you not seen Matto's masters? 18:51:00 he has every form, down to and including line drawn 18:51:53 harmoney: she is offering to print in 3 or 4 colors, but I understand it's much preferable to have them in solid colors 18:51:59 the line-drawn still have gradients. 18:52:07 (IIRC) 18:52:37 #action harmoney to find out if Matto will do the bag/tshirt designs for us, and let the team know if he can't 18:52:40 #save 18:53:10 gwolf: the line drawn one is all black&white, no grayscale; it should be a simple matter to re-add the colors we decide we want 18:53:12 FWIW, as for the costs: the US dollar has been quite stable for many years between MX$12 and MX$13 (today it's at 13.03) 18:53:29 of course, this still needs to be done; that's for harmoney to work out with Matto 18:53:43 harmoney: ok? 18:53:48 vorlon: Sure. 18:53:58 And she quoted MX$17,325 for four inks in the front, one in the back, or MX$17,150 for 3+1 18:54:23 gwolf: that's for how many shirts? 18:54:51 (and, as always, the shipping accounts for ~ half of the total) 18:55:24 she gave me some different shipping esitmates by UPS, between US$1040 and $1158 18:55:53 is that already including customs charges? 18:55:55 gwolf: ok, but how many shirts is this quote for? 18:55:59 vorlon: 350 printed shirts. I think I had asked her for some more (for staff/video/...) 18:56:15 #info tshirt quote is MX$17,325 for four inks in the front, one in the back, or MX$17,150 for 3+1, 350 shirts, not including shipping 18:56:32 nattie: IIRC we don't pay taxes, it's inside a free-trade-zone with 100% local "things". 18:56:42 right, NAFTA :) 18:56:58 ok, fair enough 18:56:59 TLCAN around here :) 18:57:13 * vorlon helps himself to some duty-free, out of season Mexican tomatoes 18:57:26 so, where does that leave us on the agenda 18:57:40 Deadlines for bursaries and such. 18:57:44 the next bit was about magazine placements 18:57:49 but bgupta isn't here 18:58:25 personally, I don't see an ad in a magazine being a high return on investment for sponsorship 18:58:48 is there someone on the team that feels it's useful to work on such a thing? 18:58:54 If it's free, though, and can pull in just *one* silver sponsor, that's nice. 18:59:25 (besides, it's an already made promise) 18:59:44 gwolf: hmm? 18:59:58 this is about putting in ads *before* the conference, apparently to solicit sponsorship 19:00:05 or at least, that's what I understood bgupta was proposing 19:00:09 oh, sorry 19:00:13 I don't think this is worth the effort 19:00:15 then I don't know 19:00:42 harmoney: yes, that's a very large "if"; I think the time it takes to make such an ad would be better spent emailing 5 of our existing leads 19:00:47 Yeah, bgupta received an offer to print before the conference to try to reel in some more sponsors. 19:01:04 if someone feels differently and wants to do the work, then they can go ahead, but I don't personally feel it's worthwhile to pursue it 19:01:39 Ok. 19:02:07 (and if someone does want to pursue it, the deadlines for publication are listed in the agenda) 19:02:20 ok - bursaries was next? 19:02:33 we know we've got money to distribute 19:02:52 I think we should be aiming to have bursaries settled by May 23 19:03:09 to get there, when should we be aiming to have the bursaries team up and operational? 19:03:27 is it time to put out a call for volunteers, and is this something that one of the chairs wants to put out a call for? 19:04:21 (I know we've already had the call for talks team, thanks gwolf for that) 19:05:21 gwolf, h01ger: will either of you own bootstrapping the bursaries team this year? 19:05:39 * gwolf will not be a bursary (I intend to be a benefitiary ;-) ) 19:05:42 i wont 19:06:06 gwolf: ok, but someone needs to assemble the team 19:06:17 vorlon: I'll see if moray can help. 19:06:39 harmoney: please. And it does not have to be a chair. 19:06:46 #action harmoney to ask moray about bootstrapping the bursaries team 19:06:49 (I'm not saying you should do it - but that anybody can) 19:07:04 * gwolf believes each time more that the chairs are a liability to DebConf organization... 19:07:30 right; it needs doing, and if someone who had experience with this in the past wanted to do it, then I'm happy to let them 19:07:54 vorlon: I have a few ideas of who I can pester. I'll find someone by the end of the week. 19:07:55 does anyone here have any guidance about when we need to get this done? 19:08:02 obviously registration hasn't opened yet, which is a blocker 19:08:25 Well, you were on bursaries last year, right? 19:08:34 How long did it take you guys to go through the candidates? 19:08:59 harmoney: I was, but from a year out I no longer have a sense of how long it took 19:09:19 I guess I would argue that we should be able to get all the decisions done within a week of closing the bursaries queue 19:09:33 if the team can work on it straight, you can do it in days. calc a week or two. 19:09:46 last year, the bursaries window was quite narrow and that was a concern 19:09:54 And we want people to be able to book their flights 23 May is what you were saying? 19:09:56 2 weeks to be safe? 19:10:07 nattie: Je d'accord. 19:10:10 supposing we get registration opened April 15, and we want decisions made by May 23 19:10:15 * h01ger has never been involved in bursaries really 19:10:38 closing the queue one week before May 23 would be May 16 - so let's say May 15, or exactly one month to register for sponsorship 19:10:42 does that sound reasonable? 19:11:00 summit is that far? wow. 19:11:03 and yes, it sounds ok 19:11:17 fwiw I don't believe we can get registration opened any sooner than Apr 15, but we could slide the end dates a little bit later 19:11:25 vorlon: You're not worried about 1 week being a narrow window? 19:11:35 Ganneff: I've had very little time to work on it the past week, and don't really have anybody stepping up to help 19:11:55 harmoney: for the decision-making? no, particularly since if the bursaries team exists they can start ranking earlier 19:12:09 vorlon: Good deal. 19:12:10 vorlon: i cant step up to work on it, but ill get you a .dc.o v, this week for it. 19:12:16 (in fact, summit should have a pretty good workflow) 19:12:35 nattie: Does opening registration (hopefully) around 15 April work for front desk? 19:12:55 Ganneff: ok, sounds good. I'm not too worried about the deployment timeframe, so much as about getting the registration form and integration with PSU's housing registration done 19:13:01 harmoney: i think that will be fine - that gives me a week to consider running away screaming ;) 19:13:11 (but seriously, yeah, it should be fine.) 19:13:19 hi 19:13:24 hi zobel 19:13:36 sorry for being late. 19:13:41 #agreed aiming to open registration April 15, with cutoff for bursaries requests May 15 and bursaries decisions to be made by May 23 19:13:49 anything else on this topic? 19:14:03 (and on the general topic of deadlines) 19:14:31 * vorlon waves to zobel 19:15:33 ok, next topic 19:15:38 #topic call for help on registration website 19:15:39 vorlon: if you want me to play guinea pig for registration stuff, say so. 19:15:40 :) 19:15:49 zobel: cool, thanks 19:16:01 what needs help there? wording? 19:16:29 right now, what I could really use is more hands on the code 19:16:44 #link http://wiki.debconf.org/wiki/Summit 19:16:54 there's a todo list on that page with a few things that still need tackling 19:16:56 don't let my play too much with python. that is not a good idea. 19:17:04 including someone to help with the theming 19:17:09 so maybe someone wants to work on the CSS? 19:17:13 I'd love to be helping, but RL keeps getting in my way. It sounds like the bulk of it is add conf-specific registration fields? 19:17:32 I assume we'll not have OAuth2 with alioth running in 7 days? 19:17:38 kees: it's already running 19:17:43 oh! 19:17:52 that was sudden! great :) 19:17:53 for like, a week already! :) 19:18:03 the only thing was that we weren't getting firstname/lastname out of alioth 19:18:06 I must have misunderstood you earlier :) 19:18:06 zobel: was that fixed yet? 19:18:34 i will talk to sgran and Tollef later tonight. 19:18:41 zobel: cool 19:18:43 once we cleaned up the openssl foo. 19:18:45 hrm. the last point there, to integrate summit with psu - is that planned to be some extra module/script? 19:18:47 at d.o machines. 19:18:57 we had conf specific things in penta and they suck in later years. 19:19:00 #action zobel to talk to sgran and Tollef about alioth OAuth2 fixes to get firstname/lastname passed 19:19:20 Ganneff: PSU housing registration is a separate website 19:19:31 so we need to either redirect, or iframe, or something 19:19:32 vorlon: iframe? 19:19:35 maybe 19:19:39 yeah, but summit should interface with it as far as i understand, so... 19:19:41 I'm sure it'll look terrible 19:19:45 ah, you want the users to enter there again. ok 19:19:52 i thought you want to automate that 19:20:11 Ganneff: no choice but to do it this way, the PSU summer housing does not have high levels of technology at their disposal 19:20:45 so, here's the test site that people can look at: https://regstg.com/Registration/Registration.aspx?rid=5fb5fcf3-78fe-4fcd-8bcf-e08cb4119d9e 19:20:47 zobel: iFrame is probably the best option, yes. 19:20:48 conceptually, we need to treat it like "go here for your hotel" links on other conference sites. 19:21:06 #link https://regstg.com/Registration/Registration.aspx?rid=5fb5fcf3-78fe-4fcd-8bcf-e08cb4119d9e PSU housing registration test site 19:21:12 sounds sucky for user experience, but ok 19:21:38 there's a typo in the link to PSU on the left 19:22:03 anyway, we need to figure out what fields we need in the registration form, then get this coded up 19:22:14 this probably needs iterating on the list 19:22:28 nattie: Thanks; we should probably compile a list of edits we need to make and send them all at once to our summer housing host. 19:22:42 kees: is this something you could take a first pass at? Figuring out what we need to bring over from https://penta.debconf.org/penta/submission/dc13/person, and what we don't? 19:22:57 *nods* that was the only one i spotted in a quick skim - otherwise it looked OK for a beginning 19:23:22 vorlon: yeah, I'd like to take a stab at it. 19:23:26 kees: thanks! 19:24:01 #action kees to work out what fields to bring over from https://penta.debconf.org/penta/submission/dc13/person to http://dc14-summit-test.dodds.net/debconf14/registration and what not, and post to the list for discussion 19:24:55 that's probably the only action on here at the moment, AFAICS 19:25:15 I may be able to rope in someone from work to help with the django coding, gonna look into that 19:25:31 any other thoughts here? 19:26:47 pff, our mediawiki doesn't support {{Check mark}}? 19:26:52 #topic AOB 19:26:58 any other business? 19:26:59 oh 19:27:02 next meeting date 19:27:03 network infra? 19:27:15 ahh sorry 19:27:18 #topic network infra 19:27:28 apparently getting ahead of myself 19:27:30 kees: you have the floor 19:27:40 okay, so I have conflicting schedules for conferences 19:27:53 oh 19:27:53 I'll be in Chicago right up to the 21st of Aug for kernel summit. 19:28:02 i just replied to his mail on network / admin foo 19:28:34 so I can do a lot of organizational work, but I'm concerned I won't have enough time to set everything up alone in 1 day 19:28:44 kees: not sure yet when i will arrive, but i can help you. i did network at dc11. 19:28:53 and still have local admin 19:29:02 zobel: okay, cool, thanks. 19:29:23 the other thing I need to understand is where we're getting wifi gear from 19:29:25 do we know who else from network/video team will be coming for setup? 19:29:26 i should be available to do the few things a global admin needs to do. 19:29:32 in theory we're allowing two full days for 20 people to do the setup 19:29:35 at least budget-wise 19:30:29 Ganneff: me having access to the right infra when i am on-site would help 19:30:31 so, I'll basically get off a plane and run to PSU on the 21st. 19:30:32 h01ger: are you planning to come early for video setup? 19:30:41 kees: fortunately the MAX goes direct 19:30:44 vorlon: yes! 19:30:44 guess so, yes 19:30:58 h01ger: ok, great! do you know who else would come? 19:30:59 kees: what wifi gear do we have/will we have? 19:31:02 zobel: coordinate with me. the few bits needed to do on global machines i can arrange to do. 19:31:15 Ganneff: will do. 19:31:16 zobel: I have nothing. I was hoping someone else has gear they're bringing. 19:31:17 i have even started planning my US trip a bit already, but nothing concrete yet.... 19:31:18 zobel: locally youll have the usual full admin anyways. havent adjusted any groups there 19:31:27 zobel: that's a question we didn't know the answer to. I thought there was network gear that the team owns and gets shipped around? 19:31:37 Ganneff: i still have the full tar of homer from dc9 and dc11. 19:31:40 vorlon: video gear 19:31:52 zobel: helps you 19:32:00 video gear should come from chicago this year, not paris 19:32:00 Ganneff: okay, so only the video gear exists? 19:32:14 (=less shipping costs) 19:32:21 (=no custom hassle) 19:32:25 kees: lets discuss after the meeting what network gear we need. 19:32:27 kees: network / machine stuff we usually get from different sponsors, especially here in europe (the europe sponsor doesnt ship overseas, sorry) 19:32:42 Ganneff: okay, cool. that was the main question I had. :) 19:32:53 zobel: sounds good to me. 19:32:57 #action kees and zobel to follow up on the question of needed network gear 19:33:00 you need to get them somewhere in .us, and then it depends on what you have and want. 19:33:10 ok, so I think we had someone offer to sponsor network gear and I thought it wasn't needed 19:33:11 zobel can do, if you have more questions, im online sometimes too :) 19:33:55 (because questions about networking stuff on the mailing list were mostly unanswered :/) 19:34:17 h01ger: will the video laptops be shipped from paris? or will we need to re-setup new laptops? 19:34:22 kees, zobel: I suggest that these details be documented on https://wiki.debconf.org/wiki/Requirements/Network when you're done 19:34:38 sound it sounds like zobel, Clint, and Ganneff will be able to help me do infra setup? 19:34:41 vorlon: yes, will do. 19:34:53 kees: Ganneff remotely, AIUI 19:34:57 zobel: thanks 19:34:59 kees: i wont be in .us, but yes 19:35:00 ah-ha, gotcha 19:35:15 (same like for dc12 and 13 already) 19:35:41 zobel: they are re-setup at every event. 19:35:58 are we using the laptops from dc9, or not? 19:35:59 zobel: and as said at 19:33 utc they'll come from chicago 19:36:37 (so they will be different ones) 19:37:25 cool. okay, i'm set, if we want to move on. 19:38:01 ok 19:38:07 #topic next meeting time 19:38:24 we have a local meeting scheduled for later this month 19:38:27 you're all welcome to attend ;) 19:38:35 cough. 19:38:47 vorlon: if the local team meeting will be in northern germany, i might very well 19:38:49 can you hold it in .de then? :) 19:38:58 h01ger: ^5 19:39:04 #info next local team meeting, April 24 @ 6:30pm at PSU FAB room 130 19:39:06 Ganneff: ^5 19:39:27 vorlon: i just looked into the debsso db for the oauth2 users, looks like all alioth sn and cn so far got extracted the right way. 19:39:28 the next IRC meeting is scheduled for May 13 19:39:48 is that ok, schedule-wise? 19:40:02 is anybody feeling that we need more frequent meetings, or something? 19:40:05 zobel: sweet! 19:40:12 may 13th sounds good. 19:40:32 for my part, I think the monthly meeting cadence is still working ok, but maybe people who aren't local have concerns that I'm not seeing 19:40:35 can we have a google calendar share for debconf dates? or iCal files? 19:40:35 ok with me 19:40:45 so my cell-phone reminds me? 19:40:55 there is an ics 19:41:00 zobel: there is an ical feed :) let me find the url 19:41:02 where? 19:41:24 http://www.debconf.org/calendars/DebConf-team.ics 19:41:30 yes, that 19:41:52 no DC15 meetings added to it yet though :) 19:42:12 so unless there are objections, we'll keep May 13th as the next IRC meeting 19:42:36 #info next IRC meeting, May 13 @ 18:30 UTC 19:42:52 #topic AOB 19:42:54 anything else? 19:43:32 #endmeeting