15:33:58 #startmeeting 15:33:58 Meeting started Mon Jan 23 15:33:58 2017 UTC. The chair is pollo. Information about MeetBot at http://wiki.debian.org/MeetBot. 15:33:58 Useful Commands: #action #agreed #help #info #idea #link #topic. 15:34:05 #topic Rolecall 15:34:15 Please say hello if you are here for the meeting"! 15:34:22 hello 15:34:27 hello o/ 15:34:31 hello 15:34:35 \o 15:34:36 Here's the proposed agenda: http://deb.li/il9wc 15:34:40 hello o/ 15:34:46 cate: 0/ 15:34:49 o/ - I'm in this timezone for a couple of weeks 15:34:54 hehe 15:35:01 o/ 15:35:02 highlight me if you need me, but I'm probably not following everything 15:35:10 is the agenda all right for everyone? 15:35:17 yes 15:35:27 yup 15:35:37 * olasd waves 15:35:38 lavamind: shouldn't we add anything about day care? 15:35:51 pollo: not really 15:36:03 #topic Deciding swag 15:36:12 What swag do we want? We are planning to buy T-Shirts from Mexico, but I think 15:36:14 cotton grocery bags (or socks) would be some nice swag. 15:36:29 tvaz: any news on Valessio+Renata design? 15:36:30 socks don't make sense 15:36:35 o/ 15:36:40 I think we should stick withthe bag 15:36:47 a bag is needed as it's a sponsor perk 15:36:50 olasd: you could stuff them like we do at Christmas! 15:36:58 what type of bag is free to decide 15:37:03 I had asked for clarity that these T-shirts would be apart from traditional conference t-shirts or not ? 15:37:08 shirish: no. 15:37:30 olasd: please elaborate 15:37:37 yeah, socks was mostly a joke, but I think a grocery bag is the way to go 15:37:45 we're talking about the conference tshirts 15:38:07 so it's between conference tshirts and other stuff ? 15:38:10 bon jour 15:38:11 no 15:38:25 it's conference tshirts *and* other stuff 15:38:26 we will be producing conference tshirts and a conference bag 15:38:31 we're talking about the other stuff right now 15:38:33 ah ok. 15:38:41 #agreed we will be producing conference tshirts and a conference bag 15:38:42 I think t-shirt (standard) + other swag (bag, bottle, cup) , as in past debconf 15:38:50 well tvaz does not seem to be here :( 15:39:14 anyway, we already established contact with the folks in Mexico for printing 15:39:18 right, what about the idea of having a beanie cap or something which I had shared/asked about, would that be more costly ? 15:39:19 pollo: tvaz said recently that desaign work was in-progress 15:39:20 so no worries on that side 15:39:28 just FTR: good swag can be a way of generating additional revenue 15:39:32 #action pollo to ask how long does production takes 15:39:43 e.g. the Debian umbrellas from debian.ch sell like sliced bread 15:40:03 DLange: but it's also producing a lot of waste... 15:40:08 DLange: I think we'll try to get the standard swag sorted out first 15:40:22 (because they break under the slightest of winds :D) 15:40:24 or it involves a lot of money if it's quality stuff 15:40:40 true about the second part. 15:40:43 pollo: the stuff people buy is not waste, the stuff they get for free often is... 15:40:44 pollo: maybe you can ask what the company in Mexico can offer beside tshirts and grocery bags ? 15:41:17 lavamind: I did that. Mostly things made with fabric 15:41:25 they don't have a fixed list 15:41:40 pollo: maybe ask for examples ? 15:41:56 I did, they said: whatever done with fabric, but bags are a big seller 15:42:01 anyway, so you're swag lead pollo ? 15:42:13 for me, it would eventually be interesting on some electronic gadget (but than I think the costs wipp increase): battery pack, usb gadget (random number or something like). But also standard gadged are ok. No more bottles 15:42:15 swaggity swag! 15:42:17 DLange: that is a wrong assertion. I use the bag I got from debconf16 almost every day as a grocery bag :) 15:42:40 anything else? 15:42:46 next topic 15:42:47 shirish: nice. Notice I said "often", not "always" 15:42:47 #topic Content team 15:43:03 gwolf ain't here, but said azeem_ might be! 15:43:08 DLange: yup, right. 15:43:12 Are volunteers still needed for the content team? 15:43:15 gwolf has sent an informative update on the ML 15:43:19 nicoo: sure! 15:43:26 * nicoo volunteers 15:43:38 nicoo: I think content team is looking for people to lead "tracks" 15:43:56 pollo: what do you mean by lead "tracks" ? 15:44:04 please explain. 15:44:07 lavamind: can you sumarize? 15:44:54 nicoo: gwolf is team lead, they agreed to lay out a wiki page and are seeking feedback 15:45:12 I was trying to find a URL to his message 15:45:14 shirish: content team wants to regroup like-minded talks 15:45:19 i.e. tracks 15:45:38 (hi) 15:45:46 ah, right that makes sense. 15:45:53 * shirish volunteers 15:46:22 * shirish goes to hunt if a wiki page exists . 15:46:46 here's gunnar's message: https://lists.debconf.org/lurker/message/20170123.005610.0d9e06f3.en.html 15:47:03 shirish https://wiki.debconf.org/wiki/Teams/Content 15:47:06 https://wiki.debconf.org/wiki/DebConf17/ContentTracks 15:47:11 and this I guess. 15:47:14 maybe refer to him for further discussion ? 15:47:24 well, I think the main point for now is that they plan to send out the CfP on Feb 1st 15:47:44 which is fine 15:47:51 sure 15:48:01 we just need wafer to be accepting talks by then 15:48:04 that sounds reasonable provided that wafer account creation is up 15:48:11 (no need for registration yet, I believe) 15:48:15 tumbleweed: we were wondering if work was needed for that? 15:48:46 pollo: if we knew what the content team wanted, then we could say 15:49:06 tumbleweed: you mean in terms of talk submission form ? 15:49:13 talk submissions with speaker, title and abstract? 15:49:13 yes 15:49:29 if it's the same as last year ? 15:49:37 then we're ready, of course 15:49:43 talk submissions with speaker, title, abstract, track is also nice if one decides on tracks beforehand 15:49:45 good 15:49:52 tumbleweed: could you please enable that so we? can review it 15:49:58 it's enabled on wafertest, isn't it? 15:50:07 * tumbleweed looks 15:50:20 I think account creation and logins wont work on wafertest 15:50:20 ah, no 15:50:23 https://wafertest.debconf.org/talks/new/ Talk submission is closed 15:50:41 h01ger: we don't have the concept of tracks in wafer (yet? :) ) 15:50:46 well, we can check that afterwards 15:50:47 ah :) 15:51:03 #topic Visa and Bursaries teams 15:51:36 iirc olasd volunteered for bursaries, correct? 15:51:38 just looked, talks are closed bceasue we don' thave any talk types yet 15:51:40 abdelq: have you talked to someone about visas? 15:51:45 lavamind: hehehe, not sure :D 15:51:48 lavamind: yes 15:51:53 \o/ 15:51:54 pollo yes, sent mail to government 15:52:04 received answer 15:52:07 abdelq: please update KB :) 15:52:08 olasd: woot 15:52:15 lavamind will do right after 15:52:19 I need to pick bremner's brain for a moment but I will be able to handle the load 15:52:19 #action tumbleweed to enable talk submission on wafertest 15:52:26 #action content team to review talk submission form 15:52:40 #info olasd agreed to lead bursaries 15:52:43 pollo: done 15:52:48 they recommend to fill out the notice of event form, task is on kanban 15:52:50 will be done today 15:52:54 neat 15:52:57 abdelq: excellent 15:53:05 then will call them by next week 15:53:18 nice! 15:53:40 contacted azeem_ too 15:53:42 do we need a "Visa team" or is it normally done only by one person? 15:53:43 please keep us updated by posting to KB (this applied to everyone) 15:53:55 Also someone should help me setting up the visa alias 15:54:05 abdelq: that's Ganneff 15:54:10 alright 15:54:19 pollo: would be preferable if there are two people or more. 15:54:39 as one person could easily be overburdened. 15:54:40 thats all of DSA 15:54:53 Sorry, I'm late. I was busy, still are 15:54:55 oh, aliases changed? 15:54:59 MX is with debian, so yes, i can do it, but DSA also. 15:55:01 am* 15:55:07 MX moved a good long time ago 15:55:16 * pollo updates his brain 15:55:28 pls still do it Ganneff 15:55:29 careful not to reboot 15:55:41 well, I think that's mostly it do this topic for now. Anything to add? 15:55:47 (i can do it, sure, but im away next 3 weeks, so a request has to come in about now!) 15:55:59 abdelq: ^ 15:55:59 that's what I meant, Ganneff 15:56:07 nope, that's all 15:56:10 #topic Catering 15:56:11 abdelq: please PM Ganneff your email address 15:56:23 sure 15:56:28 is he the only one on it? 15:56:36 catering contract is almost ready I think 15:56:45 I haven't had time to read, it, sorry :( 15:56:48 I reviewed the contract terms and apart from a couple of thingies it looks good 15:56:50 I'll try to do this today 15:56:56 Ganneff: for now, yes. If azeem_ is still on there, pls. keep him (mentoring) 15:57:14 Seems like it, although someone else (Romain) is mentionned as helper in the wiki 15:57:20 just got lavamind's annotations 15:57:23 pollo ^ Is he still on board 15:57:24 tvaz, lavamind: what is the process to get that signed? 15:57:53 abdelq: I think he is yes 15:57:55 abdelq: hmm, not for now, (billux ping) 15:58:06 visa currently also has ginggs and norman besides azeem_ 15:58:07 pollo, I'd like to have one or two more reviews 15:58:07 I would eer on the side of yes 15:58:11 well, don't add him to the alias just yet is what I meant 15:58:28 abdelq: get me your address in a query now please 15:58:32 ah, there :) 15:58:52 pollo: I would not sign it officially before the venue contract 15:58:54 tvaz: do we need to pay a % of the cash beforehand? 15:59:06 pollo: read the damn thing it says in there 15:59:10 the I'll ask them to update the quote including one more breakfast and a special menu for the formal diner 15:59:10 :p 15:59:35 Une facture sera �se en date du 1 juillet 2017 pour la totalit�es repas pr�s, selon la soumission fournie en annexe. 15:59:35 Un d�t de 25 % du montant total devra �e remis au plus tard le 15 juillet. 15:59:35 Un 2e paiement de 50% du montant total devra �e fourni au plus tard le 1 ao�17. 15:59:38 Ganneff: pls remove norman, you can keep ginggs, he was willing to mentor, too 15:59:46 all right, thanks! Anything else to add for catering? 15:59:47 updated, will be effective whenever DSA systems update their stuff 15:59:52 too late, ginggs gone too 16:00:07 Ganneff: fine as well. Thank you! 16:00:22 #topic Venue 16:00:39 waiting for an update 16:00:43 from the venue manager 16:01:13 they will update the draft according to our requests, but I haven't yet mentioned things related to annex 2 16:01:28 that's because I want us to meet with the lawyer first 16:02:04 lavamind: what's annex2? 16:02:29 hopefully the payment can be done quickly because the real final text might not be done by the end of the month (the 1st deposit is due feb 13) 16:02:58 lavamind: do you honestly think we can sign before feb 13? 16:03:12 I mean, it's taking time because of them, not because of us 16:03:15 pollo: the part where the rules are laid down, such as accepting surveillance and obeying the venue people's commands, more or less :p 16:03:56 pollo: we also have a part in the delay, not just them 16:04:05 but mostly them, yes 16:04:17 I think they will be accomodating anyway 16:04:27 lavamind: regarding $$$, do you want to ping Hydroxide? 16:04:40 it's just we might have issues if it takes 60 days for the deposit to reach them 16:04:42 last I heard we were going to use a SPI debit card, right? 16:04:48 pollo: I have already, no news 16:04:54 thx 16:05:03 pollo: I was raised as a possibility, but nothing since then 16:05:08 it, rather 16:05:12 anything else? 16:05:21 childcare 16:05:23 lavamind: they payment will just take days if SPI receives a proper invoice and we sign it off 16:05:33 is there an english translation of the venue contract - for studying purposes ? 16:05:34 been there, done that :) 16:05:34 we got 1 volunteer and an offer of material 16:05:41 shirish: no 16:05:46 ok 16:05:54 I think we're only 1 volunteer away from a solid plan 16:06:07 DLange: ack 16:06:34 #info still looking for at least 1 other volunteer for childcare 16:06:45 lavamind: so the plan is not to hire a company anymore? 16:07:07 pollo: I don't see why we should if we have what we need for free 16:07:38 lavamind: then we have 2k CAD budgeted for material we can buy 16:07:41 but anyway, the plan won't be set in stone before the childcare volunteers buy their plane tickets :p 16:08:10 pollo: that's good, I suspect we'll only need a fraction of that 16:08:12 I don't think have to spend all of it, but it sure can help make the childcare better 16:08:14 but let's see 16:08:25 yep 16:08:38 next topic? 16:08:45 yes 16:08:46 #topic Accommodation 16:09:02 got a new proposal from the hotel universel manager 16:09:07 it's in owncloud 16:09:26 it's still missing things which we already agreed by email, I'm going to insist that it appears in the contract 16:09:34 like the shuttle service, for example 16:09:55 we got a bunch more rooms at 159 CAD IIRC, right? 16:10:09 I also want more info about how it will work to revise the room numbers and request cancellation terms (just in case) 16:10:37 pollo: they agreed on 40 room at 159 CAD instead of the 20 they said before 16:10:50 anyway, they are starting to annoy me a but 16:10:52 a bit 16:10:57 we talked about it a little last week, but i think the way to go for accom is to have people pay via Stripe+wafer 16:11:07 yes I agree also 16:11:21 we'll have 70 rooms at the hotel, and use 34 for sponsored people 16:11:30 sponsored of self paying, if they are staying at the conference hotel, we take the payment 16:11:47 that way people won,t have to deal with the hotel directly 16:12:02 that makes sense. 16:12:18 pollo: I suspect it will be complicated to account for each type of room and different prices, however 16:12:37 lavamind: IIRC, noel said it was very easy to do with stipe 16:12:40 I think it will be much simpler to charge a flat fee for self paying folks 16:12:44 it's just different items 16:13:04 pollo: there's stripe and wafer, wafer would need to account for rooms 16:13:32 that's probably easy enough, if we know what we need 16:13:41 stripe is just the payment collection mechanism 16:13:47 (and possibly invoicing) 16:13:57 tumbleweed: noted 16:13:59 tumbleweed: we'll have a "stock" of rooms, A, B and C quality 16:14:02 if debian.org would do it, it would be no confusion, with any hotel there is possibility of language issues + taxation issues. 16:14:04 collecting money which is transfered exactly to a hotel sounds like a lose for dc orga. Eg we eat processing fees 16:14:13 yeah, it'll cost us 16:14:16 and we increase risk 16:14:51 bremner: well, there is no risk since people have to pay up front 16:14:52 ok we need to evaluate these costs and risks then 16:14:52 *shrug*, I'm not an expert, just in the past we tried to avoid travel agency as much as possible 16:15:21 -1 on debconf managing hotel bookings 16:15:46 we did it last year, and I think it would have worked better, if we'd done more of it ourselves 16:15:50 language support isn't a problem at hotels, especially not in an international city like montreal 16:15:53 so we would just tell people "we have X rooms reserved at that hotel, please contact them?" 16:15:59 i.e. we hadn't relied on CMC for invoicing 16:16:09 pollo: that's how most conferences work (he says, channeling madduck ) 16:16:40 hmm, ok. lavamind can you check with the hotel if there is a way online to specify that you are with the group X? 16:16:42 people do have to interact with the hotels anyway, for check in, etc 16:16:45 like a code people can enter? 16:17:01 pollo: yes there is, it's in the darn contract if you would read it :P 16:17:06 :) 16:17:19 all right, anything else to add? 16:17:23 yes 16:17:36 I do issues with sponsored people if they deal with hotel directly instead of debian orga 16:17:39 I sent out emails to 3 alternative hotels last week, no reply 16:18:03 shirish: we're talking about self-paying attendees 16:18:09 I do see issues with sponsored people if they deal with hotel directly instead of debian orga 16:18:12 lavamind: if you want, I already have a contact at Mcgill residences 16:18:18 not about sponsored folks 16:18:29 olasd: for self-paying then not so much of an issue. 16:18:45 pollo, with a reliable shuttle service mcgill residence wouldn't be bad 16:18:51 pollo: yeah send it away 16:19:04 #action pollo to send lavamind the McGill residences contact 16:19:16 tvaz: I think the subway is more convenient 16:19:40 no downtown traffic 16:19:48 pollo, yes, but it's not 24/7, nor accessible in general 16:19:52 heh, at that point if it's much cheaper, I'm all for providing a weekly transit pass 16:20:09 lavamind, +bixi 16:20:19 tvaz is right about accessibility of the subway 16:20:44 I'll have a look 16:20:47 anyway, McGill is only a idea atm 16:20:55 #topic Website 16:21:01 how far is it from the venue ? 16:21:05 tvaz: any news on the sprint? 16:21:29 I saw the email you sent 16:21:39 pollo, no, I'm a bit lost about that actually 16:21:57 I think we may want to s/Debian Day/Open Day/ on the website, I was the one who put it up like that but I have 2nd thoughts 16:22:20 lavamind: why ? 16:22:32 please explain/share. 16:22:42 pollo, anyway, I'll try to organize that sprint, even though I'm not the person who'll be hacking on it 16:22:50 because Debian Day isn't actually on aug 5th and because it's not as descriptive as "open day" 16:22:54 tvaz: I'm lost website-wise too, I thought the sprint was for that 16:22:58 what sprint are we talking about? 16:23:13 tumbleweed, we need registration and cfp ready 16:23:15 soon 16:23:16 tumbleweed: a sprint to jumpstart work on wafer registration part 16:23:27 did you see the registration stuff I put in a branch a few weeks ago? 16:23:37 * tumbleweed mentioned it on the reg channel 16:23:52 tumbleweed, I didn't, sorry 16:23:56 there is a reg channel? 16:24:04 yes 16:24:15 it's just the form side, not the infrastructure, yet 16:25:08 the idea behind the sprint was to get together, let you and Noel hack on stuff and hack on the reg content on our side 16:25:30 since I think one of the problems you had was that reg content was not clear 16:26:03 could help out in testing if need be. 16:26:15 well, the best way through these things is to iterate, not write a spec :) 16:26:20 shirish, that will be very helpful 16:26:34 so, really we need to be looking at what's there, and improving it 16:26:50 tvaz: somebody just needs to give me a URL and I'll see what works and doens't. 16:26:53 tumbleweed, that's the idea of that sprint, I think 16:26:55 tumbleweed: can you point us at the form so we can have a look? 16:27:10 pollo: it's in the reg-form branch 16:27:12 and would need an e-mail address so can tell what's wrong and need to be fixed. 16:27:17 shirish, we don't have it ready for testing yet 16:27:58 ok. 16:28:18 tumbleweed: do you think mid-Feb is too early to start registrations? 16:28:21 so. do we still need a sprint? 16:28:26 tvaz: yes 16:28:35 this week I'd say, even 16:28:36 pollo, anyway, /me will action on organizing that sprint in one or two days 16:28:37 on sprint scheduling - I don't know my schedule for the next week, yet, ask me again in a day 16:28:49 tvas: who's leading the effort for it, you ? 16:29:26 pollo: mid-feb is worrynigly early, given that we have quite a bit of work to do 16:29:32 nobody has looked at this stuff in a month or so 16:30:04 that's because nobody gets wafer to work locally. You should deploy it onto wafertest or another instance. 16:30:14 The entry barrier for others is a bit high. :/ 16:30:37 yeah, the current reg form thing is a hack that would get reverted at some point 16:30:41 it's really just a proof of concept 16:30:47 by dc19 I will package it. 16:30:49 tumbleweed: noted, we'll see how the sprint goes and revisit that date then 16:31:09 the sooner registration opens the better it will be for us to plan accomodation with these hotels which impose strict reservation rules 16:31:21 #info by DC19 highvoltage will package wafer 16:31:22 :D 16:31:29 lavamind: you want to open registration without knowing which hotels we're using? 16:31:49 tumbleweed +1. Doesn't make sense. 16:31:54 no I didn't say that 16:32:10 but cfp's could be started, that doesn't depend on anything. 16:32:16 except track leads. 16:32:31 shirish: yep, unrelated to this 16:32:34 it's a long way between starting a working form-draft and get it working 16:32:47 it will be time enough to us know about the hotel 16:32:54 tumbleweed: I'm struggling to explain 16:33:13 tumbleweed, how's cfp in wafer now? 16:33:14 I would say if we are able to get the Cfp underway, there might also be a bit of urgency on other matters also. 16:33:14 it'd be nice to get details of exactly what accomm is available when we open registration 16:33:22 this is usually something that debconf registration is bad at 16:33:36 (and I don't think last year was much better than average) 16:33:38 we can only review the number of reservations substantially at the latest April 1 16:33:43 though it doesnt matter for those relying on debconf accom (as opposed to hotels) 16:33:59 it can help people decide whether to use debconf accomm 16:34:07 tumbleweed: well, the plan is to offer rooms at Hotel universel, but we are planning a lot of people will look into other options because of the price 16:34:12 while everybody is happy to be able to register and block dates 16:34:45 tvaz: (re talk submission) play with it on wafertest, and tell me :) 16:35:05 tumbleweed, how do I get an account there? 16:35:24 the sooner we open registration, the better numbers we'll have when it comes time to review the room reservations 16:35:42 tvaz: link in the top right 16:35:51 or should I just play as submitter? 16:35:54 was just looking, for visa to canada, they say you should have 2 months to work with, so at least visa things need to start by April to get things done in time. 16:35:55 anyway, I think we should move on 16:36:04 tvaz: that's what I meant, yes 16:36:06 ok 16:36:11 pollo: re: onsite acom 16:36:19 I saw your reply in #debconf-team 16:36:24 #debconf rather 16:37:01 we should think carefully because it might help offset some costs 16:37:21 well see about that 16:37:23 for exmaple, we could ask non-sponsored 100 CAD for the week, or something like that 16:37:30 but let's move on for now please 16:37:58 I'll keep that in mind for next meeting planning 16:38:37 #topic Fundraising 16:39:00 I think the main problem with fundraising atm is MIA people 16:39:13 I mailed aviau last week, no reply 16:39:25 pollo: can you take over his leads 16:39:41 there is also a new one that was mentioned today in the sponsors channel 16:40:01 Yeah, I guess we should just take over 16:40:27 lavamind: I can do aviau's, can you do soli's ? 16:40:42 ok 16:41:30 #topic Info on the DebConf Committee 16:41:43 DLange: want to talk about the dc18 process a little? 16:41:51 sure 16:42:05 we'll have two meetings hopefully chaired by OdyX 16:42:35 one to poke at the bids and then probably have open questions resolved before the second meeting where a decision should be taken 16:43:29 everybody is invited to participate but we'll have to be stricter than during team-meetings with people derailing the conversation 16:43:29 * shirish notes that the taiwanese people recently updated their entries on the wiki and it is cooler than before. 16:43:41