18:29:42 #startmeeting 18:29:42 Meeting started Wed Apr 27 18:29:42 2016 UTC. The chair is tumbleweed. Information about MeetBot at http://wiki.debian.org/MeetBot. 18:29:42 Useful Commands: #action #agreed #help #info #idea #link #topic. 18:29:55 Agenda: 18:29:56 http://deb.li/DC16meet1 18:30:15 tamo: can do 18:31:07 * tumbleweed twiddles thumbs and waits for that to load 18:31:12 ô 18:31:15 * highvoltage waits for tumbleweed to call roll call 18:31:22 * olasd waves from across the table 18:32:31 right, that's a huge agenda 18:32:37 let's start, before I run out of beer 18:32:45 #topic sponsor invoices 18:33:01 * tumbleweed doesn't know who added this item 18:33:14 * indiebio added most, just curious 18:33:19 03Nigel Kukard 05master 1e9441b 06debconf-data/dc16 10budget/budget.ledger Fixed transaction between bursaries and our cost of roomboard 18:33:19 I also know nothing about invoicing sponsors :P 18:33:22 me neither but I sent an email on this 18:33:33 UCT / CMC really need to get going 18:33:37 this item was more wondering about what the status is, any urgent items from sponsors team? 18:33:55 no reply on the email though (public holiday in ZA...) 18:33:56 I know schultmc needs to please invoice for confirmed sponsors 18:34:11 these sound like two different things 18:34:14 ping him and he will, you know the process :) 18:34:16 invoicing attendees and sponsors 18:34:22 hi! 18:34:23 tumbleweed: quite a few of these items is just a quick roll call, if there's nothing to say or ask we just move on, ok? 18:34:27 the attendees are the issue 18:34:28 indiebio: ack 18:34:42 DLange: yeah, let's see the result of your prod 18:34:43 DLange: I do. wish there was a physical prob stick or cattle prod or something more ... physical. 18:35:00 that can be arranged 18:35:01 so sponsors ... keep looking. :) 18:35:06 next item? 18:35:09 as always,yes 18:35:14 #topic sponsors push 18:35:18 or did you just cover that? :) 18:35:47 there's a 'sponsors push' from the DC database, to catch up on, 18:36:04 but there's also a 'stalk anyone you know' angle. 18:36:16 but I didn't add this item, oddly enough :) 18:36:26 I see, different colour 18:36:29 * h01ger needs to ping the sponsor he had found in february 18:36:36 we have 40+ companies that we had prodded for DC15 that have not been contacted for DC16 yet 18:37:04 so we could use a few more of the old timers to get going 18:37:20 #action old timers, help out prodding old sponsors 18:37:27 that seems about the best we can do :P 18:37:33 :/ 18:37:59 I don't see many old-timers here right now 18:38:04 we deny bursaries to anybody who has been at more than 5 debconfs and doesn't prod sponsors 18:38:31 now h01ger, that's a penalty! :P 18:38:43 anyway, I think we probably have to move on 18:38:55 #topic CMC - insurance 18:39:00 (skipping invoicing, we covered that) 18:39:14 indiebio: yeah :( (not that it applies to me but… no penalties for contributors please ;) (i get you were joking here…) 18:39:27 just pushing your buttons, h01ger 18:39:29 half-joking h01ger :) 18:39:32 sounds like a non-answer for the specifics of insuring equipment 18:39:35 I know DLange has been working here 18:39:41 DLange: the half worries me 18:39:47 h01ger: me, too 18:39:49 and we have a fair answer on insurance, just wanted people to take note of that. 18:40:08 indiebio: what was the answer? 18:40:18 the table behind me has broken out into song 18:40:25 yeah I need to know too 18:40:28 I do feel that I am .. uh ... specialised in what I chat to CMC about, so if there are any blockages I can maybe help with, please explicitly let me know. 18:40:49 at least, that's clear that we don't need any insurance for accidents etc 18:40:53 Liability insurance should be covered by UCT. Theft, we need to make a plan e.g. hire in extra security. 18:41:15 Belinda copied in someone who may also give advice, and I prodded him again today, but no response yet. 18:41:22 indiebio: yeah. We're going to probably have to do something about that 18:41:38 I also asked her if they've done swipe cards, because that may help more than security guards. I hope ginggs is working on swipe cards too? 18:41:39 (and be sure that we can lock all the lecture theaters we have equipment, when there's nobody in them) 18:42:02 do you want an action to follow up on security? 18:42:35 #action ginggs to see about swipe cards. If not successful, action indiebio to check on security. 18:42:52 insurance we need for highvoltage's desktops 18:42:57 #action indiebio to prod michael @ UCT for security options 18:43:00 that was a requirement for the loan 18:43:19 that is a separate thing, I think, DLange, that highvoltage needs to sort out separately... 18:43:46 indiebio: surely we'd insure all our equipment in one go? (rather than just those machines) 18:43:51 tumbleweed: the swipe cards would be optimal, because then the default state of the theatres is locked. 18:44:16 indiebio: yep 18:44:22 yes, tumbleweed, and insurance is fairly cheap. but then security is to prevent theft in the first place, and will, I guess, lower insurance rates. 18:44:32 my optimal would be blanket insurance + swipe cards. 18:44:43 yeah 18:45:32 for the international folks, we are mostly safe, and when there is theft, it's usually tracked to a single person/group doing a sweep. Our risk is that we fall in a 'sweep' period. 18:45:56 I'd say that risk is low during holidays, but preventative is of course much better 18:45:57 I don't think we need to insure attendees' equipment 18:46:08 we need to insure equipment that belongs to us / we're borrowing 18:46:11 tumbleweed: please ping me when you need me, working at the same time 18:46:47 Insurance would be low, is there someone on the team who deals with a bulk blanket cover, and can advise? 18:47:14 I can ask a broker I use in ZA, if CMC can't help 18:47:16 OK, to move this meeting along, let's action me to keep tabs on it. 18:47:25 hello 18:47:32 #action indiebio to keep tabs on insurance 18:47:34 #action indiebio to check on bulk insurance option for equipment 18:47:37 lols, sorry. 18:47:38 hi cate! 18:47:45 ok, next. 18:47:50 #topic website - feedback 18:48:14 indiebio: what's this about? 18:48:29 ginggs said he'd like a visa info page, but I advised him to make his info on a wiki page, and then ping someone to either pull that onto, or link from the main page 18:48:46 that works 18:48:52 and I would like a press page. I saw, in passing, cate chatted about it on irc, but didn't follow it. 18:48:58 * gwolf waits for visa information FWIW 18:49:03 this page can be expanded with visa info: https://debconf16.debconf.org/about/visiting-south-africa/ 18:49:06 And then I was wondering if there was anything website people needed to tell us, or ask? 18:49:09 we are getting closer to deadlines! 18:49:09 basically we need something on the web page, like we had last year 18:49:13 IIRC the conclusion of that conversation was that the contact page should cover press 18:49:14 ginggs: o/ ;-) 18:49:17 tumbleweed: did you ever manage to sort out the datepicker? 18:49:33 superfly: err, I guess I must prod at that more :P 18:49:34 sweet. 18:49:36 indiebio: so lets do a press page 18:49:50 nattie say hi 18:50:05 #action ginggs to make visa info on a wiki page, video team to link to it/pull info onto website 18:50:14 who makes the press page, cate? 18:50:23 hi nattie! :) 18:50:28 cate: where are you hiding nattie? 18:50:35 indiebio: you? 18:50:38 video team? 18:50:39 I can help, but I have no clear idea about what to put there 18:50:46 I can make the wiki. Who do I bug for the website>? 18:50:55 indiebio I can transfer it to website 18:50:56 indiebio: superfly/highvoltage 18:51:01 or larjona :) 18:51:08 #action indiebio to prod superfly/highvoltage for press page, and make content on wiki 18:51:09 thanks 18:51:16 or me if they are all slackers 18:51:22 ok, anything general needed/told for website peeps? 18:51:41 (I'm ADD, had the day to think about DebConf ;P - less that two months!!!!!) 18:51:49 still need some good basic templates to make pretty pages 18:52:09 that's a tamo queue... 18:52:11 but it's not at all urgent and I know superfly and tamo discussed it recently and there's some plan and that they're on the same page 18:52:23 cate, is nattie with you? next item is room bookings... 18:52:30 cue? 18:52:37 tamo wants a bunch of information moved around and put into boxes on the site, but I need to get my CSS changes onto prod before I'll do that 18:52:37 indiebio: I can do it 18:52:42 that too, tumbleweed 18:52:46 thanks superfly, will bug you in due course. 18:52:52 superfly: right 18:52:52 superfly: and I discussed changes and he is working on it 18:52:57 #topic room allocation 18:53:09 this seems to be referring to an e-mail that most of us haven't seen 18:53:20 anyone want to summarise the topic? 18:53:23 here I wanted to check with nattie if she has enough info to do room allocation with her minions. 18:53:24 (ugh, I'm lagging horribly again) 18:53:31 tumbleweed: yes we want it to flow better so that it is not alot of info 18:53:36 I need to figure out how to do lurker email links ... anyone? 18:53:50 indiebio: registration@ isn't a mailing list - there are no public archives 18:54:18 ah. ok. I'll cope the email into the agenda board, and then move it into the wiki minutes page... 18:54:21 * indiebio moves stuff around 18:55:02 copied. messy. 18:55:11 ah, yes, that e-mail. I saw that 18:55:18 indiebio: I am sure superfly can add a button for the flyer if all think it necessary 18:55:30 the bottom line, is that Fuller has little flats, it seems. so not one bathroom per floor, but one per flat. pretty cool. 18:55:52 does someone feel like reproducing this information on the wiki/website? 18:56:03 Fuller is OK with putting two beds in one room, but we are still paying for the now-empty room. which is cool. 18:56:17 tumbleweed: I'll edit and work it in, no worries. 18:56:30 this was more for nattie to know about room allocation. I'll take it offline with here. 18:56:31 indiebio: \o/ 18:56:42 #action indiebio and nattie to talk Fuller room allocation' 18:56:45 yes, we probably need to start thinking about allocating rooms 18:56:50 talk to me about that bit too... 18:56:53 #action indiebio to work Fuller info into wiki 18:57:02 indiebio: the empty rooms could be used as hack rooms? 18:57:02 I'll copy you in :) 18:57:13 #topic catering 18:57:15 great idea tamo 18:57:24 what's the current state of catering? 18:57:27 I see you booked some spaces 18:57:29 Catering - no Kitchen available I have spoken to Wayne who owns the coffee shops/cafe's. They are open over the vacation period. 18:57:49 I have sent an email to the Health and Safety Department to set up a meeting with TBC and them. We need to meet their requirements if we are bringing in external caterers. 18:58:04 A work in progress. 18:58:08 OK, if that's what they need... 18:58:16 (empty rooms = rogue cheese and wine parties) 18:58:21 That sounds pretty good, actulaly :) 18:58:32 this is tamo'a area. From my side, I booked the open spaces - Glasshouse in Menzies, where we also have two lecture venues, and Molly Blackburn Hall, opposite Compute Sciences department, so we have that, at least. 18:58:39 dumbassman and I have a meeting with C3, UCT caterers on Friday. 18:58:57 is the glasshouse the outside area by that cafeteria? 18:59:12 #info booked the open spaces - Glasshouse in Menzies, where we also have two lecture venues, and Molly Blackburn Hall, opposite Compute Sciences department, 18:59:24 no the glasshouse is level 3 in menzies 18:59:39 * tumbleweed can't place it 18:59:40 right by menzies lt 9 and 10 18:59:43 right 18:59:50 that is what I was thinking of 18:59:51 tumbleweed: yes we have the spaces, very happy now we just need to get through the red tape in bringing in Caterers and then we should be home free 18:59:52 indiebio: from you pictures - just saying - both are too small for food 18:59:53 tumbleweed: it includes the area of the small cafeteria, not the Leslie one though. I know it asthe place with pies... 18:59:57 so, ground floor on the top side 19:00:10 DLange: glasshouse is too small, yes. but I think molly blackburn could work' 19:00:14 tamo: and then we need to have money to pay a deposit 19:00:19 nah, too small for 250 ppl 19:00:26 the pics aren't great though, was in a rush 19:00:38 tumbleweed: YES haha although Mark the owner of TBC is very chilld 19:00:42 the pics are great, more than good enough 19:00:45 *chilled 19:01:15 tumbleweed: he's been amazing in helping with all the paper work for UCT 19:01:25 DLange: there are overflow spaces, but it does dilute the people. hard to explain, but we could make it work, I'm confident about that. 19:01:28 tamo: :) 19:02:12 are we done here? 19:02:15 DLange: I've booked what we can, tamo is doing her best, we'll wing it and make it work :) 19:02:28 DLange: Yup for sure! 19:02:44 think we can move on, tumbleweed 19:02:45 #topic deadlines 19:02:53 so, accom deadline is next week IIRC 19:02:58 nafc about anything else 19:03:15 cate wanted deadlines. think T-shirts is the next thing to know... 19:03:30 I have all the info and quotes, I need to put all together in a Document. This I will do for next weeks meeting. 19:03:43 tamo: ah awesome! 19:03:46 What will be in the document: T-shirt design options and pricing, Conference bag design options and pricing, Signage designs & pricing, Swag Items, options, design and pricing. 19:03:47 #action tamo to prepare a deadline list for next week 19:04:32 do we have any other important deadlines waiting? I know marga had a thing for it, and we spoke about it late last year ... cate? 19:04:32 tumbleweed: perfect thanks! 19:04:39 DLange: I guess we must look at accom numbers? (before next week) 19:04:46 tumbleweed: yep 19:05:02 indiebio: yes daytrips which I am finishing off as we speak 19:05:11 #action tumbleweed and DLange to finalize accomm numbers 19:05:17 for pricing for nkukard 19:05:30 #action indiebio to look at deadlines, ask cate, set dates. 19:05:40 highvoltage: :) 19:05:57 we're going to have a feast of deadlines :) 19:06:10 tumbleweed: crunch time :) 19:06:16 ok, so we can set this as an agenda for next week, and move on? This also includes conference bags, tamo? (shout if you need help) 19:06:23 the next agenda item is for t-shirts etc, but says next week. Is there anything to discuss this week? 19:06:23 deadlines inspire! 19:06:23 "the make such nice noises when they fly by" Twain iirc 19:06:24 as long as it doesn't get to the rediculousnessness of having deadlines for the sake of having deadlines :) 19:06:25 * indiebio ducks 19:06:34 indiebio: yup all under control thanks 19:06:37 DLange: douglas adams IIRC 19:06:43 (but now t minus 2 months to DC there's naturally going to be lots of hard deadlines) 19:06:55 (once you've got a meta deadline you can't really go back) 19:07:10 ok, tumbleweed, moving on? 19:07:15 * tumbleweed asked a question 19:07:18 * indiebio got a movie waiting... 19:07:19 about the next agenda item 19:07:25 yup, Adams 19:07:30 says Google 19:07:33 tumbleweed: Deadlines especially for T's and swag etc as it needs to be made up in time for the conference 19:07:35 tumbleweed: nope, T-shirts for next week, thanks' 19:07:47 #topic sponsor posters 19:07:52 (we're running dangerously low on beer on this end) 19:08:10 this agenda item looks more like a conversation happened in the agenda 19:08:13 anything left to discuss 19:08:17 I just wanted to know/confirm who pays for sponsor posters 19:08:18 yeah, I'm out of beer :( 19:08:33 indiebio: there aren't sponsor posters as such 19:08:45 and if we direct them to someone, and they pay for themselves, and if so, can we direct them to Imago Visual. 19:08:49 we have debconf postsers, that include big sponsor logos 19:08:50 The job fair posters, then 19:09:04 they don't exist 19:09:05 presumably that's their problem? 19:09:08 any posters that people may want to print. 19:09:11 sponsors bring their roll-ups 19:09:19 tumbleweed: is that teh signage as in Roll-up banners etc? 19:09:22 we do not print stuff for them 19:09:27 ok, so if people want to print stuff, I'll direct them to Imago Visual, and they sort themselves out. got it 19:09:33 offered that last year, nobody really needed it 19:09:40 tamo: we usually have a banner or two in each room (and something on the podium) 19:09:49 no tamo, just little stuff people want to put up notice boards . Not our proper branding 19:09:59 ok, thanks DLange 19:10:02 tumbleweed: cool ok was just wondering re: Posters 19:10:12 indiebio: ah ok 19:10:26 #topic general business 19:10:42 volunteers? yeah we always find them useful 19:10:57 indiebio: I guess this was your question 19:10:59 I replied to the one volunteer email, but I don't know if there's a procedure or anything for volunteers? 19:11:10 I think tumbleweed wanted me to say that I agree to be Cheese Master 19:11:18 I tend to gulp them all up for my stuff, if left unattended. 19:11:21 #action olasd is the cheese master 19:11:26 If there is a procedure it isn't too clear 19:11:28 olasd, then you are Cheese Master :) 19:11:50 so, historically, teams have recruited their own volunteers 19:11:54 #TokenFrenchPerson 19:11:55 some more successfully than others 19:11:57 does there *need* to be a procedure? I get the feeling would-be volunteers are frustrated, but I don't know how to address it 19:12:04 I want to volunteer 19:12:06 with my bursaries hat on, I can say something about volunteers 19:12:13 what should I do :) ? 19:12:14 I think we can do a better with this, in some areas 19:12:40 waiting for bremner to impart his wisdom... 19:13:00 volunteers who are expecting travel bursaries should a) prepare to be disappointed, as the budget is very tight, b) make sure some team lead writes bursaries@ expression why they absolutely need this volunteer 19:13:31 people were supposed to put the name of a team lead in their application, but, you know, instructions, reading, not happening. 19:13:47 I made a little tasks wiki, but apparently it annoyed some people so didn't go anywhere ... https://wiki.debconf.org/wiki/DebConf16/Tasks 19:13:50 * olasd patpats bremner 19:13:50 clearly they're going to be awesome volunteers 19:14:39 gah. this irritates me enough to almost want to stay with debconf a bit longer to sort it out. but not quite. 19:14:41 indiebio that page is *huuuge* :) 19:14:42 umm. that's not to say being a volunteer reduces your chances, just being a volunteer alone doesn't help that much, except in special cases. 19:14:58 that's the point, tumbleweed, tiny little tasks, easy to pick one little one. 19:15:06 ok, that's my "wisdom" 19:15:30 bremner: yeah, I think we all know that. The question there is whether we have to tell the hopeful applicants that... 19:15:31 junix: check indiebio's wiki page please 19:15:38 but then people went, noooooo, there's teams for that ... and this is where I risk getting grumpy. 19:15:41 DLange: thanks :) 19:15:55 junix: or just PM me, we'll sort something out :) 19:16:07 also anything that tamo writes -> wiki pages makes sense as well, e.g. get info from her on the day trips and make them proper wiki pages 19:16:08 or both. 19:16:47 make sure to only work for indiebio or tamo. Both at once will drive you insane :D. 19:16:54 basically, all volunteers need to do marketing and sponsorship. in a big way. 19:17:01 lols, too true DLange 19:17:07 inditamo! 19:17:08 DLange: ? 19:17:28 DLange: do you mena with all the emails? 19:17:35 *mean 19:17:38 just personalities, tamo 19:17:39 tumbleweed: I guess it depends how many inquiries you get. 19:17:47 nah, more thinking about you and git or you and the wiki, tamo 19:18:15 tumbleweed: I don't want to talk about open weekend now. can we end meeting please? 19:18:25 indiebio: aha, I was about to sak you 19:18:27 ask 19:18:32 so, that's perfect :) 19:18:33 * indiebio want to enjoy the last dying breaths of freedom day 19:18:34 DLange: non- existent I am afarid! 19:18:40 #topic any other business 19:18:55 they can take our day, but that can't take out freedom 19:19:04 enjoy the public holiday in ZA! 19:19:05 we're definitely out of beer here 19:19:07 it's sit in only. 19:19:10 tamo: don't worry, you're easy to get along with 19:19:17 DLange: a never ending battle 19:19:30 sounds like there isn't 19:19:37 #endmeeting