15:30:18 #startmeeting 15:30:18 Meeting started Mon Feb 20 15:30:18 2017 UTC. The chair is lavamind. Information about MeetBot at http://wiki.debian.org/MeetBot. 15:30:18 Useful Commands: #action #agreed #help #info #idea #link #topic. 15:30:31 #topic Roll call 15:30:46 hi 15:30:47 please say hello if you're ehere for the meeting 15:30:56 hello 15:30:59 EHLO 15:31:00 paulliu_tw: hi, no need for _tw anymore, thats only for the decision meeting :) 15:31:01 * bdale is lurking 15:31:13 hello 15:31:13 sortof here. except for getting food and leaving early 15:31:19 hello 15:31:35 * DLange orders from bremner catering 15:32:09 ping tvaz, LeLutin 15:32:48 o/ 15:33:40 o/ 15:33:42 we'll start in a minute 15:33:57 STARTTLS 15:34:36 anyone else want to run this meeting in SMTP-speak? :p 15:34:57 o/ 15:35:07 ^5 LeLutin 15:35:07 * olasd waves from afar 15:35:10 HELO 15:35:17 well once we pass the DATA. line we can start conversing :) 15:35:27 hi 15:35:30 #topic 1. DebConf18 welcome, quick status update and dates 15:35:55 czchen, paulliu: again, congrats, and thank you for being here 15:36:01 thanks 15:36:14 indeed congrats :) 15:36:15 * h01ger would also use the opportunity to again thank the brasilian bid for running! 15:36:27 +please run again! :) 15:37:04 * lavamind passes mic to paulliu & czchen 15:37:11 Currently we plan to have dc18 in Sat, Aug 4, 2018 ~ Sun, Aug 19, 2018. 15:37:20 * h01ger who brought up the topic doesnt have much to add about the dates except what was said at the mailinglist… is there a deadline for when you need to know, or just "ASAP"? 15:37:55 i dont think running the dates pre-decision through more public channels is sensible. but maybe give it a week more time for feedback, before finalizing? 15:38:07 I think it is ASAP due to the fact that dorm registration 0is first come, first serve. 15:38:11 when we announced the dc17 dates during dc16, it was still early, probably the earliest it has been 15:38:12 yeah. We are preparing contract with the university now. 15:38:36 cool 15:38:37 I think a week, or two week later is okay 15:38:50 will the contract be in chinese only ? 15:38:55 except for gwolf's personal objection, there wasnt any, right? 15:39:10 FTR gwolf requested that you check moving earlier due to his semester starting sometime in August 15:39:15 (which could also be due to its really early and other event dates are not known yet) 15:39:29 s#objection#concern# :) 15:39:57 Is that required to be in English? We discussed that inside our team. Some people think that Chinese is ok. 15:40:18 As for a contract, official language has more power on law. 15:40:19 paulliu: whats your plan for the legal entity to sign it? (aka: who will sign it?) 15:40:19 paulliu: it's not required, no, our venue contract will be in French :p 15:40:20 I see, maybe we can move to late Jul. 15:40:27 Chinese is o.k., just translate the bits that we need to know for informed decisions 15:40:38 we live with French contracts for DC17, that's the same 15:40:53 well, more of us read French, I guess. 15:40:56 fwiw. 15:40:58 its similar. a lot more people (in debian) get french 15:41:09 whats your plan for the legal entity to sign it? (aka: who will sign it?) 15:41:16 That's also another problem. We think we'll use OCF as a legal entity. 15:41:29 It is a open source promoting foundation. 15:41:33 paulliu: thats a problem to solve first :) 15:41:48 paulliu: I think the contract in Chinese is fine, but since less "outside" people will be able to review it, you will need to take extra care with it 15:41:49 and that organisation needs to have a contract/agreement with debian too 15:41:51 (!!) 15:42:06 (which probably can be done after signing, but this agreement with debian needs to be done) 15:42:16 as we will send debian money to that organisation 15:42:23 h01ger: Will contact ocf for this. 15:42:26 OK. 15:42:36 Got it. 15:42:37 also contact leader@debian.org, i think 15:42:56 h01ger: technically, the main problem is that organization receiving money on behalf of debian rather than the opposite 15:42:56 yeah I think getting mehdi's input on this will be valuable 15:43:08 #info dc18 contract with venue about dorms should be done ASAP as dorms are given out "first come, first serve" 15:43:31 #info dc18 local organisation will probably be OCF = open source promoting foundation 15:43:41 paulliu: got an URL for OCF? 15:43:43 czchen: do you have a web page for OCF? 15:43:51 http://ocf.tw/ 15:44:04 awesome 15:44:17 #info dc18 organisation needs to make a contract/agreement with debian, as we will send debian money to it. (and we can only spend debian money on well definied things etc.) 15:44:23 #info http://ocf.tw/ 15:44:31 Only Chinese version right now 15:45:00 * h01ger done infoing, left out mailing leader@debian.org on purpose as i'm not 100% sure its the right mailing address 15:45:11 h01ger: it is 15:45:24 anything else wrt dc18 ? 15:45:40 #info dc18 please involve leader@debian.org in the agreement with dc18 local organisation 15:45:45 We are also working on logo right now. 15:45:59 * gwolf arrives 15:46:08 sorry for lateness 15:46:27 #topic 2. Content team 15:47:02 olasd: i think the problem is really two sided: the sending *and* receiving parts. but anway, IANAA (…accountant) and dc17 now 15:47:19 OK... I am still panting from my ride, so some bits might be off my head right 15:47:21 right now 15:47:26 * h01ger holas gwolf and the others from content team 15:47:45 ....We have made some progress on reviewing the proposals for invited speakers (were they... Around 10) 15:47:49 gwolf: there are some notes here http://deb.li/il9wc 15:48:15 I also mailed the team asking Noel (+team) to start working on a Open Day CfP 15:49:02 ...I was not very active this week due to us migrating our VoIP network at RL, but expect to be more active now 15:49:42 OK, I'll now look at data on submitted talks 15:49:59 As to how many invited speakers: We don't have a target number, but we have a cost level :) 15:50:09 So, we will have no more than US$8,000 worth of speakers 15:50:28 (having invited speakers residing in Montreal is a natural plus ;-) ) 15:50:38 i think it's more than enough given the small amount of proposals 15:51:01 As of right nowe, we have... 20 talks 15:51:14 which I don't feel to be a "small amount", given how early it is 15:51:27 (or, tvaz... you mean small amount of invitation proposals?) 15:51:37 invitations, yes 15:51:48 Right. So, well... I think that's it from me 15:51:51 not that it's too small, but there're people coming from us/canada 15:51:59 which shouldn't cost much 15:52:05 h01ger: DLange 15:52:05 a few from europe maybe 15:52:24 tvaz: From North East USA it's quite cheap. From the opposite cost, it's almost the same cost than for me 15:52:30 I added some bits for 15:52:34 for travel prices 15:52:39 (sorry for the extra enters...) 15:53:22 I think we should resume the discussion and go ahead with a few consensual invitations 15:53:23 h01ger, DLange: Please don't take my objection as anything worth moving schedules around. It's just a _personal_ preference. Hopefully others will join, and we will have DebConf back in July where it belongs ;-) But I'm not objecting to it 15:53:30 anyway, this is content internals 15:53:33 right. That's the plan for this week ) 15:53:41 :) 15:53:48 ok let's move on 15:53:58 #topic 3. Accomodation 15:54:06 gwolf: thats why i did s#objections#concerns# 15:54:16 3.2 can be dealt with in a lter meeting 15:54:24 good :) And hola btw! 15:54:47 what would need to be decided now, concerns the venue contract so ideally we'd make a decision now 15:55:19 our initial plan was to have an onsite capacity of 60 (12 rooms) for debcamp and 90 (18 rooms) for debconf 15:55:38 o/ (tumbleweed wakes up) 15:56:03 in the latest iteration of the contract however, it was mentioned that we would not be able to cancel more than 5% of the value pf the contract 15:56:39 so we asked to reduce to 6 and 12 rooms, thinking we could always take up extra space in case we needed it 15:56:41 however 15:57:08 can we increase later= 15:57:08 ? 15:57:16 at our meeting with the venue manager, 1) he said these rooms could be reserved for other purposes soon 15:57:45 2) that it was ok to cancel rooms beyond 5% as long as it was no later than june 5 15:57:48 sooo 15:58:03 if we want to go back to 12/18 rooms we have to ask now 15:58:20 and cancel the ones you don't need on June 4 15:58:24 right 15:58:27 so it would make sense to go back to the original numbers 15:58:31 sounds like a no risk-plan 15:58:36 so, go for it 15:58:51 just make sure to keep the deadline with your shiney new calendar :) 15:58:56 alright, any other thoughts ? 15:59:10 it's better to avoid not being able to reserve the other rooms 15:59:33 I think so too, we may have a spike in demand for onsite in the 4-5-6 august weekend 15:59:49 accomodation in the city is priced 300% 15:59:53 these dates 16:00:09 ok next topic 16:00:37 #agreed we will go back to reserving 12 rooms for debcamp and 18 for debconf, as long as we can cancel without risk 16:00:40 we can rent out rooms to Festival goers and gain some money 16:00:46 lol 16:00:56 #topic 4. Registration 16:01:00 aaaaaaaaah 16:01:05 sorry, had to let it out :p 16:01:11 :P 16:01:17 :) 16:01:21 pollo and I have not had time to work on the form deisgn 16:01:23 DLange: we are not a travel agency for other events :P 16:01:37 lavamind: can we decide on the key thing when we know how many rooms we'll have. Cause if its really few ... then we can probably just save that money altogether. 16:01:48 tumbleweed: but we are looking for sponsors. Maybe the festival could become our indirect sponsor? ;-) 16:01:56 DLange: indeed 16:01:57 Hello (always late, sorry) 16:02:00 tumbleweed: we could use this for poaching attendees :P 16:02:21 * larjona waves,late to the meeting :/ 16:02:23 tumbleweed: pecunia non olet said Brian all the time in the good old days... 16:02:28 we should have a registration sprint this week 16:02:54 is anyone interested in making it happen 16:02:56 lavamind, yes 16:03:04 we have that meeting on the 4th 16:03:14 lavamind: that sounds sensible 16:03:16 tvaz: this week,,, 16:03:16 we could advance it to this week if others are available 16:03:17 I am interested in making it happen 16:03:26 Not that I will contribute much to it, sadly :( 16:03:30 * tumbleweed would help 16:03:36 tvaz: can't move the RL meeting to this weekend, no 16:03:40 not for me anyway 16:03:47 I was thinking of a remote sprint 16:03:52 ok, that's fine 16:04:05 #action gwolf to organise a registration sprint this week 16:04:14 thanks gwolf 16:04:27 anything else? 16:04:59 #topic 5. Catering 16:05:00 * gwolf shrugs. I spoke, and I shall act. I don't know how to, though 16:05:30 gwolf: maybe propose 2-3 time slots and see which is best for interested parties 16:05:38 right. Will do on-list. 16:05:40 then annoucne here and ML 16:05:49 goot 16:06:29 still waiting for the updated menu 16:06:46 it's still stalled on their end ? 16:07:13 yes, she may have forgotten to send the updated menu 16:07:19 I sent her a reminder today 16:07:30 tvaz: maybe call, if you can :) 16:07:40 yes, I'll wait until wed 16:07:47 she uses to be really responsive 16:08:07 apart from that everything is ready to be signed 16:08:23 heheh, usually that happens *after* the contract is signed ;) 16:08:34 the update concerns only the breakfast on the 13 and the special dinner 16:08:39 but yeah I think they are just not as eager 16:08:45 ok 16:08:57 I'll keep you informed 16:09:01 or maybe in a rush for current work 16:09:09 will call her after we if i get no response 16:09:18 #action tvaz to follow-up with caterer to obtain the final version of the menu, and get the contract signed 16:09:36 she's still above the average in terms of responsiveness 16:09:38 :) 16:09:49 #topic 6. Venue 16:09:58 pollo and I met with the venue manager 16:10:08 it was almost 2 hours 16:10:26 we discussed lots of little things and bigger issues 16:10:50 we made sure we'll have access to rooms for video setup beforehand 16:11:07 and also clarified how the teardown will go 16:11:25 took a bunch of note (in French), they are in ownCloud 16:11:37 tvaz, abdelq, LeLutin I do recommend you check them out 16:11:43 lavamind: will do 16:11:46 sure 16:12:04 let me know if you have any questions 16:12:17 hopefully the final draft of the contract is coming this week 16:12:51 alright 16:12:52 * tvaz having a look 16:13:12 #topic 7. Website 16:13:47 I have been wanting to add a tiny form to subscribe to dc-anncounce somewhere on the website 16:13:59 have not had time, LeLutin could you look at this? 16:14:22 lavamind: I could yeah. hopefully mailman has something for this 16:14:34 also, #debconf channel and dc-discuss are not listed anywhere, could be useful to announce them as well 16:14:37 IIRC it's pretty straightforward 16:14:43 LeLutin: yeah it's just a POST to the mailman url 16:14:54 just send a subscribe mail with the user as from? 16:14:56 just look at the sunscribe form on the mailman page 16:15:06 thats enough and lets them get the second stop opt-in 16:15:08 or that 16:15:08 shouldn't be a dc17 list instead? 16:15:28 tvaz: there is no dc17 list... ? or is there 16:15:52 or it could be as simple as a link to the mailman interface 16:15:59 #action LeLutin to look into adding a subscription link/form for dc-announce 16:16:27 LeLutin: sure, sure 16:16:29 not that i know, just thinking that we could create one 16:16:38 tvaz: nah 16:16:38 why do you want one? 16:17:07 I think most people will be interested to receive info about dc17 only 16:17:27 and that'll be most of what's dicussed during this timeframe 16:17:30 not dc in general forever (them can unsubscribe, but well) 16:17:40 I think the majority of people would not like to add a new list subscription 16:17:43 having dedicated announce lists is a mess 16:17:46 at least, I would not. 16:17:56 ok, fine 16:18:09 during dc17 lifetime most mails will be about dc17 anyway. and some news of dc18 will be cool too 16:18:09 just a random though 16:18:35 will new registrations have preselected box to subscribe? 16:18:52 h01ger: don't know! 16:19:08 how else do we make sure people are subscribed? 16:19:12 h01ger: I don't known. people omplains 16:19:15 especially *new* people 16:19:32 we want to be inclusive and all that ;-) 16:19:34 Maybe use Debian's way with d-private? 16:19:41 h01ger: we could craft a "welcome" mail when people register 16:19:50 (I mean... notify people, of course, but subscribe by default) 16:19:57 Or better, people complain because unchecking in form (on old sysmtems), didn't unsubscribe 16:20:04 subscribe by default, with an opt-out box 16:20:22 I think that's reasonable for the annonuce list (and we do this) 16:20:26 so as we seem to agree, who can do this? 16:20:27 (without the opt-out box, even) 16:20:39 but do we want that for discuss too? 16:20:46 the auto-subscription in DC15 was a major issue as it would auto-subscribe people that unsub'd themselves 16:20:51 not discuss 16:21:04 * tumbleweed can't remember what we did at dc16 16:21:10 nothing, tumbleweed 16:21:14 I don't think there was auto sub in dc16 16:21:31 hence, we should announce it clearly on the website 16:21:37 yes, I thknk we never run such script, and I unsubscribed a lot of people 16:21:40 probably on the front page even 16:22:14 fwiw, we have been directing inquiries about bursaries to subscribe to the list 16:22:18 we can put opt-out checkboxes on the reg form, and start the (2 step) signup process 16:22:19 lavamind: you can always mail all people registered in wafer or we can manually subscribe them once or prod them to subscribe once 16:22:19 (announce) 16:22:53 I'm fine with tumbleweed's idea 16:23:16 let's add an optout box on the form and autosubsribe people who register 16:23:19 DLange: ah, right, that's what we were mostly doing (mailing people from wafer) 16:23:32 but also add a link or button on the website for people to register 16:23:39 to subscribe 16:23:40 and that worked much better than the DC15 process via the ML 16:23:41 yeah, and show which email address we'll be subscribing 16:24:21 DLange: for deadlines before the conference starts, we probably want to mail from wafer, yes 16:24:25 #agreed registrants to be autosubscribed to dc-announce 16:24:30 so tha twe can send things to just the people that need to see it 16:24:43 once it's rolling, announce and discuss are going to be very active 16:24:45 #agreed tumbleweed to implement an opt-out checkbox on the registration form 16:25:06 mailing from wafer doesn't work for inquiries about when registration is opening 16:25:18 * bremner <- captain obvious 16:25:24 #agreed make sure it does not regress to the DC15 system with forced re-subscriptions that created quite some slashback 16:26:06 #topic 8. Fundraising 16:26:14 DLange: is most about documentation 16:26:22 AaAaAaAaAh 16:26:42 * bremner afk 16:26:54 the fundraising effort has pretty much flatlined for the last month, afaict 16:27:11 mainly because pollo and I have been busy 16:28:08 how 16:28:12 's the budget? 16:28:18 how much money is missing? 16:28:38 hrmm 16:29:06 pollo has sent an email on this 16:29:12 ugh, the sponsorship-totals script doesn't actually compute totals :/ 16:29:23 heh 16:29:27 tvaz: url/msgid? 16:29:27 There Is No Total 16:29:57 I'll try that we publish the blogpost about/thanking current sponsors this week, hopefully it raises awareness 16:30:06 h01ger, https://lists.debconf.org/lurker/message/20170213.184558.cc0fa283.en.html 16:30:37 but no sponsor income indeed 16:30:56 pollo's estimate for sponsor income was around 120k USD 16:31:11 I don't know where it's at excatly, now 16:31:14 "That means grand total would be around *215K CAD, ~164K USD, ~155K EUR*. " 16:31:21 -120 USD 16:31:46 ~160k cad 16:32:08 missing 55k cad (only?) 16:32:12 OK. I see the situation as clearly needing attention - but not panic-worthy (yet), as there is still good time to improve 16:32:31 ...And our budget does not yet account for Debian funds, I guess? 16:32:38 it does not 16:32:40 I still think the 120k CAD is quite conservative *if* somebody gets the sponsors drive going again. 16:32:43 gwolf, nope 16:32:49 we made more in Cape Town, so... 16:33:01 s/CAD/USD/ 16:33:58 I agree, it will depend on local efforts. pollo and lavamind are full of tasks already. I have no skils at all for fundraising :( 16:34:38 lavamind, have you (we) talked to noel about this? 16:34:52 tvaz: I don't think so no 16:35:04 he seems to have good contacts in business here 16:35:08 I'll ping him on this 16:35:09 I wish he was around here more often 16:35:58 anyway, it seems that in worst scenario we'll ask about 50CAD do debian 16:36:03 which is not *that* bad 16:36:04 #action tvaz to ask noel if he wants to help the fundraising team 16:36:16 but still, there's potential here to get more funding 16:36:35 there is, yes 16:36:46 #topic 9. Coordination 16:37:02 ~38kUS 16:37:17 please everyone, makeuse of the new ICS calendar of git 16:37:43 #link https://anonscm.debian.org/cgit/debconf-data/dc17.git/plain/misc/until-dc17.ics 16:38:05 kanboard is starting to rot a little 16:38:14 is it a orga calendar? 16:38:16 #info it seems we're missing 55k CAD to make dc17 happen. please consider helping the fundraising team! 16:38:16 or general? 16:38:22 sorry i didn't follow that 16:38:44 tvaz: it's orga + contracts admin 16:38:47 lavamind: is there a webview/plaintext version of that calender? 16:38:58 ok 16:39:20 h01ger: no, but feel free to put one on git 16:39:30 I'll help update it if you tell me how 16:39:40 there must be some tool for that 16:39:48 a small shell script 16:39:50 or some such 16:39:56 thing 16:40:01 * h01ger aint dealing with .ics files, so thats why i'm asking… (plus i have no time to learn…) 16:40:22 h01ger: Just run it through your favorite Google app 16:40:24 * gwolf hides 16:40:30 or own/nextcloud 16:40:30 :) 16:40:49 ugh 16:40:55 * h01ger wonders how to run .ics files though GSoC 16:41:01 through… 16:41:10 i know a weird php thing for that, works but quite ugly 16:41:14 does anyone ELSE have problems with .ics files :p 16:41:23 nope, thanks! 16:41:27 We used ics since dc13 IIRC 16:41:29 ics is fine. has been for years for debconf 16:41:40 * h01ger joins facebook 16:41:48 there we go, nice h01ger 16:41:56 * lavamind pats h01ger onthe shoulder 16:42:32 last thing, oh shit gotta run pick up my kids, if you have nothing to do, please let me/us know 16:42:46 look at meeting logs, kanboard, and the mailing lists also 16:43:03 h01ger: Joining Facebook will help you get visa-waiver happy. Congratulations! 16:43:13 #idea if you are looking to ways to help, attend meetings, read the logs, read the dc-team mailing list, and kanboard tasks 16:44:01 #endmeeting