18:32:54 #startmeeting 18:32:54 Meeting started Wed Mar 2 18:32:54 2016 UTC. The chair is tumbleweed. Information about MeetBot at http://wiki.debian.org/MeetBot. 18:32:54 Useful Commands: #action #agreed #help #info #idea #link #topic. 18:33:03 Agenda: http://deb.li/DCR16meet1 18:33:22 those are just some things I quickly threw in there. Please hack 18:34:35 #topic venue status 18:35:17 indiebio pinged UCT again last week, no response 18:35:45 tumbleweed: should we look at a back-up plan? 18:35:54 tumbleweed: just in case? 18:35:55 tumbleweed: wrong url? 18:36:08 gwolf: try https://storm.debian.net/shared/pg75HcKvGVql2SS_PdlitmnPFMUTTYz4_A6mqT_LeDr 18:36:24 I didn't test it, I just copied the ones indiebio left at the top of the document 18:37:06 tamo: no, but maybe we should threaten to 18:37:40 tumbleweed: yup I think it is time to start with that a bit of a concern 18:37:56 tumbleweed: great! 18:39:09 tumbleweed: in the meetings I had with dumbassman the caterers need to know where they can set up, etc. I explained that we weren't sure yet, so it would be great if we could start finalising things like that 18:40:12 yeah, let's jump to food, as we seem to be headed that way 18:40:17 #topic food 18:41:20 ginggs: tamo talked to the CMC about some catering details, and the reply is worryingly bureaucratic 18:41:27 I'll send you a copy 18:41:34 ok 18:41:47 tumbleweed: cool we had a good meeting with Tasy's caterers they are really willing to bend with what we are neeing etc they are puting a price list together for us 18:41:55 the answer to almost everything is "and you'll need approval from the Senate" 18:42:14 tumbleweed: YUP I emailed him and yet to get a response 18:42:23 tumbleweed: I am hopeful 18:42:34 tamo: sounds good 18:43:11 tumbleweed: for the conference dinner I ahve a few options too with the Aquarium looking good 18:43:12 I agree with tamo, Tasty's is a great, flexible option. 18:43:30 tumbleweed: Gold cafe are off the list :( they are doing renovations 18:44:12 tumbleweed: they did a whole spread for dumbassman and myself, the food was good. very conference type food 18:44:46 and the price should be reasonable? 18:44:50 tumbleweed: looking at another option who have done catering for UCT for 17 years they say 18:45:03 tumbleweed: YES very reasonable 18:45:26 well, from everything you describe, it shounds great 18:46:04 What we have asked of them is to put a quote together of maybe 1) Lunchboxes 2) Catering for Lunch with a salad and soup bar and 3) Dinner with a dessert 18:46:34 and they'll handle the dietary restrictions? 18:46:47 4) Braai options Fish, meat and Vegetarian 18:47:06 tumlbeweed: yes, very considerate for vegetarian, vegan and halaal 18:47:25 tumbleweed: Yes very much so - although I was not blown away with their veg options so going to look at a vegan caterer too 18:47:43 OK, sounding promising 18:48:01 tumbleweed: Can we cater for Vegetarian and not Vegan it might really complcate things 18:48:11 lunchboxes are usually off-putting 18:48:26 (unless we are crossing a cultural barrier here and they mean something different ;-) ) 18:48:29 gwolf: ok why? Glad to get some advice 18:48:31 unless from the taco stand 18:49:00 tamo: because they tend to be quite repetitive, non-attractive for a ~2 week time span 18:49:00 haha hence the Food Truck options we are looking into tomorrow 18:49:11 debconf usually has sit-down lunches 18:49:15 (except the day trip) 18:49:29 gwolf: Ya I tend to agree although they are very varied in their lunchboxes 18:50:02 tumbleweed: Yup we were thinking a Wrap/ Sandwich with Biltong, nuts and something to drink. 18:50:10 I think for the day trip the lunchboxes would be ideal; but option of sit-down lunch is better for day to day 18:50:25 but yes, it lunchboxes is just part of the quoted offer, we can choose with proper numbers in the hand 18:50:26 tumbleweed: they also can do chick en and salad or a vegatarian option 18:50:49 (and yes, vegetarians/vegans have to be treated as first-class citizens :-P ) 18:51:09 gwolf: don't worry only the best will do ;) 18:51:41 dumbassman: agreed 18:52:08 so the next option is the Food Truck option for lunch ..... 18:52:44 righto 18:52:49 3 Trucks with various food for meat and vegatarian, with one dessert truck and a coffee truck 18:53:13 Maybe the delegates could get a coupon for that 18:53:26 But only if the all the departments agree 18:54:02 tamo: would we have a seating place next to the trucks? 18:54:23 there's not much difference in "restauranty" vs. foodtruck if there is proper seating 18:54:37 I'd imagine we'd bring the trucks near somewhere we can provide seating 18:54:38 gwolf: depending on where they give us at UCT we can arrange something 18:55:15 right, I'm a bit worried by this you mention that UCT have not answered recently... We do have the contract, so there's no risk of them disappearing on us (is there?) 18:55:28 tumbleweed: Yes I was thinking outside the eating area or close to the engineering department, I seem to recall seating place inside? 18:55:46 NEB has seating on the ground floor 18:56:02 tamo: Rain risk? 18:56:12 tumbleweed: cool yes maybe they can park in front of that area 18:56:18 we had lunches in tents outside in DC12, but some rainy days were... more complicated 18:56:20 leslie social also has a big open foyer (and might be able to provide covered area for food trucks) 18:56:48 gwolf: not too sure just yet, tumbleweed awesome that could work 18:57:31 tumbleweed: when could we nail down proper areas? or is that what we are waiting for - I'd be happy to meet with people if necessary 18:57:50 ginggs:? 18:58:41 gwolf: when we know the space we can start with the details for now just getting quotes and seeing if it is a possibility 18:59:08 right 18:59:55 is ginggs available? 19:00:02 ? 19:00:46 ginggs: just wondering if we can start nailing down areas so we know what we are working with 19:01:49 I don't know, I would think we are waiting on the deal to be finalized with the CMC 19:01:53 tumbleweed: for the conference dinner we are looking at more/less R500 a head 19:02:29 tumbleweed: for a 3 course meal 19:03:13 ginggs: ok who do we "sit" on for that? do you have a contact? 19:04:11 tamo: for comparison, it looks like DC15's dinner budget was €15k, which meant about €30 / head (assuming 500 attendees) 19:04:30 Belinda is the person indiebio and tumbleweed have been pinging 19:04:50 ginggs: you saw the reply she sent tamo (that I bounced to you) 19:05:52 tumbleweed: wow that is alot if changed into rands 19:06:02 I'm not saying we should replicate that :) 19:06:07 I'm saying R500/head sounds reasonable 19:06:15 tumbleweed: great :) 19:06:23 our pitch for Cape Town was that we were cheaper (but more expensive to get to) 19:06:51 tumbleweed: ah ok well we will try our best!! 19:08:00 tumbleweed: the message Belinda sent to us, I sent an email to the man she suggested and asked if I could organise a meeting 19:08:28 tumbleweed: maybe he is the one who is the decision maker? 19:08:54 tamo: she said Michael is the health and saftey officer 19:09:21 so presumably not a decision maker so much as someone we have to get approval from 19:10:34 tumbleweed: okay I thought he was the director oops. But good to have the approval 19:10:53 ginggs: is indiebio handling Belinda then and the CMC 19:11:04 Belinda works for CMC 19:11:20 ginggs: the question is: Who do we need to get approval from, to use areas for food. I guess we ask Belinda :) 19:11:38 (unless we use NEB) 19:11:51 tumbleweed: Belinda said we had to ask the other guy, sorry trying to access her email 19:12:32 no, she assumed we had a plan, which we don't: "Which venue are you using for the teas and lunches for the conference?" 19:12:37 tumbleweed: I have a meeting with Mathew fox to work out Debcamp tomorrow 19:12:50 who is he? 19:14:27 tumbleweed: he runs the uct club, i think 19:14:32 Michal Langley seems to be the guy for most things. Cool so lets choose a sspot and ask if we can permission etc 19:14:39 (from tammy's mail) 19:15:09 tumbleweed: yes teh UCT club his menu is extensive so finding out what can be offered for smaller numbers 19:16:19 oh, right 19:16:20 OK 19:16:24 are we done with food? 19:16:33 tumbleweed: so can we come up with a plan? and present it? 19:16:50 yep, sounds like you're well on your way :) 19:16:57 tumbleweed: LOL 19:17:19 ginggs: can you meet me tomorrow at 2pm? 19:17:55 for? 19:17:59 tumbleweed: yes next week we will have quotes and options for foos 19:18:25 ginggs: to look at options so we can present it and try and nail it down 19:18:55 tumbleweed: as well as menu's for all to have a look at and hopefully make a decision 19:19:35 sorry, what options? 19:20:24 ginggs: we need to work out where everything is going to go, what halls/spaces we can use and where all will take place with food etc 19:21:17 ginggs: Belinda's email suggests that we need to make a decision, so I said to tumbleweed can we look at the options and present what we would like 19:22:07 ginggs: therfore it would be good to meet with you so we can discuss it and look at it 19:24:06 i thought the venues had already been looked at and decided, sorry i'm very lost here 19:24:15 tumbleweed: ? 19:24:22 ginggs: have we asked permission from UCT for any of it? 19:24:59 I was not aware of any eating area decisions / approval 19:25:24 UCT club looked like the way to go during debcamp 19:25:47 tumbleweed: yup def 19:25:58 fuller dining hall would be an option during the conference, but that wasn't decided 19:26:22 tumbleweed: ok cool well I can look at it tomorrow when I am there 19:26:43 OK, let's wind this up 19:26:48 #topic registration 19:26:57 I'm working on it 19:27:02 tumbleweed: will UCT provide seating as I see on Belinda's email she says the caterers need to bring in their own furniturw 19:27:21 tamo: depends where we are 19:27:36 * madduck pants and waves 19:27:43 tumbleweed: okidoke, so we need to consider that option too 19:27:59 DLange: wo steckst Du denn? 19:27:59 tamo: club and fuller dining hall would have seating, other spaces not 19:28:10 ginggs: thanks 19:30:50 tumbleweed: off topic - got the ball moving today on T's and swag bags so should have that wrapped up soon 19:31:05 tamo: great 19:31:59 madduck: I think we need to open pre-reg ASAP, and then reg ASAP after that (there are more details to work out for full reg, so two steps still make sense) 19:33:21 it seems I'm talking to myself 19:33:25 so, let's call this meeting done :) 19:33:31 #topic any other business? 19:33:40 tumbleweed: sorry 19:33:45 just the meeting tomorrow 19:33:46 i was here, just on the phone 19:34:00 tamo: i'll see you at 14:00, anyone else joining us? 19:34:01 madduck: np 19:34:02 tumbleweed: I would love to help but honestly I am quite at a loss as to how I can help. 19:34:11 we haven't exactly found our mode yet… 19:34:13 madduck: yeah, what I'm working on now, I just need to get done 19:34:16 tumbleweed: superfly, highvoltage met last night re website etc to discuss all 19:34:30 then we must talk details about registration (and collecting money :P ) 19:34:33 ginggs: thanks it will make things easier 19:34:48 tumbleweed: meanwhile, I am just waiting for you to give me tasks. I do hope I'll be able to set aside time for this in the coming weeks, but I'll try. 19:35:07 madduck: thanks :) 19:36:10 tumbleweed: we thought of getting the home page set up first with the sponsors and the registration 19:37:24 tamo: I don't understand 19:38:21 tumbleweed: maybe superflyor highvoltage can full you in. As proper pages that are up and running. 19:38:49 tumbleweed: and usable 19:38:54 right 19:39:12 the homepage and sponsors page are currently just templates, not wafer pages IIRC 19:39:21 and yes, I'd expect that we'd change that 19:39:28 people here are hustling for lunch, I need to go 19:39:38 tumbleweed: they can elaborate, ok thanks 19:39:51 #endmeeting