20:00:50 #startmeeting 20:00:50 Meeting started Thu Aug 25 20:00:50 2016 UTC. The chair is pollo. Information about MeetBot at http://wiki.debian.org/MeetBot. 20:00:50 Useful Commands: #action #agreed #help #info #idea #link #topic. 20:00:56 #topic role call 20:01:06 * bremner not really here 20:01:07 * highvoltage is hear sleepy eyed 20:01:08 please say hi if you are here for the meeting! 20:01:10 oï oï oï! 20:01:14 oi 20:01:16 o/ from Spain 20:01:18 o/ 20:01:35 alow 20:01:41 hello 20:02:00 valessio is here too 20:02:07 valessio, so say hi 20:02:15 anyone got anything to say on the agenda? http://deb.li/SSTM 20:02:22 Hi 20:02:38 :) 20:02:42 aviau: ping! 20:03:21 * lavamind is starting to hear the crickets 20:03:24 all right 20:03:28 #topic Content team 20:03:40 tvaz: how are things on this& 20:03:45 agenda is fine for me, althoug I may leave before the end 20:03:56 http://blog.debconf.org/blog/debconf17/2016-08-22_call_for_speakers.dc 20:04:02 two suggestions so far 20:04:03 * LeLutin is there 20:04:15 I've been just added to content@ 20:04:33 tvaz: do you think sending this to the debconf announcement list might be a good idea? 20:04:37 I intend to start planning something in terms of organising invitation soon 20:04:46 or the discuss list 20:04:56 pollo, yes, I'll ping publicity about that 20:05:11 I'm getting an ssl error on storm.d.n :\ 20:05:14 it seems I antecipated things by posting before talking to them 20:05:24 #action tvaz to send the call for speakers on debconf ML 20:05:53 LeLutin: weird 20:06:11 that's all on this subject by my side, I'll send soon a proposal to alias on how we may want to organize the invitations process. 20:06:50 great! Anything else to add on content? 20:07:28 #topic website team 20:07:35 tumbleweed, LeLutin? 20:07:48 o/ 20:08:07 pollo: /me failed and didn't produce a web page yet :( 20:08:21 LeLutin, valessio said he could help you 20:08:35 #info Website repo: https://anonscm.debian.org/git/debconf-data/dc17.dc.o.git 20:08:36 we really don't need anything complicated 20:08:49 all the relevant infos are in the brochure 20:08:50 LeLutin: it can be just the temp logo and some text 20:08:56 #info dev site: http://wafertest.debconf.org/ 20:09:13 lavamind: ok good enough then. 20:09:14 it's currently got the menus that we ended dc16 with 20:09:19 I don't mind if it looks crummy for now 20:09:24 +1 20:09:25 This year we using webpy for website (Dc15) or the same Dc16? 20:09:28 Ok 20:09:30 we could get some sample content on those pages, or clean out the website? 20:09:34 but we need a website asap 20:09:40 tumbleweed: thanks for the info, I'll check those out 20:09:42 err clean out the menus 20:09:51 hi 20:10:08 valessio: we are using the wafer Django project 20:10:17 it's from python ZA 20:10:37 pollo, even for the regular / static website? 20:10:41 tamo: \0 20:10:46 I'll get a debconf17.debconf.org set up. I haven't done anything about it because it hasn't got urgent, yet 20:10:49 tvaz: why not? 20:10:59 are all those instances going to be maintained over time? 20:11:00 why have 2 separate sites? 20:11:04 tumbleweed, I have nothing against it, just a question 20:11:08 o/ 20:11:17 tassia: they don't need to be 20:11:18 tvaz: the webpage I need to create is really just temporary from what I understand 20:11:38 we always have two (dc17.dc.o + wiki). Just sayin' 20:11:45 DLange: :P 20:11:59 tumbleweed, valessio is just afraid that it gets broken in the future 20:12:09 the django 20:12:10 tassia: debconf16.debconf.org is now a pile of static HTML 20:12:11 LeLutin: do you think you will have time to do this before Monday? 20:12:12 it can't get broken 20:12:19 ah, ok 20:12:25 we discussed it before, the landing page is just some static html while we work on the final design with wafer 20:12:32 I didn't know it could go static later 20:12:36 perfect 20:12:37 two different things then 20:12:41 I can help with design (static or no); need define the logo. 20:12:42 tassia: that was why we went with it 20:12:50 simple temp static website 20:12:53 and django stuff 20:12:56 valessio: for the temp page we will use the temp logo 20:12:56 why? 20:13:00 why do we need a separate static page? 20:13:01 let's focus on the simple one now, right? 20:13:07 can't we just throw the content into wafer right now? 20:13:13 you just need one page, right? this is trivial 20:13:20 if LeLutin feels like it, yes 20:13:23 valessio: me too, from next week I will be more active if you need help 20:13:25 @lavamind OK, I like the temp logo. 20:13:26 yes 20:13:33 but the main point here is that we need is asap 20:13:48 if you'd like me to write apage saying "DebConf17 is happening" I can 20:13:51 if LeLutin feels like jumping into wafer now I have no objections 20:13:52 but I presume you want more than taht 20:13:58 I can also help to make the temp page in wafer, I see no problem neither 20:14:02 pollo: yes I can make a really simple page by monday. then we can iterate on it 20:14:06 LeLutin, lavamind: it really depends on what you want to get done 20:14:07 great 20:14:21 tumbleweed: that with a download link for the brochure 20:14:26 #action LeLutin to make a simple sponsor landing page for Monday 20:14:29 and a link to the wiki 20:14:34 that's all trivial 20:14:51 indeed, it just needs to be done :D 20:15:04 challenge: do it before the meeting ends 20:15:14 next topic :p 20:15:21 well, I think we got all that was needed on this topic 20:15:26 heh, that was my approach, too :) 20:15:31 anything else? 20:15:33 pollo, I think it's healthy to add in #action that it's in wafer to avoid further discussion later 20:15:56 #info the simple landing page will be done in wafer 20:16:00 #action tumbleweed to setup dc17.debconf.org 20:16:07 #action tumbleweed to setup dc17.debconf.org 20:16:08 do we have a brochure PDF yet? 20:16:14 yup 20:16:15 LeLutin, if you want we can coordinate to work on this this weekend 20:16:16 semone needs to get it into media.debconf.org 20:16:32 #topic Fundraising team 20:16:42 the brochure is nearly done! 20:16:46 tvaz: ok. I'll try to have a really simple page without design and then we can make it look better 20:16:49 the only thing left is proofreading 20:17:05 we need someone to proofread english and someone else for French 20:17:10 pollo, can you link the brochure here? 20:17:27 ssh://git.debian.org/git/debconf-data/dc17.git 20:17:32 thanks 20:17:40 in /fundraising/brochure 20:18:01 you'll need to "make borchure.en.pdf" 20:18:11 && brochure.fr.pdf 20:18:25 so anyone down for proofreading? 20:18:26 fine, thanks :) 20:18:36 aviau is lead on Fundraising, is this really the case ? 20:18:47 I can't do it since I worked on it too much and can't see my mistakes anymore 20:18:59 lavamind: officially yes 20:19:06 there you go :P https://wafertest.debconf.org/ 20:20:30 #action pollo to find someone to proofread english & french versions of the brochure 20:21:08 #action pollo to publish the final brochure & flyers pdf to media.debconf.org 20:21:44 on fundraising, we talked a little with press about asking for an ad in Linux Magazine like for DC15 20:21:59 they had offered us a free ad to thank our sponsors 20:22:12 I'm not sure I have enough time to commit myself to this but if I can I'll help out with the proofreading 20:22:35 I think the ad is a great addition to our perks 20:23:06 we'd just need to contact the people from Linux Mag to ask them if they can offer us a free as again 20:23:13 anyone down for this? 20:23:38 very nice pollo 20:23:47 Ah, I came late to the meeting (and in mobile). Will try to catch up 20:24:22 pollo: what is the Linix magazine is it a print mag or digital? 20:24:29 tamo: both 20:24:41 pollo: ah ok 20:24:46 it's the first & biggest magazine about Linux 20:24:57 has 3-4 editions depending on world regions 20:25:12 I think we would mainly get an ad in the NA one 20:25:13 pollo: I think first secure your look and feel then move to taht so it is all conssistant 20:25:35 pollo: what would the ad be about, DebConf in general, or a call for sponsors? 20:25:47 tamo: for design, sure. I think we should ask them quickly because that will change the brochure a little 20:25:52 pollo: that way people start getting used to DebConf17 leading up 20:26:07 azeem: a thank you ad for our DC17 sponsors at the end of DC17 20:26:10 so in a long time 20:26:29 pollo: yes if you can secure it now then great and see how many ad spaces they will give us 20:26:42 pollo: well, ok 20:26:55 we can probably find images of past years' ads if this would be helpful in deciding, since they have done this before. it's a nice thing. 20:26:58 I think we're still scrambling for the DC16 one 20:27:05 we should make sure to show sponsors the resulting ad :D 20:27:22 pollo: oh I thought it was to advertise DC17 20:27:29 azeem: afaik there was no plan to do one for DC16? 20:27:42 pollo: dunno, at least it was listed as a perk 20:27:49 if Linux Mag agrees to donate ad space, do we need to put their logo in the ad itself? ;) 20:27:54 it seems to fall through due to post-debconf burn-out 20:27:59 tamo: it's merely an incentive to make the sponsors more eager to donate. though I guess the timing could happen before or after the conference, either way. 20:28:08 so I'd be a bit cautious to commit to it and/or dial it up a lot in the brochure 20:28:15 tamo: and if done before, it could double as an advertisement for the conference. 20:28:33 timing is hard to do before the conference, because so many sponsors get signed up at the last minute 20:28:35 Hydroxide: yup I think before would be grea would look good for sponsorship 20:28:40 azeem: that's why we need it to done sent to them before DC17. That way we won't have to bother with it afterwards 20:28:43 and doing an advert isn't on the crticical path towards holding the conference 20:28:48 I think it might make more sense like a month before DC17, as Hydroxide said 20:29:11 the dc15 one is in the git ... dc15.git/artwork/AdMagazineDC15.svgz 20:29:16 yup makes sense 20:29:16 great, so we all agree on this being a neat shit 20:29:23 if yo utry to do it a month before the conference, when does it go to print? a month after? 20:29:24 we need someone to email Linux Mag 20:29:27 you are talking about different things 20:29:44 tassia: maybe 2 months then? 20:29:45 tumbleweed: hopefully yes 20:29:55 pollo: https://kanban.debian.net/project/2/task/88 20:30:03 sorry tassia meant tumbleweed 20:30:04 pollo: you don't get any conference advertising benefit, then 20:30:26 tumbleweed: indeed. My goal was to advertise this as a sponsor perk 20:30:37 tumbleweed: I don't feeel like it will matter for attendance purposes whether we advertise in advance or not - it will have a lot of people present anyway. though it might be nice to advertise Debian Day/Weekend. 20:30:55 however Debian Day/Weekend advertisements would be better targeted more locally than Linux Mag 20:31:06 Assignee: not assigned .... 20:31:07 I'm asking what the benefit of doing it a month before the conference is - that's the busiest time for the organisers 20:31:09 in the past, we included sponsors from silver and up 20:31:10 what pollo is talking about is a sponsor perk, not an ad for DC17 20:31:25 yes 20:31:30 tumbleweed: I think the point is "no later than a month before the conference", not "you cannot do it sooner" 20:31:49 it's a thanks you ad _after_ DC17 to thank our sponsors 20:31:49 Hydroxide: I think you'll be missing out on a lot of sponsors, then 20:31:50 I don't think it's feasible to plan on printing the ad before dc17, either 20:32:02 Hydroxide, if it is a perk, it should go afterwards 20:32:13 tumbleweed: possibly, yes. if the deadline is published, that's a good incentive for sponsors to decide quickly! 20:32:26 tumbleweed: the advertisement will have enough logos as it is, I suspect 20:32:44 I would rather spend energy on advertising locally 20:32:49 tassia: having it ready 1 month before the conference means that it can be published timely after the conference without overworking the organizers 20:32:50 before the conference 20:33:03 #action pollo to email Linux Magazine about a free ad to thank our DC17 sponsors after DC17 20:33:12 yeah, there's no reason not to have it ready early on, and just fill in logos later 20:33:12 no strong feelings, I'm done 20:33:16 * pollo closes the pandora box 20:33:20 any other fundraising topics ? 20:33:22 * tumbleweed apologies for derailling that conversation :P 20:33:37 nop 20:33:47 oh I have one 20:33:50 did somebody kill RT? 20:33:56 nope 20:34:07 still annoying us :) 20:34:08 this needs to be done: https://kanban.debian.net/project/2/task/46 20:34:13 "Move list of potential local sponsors to the debian-sponsors repository 20:34:21 it's on the wiki right now 20:34:24 well, maybe there should be a fundraising meeting in the next weeks to kick-start it 20:34:46 great idea 20:34:56 +1 20:35:03 #action pollo to organise a fundraising meeting next week 20:35:19 pollo haz many actions 20:35:22 well, once the brochure is done 20:35:25 #topic Follow up on catering 20:35:29 otherwise, we'd just discuss that 20:35:35 I've sent a request for 11 companies, many of them are located in the same neighborhood as the venue. 20:35:40 So I've got what I consider an excelent answer from one company and a few questions from others. 20:35:43 lavamind: sadly 20:35:44 Sorry guys, I'm leaving. Then read the meet summary. Can count on me to work together, I'm in Montreal until late October. 20:35:47 In summary, the one that I received gives us a detailed menu for each day, including vegan and gluten-free options. They're are a small local company, so far very friendly and flexible. Estimate cost is 41k CAD including taxes. It includes daytrip and a breakfast in the check-out day (Aug 13). 20:35:52 More details in https://debconf17-owncloud.univers-libre.net/remote.php/webdav/DebConf17%20Shared/Food/Soumission_Le_Diner.pdf 20:36:00 I'm able to answer the questions by myself, they're mostly practical questions (tables, room, local infra etc), but one of the questions is "what's your budget?". For this one I need some input. 20:36:30 tvaz: well 15 to 20 CAD$/person/day seems good 20:36:49 tvaz: out initial estimate was a bit under $30k CAD 20:36:50 pollo, yes I got quite impressed with that 20:36:51 https://wiki.debconf.org/wiki/DebConf17/Bids/Montreal#BUDGET_estimation_.28.7E300_debconfers_.2F_.7E60_debcampers.29 20:36:52 I guess you could do the math on this 20:37:27 lavamind: that was 23 CAD$/person/day 20:37:42 right 20:37:48 150 attendees only (?) 20:38:02 sponsored 20:38:06 tvaz: how many attendees did you provide as an estimate 20:38:14 haf sponsored, the rest pays for the food 20:38:21 ah right right 20:38:33 lavamind, my request for DConf was for 300 people / day 20:38:34 well, that's all that really concerns us anyway 20:38:43 tvaz: ok, thx 20:38:46 so tvaz number is actully quite low if we plan not to sponsor the other half 20:38:57 indeed 20:39:03 ~20k CAD$ 20:39:09 its like 30% lower than our estimate 20:39:23 I think an important question to them would be their maximum capacity, in case that hasn't been asked yet 20:39:34 cause if they max out at 320, it might be a problem if DC17 is popular 20:39:50 azeem, that's a good question, I'll take note for the next email I exchange with them 20:39:55 tvaz: in terms of local infra, no kitchens nor fridges 20:40:02 lavamind, they know that 20:40:04 ok 20:40:28 lavamind, that includes delivery 20:40:44 but probably not people serving 20:40:54 tvaz: did you have any other questions you wanted to ask us? 20:41:06 there are some details I still need to grab, but overall it sounds good 20:41:17 cleanup costs? 20:41:22 pollo, the only I can't answer is "what's our budget" ? 20:41:28 any idea of flexibility? how long in advance they'll need exact numbers? 20:41:32 bremner: the venue is already charging up cleanup costs 20:41:48 tvaz: up to 23CAD$/person/day is what we planned 20:41:49 lavamind: for meals? 20:41:52 I assume we should allow people to pre-order meals by day. It is something we should have done at dc16 20:41:57 lavamind, cleaning plates after meals? 20:42:11 pollo, ok, I'll take that as our budget then 20:42:24 tassia, bremner, not, not dishes, just tables & floor 20:42:37 $250 CAD per day 20:43:06 tvaz: I agree $23 CAD can be our baseline for catering budget 20:43:12 than we might need to visit the venue with the catering company to plan logistics 20:43:21 lavamind, good, I'll answer them in the next days 20:43:30 #agreed 23CAD$/person/day is our baseline for catering budget 20:43:45 lavamind: would the catering company charge for clean-up then? With crockery etc 20:44:02 tamo: that is for tvaz to find out 20:44:08 tvaz: we have to make sure ^^ is included in their prices 20:44:09 lavamind: ah ok 20:44:12 should we create a catering alias? 20:44:23 good idea 20:44:42 #action tvaz to work on creating catering@debconf.org 20:44:47 I'll ask them about cleanup too. If they don't do that they may know some service 20:44:50 and/or logistics@ or something vor general venue/catering/etc. issues 20:44:56 for* 20:45:37 lavamind: what do you think about logistics@? You are the one in contact with venue 20:46:02 well I just asked them to switch to my debconf alias 20:46:16 personally I don't think it's necessary 20:46:17 so as soon as we have the alias I'll start sending the emails 20:46:26 I already receive enough email as it stands 20:46:33 anything else to add on catering? 20:46:46 nothing here 20:46:47 nom nom nom 20:46:51 #topic Local non-profit (OSBL) constitution 20:47:13 I researched that recently and really, it's ridiculously straightforward to set up 20:47:21 we won't need to file any taxes 20:47:50 so since I think it will help with with local vendors, potentially other non profits, we should set one up 20:48:03 on this topic I'd like to draw people's attention to the comments I just put in kanban: https://kanban.debian.net/project/2/task/13#comment-54 and https://kanban.debian.net/project/2/task/26#comment-53. beyond those thoughts and any clarifications people want, I'll defer to what the local people think best about creating a new OSBL. if they think it's worth it, I don't mind. they did indicate that 20:48:09 it wouldn't have a bank account of its ... 20:48:11 I have the forms & everything, I would just need people's addresses 20:48:12 ... own, so it wouldn't replace hopefully using SPI for that purpose. 20:48:19 Hydroxide: exactly 20:48:32 imho, atm we don't need an DC17 non-profit atm 20:48:44 and if we need one we can create one easily enough 20:48:49 it would already have been useful fo rthe Red Cross deal 20:49:15 there are delays and procedure, we shouldn't wait until we need one, if we think we will, which I do 20:49:24 because we have already 20:49:38 it's really just a 3 page form and 34 bucks 20:49:44 right, I think waiting doesn't make sense 20:49:59 (I don't know whether you'd need one or not though) 20:50:18 for example, the Red Cross *only* rents out to non-profits 20:50:39 if we're sure it's easy to get rid of and does not require burdensome ongoing hassle, there's little downside. if it becomes redundant once SPI starts operating in Canada (SPI is after all a non-profit despite not being Canadian), it can be closed at that point. 20:50:54 so although we have been able to obtain an endorsement from another orga, it's not yet 100% clear if it's enough 20:51:12 closing it down is done by filling out a form online 20:51:23 lavamind: do you want to take care of this? 20:51:25 the annual report is also done online 20:51:33 sure 20:51:42 #action lavamind to create an OSBL for DC17 20:51:46 I need a minimum of 2 other names are requestors/administrators 20:51:56 * LeLutin can be named in there 20:51:58 s/are/as/ 20:52:16 send me your full name & address @ jerome@dc.org 20:52:19 lavamind: just be aware that the formalities you're describing are usually not the full set of obligations involved, in either the US or Canada, and usually a bank account is needed from which to pay expenses (combining with personal funds is usually highly frowned upon) 20:52:19 aviau wanted to be on the board, but I have mixed feelings since he has not shown to any meeting since DC16 20:52:36 lavamind: so be sure you know what you're getting into... and then good luck! 20:53:12 Hydroxide: I will make sure to read everything I'm signing us up for and report back if it turns out anything I said was untrue 20:53:19 bye everybody, I have to leave now 20:53:25 ohh, the bank account thingy is a pretty good point! 20:53:52 lavamind: we really need to make sure we can use personal money since we don't plan to have a DC17 bank account 20:53:53 Hydroxide: the potential expenses are only related to late fees for the annual report, which we'd only need to do once, maybe 20:54:06 lavamind: oh the stuff you said sounds credible to me. it's similar in the US. but the formalities to keep the entity legally in existence are only part of it. 20:54:09 lavamind: what about paying for the red cross? 20:54:16 a bank account in the name of the osbl is *not* needed 20:54:33 red cross doesn't care who pays, they said so clearly 20:54:35 anyway, we should move to the next topic 20:54:58 #topic Overview of September tasks 20:54:59 they need to know who benefits 20:55:08 the daycare stuff is ongoing 20:55:26 it's too soon for a call for volunteers? 20:55:27 lavamind: sent info 20:55:30 we need someone to start investigating suppliers for t-shirts, lanyards, bags, other swag 20:55:37 I'm also in contact with a turnkey daycare provider 20:55:42 lavamind: for day care? yes 20:55:56 like 6 months too early 20:56:09 pollo: my question was directed more at the global team 20:56:34 oh, I thought volunteers to play with the children 20:57:01 caregiver volunteers 20:57:12 anyway, it probably is too soon 20:57:45 we also need to start asking teams about rought budget plans 20:57:46 does someone understand daycare regulations in QC? 20:57:57 bremner: lavamind looked into this 20:58:01 ok 20:58:01 DC17 is fine 20:58:19 we don't need to hire special ppl or have permits 20:58:53 don't undererstimate it 20:59:03 aviau was supposed to be Treasurer 20:59:20 I can't take over _all_ of his tasks 20:59:31 azeem: https://kanban.debian.net/project/2/task/79#comment-50 21:00:33 I should get an account there 21:00:38 anyone for investigation swag vendors ? 21:00:59 I recommend to bump that to next month 21:01:02 azeem: yes 21:01:21 you're doing great, but you don't need to do everything at once IMO 21:01:28 azeem: the comment indicates that the provincial daycare act doesn't apply to people in DC17's situation 21:01:42 venue/catering/fundraising kick-off/non-profit is probably most important right now 21:01:44 I can contact one vendor I've used before but I wont commit to it 21:01:47 anyone against bumping swag to october? 21:01:48 azeem: official wording from the english version of the act excludes "persons who provide or offer to provide occasional organized childcare services, in a health or social services institution, in a commercial establishment, at a fair or exhibition or during a special event, to children whose parents are on site and can be reached if needed;" 21:01:49 Hydroxide: ok 21:02:16 pollo: +1 21:02:23 #agreed swag research will be moved to october 21:02:26 (as in I'm for the bump) 21:02:56 lavamind: do you think have a final logo in september is feasible? 21:02:56 we shouldn't bump the budget work 21:03:21 indeed. Teams need at least a month to give a concrete answer back 21:03:39 pollo: well we will have the results of the vote in by that time, so we will only need to approval in a meeting 21:03:59 probably sometime late september for the final logo 21:04:20 hopefully everyone will have submitted their proposals very very soon... 21:04:25 * lavamind looks around the room 21:04:32 #action pollo to ping aviau again for Treasurer work 21:04:35 lavamind: :) 21:04:49 * lavamind spots tamo's grin 21:04:56 that's all I had to say on this topic 21:05:01 lavamind: oh sheepish grin 21:05:02 lavamind: did you hear about tammy for logo/design work? 21:05:25 LeLutin: fyi tamo == tammy 21:05:27 * LeLutin hides 21:05:28 LeLutin: yes I have, but hearing is not seeing ;) 21:05:44 anyway 21:05:46 lavamind: yes guys very guilty and feel terrible :) 21:05:58 #topic DC16 Final Report progress 21:06:04 but will really focus on things this weekend! 21:06:07 I need to leave, sorry 21:06:28 I promised I would set up a sprint but have ot, apologies 21:06:49 I have seen great progress though, many important sections appear done or almost done 21:07:21 so shall we still sprint or is there anything specific I can help with ? I sent it some photo suggestions 21:07:47 tumbleweed, indiebio ^^ 21:08:01 I guess Latex styling ("design") and polishing the document are the main tasks 21:08:26 I don't have much time ATM, but feel free to ping me for LaTeX puzzles 21:08:27 content-wise indiebio did most of the work, resp. sourced from the wiki pages 21:09:08 unfortunately I'm useless with LaTeX 21:09:25 I could help review content though and proofread 21:09:32 if that's needed 21:10:04