18:59:40 #startmeeting 18:59:40 Meeting started Mon Jul 20 18:59:40 2015 UTC. The chair is marga. Information about MeetBot at http://wiki.debian.org/MeetBot. 18:59:40 Useful Commands: #action #agreed #help #info #idea #link #topic. 18:59:49 #topic Roll call 18:59:51 . 18:59:51 o/ 18:59:56 o/ 18:59:57 Hello everyone, please say something if you are around 18:59:58 hi 18:59:59 o/ 18:59:59 * Zugschlus . 19:00:02 hola 19:00:07 (on bad network on amoving train) 19:00:21 #link Agenda at https://wiki.debconf.org/wiki/DebConf15/Germany/Minutes/2015-07-20 19:00:29 hi 19:00:31 o/ 19:00:35 <_rene_> hi. (just passive due to household stuff...) 19:00:53 . 19:01:02 kinda want to remove my address from summit now... 19:01:32 hi 19:01:35 #topic Content Team Status 19:01:49 rmayorga, azeem, maxy: can you please provide an update? 19:02:07 * PEB lurks 19:02:11 ok, talk selection is finish and maxy have already a preliminary schedule 19:02:23 #info Maxy just sent the draft schedule to debconf-team@ 19:02:56 ok, that is, I guess now we just need to make it official 19:03:10 and decide a date for that 19:03:22 Right, how long will you keep the schedule open for comments? 19:03:31 I think opening cerimony is too short, if we need to explain house rules etc. 19:03:44 It's half an hour 19:03:58 It looks small in the PDF because it doesn't need any wrapping. 19:04:07 marga: 30min later start the new talks in different rooms 19:04:13 But half an hour should be more than enough to explain things 19:04:20 jcristau: then you just have to tell the hostel at check-in and you'll hold up the queue. 19:04:24 so 15 min or so, if you want to be video teamed 19:04:37 that's fine 19:04:49 cate, the agreement with video team is 20m for short talks, 45m for long talks 19:05:02 we will need to improve the formatting on that schedule to make it more readable :) 19:05:11 Tincho, it's a draft. The actual schedule will be in summit 19:05:47 shouldn't we make it available for speakers and confirm that their date/time works? 19:05:59 I can't promise that the summit output will be more readable though. 19:06:14 I have the impression that we did it in the past 19:06:30 marga: really the agreament were 20+20 or 45. Possibly 20 min should be enough, but we are talking of open cerimony. 19:06:40 make it landscape and it will be more readable 19:06:42 but let's continue 19:06:53 tassia: Yes, but we will, but right now we are still working on in from inside the team. 19:06:56 where is the schedule? 19:07:01 in your mailbox 19:07:03 cate, yeah, I've been to a bunch of opening ceremonies that had 1 hour allocated and only lasted 15 minutes 19:07:07 madduck: pdf in mailist 19:07:09 madduck, debconf-team@ 19:07:24 maxy, nice 19:07:33 sorry 19:08:13 30 mins for opening ceremony is fine. 19:08:21 sorry marga, but really I don't understand. but if team is ok, and if the second talks could be delayes, it is ok 19:08:27 Alright, if you have any comments about the schedule, please send them to content@debconf.org 19:08:47 but if the next talk starts at :30, then we really only have 20–25 minutes 19:08:50 madduck: it is not 30 min 19:08:51 which is also fine, just needs more preparation 19:09:07 20 min maximal. Remember that opening has special setup 19:09:19 Yeah, 20 minutes should be fine 19:09:20 we'll make do with whatever time we get 19:09:35 we could start 09:45 19:09:43 #info Comments about the schedule should be sent to content@debconf.org ASAP 19:09:44 nothing before but breakfast 19:10:13 we could do that, and I actually think it's a good idea, given how the following days the daily briefing is also at :45 19:10:34 I really don't think we have that much content, but whatever. 19:10:48 well, there will be a raffle ;_ 19:10:55 It's basically "Thanks to our sponsors: X, Y, Z. These are the basic things you need to know. Enjoy!" 19:11:11 I also think 15 min is fine 19:11:12 then we let people go early 19:11:39 but, it would be a real compromise with the video team (it couldn't be more than that) 19:11:40 15 minutes are over really really fast, especially since we won't start right on time 19:11:50 Well, if you care about it enough, mail content@ :). I'd like to move on now. 19:11:57 * madduck votes or 9:45 and ending when we're done. 19:12:00 ok 19:12:39 on another topic, but may involve content 19:12:52 who will take care of sprints infra requests 19:12:53 ? 19:13:08 Are there requests? 19:13:15 I mean, room allocation, projector, etc? 19:13:16 What kind of requests? 19:13:21 tassia: what do you mean "infra request"? 19:13:24 whiteboard 19:13:35 cate, marga ^ 19:13:58 I believe this falls under the umbrella of Content Team 19:14:01 tassia: most of sprint requires only a room to talk. But we should have few projectors 19:14:07 there are a few, but some requests 19:14:12 I'm not sure who inside content team would do it... 19:14:27 4 projectors and 2+ flipcharts are available from the venue 19:14:36 I am dealing with the sprints people (from within the content) 19:14:49 tassia: so you will handle the requests. 19:14:49 I think content should gather these needs and request them to the people dealing with the venue and materials 19:14:53 tassia, then it should maybe be you? 19:15:05 Orga or frontdesk has the keys of storage room 19:15:06 but I don't know what should I do to reserve a room or make sure we can provide those stuff 19:15:32 Tincho, the list of materials is available. So, Content should just make sure there is enough and if something is missing we figure out how to provide it. 19:15:42 ok, so I'll do it 19:15:48 tassia, do you have the list of rooms that are available? 19:15:53 marga: yeah, but somebody should know that these things are to be provided those days 19:15:58 Madrid, Helsinki, Stockholm, etc? 19:16:00 and content does not know about that 19:16:15 Tincho, yes content knows 19:16:25 I am dealing with that as part of content 19:16:30 tassia: I'm not sure if we know about those specific rooms 19:16:35 in the sense, that if we don't coordinate, they might be taken for something else 19:16:44 so far we know about the ones we will have video on 19:16:47 tassia, please let me know what information you are missing so that you can do this. 19:16:53 rmayorga, I don't know yet, but I will 19:16:57 ok, go on 19:17:15 tassia, but I think it makes sense that you do the room assigning and so on. Any missing information you can ask from me, madduck or DLange. 19:17:33 rmayorga, that's during DebConf. 19:17:40 and with the topic of sprints ... please sign up for https://wiki.debian.org/Sprints/2015/DebConfOrga 19:17:48 marga, so I can consider the 3 of you as the facilities people for now? 19:18:09 you can consider us local team and venue liaison 19:18:14 * marga nods 19:18:27 Alright, let's move on 19:18:28 I just didn't know who else besides madduck had this kind of info 19:18:32 marga, great 19:18:43 #topic Video Team status 19:19:01 RichiH, tumbleweed: how is that going? Any updates since two weeks ago? 19:19:09 marga: there's a meeting tomorrow 19:19:17 so, badly timed for this, I'm afraid 19:19:24 tumbleweed: can you give an overview of the current status? 19:19:59 we've started trying to audit our equipment, and figure out what we'll need 19:20:23 also, there's a after-meeting for wednesday 19:20:24 I have to say, a third room is looking unlikely (it'll require a lot of equipment hire) 19:20:34 tumbleweed: has a team been assembled yet? 19:20:50 it's coming together, slowly 19:20:57 There's quite a sizable budget line for video team 19:21:37 can we agree to postpone this point by ~2 days? we will update the ML asap 19:21:38 yeah, we'll need some of that for shipping, which is also being looked at. 19:21:41 sort of. We are still waiting for a "claim" with details actually 19:21:56 but yes, we should be fine. Just saying that you won't just be able to spend 5000 ;) 19:21:56 FYI: you have 48 azure T-Shirts so you can recruit a lot 19:21:59 the team does know that we aren't supposed to use that entire budget line :) 19:22:07 recruiting mostly happens at the event 19:22:12 tumbleweed: unless you make a good case… 19:22:23 Right, this seems to be an equipment problem rather than a volunteer problem 19:22:38 as to infra: I'm working on some of it. cate is working on the volunteer system 19:23:07 marga: both problem [and the timing] 19:23:08 awesome 19:23:14 tumbleweed: it's great to hear progress is being made, but please, shoot an email to the team after the meeting so we all know a bit more 19:23:32 Tincho: we will 19:23:35 cool 19:23:40 tumbleweed, if we don't have equipement and renting is the only way to provide 3 room-coverage, them a list of needed equipment and cost is the next stage 19:23:41 #info There will be another meeting tomorrow. Minutes shall be sent to the team afterwards 19:23:42 rger 19:23:46 about the rest of infra, how are we? 19:24:16 tassia: we probably need some locals to do rental scouting for us. Some of the things we'll want aren't going to be easy to find 19:25:06 (DV cameras are apparently almost impossible to hire) :P 19:25:20 ... Because they are basically obsolete :-/ 19:25:21 we could buy them 19:25:41 tumbleweed: we can hire it in Paris, and send it with rest of video equipment. 19:25:52 we may also need a few laptops with firewire. I'm tempted to buy a few on ebay 19:25:53 madduck: no. DV is an obsolete technology 19:25:54 madduck: and toss them away afterwards as the workflow will most likely change 19:26:01 or ship around the world at quite some cost 19:26:02 ah ok 19:26:02 but yes 19:26:20 ok, so let's have a list first, them we work on how to get them? 19:26:25 yes 19:26:29 yeah, we'll discuss this tomorrow 19:26:35 i don't think it'll be the end of the world for video/infra eventually to have a box with all stuff and a UPS item in the budget each year 19:26:36 of course the team's priority is going to be doing 2 rooms at all 19:26:37 it seems that dc-team is expecting a 3 room coverage at least 19:27:04 yeah, I have no idea where that expectation comes from. The video team doesn't have that much equipment 19:27:18 dc14 was special because we were using CarlFK's equipment 19:27:21 I also have no idea, but it was said last meeting 19:27:21 From last year 19:27:32 And I think the previous year as well, but I might be wrong. 19:27:37 that'd be wrong 19:27:55 well, we've used my personal camera and computer for a couple of years 19:28:03 so we had an extra one 19:28:14 Anyway, I think we could offer a simpler solution for the BOF room(s): One camera, no dvswitching, no DV needed. 19:28:19 i think my dad has one and I'll inquire 19:29:00 I need to check if it is still alive 19:29:16 can we move on and resume after tomorrow's meeting? 19:29:21 please 19:29:25 thanks 19:29:37 dc-team how bad it is if we only have 2 rooms? 19:29:38 (also, i know one video guy, i will ask him) 19:29:43 Alright, let's move one, but let's please try to make this happen, even if it's "less professional" 19:29:49 tassia: better than 1 room ;) 19:29:51 marga: fully agreed 19:29:52 Probably a video-content-local team meeting in few days could be nice 19:29:55 very bad 19:30:05 cate: yeah, I think we'll need one of those 19:30:17 tumbleweed: you call it! 19:30:27 Ok, moving on... 19:30:31 \o/ 19:30:46 tassia: That means no video for any of the BoFs. 19:31:17 #topic Registration Team status 19:31:30 maxy, I see, so let's work towards that goal 19:31:45 #info Mails were sent yesterday to 379 people staying at the hostel, quite a bunch of people reacted by making changes. 19:32:16 499 attendees 19:32:31 Regarding things that need to happen, on top of room allocation, we wanted to send people an email (with possibly a PDF) with info about "Getting to the Hostel", "What to bring", etc. 19:32:57 We probably need someone to make sure that we gather all the necessary information and if possible generate a PDF with it. 19:33:01 Do we have a volunteer for that? 19:33:12 marga: are we preventing them from making further changes? otherwise it could become messy with people thinking that those changes will have an impact 19:33:38 Well, I'd rather they made changes and then have to fix the allocation, that have wrong information. 19:33:49 Tincho: later changes needs some mails. as older DebConf rule 19:34:09 But yeah, at some point changes should be blocked. 19:34:45 like now. because we need to provide final data to the hostel 19:34:46 yes. summit will be frozen, and changes only via registration@. No deadline now 19:35:04 If none volunteers, I volunteer, but I have no experience. I'd like to know deadline for that PDF to be prepared 19:35:05 madduck: we are waiting people anyway 19:35:15 _rene_, I believe that early on, you wanted to tackle the preparation of the above mentioned PDF. Would you still like to work on this? 19:35:58 _rene_ was in read-only mode, I think 19:35:59 madduck: final data for what? 19:36:03 larjona: it's the first time, so noone has experience. We could start with a wiki page collecting ideas about info to go on there. 19:36:09 <_rene_> yeah, but here right now (i.e. reading) 19:36:16 Oh, I see now that this was added as "Public relations" topic, I had missed that, sorry :-/ 19:36:25 Tincho: food selection, and also rooms. 4 weeks in advance. which was saturday. 19:36:32 <_rene_> mmh, not sure. did anything get out of madducks photos? 19:36:44 _rene_: i uploaded them to annex… 19:36:54 madduck: but they want information about who's sleeping where 4 weeks in advance? 19:36:58 but this is the next #topic 19:36:59 <_rene_> that I saw, I mean besides that. ok, that sounds like a no :O) 19:37:15 Tincho: no, not room allocation, but they need to prepare the records for invoices etc. 19:37:17 <_rene_> s/O// 19:37:24 so the length of stay, at minimum 19:37:59 Regarding deadline, I think it would be nice if this was sent before August. 19:38:12 <_rene_> which is end of next week... 19:38:17 madduck, and people are still changing that. 19:38:25 <_rene_> and I can't plan time next week at all (on-call duty etc.) 19:38:26 yeah i know :/ 19:38:42 Yeah, end of next week. Or well, it could also be in two-weeks, but not much more than that. 19:39:24 i'm not following 19:39:49 cate, this is about preparing the content for the next mail 19:39:59 Or you don't follow madduck's item? 19:40:06 We are discussing two things in parallell. 19:40:44 we are in registration #topic, not public relations 19:40:46 <_rene_> I can try, given we do have the photos and just need "a bit" of text 19:40:49 should we freeze data, when? Mails: one quick (filling data) nad one with pdf or we wait for the second one/? 19:40:58 Yeah, sorry, I mixed them up because I thought PR was something else. 19:41:02 <_rene_> for "what to bring" that shouldn't be too difficult 19:41:14 <_rene_> anyone having a script for sending the mails out? :) 19:41:15 marga: sorry. I didn;t find a better title 19:41:18 _rene_, can you try to work together with larjona? 19:41:22 cate: freeze now, send email asking to mail changes. 2nd email later 19:41:23 <_rene_> jup 19:41:34 yes 19:41:35 madduck, right now we are waiting for 19 people that will register tomorrow 19:41:44 ok 19:41:58 #agreed _rene_ and larjona to work together on the "How to get / What to bring" email to be sent to attendees. 19:42:01 madduck: now it is too early 19:42:09 we are asked few people to still register 19:42:15 But we could maybe do it by the end of the week. 19:42:38 i will try to appease the hostel 19:42:51 yes. And all changes will go to registration@ so we will do case per case, according availability 19:42:52 madduck, regarding food, I think the info in summit is accurate enough, there will be some variation, but it shouldn't be that large 19:43:00 Regarding attendee records, I'd send them end of this week. 19:43:06 right, i am not too worried about food 19:43:17 madduck: new people are only for DebConf, so DebCamp should be ready 19:43:24 ? #agreed summit changes to be frozen by Friday? 19:43:34 debcamp deadline was 10 days ago, cate 19:43:40 ah ;-) 19:43:42 yes please -> badges printing... 19:43:47 we are so near to DebConf? 19:43:50 marga: sorry, I have an individual query. I know the guy from LWN had not registered (I told him a few times), and I ccd registration once to try to have something reserved. Is he being counted or not? 19:43:53 marga: for me it is ok 19:44:01 cate, we are 3 weeks from DebCamp, 4 from DebConf 19:44:10 -0.5 19:44:30 Tincho, not currently counted, the message was unclear on wether he was staying at the hostel or not 19:44:48 yeah, I still don't know L/ 19:44:51 :/ 19:44:57 Then... How can he be counted? 19:45:36 Anyway, I'm not sure my agreement was agreed. Any other proposals? 19:45:51 no, your's is fine 19:46:22 2wks before DC and we're rather full anyways 19:46:29 so let's freeze it 19:46:37 #agreed summit changes to be frozen by Friday 19:46:43 cate, sorry about the mixup, should I skip the next topic as it's already covered? Laura and Rene will prepare the content, and I guess they'll coordinate with you for sending, yes? 19:47:13 DLange: acoomodation is already frozen. Foos will be frozen, but should people still mark attending? 19:47:42 marga: one or two mails? 19:47:53 Ok, I'll do the #topic 19:47:59 yes, same for late info on "oops, can't attend" 19:48:03 #topic Email(s) to get sent to attendees 19:48:08 cate: two, please. We need the info ASAP 19:48:17 #agreed _rene_ and larjona to work together on the "How to get / What to bring" email to be sent to attendees. 19:48:23 #info https://debian.titanpad.com/20 has some initial ideas of things to include in the email. 19:48:32 madduck, which info? 19:48:47 who will be attending from when to when 19:49:08 madduck, we have that info, my mails from yesterday already triggered corrections. 19:49:15 madduck: this will no change IMHO with a mail 19:49:20 I'm not sure sending yet another with no other content will change things. 19:49:25 This is about informing people of stuff. 19:49:41 fair enough. I have not actually read your mail from yesterday, sorry. 19:49:54 my first mail was to gether more info for hostel [addresses] 19:50:10 yeah, that info is needed 19:50:24 but we can merge in one mail, and start with people with complete data 19:50:25 later changes will just be extra work or delay things. 19:50:37 cate, if it's only for people staying at the hostel, we can merge it into the email regarding final room allocation 19:50:42 cate: and what do I tell the venue? When can they start creating records? 19:50:47 The other one is for everyone. 19:51:03 cate, didn't we agree end of this week? 19:51:10 madduck: you can filter the record with complete data. 19:51:24 good idea 19:51:30 madduck: so, what is needed then? length of stay for invoices (for paying people) and addresses for everybody? 19:51:42 ideally, yes. 19:52:05 and not just paying people; everyone staying at the hostel 19:52:06 lenght of stay: marga has it for room allocation 19:52:09 so, the paying people is a subgroup that can be told: you'll be invoiced in 2 days, and no changes can be made afterwards 19:52:20 madduck: what for? they won't get invoices 19:52:33 madduck, addresses 19:52:38 Tincho, ^ 19:52:43 yes they will. for key deposit, and due to the check-in process we designed. 19:53:16 in that case, they might need to wait a bit more I guess.. 19:53:24 how long? 19:53:32 dunno, I am not working on the data 19:53:48 Well, some people already have addresses, and those can already be sent 19:54:00 (end of this week, when we freeze data) 19:54:11 what do we do with the people that have no real name given? 19:54:25 They will have to wait a bit longer when they arrive 19:54:26 marga: no need to wait for freeze. address should not change 19:54:35 I guess if the venue wants addresses, they are not to happy about some of the names they'll get 19:54:36 cate, but length of stay might. 19:54:55 DLange, it's quite a small list of people in this category 19:55:11 DLange: I've prepared them about this. They know we're all hippies so there was no real surprise. 19:55:12 will they request ids? 19:55:18 don't think so 19:55:19 marga: yes. but also that could change. After your mail, I expect most of people will correct dates quickly 19:55:24 then any name should work 19:55:31 the whole point of providing the data up front is to speed up the process onsite 19:56:00 that's great, but let's not complicate things further because of it 19:56:12 Ok, we are going in circles. 19:56:16 it's not like we didn't know this 12 months ago… 19:56:21 The topic was what to send in the emails. 19:56:26 This is not helping 19:56:50 So one mail, with PDF and all info 19:57:11 and the room alloc confirmations ASAP with a call to check the data and fill it in 19:57:13 madduck can start giving hostel some data earlier 19:57:16 cate: shouldn't that be sent after data is frozen and no changes allowed? 19:57:48 room alloc email this week. PDF email next week 19:57:48 Tincho: no. People will request changes anyway, so few changes we still be able to do. 19:57:55 k 19:57:57 But usally it is only a very small rate 19:58:21 [yes, later the process, better the data, but I think it is not what we are looking[ 19:58:48 so, let's finish this, we are late 19:58:57 Ok, so in the room allocation final mail, I can also add that they should add their address to summit. 19:59:09 And then the PDF will have all the welcoming information 19:59:10 hopefully we'll one day be more strict and earlier about data collection and commitments. All this stuff about dealing with our precious attendees is really complicating things and it's our fault because we didn't define the rules more favourably to orga 19:59:22 marga: exactly. 19:59:22 §23 of the BW Meldegesetz means the venue has to check passports and country on the "Meldeschein" 19:59:29 #topic Birthday Party 19:59:33 madduck: well, I think it is a deliberate choice 19:59:46 madduck, you spoke with the hostel about this, can you #info, please? 20:00:23 #info We have an offer for a cake, 42 € or so per baking tray, which should feed about 40 depending on size of pieces 20:00:32 #info we have a band organised and they are set to go 20:00:51 #info we can have HD with a microphone for some fun stuff on stage, e.g. games and DPL humiliation etc. ;) 20:00:52 How would decorating the cake work? 20:01:16 HD in this context is? 20:01:17 they would decorate it. I am not sure we can get away doing this ourselves on site 20:01:30 marga: sorry, the room Heidelberg 20:01:33 I probably bake it for much less if you only find a kitchen 20:01:38 Heidelberg 1-3 room 20:01:46 * marga nods 20:01:48 tassia: yeah, no kitchen on site for us to use. 20:01:49 tassia: don't be crazy, you have enough to do :) 20:01:51 tassia: not allowed at the venue, we asked 20:02:08 Tincho, that would be the funniest part from me 20:02:13 heheh 20:02:14 Another possibility would be to recruit someone's kitchen from the local volunteers. 20:02:23 for 500 people? 20:02:30 do we really want the extra logistics? 20:02:36 dc13 cake was already pretty messy 20:02:50 nah 20:02:53 it seems funny tha ta hostel don't provide a kitchen 20:03:00 yeah, weird hostel 20:03:03 I am used to bake for 200 people 20:03:07 no German laws 20:03:44 anyway, we have pleeeenty of evening events already.. let's try not to get too crazy 20:03:46 German hostels most times don't have open kitchens. 20:03:49 tassia, I totally believe that you can do this, but it seems that it would really be an extra hassle to make it happen :-/ 20:04:10 madduck, do we have another offer or only that? 20:04:17 I find it very expensive 20:04:17 only that 20:04:51 Do we really need a cake? Some swirl cookies could do the jobs? 20:05:01 some = > 1000 20:05:04 We could have asked if a nearby school has kitchens to use... - but I guess that'S too late now 20:05:05 cate, much more work than a cake 20:05:12 cate, it's the same thing, someone needs to bake the cookies 20:05:33 it is not a lot of work, we only need an equipped kitchen 20:05:42 cookies can be cooked in advance, but I'm not really on the field 20:05:43 jmux, yes, a school kitcen would be awesome 20:05:59 they'll be closed for renovations and cleaning 20:06:14 madduck, all schools in the city? 20:06:21 Well, it's holiday season 20:06:30 the way I see it: cake or no cake. And if cake, then it'll be the offer unless someone else makes something else happen. 20:06:56 Someone from heidelberg wrote it this week 20:07:01 madduck, can we have that offer as a plan B and I try to make something else happen as soon as I arrive? 20:07:02 the offer expires this week. they need to know end of next week to be able to plan. 20:07:09 tassia: no. 20:07:12 what??? 20:07:13 We could ask if they could find lend us a kitchen 20:07:28 marga, good idea 20:07:35 madduck: they will take 3 weeks to bake it? :) 20:07:40 I don't see why you need to much time in advance 20:07:52 i am not here to argue this. I am just passing on what I know. 20:08:02 but hey, please, someone who cares please take over. 20:08:03 madduck, so people speak english? 20:08:08 I can take over 20:08:20 not sure. But the lady only does phone, not email. 20:08:42 or well, find something else. 20:09:11 or cancel the cake 20:09:26 well, I'll think about it 20:09:34 any local volunteer to help me with this? 20:09:49 DLange? 20:10:02 I'm not local to Heidelberg 20:10:21 a local wrote last week in -team 20:10:45 i guess that we wont be allowed to order cake from a lcocla bakeral bakery? 20:10:46 I'd really order the cake. If you find a place to bake something extra, people will love having the choice or a second piece! 20:10:48 if we can bring our own cake, we can organmizs that from the locals 20:10:54 I think we will find a solution (autsidethe meeting) if someone is in charge 20:11:18 madduck, can we bring our own cake? 20:11:35