18:59:29 #startmeeting 18:59:29 Meeting started Mon Jul 27 18:59:29 2015 UTC. The chair is madduck. Information about MeetBot at http://wiki.debian.org/MeetBot. 18:59:29 Useful Commands: #action #agreed #help #info #idea #link #topic. 18:59:32 i suppose if he wants to hang out in the channel... 18:59:33 #topic roll call 18:59:38 o/ 18:59:41 #link https://wiki.debconf.org/wiki/DebConf15/Germany/Minutes/2015-07-27 18:59:41 . 18:59:43 . 18:59:48 . 18:59:50 Hi 18:59:53 . 18:59:54 * gwolf will be here just to see the meeting start (sadly, as usual :( ) 19:00:18 o/ 19:00:23 We have a tough agenda, so I'll try to push through it and we have the option to pick up topics again at the end ok? 19:00:34 +1 19:00:35 Hope everyone has read the wiki table 19:00:41 #topic Registration 19:00:54 cate: can you confirm summit was locked? when? 19:01:02 what happens since then? 19:01:11 hi all 19:01:48 hi! 19:01:59 I'm late, will try to catch up with the backlog 19:02:04 (oh, yeah, sorry, i am actually here) 19:02:05 no. summit is not locked. 19:02:07 larjona: not missed much yet 19:02:31 cate: what's preventing that? 19:02:56 . 19:03:02 Too many problems, details. I asked what we need to lock, but no answer, and really I think it is dififcult and probably wrong 19:03:21 *lurks* 19:03:28 We just ignore later change, if we cannot accomodate them 19:03:29 okay, so let's say we don't lock… what happens when people make changes? how can we make sure that the relevant parties receive updates? 19:04:13 rene, larjona: could you please also provide an update on the email text and PDF situation? 19:04:15 Should new people not be able to register? Or we give out no more food ? (accommodation is already blocked) 19:04:33 cate: can you inform people that no more updates will be taken into account? 19:04:45 I couldn't put time on this, but I have plenty of time tonight, so I'll advance it as much as I can 19:05:05 cate: I think the issue is not that we need to close the party, but that we need to communicate updates to the venue, mainly. 19:05:05 It is already printed on both registration pge in summit, since weeks: 19:05:08 I'm not sure where to store the ODT and PDF, maybe in a "docs" folder under the website? 19:05:28 larjona: in git, I'd say 19:05:37 larjona: for downloads, media.debconf.org (a git repo) would be best 19:05:37 at least the template 19:05:50 larjona: I can provide the URLs post-meeting, or someone else 19:06:04 thanks madduck 19:06:14 #info summit has not been locked, but it might not actually make sense. All we need is a way to ensure updates propagate to the right parties e.g. the venue 19:06:48 cate: okay, let's not lock it, could you please provide details on how updates will be communicated? 19:06:55 Post-meeting, not now? 19:07:14 This does tie in with the data the venue needs from registration. I've jotted down the needed info at https://titanpad.com/HoiUGw22Pd 19:07:24 I can lock some fields, but you need to tell me what. I don;t think a entire freeze is usefull 19:07:27 Could we get this done by the end of this week, and then also send the emails? 19:07:58 cate: arrival/departure and probably the requested accom/food option 19:08:14 with a note asking to contact registration@ in case of needed changes 19:08:17 new people need an arrival and departure 19:08:28 oh, we can't lock just for modifications, only for everyone 19:08:41 okay, then I think we can #agree not to lock and instead figure out a way to deal with changes? 19:09:12 #action larjona to work on PDF tonight, will check template/result into Git (location tbd) 19:09:49 the main question is how to keep the venue updated, cate. Can we figure this out after the meeting? 19:10:00 madduck: yes 19:10:26 #action cate, madduck to figure out how to propagate updates from registration changes post-meeting, will send mail to list 19:10:31 okay, then let's move on, shall we? 19:10:56 #topic Fulfillment 19:11:07 this is basically for any questions people might have 19:11:16 we have 2 showcase booths and 6 companies at the job fair 19:11:23 FSFE not counted 19:11:40 so I think this makes for a nice, spacious experience and I am personally happy that we didn't get much more. 19:12:16 #info we have 2 showcase booths (excl. FSFE) and 6 companies at the job fair, which is not too much and will probably be quite nice. 19:12:22 any questions about the whole fairs thing? 19:12:28 1-2 more either way wouldn't have hurt but oh well 19:12:49 right, but this being the first time, I think we did well. 19:13:00 *nod* 19:13:16 alright, I'll move on, if there are questions, I suggest to mail the list 19:13:19 #topic Attendee information 19:13:25 about the website, I think we should add further information to openweekend 19:13:29 oh well, later 19:13:36 well, it's related 19:13:39 * RichiH is here now 19:13:42 * larjona in the phone, will try to follow ASAP 19:13:54 in the car on way home 19:13:56 I think we need to ensure that the web/wiki are consistent and that information is mostly on the wiki, not on the web 19:13:58 (as in, not just fulfillment, but other stuff like party etc.) 19:14:21 it would be really awesome if someone took a bit of time to investigate the experience and plot some necessary changes. 19:14:36 Now I was hoping indiebio would be here… ;) 19:15:33 who could see themselves investing a bit of time here? There is free beer to be had!! 19:15:53 I can invest time in reviewing wiki/website but I could not tell which info is more accurate 19:15:54 well, I'm doing drive-by editing of the website 19:15:55 #info Website and wiki need some love, might make sense to move content from XHTML to wiki so that attendees can care for it and it's easier to maintain 19:16:06 Can I trust wiki is the accurate source? 19:16:22 larjona: I think at the moment, the webpage information is altogether accurate 19:16:55 but e.g. https://wiki.debconf.org/wiki/DebConf15/Welcome describes how to get to the venue etc. 19:17:17 so either the wiki should link to the website, or the content be moved. And I think in the past we preferred the wiki over the webpage 19:17:31 larjona: considering how difficult is to have an account: yes 19:17:42 and we can watch all relevant pages, 19:17:45 there is nothing wrong in the wiki either, it's just all a bit bits and pieces dispursed through multiple pages 19:17:53 watch = add in watch list 19:18:03 not a happy attendee experience if the information isn't just all in one place 19:18:19 Can I take dc14's wiki as reference 19:18:21 ? 19:18:30 and improve on it ;) 19:18:36 larjona is also busy with the PDF, maybe someone else can also help? 19:18:41 yes, esp. for the what-to-bring page 19:18:59 It's more or less the same work, I see the PDF as a summary of the wiki isn't it? 19:19:06 yes, you're right. 19:19:22 I think somebody with local venue knowledge should edit what-to-bring 19:19:30 sorry for me not being very helpful right now :/ 19:19:34 larjona: do ask indiebio, I think she makes a great "example attendee" in that she knows what's reasonable to expect and can help from that angle… 19:19:36 IIRC right now it's mostly outside activity related 19:20:07 do you need to bring soap, towels, whatever 19:20:13 #action larjona will work to polish the wiki a bit, maybe with indiebio 19:20:24 good 19:20:35 azeem: it says about towel and I do assume people bring soap. Should we write toothbrush too? ;) 19:20:44 and underwear!! 19:20:51 madduck: fair enough 19:20:52 yes, we wrote it in past 19:21:01 better safe than sorry :D 19:21:08 Ok, I will look at the what-to-bring page 19:21:13 shall we move on? 19:21:13 maybe a what-to-not-bring is more useful, i.e. facilities at the venue 19:21:16 hairdryer? 19:21:19 nope 19:21:21 noted 19:21:28 DLange: what, you mean you don't have a stash of pink XXS g-strings for people to buy if they run out? 19:21:29 underwear can be bought at C&A, we have civilization this time 19:21:29 #action madduck to make WhatToBring fool-proof 19:21:40 next topic in 5 seconds… 19:21:43 go 19:21:46 #topic Content team 19:21:48 nattie: shhhh! :) 19:21:49 uh 19:21:55 azeem: your stage… 19:22:05 so, schedule has been more or less finalized 19:22:13 nattie, DLange only has XXXL 19:22:21 I tried to query maxy and it seems t be at 1.0, i.e. TBA 19:22:41 I've been drafting an d-d-a/d-a announce for this (and the featured speakers, see -team) for this week 19:22:47 The data should already be in summit 19:22:54 cate: right, yes 19:22:57 #info schedule is at 1.0, azeem is working on an announcement 19:23:02 stellar job by maxy and cate I assume 19:23:07 can we put it visible in summit then? 19:23:10 I'm working to get also a table in style of https://us.pycon.org/2015/schedule/talks/ 19:23:16 it is already visible in summit DLange 19:23:34 we should replace "Proposals" with "Schedule" 19:23:37 just that summit make it not so visible 19:23:42 but I'm not sure how to change the summit side of the bar 19:24:00 I think just linking to the summit page would be ok or will that break our website? 19:24:10 let's figure that out afterwards 19:24:13 rmayorga: anything from your side? 19:24:14 nah, that's the way it works 19:24:15 rmayorga: ack, thanks 19:24:24 azeem and cate, can you do the s/Proposals/Schedule/ ? 19:24:35 where ? 19:24:42 tab bar of website/summit template 19:25:09 azeem: nothing from my side 19:25:27 madduck: we'll figure it out 19:25:33 #action azeem and cate to get Schedule integrated into website (tab bar, requires change in both XHTML and summit) 19:25:37 thank you 19:25:38 next? 19:25:39 then next topic in 5 seconds 19:25:50 actually, RichiH isn't here yet (in car still) 19:25:59 I will skip his two topics and insert them later 19:26:04 madduck: done 19:26:09 #topic Press release 19:26:25 so the press release has not been sent, and that's entirely my fault 19:26:31 madduck: thanks; my connection is very slow atm 19:26:38 It's mostly done, but I have not had the time at all to figure out where to send it 19:26:44 would anyone be able to assist me here? 19:26:45 I think we should send it now that the schedule is ready 19:26:48 and openweekend is there 19:26:53 yeah 19:27:00 for press, can we include teckids? 19:27:01 and we have a semifinal list of companies attending the job fair 19:27:03 meanwhile, the information base is better, so it's not all bad 19:27:07 and childcare 19:27:13 RichiH: is childcare.xhtml ready? 19:27:14 no childcare 19:27:22 #info Press release still pending, but more information is coming in, so it just gets better 19:27:32 azeem: child care comes later. 19:27:37 in agenda 19:27:57 how about this: if you think of any channel to send this to, could you please drop me a mail? 19:28:19 I think we should have childcare.xhtml ready and then link to it in the PR 19:28:22 doesn't debian have a press distribution list? 19:28:30 not waste a whole paragraph on it 19:28:38 not sure but I will work with the press team 19:28:41 azeem: yes, duly noted 19:28:48 #info Please send madduck a mail with ideas you might have about where to send the press release 19:28:59 DLange I don't know, I will ask 19:29:04 thy 19:29:05 #action madduck to translate the press release just before sending and will send it 19:29:20 #action larjona to liaison to publicity team about a press distribution list 19:29:39 okay, let's move on. skipping child care for now 19:29:46 cate, ready for volunteer management? 19:29:52 #topic Volunteer management 19:30:06 what about childcare topic? 19:30:07 it is in https://summittest.debconf.org/debconf15/volunteers/ 19:30:26 madduck , did you skip it? 19:30:27 tassia: when RichiH gets to a proper connection 19:30:33 if you want some special job to be tracked, contact me. Else it will be used for video team stuffs 19:30:43 last thing about PR 19:30:51 is the text available somewhere? 19:30:57 sorry if it was said before 19:31:02 tassia: see the wiki minutes for the link 19:31:10 the agenda there anyway 19:31:11 madduck, thanks 19:31:22 https://titanpad.com/201507-dc15-pr 19:31:29 cate: so anyone could use this to publish tasks that need doing and we'd push this to our attendees regularly? 19:31:37 the problem is that we edit it in german right now I thikn 19:31:56 madduck: I don't know. We must define how to use it. 19:31:57 yeah, sorry, I just wrote it in German without thinking much 19:32:09 cate: okay, can I #action then that you email the team about it? 19:32:34 hmm? 19:32:36 I'm lost. What are you talking about? PR? volunteer? 19:32:43 larjona: both! ;) 19:33:04 cate: well, announce the tool to the team and how we're expected to make use of it? 19:33:05 madduck: I think minutes are ok. if people want task to be tracked, they can contact me. 19:33:28 cate: what if suddenly you get dozens of such tasks? 19:33:29 I don't think we need to announce much, if we will use only for video-team or internally 19:33:43 i can already think of a few 19:33:48 madduck: then teams will announce, but.. now... 19:33:55 cate: we need better routing of volunteers from front desk to actual jobs 19:34:05 cate: we tried a few things before, but without much success 19:34:17 I mean, the only thing that was working was very informal, nothing organised 19:34:36 moray: you talking about dc14 or historically, in general? 19:34:37 the video team/talk parts, which were more formal, did work fine 19:34:39 moray: I tool is not a magic, but we can try 19:34:40 tumbleweed: in general 19:34:50 cate: I don't know if the tool helps indeed 19:34:51 #info a test instance of a volunteer managing system has been put up by cate who can add jobs. Nothing further has been formalised. 19:35:10 cate: I wouldn't expect the hypothetical volunteers to directly use any tool, the missing part is more human 19:35:15 * jmux did his first click in the task list... SyntaxError at /debconf15/volunteers/task/74/ 19:35:24 yeah, historically the video team has done content team jobs (like talkmeister) because the video team were the only active volunteers looking at schedules 19:35:42 jmux: right. it is the table schedule ;-) 19:36:19 maybe it'd make sense to have a separate meeting about this for people interested to help and also figure out a way to use this? 19:36:50 madduck: right, probably some meeting on the topic to make a plan for debconf-time volunteer management, including use of this tool where appropriate 19:37:04 moray: would you be willing to call it? 19:37:17 or cate? 19:37:38 ok. we can do it 19:37:45 so a email is necessary 19:37:55 ok, I can discuss with cate later then 19:38:06 #action cate to email dc-team about volunteer management, possibly a meeting will be set up with moray 19:38:08 jmux: now I removed the wrong code 19:38:19 alright, moving on in 5 seconds… 19:38:24 RichiH: are you here yet? 19:38:31 #topic Day Trip 19:38:32 cate: and someone needs to update the FAQ 19:38:53 hvhaugwitz has done work tying the ideas into concrete schedules and busses have been organised 19:39:00 #info hvhaugwitz has done work tying the ideas into concrete schedules and busses have been organised 19:39:07 status: speyer techic museum: confirmed, dilsberg: guided tour confirmed, boat tour open (will try again tomorrow), hiking/brewery open 19:39:13 #info what's needed next is wiki pages for the options including signup lists/tables 19:39:13 details see wiki 19:39:18 hvhaugwitz: great! 19:39:25 jmux: after the meeting, when we know how to answer 19:40:11 I think it's okay to announce the day trip options formally at DebConf and then expect signups then, right? 19:40:22 yes 19:40:23 we can start earlier if we get it done earlier, but no rush. 19:40:29 can create pages similar to the ones for dc14 (https://wiki.debconf.org/wiki/DebConf14/DayTrip) 19:40:38 esp. since the group sizes are limited 19:40:43 hvhaugwitz: yeah, that'd be great 19:40:49 BTW you need to signup to really see much of volunteer power [personal and task schedule] https://summittest.debconf.org/debconf15/volunteers/signup/ 19:40:50 people's choices will depend on other's choices anyway 19:40:58 madduck: it would be better to start the signup before 19:40:59 so better to ask during debconf, yes 19:41:07 speyer asked for numbers one week in advance 19:41:10 ah 19:41:22 #action hvhaugwitz to create wiki pages for the options. Once done, he should announce and ask for signups as he sees fit 19:41:37 okay, any other questions? else moving on in 10s 19:41:52 "pre-registration with number of attendees required one week before" for Technic Museum Speyer 19:41:52 what about the busses will they be paid 19:41:57 by debconf? 19:42:04 I think so, yes 19:42:07 budget has them 19:42:22 but I think we collect entrance fees from people etc. 19:42:27 ok currently no questions from me at the moment 19:42:36 #topic Conf dinner 19:43:03 #info chairs approved 2 additional busses and they have been organised, so now we have 9 busses going back and forth until we're all at the restaurant 19:43:21 #info loni has updated the menu slightly 19:43:47 #info they do want numbers possibly before we have them all, given that not everyone arrives on saturday 19:44:02 #info this might mean limiting the options (but still ensuring veggie etc.) 19:44:20 #action madduck to check what to do about special food preferences once nattie compiled the info 19:44:26 any questions? 19:44:34 is any of the stuff vegan? nattie asked the other day for frontdesk to know. 19:44:35 madduck: could you provide the menus in german and in english? So people can prepare to choose 19:44:45 cate: yes, will do 19:44:46 madduck: what percentage of hikers do you forecast? 19:44:56 #action madduck to provide menus ASAP (in english too) 19:45:06 * madduck sticks finger into wind… 19:45:15 azeem: the working assumption for me has been about 10–15% 19:45:20 i.e. 60 people 19:45:25 sounds reasonable, yeah 19:45:42 depending on weather ;) 19:45:45 #info we're assuming ca. 60 people will hike the 5.5km 19:45:52 #info depending on weather 19:46:00 alright, moving on in 10s? 19:46:11 RichiH: where are you? ;) 19:46:29 (he has excused himself, so don't snarl at him when he comes!) 19:46:34 #topic Room allocation 19:46:36 git:debconf-team/dc15/frontdesk/DebConf_FrontDesk_registration_process.odg has the basic menu in German / English (not including all side dishes) 19:46:58 #info marga allocated everyone to rooms, some changes are still happening. We are pretty much on the 350 average, which is great. 19:47:24 #info If we stay below, we can upgrade some people at last minute to sponsored, I have informed bursaries about this. Only applies to DebConf 19:47:30 any questions? 19:47:44 #info Final allocation info mails have been sent, the rate of change requests seems to be slowing down. 19:47:58 the vegan question from above is unanswered... 19:48:14 I'm not very motivated to revisit bursaries decisions. 19:48:15 #info Note for the future: a slew of changes came in after the preliminary allocations, might make sense to send those earlier in the future so that we get better data sooner 19:48:31 DLange: 27 21:44 < madduck> #action madduck to check what to do about special food preferences once nattie compiled the info 19:49:09 bremner: okay, then we'll see what happens. Understandable. It's basically just an option. I'll take a free bed if we pay for it anyway 19:49:14 Should we move on? 19:49:22 madduck: so vegan is going to be separate from the default options? 19:49:26 just to confirm 19:49:50 i'll ask afterwards 19:49:53 nattie: I think vegan people (who we know from summit) will have to make themselves known 19:50:08 maybe one option is vegan 19:50:10 not sure right now 19:50:13 * hvhaugwitz is away now 19:50:17 i can also print more stickers 19:50:33 it's an #action for me and I'll let you know 19:50:48 moving on in 5s… 19:50:59 #topic Front desk 19:51:09 This is also mainly on the agenda for questions in case there are any? 19:51:36 I think most of the questions FD has have been cleared outside the meeting. 19:51:37 #action madduck to place the office supplies order at the end of this week or early august 19:51:41 yeah 19:51:44 Nothing to report at the moment 19:51:48 #topic Venue thanking 19:52:01 The venue staff (2 of them mainly, but also the head) have been really cool 19:52:12 It would be nice to offer them a "souvenir" 19:52:20 we do have swag and maybe a bottle of wine 19:52:27 if someone has other ideas, please voice them 19:52:33 I' do that one at the end of DebConf. And we can organize something during DebCamp / early DebConf. 19:52:37 also, it would be awesome if someone could take this on and feel responsible. 19:52:38 plush penguin? 19:52:45 We'll find out what they'd like to have. 19:52:52 #action DLange to be in charge of venue thank-you presents 19:53:00 alright, now back to the RichiH topics 19:53:01 ack 19:53:04 DLange: and if you do it earlier than that it seems more like a bribe than a thank-you :) 19:53:07 debian merchndising? Umbrellas/swissknives 19:53:22 larjona: "swag" ← yes. 19:53:22 We invite the staff to C&W and some swag to the responsible 19:53:31 moray: yeah. Bribes are separate :) 19:53:33 they are invited to all events anyway 19:53:38 I hope that's ok 19:53:43 childcare? 19:53:44 we are slightly over time, but… 19:53:52 I think wine is better and more appreciated than umbrella 19:53:54 yeah, since RichiH is not here, I can try to field questions… 19:54:01 let's revisit the topics 19:54:04 #topic Video team status 19:54:06 I think "it just didn't work out" is not acceptable for now, we still have some time 19:54:18 madduck, I'm working on it 19:54:34 on the childcare, along with ilona na dana 19:54:39 ilona and ana 19:54:47 tassia: can we discuss this in a minute? 19:54:50 and I got surprised by the agenda topic as it is 19:54:53 right, video status 19:55:11 madduck, you called richih topics, but ok 19:55:20 tumbleweed, go ahead 19:55:21 we're working out equipment shipment 19:55:39 and I'm going to start contacting local hiring companies, today 19:55:46 DLange found some contacts, and he have a list of things we want 19:56:01 that'll be aiming for 3 rooms 19:56:11 home 19:56:13 I've also put out feelers to get more laptops donated, don't know if that'll happen, yet 19:56:22 we may want to find a local computer hire store, and get some PCs 19:56:22 #info video team is aiming for 3 rooms (\o/) and are working with local renting companies 19:56:32 RichiH: perfect timing 19:56:56 tumbleweed: maybe send the specs to dc-team or dc-discuss as some of us might be able to lend? 19:57:01 madduck: my laptop almost died on the way, but else, yes ;) 19:57:02 as to the software stack: I'm working on the in-room bits, and setting up a veyepar 19:57:41 tvaz is looking at CCC's system (although it's quite different to what we've used before) 19:57:47 and volunteering, we've already discussed 19:57:53 I think that's about it for status? 19:58:00 tumbleweed, I would really like to see how you guys do the video, just out of curiosity sake 19:58:08 nkukard: join the team :) 19:58:33 tumbleweed: do we need to make acall for volunteers? 3 rooms requires man people from the beginning 19:58:46 I may come back begging for a bigger budget after talking to hire companies 19:58:49 #info software stack is in the works, CCC's system is being inspected 19:58:51 nkukard: and bring a DV capable camera 19:59:08 cate: yes, thats' probably a good idea 19:59:09 #info hiring equipment might require a budget increase 19:59:15 DLange, I don't have any camera stuff 19:59:24 alright, cool stuff tumbleweed. 19:59:25 tumbleweed, when do you arrive btw? 19:59:28 Especially glad to see you aiming for 3 streams 19:59:29 nkukard: 9th 19:59:36 alright, anything else? 20:00:06 let's move on in 5s 20:00:13 #topic Infrastructure 20:00:30 Zugschlus could not make the meeting today but will go this week 20:00:37 any questions to RichiH? (status is on wiki) 20:01:19 Zugschlus prepared the routers today and once he is there, he will connect and let me log in 20:01:25 then we can test bgp 20:01:50 Zugschlus will alos have a look at the piece of infra which is the 1G bottleneck; though only networkers care about that 20:02:00 wednesday afternoon 20:02:05 we still need to order cables etc, that will be done this week 20:02:05 RichiH: oh, I asked the other day. Do you have any tiny network switches that video can use? 20:02:22 info Zuschlus to visit venue Wed afternoon, connect routers, test BGP 20:02:27 cisco belgium gear will arrive on 09.08. 20:02:28 #info Zuschlus to visit venue Wed afternoon, connect routers, test BGP 20:02:45 * RichiH will also arrive at 09.08. 20:02:50 RichiH: is there a gear list? 20:02:54 yes, on the wiki 20:03:03 link please? 20:03:07 irina grabbed some more stuff which is not yet on the wiki 20:03:08 sec 20:03:44 #link https://wiki.debconf.org/wiki/DebConf15/Hardware 20:04:10 great 20:04:12 can you update the AP controllers, RichiH? Do we have the model now? 20:04:41 I guess that answers my question with a no :) 20:04:56