14:04:14 #startmeeting 14:04:14 Meeting started Mon Jul 10 14:04:14 2017 UTC. The chair is nattie. Information about MeetBot at http://wiki.debian.org/MeetBot. 14:04:14 Useful Commands: #action #agreed #help #info #idea #link #topic. 14:04:25 hello! 14:04:30 #topic Orga meeting - Roll Call 14:04:32 0/ 14:04:36 hola! 14:04:39 Hi 14:04:43 Bonjour! 14:05:33 hello 14:05:38 \o/ 14:06:14 O/ 14:06:17 hi 14:06:19 \o 14:06:26 hi 14:06:40 is that everyone? 14:06:50 i'm guessing so 14:07:01 #topic Orga Meeting - Bursaries 14:07:08 bremner/olasd? 14:07:26 umm. olasd has done everything. 14:07:39 bursaries are finalized, everyone should know their status 14:07:49 there's nothing to report 14:07:58 we have been having late requests but afaict we have been handling them 14:08:00 I thought this point was supposed to be removed from the agenda 14:08:11 #info bursaries are finalized, everyone should know their status 14:08:15 looks like it is as of now :) 14:08:18 no worries, we can move on 14:08:23 people from registration should stop forwarding requests to bursaries, there's no money left 14:08:30 ack 14:08:32 #topic Orga Meeting - Registration 14:08:46 #info Paypal integration is complete 14:08:55 \0/ 14:09:03 i'm just putting things from the agenda in info now :) 14:09:14 #info 197/387 attendees have confirmed 14:09:15 DLange has been answering mails lately, thank you 14:09:23 several more are waiting on visas and stuff 14:09:29 thanks to bgupta the Debian / SPI paypal account is set to auto-convert CAD to USD on receipt, so we are getting instant payment notifications as well 14:09:42 nice 14:09:55 (and all the paypal limits have been lifted so we won't trip the fraud detection mechanisms) 14:10:06 (by receiving too much money) 14:10:24 ^(famous last words) :) 14:10:47 well, the limit has been set to 40k USD received over the month of July 14:11:05 so, we need to review records of those who have reported special needs, and we can discuss that soon 14:11:06 olasd can people still sign up for accommodation at all atm? 14:11:14 lavamind: yes 14:11:26 eep. 14:11:28 no easy way to stop that 14:11:49 right 14:12:01 well there is: stop accepting new people registering for accommodation 14:12:23 olasd: can we? We still need people to be able to change their accomm prefs 14:12:24 if you think that's what we should do then we should do it 14:12:33 it's code, of course we can 14:12:50 sure, it's more "do you have the time and motivation" 14:13:03 since you have been doing most of the wafer work lately 14:13:46 that's backwards; if you need the website to stop new people from registering for accommodation just say so 14:13:59 well we need to 14:14:03 okay then 14:14:55 olasd: thanks 14:14:55 I'll make that happen 14:15:12 #action olasd to prevent people from registering for accommodation forthwith 14:15:25 #info no news from the room assignments team so far 14:15:30 selfish question, when will "upgrades" to RVC be confirmed? 14:15:35 that's it for registration so far, right? 14:15:43 (I'm not crawling under free time but I'd rather do that than have the venue crack at the seams...) 14:15:49 bremner: if you ticked the box you got it? 14:15:59 pollo: ok, thanks. 14:16:01 congrats, bremner! 14:16:04 yay. 14:16:21 we should come up with lottery assignment to move the rest of the ppl to RVC soon 14:16:23 olasd: it's already cracking, stay tuned! :D 14:16:25 #topic Orga Meeting - Volunteering System 14:16:32 Right - whose task is the volunteering system? 14:16:34 abdelq: . 14:17:04 not around it appears 14:17:11 ok, we can save that for later/next week 14:17:19 #info abdelq is working on volunteering system 14:17:25 #topic Orga Meeting - Venue and Accommodation 14:17:27 note spelling ;) 14:17:42 all spelling are correct 14:17:45 s 14:17:57 I think we managed to cover most of that in the registration section 14:18:12 there are a few things 14:18:13 well there is the RVC lottery 14:18:50 the lottery isn't a big issue 14:18:55 is that like winning the lottery in "The Island"? 14:18:57 needs to happen 14:18:58 How can I opt out from the lottery? (Like, I would like to do voluntary works) 14:19:17 the problem we should take care of asap is accom on Aug 4 when we don't have any rooms at rvc 14:19:20 medicalwei[m]: i think in that case you just don't tick that you want alternative accommodation 14:19:29 lavamind: indeed 14:19:34 pollo: tvaz and I will take care of it 14:19:44 lavamind: I think we should tell people we don't have space for them 14:20:01 I think before going that route we should explore alternatives 14:20:24 by how much are we overbooked on the 4th? 14:20:25 I can help with that before going to the lottery, yes 14:20:31 I don't see any easy ones. The city is packed on for those dates 14:21:01 shall we agree to discuss that out-of-meeting, though, please? 14:21:16 we can then report the results next week 14:21:20 nattie: according to the dc_stats page, 21 14:21:34 lavamind: thanks 14:21:37 that may include uncofirmed attendees, I'm not sure 14:21:43 it does 14:22:01 anyway, let's handle that out of meeting later today ? 14:22:04 so ~50% of these are confirmed only 14:22:07 #action lavamind, tvaz and nattie to investigate the matter of accommodation for 4 August 14:22:23 i think we can move on to... 14:22:29 #topic Orga Meeting - Content 14:22:34 we should send a reminder to confirme today 14:22:47 hello, Content Team! Whatcha got for me today? 14:22:58 Open Day schedule is ready to be published 14:23:05 I don't know how to do that though 14:23:14 #info Open Day schedule is ready to be published 14:23:19 is there a way to mark only one day of the schedule as final and publish it? 14:23:26 no news from LPI btw 14:23:33 if they answer I'll add them 14:23:44 pollo: I think it should just be a table on the openday page atm 14:23:55 or just publish all we have 14:23:56 lavamind: we have a proper scheduling system 14:24:01 we should use it 14:24:04 we can have empty slots in the schedule still 14:24:05 sure sure 14:24:26 but I'm also thinking about the call-out we'll eventually send out 14:24:29 DLange: very few things outside of OD has been scheduled 14:24:43 we don't necessarily want to send people to a page with the entire debconf schedule 14:24:52 lavamind: it's a per day thing 14:24:58 * highvoltage dissappears for a bit 14:25:04 we can't just publish it per day 14:25:10 ok well, it we can publish one day then fine 14:25:31 https://debconf17.debconf.org//schedule/?day=2017-08-05 14:25:39 we could only have the slots on that day 14:25:48 then the switch should be flipped 14:25:50 then the other will be empty until we create those slots 14:26:01 since we need to send mails for OD 14:26:13 we already have slots for the rest 14:26:25 you want to delete the other slots ? 14:26:36 that seems counterproductive 14:26:37 and started (slowy) to fill them with the schedule 14:26:54 can you speed this up a bit in the content team? 14:27:03 'cause OD and the sponsors mail waits for this 14:27:14 well, dunno 14:27:29 I think it'd be more useful to assemble a manual OD schedule an publish it statically in the interm 14:27:32 interim* 14:28:04 hm, then that link floats around and we need a redirect later 14:28:08 can be done but clumsy 14:28:25 i think that's the way forward, really 14:28:29 there's a dedicated https://debconf17.debconf.org/schedule/open-day/ already 14:28:36 fine, it'll deal with that today 14:28:37 it could be a sub-item there for now 14:28:45 * lavamind doesn't understand why the schedule can't be posted on https://debconf17.debconf.org/schedule/open-day/ 14:28:56 content-wise, we need to decide on which talks will be the plenaries scheduled for the first afternoon slot 14:29:05 #agreed we will publish the OD schedule under https://debconf17.debconf.org/schedule/open-day/ for the time being, then redirect to the full schedule later 14:29:05 ack, could be on that page and later a link to the real schedule page 14:29:17 ack 14:29:21 happy? 14:29:27 anything else from Content at the moment? 14:29:40 (number of accepted talks, or somesuch?) 14:30:00 well the talks got accepted, not sure how many, is that important? 14:30:02 16:26 < azeem> content-wise, we need to decide on which talks will be the plenaries scheduled for the first afternoon slot 14:30:07 we're past that, let's move on 14:30:10 the other thing is probably what to do about tracks 14:30:21 i think that's another one for out-of-meeting, though 14:30:25 i.e. whether to drop the ball or see whether we schedule them together 14:30:39 and then obviously assembling the schedule 14:30:58 *nods* understood 14:30:59 one issue here is that AFAIK there's no constraints in wafer to not schedule talks for days the author(s) are not registered 14:31:12 that's something to take on board, certainly 14:31:31 but again, this can be addressed outside the meeting 14:31:33 the other issue is that gwolf was absent last week, I was only half-present and offline the weekend and will also be mostly away the next two weeks due to family time 14:31:45 nattie: I thought I was to give a status update, sorry 14:32:02 * pollo does not have time to help content make a schedule 14:32:09 anyone has some free time? 14:32:09 azeem: oh, absolutely. i meant the actual addressing of the issues is for later though 14:32:09 anyway, that's it from me 14:32:20 nattie: sure 14:32:26 #topic Orga Meeting - Conference Dinner 14:32:34 maybe somebody else from the content team can jump in 14:32:53 #info the contract for the tower is WIP 14:33:12 they are having a hard time getting the right people to sign the paper, I have had to sign it 3 times 14:33:20 just to confirm: dinner will be at the college 14:33:38 #action lavamind to write a wiki page about the conf dinner arrangements 14:33:39 and party in the tower afterwards 14:33:45 and to proote it a bit 14:33:51 promote* 14:34:02 tvaz: news for the alcohol? 14:34:18 350 maximum, and *we* are responsible for controlling 14:34:34 and we should provide a list of people a few days before the party 14:34:43 alcohol permits should be asked freaking soon 14:34:47 so we may need a way to organize that(tm) 14:35:02 pollo, little news is 14:35:28 it's hard to find a service which is not fancy-cocktails expensive service 14:35:50 we agreed to serve beer and wine only as alcoholic drings 14:35:51 ks 14:36:08 pollo: I know, I'm dealing with them as quick as I can so we can get that letter asap 14:36:12 can't we serve ourselves? 14:36:16 so I propose we pay someone to make it with our beer 14:36:16 nope 14:36:29 pollo, le diner has a person to do that 14:36:30 DLange: well, we could but do you want to serve beers all night? 14:36:38 we can do shifts 14:36:43 sure 14:36:46 I do that all the time at other events 14:36:46 serving beer is fun 14:36:56 tvaz: that would be a solution 14:37:06 but we need to front the cost of the alcohol 14:37:10 thats not the problem, the problem is organizing those shifts and finding volunteers 14:37:11 DLange: would that actually make the permits appear more quickly? 14:37:21 lavamind: we can pay le diner to have ppl 14:37:26 no idea, nattie. #iamnotcandian 14:37:32 canadian ether 14:37:34 nattie: no, it would not 14:37:37 pollo, I can organize that with them 14:37:47 lavamind: right 14:38:01 she has someone experienced who would accept what we proposed $$ 14:38:07 12CAD/h + tips 14:38:16 for the party 14:38:19 well that's a solution then. We'll drop somewhere to buy wine and beer before 14:38:29 tvaz: we need lediner to get us glasses though 14:38:30 cool, I prefer that as well 14:38:39 pollo, they will, confirmed 14:38:49 cool, can we get that in an #info please? 14:38:55 and an #agreed 14:39:08 they will just ask the provider how much it would cost for the glasses during the whole conference, but she said wont be more than 500cad 14:39:18 (for the whole conference) 14:39:30 nattie: only chiars can agre 14:39:48 pollo: ok, i'll do that in a second then, once we've agreed the specifics 14:40:00 or add pollo as chair 14:40:12 Pour les locations d'assiettes et verres de bière supplémentaires, j'envoie les modifications tout de suite au fournisseur et j'ajouterai la différence sur la facture finale également 14:40:12 (Cela ne devrait pas être plus de 500$ taxes incluses selon moi) 14:40:21 -ELANG 14:40:25 #info alcohol for the Conference Dinner is to be bought by us and served by Le Dîner employees 14:40:29 J'ai proposé le 'contrat' de barman pour le 10 août à ma collègue. Elle voudrait le prendre. Son nom est Janie-Claude Marchand. Elle s'occupe de faire mes marchés publics quand je ne peux le faire. 14:40:29 Très à l'aise avec les foules et elle ne boit pas d'alcool alors, c'est certain qu'elle sera alerte jusqu'au bout! Si vous voulez ses infos (NAS, adresse et cie) je les ai. 14:40:38 (sorry for the french noise) 14:41:28 we are going to need more than 1 person for that night though 14:41:39 at least 2 14:41:46 does she have a partner :p 14:41:47 pollo, lavamind yes 14:41:52 or kids XD 14:41:57 I'll ask for another person 14:42:23 actually I had asked for the whole conference, but she misunderstood and proposed that person to the party 14:42:23 good, good 14:42:28 which is fine now 14:42:46 but I'll ask again, one person for the conference, and 2 for the party 14:42:48 we'll have other people at Maisonneuve ? 14:42:52 ok 14:43:16 no, at Maisonneuve 1 person is enough 14:43:46 yes I know 14:43:51 lavamind, it'd be prudent to ask the tower people if we can do that 14:43:59 do what ? 14:44:24 oh you mean sell our own store bought alcohol ? 14:44:27 hrmm 14:44:30 yes 14:44:32 I can ask 14:44:39 not for profit 14:44:49 these are the people that want to extort us for wifi... 14:44:54 #action lavamind to ask the tower manager if we can sell our own store bought alcohol 14:45:19 tvaz: I will tell her we can't find a copany that wants to serve only beer+wine? 14:45:21 but limited, by someone who has experience, but not by a certificated alcohol company 14:45:35 lavamind, you can say that, yes, I've tried some already 14:45:40 ok 14:45:43 lavamind, but I did not try the one they propose 14:45:59 oh, well could you do that and then I'll call her ? 14:46:01 which seems a kind of big corp, not even located in montreal 14:46:50 lavamind, yes, I can contact them and let you know asa I get a quote 14:46:56 ok perfect 14:47:36 tvaz: could you stick that in an #action please? 14:48:27 #action tvaz to do a last try to find beer+wine service before asking the tower to allow us to sell alcohol ourselves 14:48:48 is that it for the dinner? 14:48:52 nope 14:48:56 ok 14:49:44 :) 14:50:14 any other dinner-related things? speak now... 14:50:32 nothing from me 14:50:57 yeah, i think we already mentioned that the contract is a WIP at the moment 14:51:10 #topic Orga Meeting - Artwork 14:51:29 still waiting for SPI's credit cards infos 14:51:33 Have SFL's queries been replied to? 14:51:35 to send the orders for banners 14:51:42 I'll ping schultmc today 14:51:57 nattie: i know they asked to use our logo 14:52:07 #action pollo to ping schultmc about SPI's credit card info for banner order 14:52:09 03Tiago Bortoletto Vaz commented on the task #187 Ask Le Diner about serving drinks during Debconf & Conference dinner 10https://kanban.debian.net/t/187#event-1395 14:52:17 we told them they needed to run their goodies by us if they wanted to use it 14:52:23 no news since then 14:52:23 pollo: did we ? 14:52:25 *nods* 14:52:49 did you answer? I don't see any reply that was CC: to sponsors@dc.o 14:53:41 hrmm, pretty sure someone did 14:53:59 well we discussed it but I have not seen any reply 14:55:24 #action lavamind to reply to SFL's mail about using the conference logo on their "goodies" 14:56:20 that's it for the artwork section, right? 14:56:34 #topic Orga Meeting - Videoteam 14:56:42 Videoteam - we want your updates! 14:56:56 cameras have been bought 14:57:06 seems like Rattus is coming after all 14:57:23 * pollo prays we can do shipping in time 14:57:35 *nods* 14:57:46 we probably shouldn't put anything about Rattus coming until his attendance is confirmed 14:57:59 #info Cameras have been bought, shipping to be arranged shortly 14:58:21 #info Shipping of gear is being discussed 14:58:33 anything else from Videoteam? 14:59:00 nope 14:59:27 not from me either 14:59:40 #topic Orga Meeting - Daytrip 15:00:00 #info Day trip options are documented at https://wiki.debconf.org/wiki/DebConf17/DayTrip 15:00:08 anything else on that front? 15:00:20 nattie, no, that's it 15:00:29 #topic Orga Meeting - Food 15:00:44 Who's got the food stats? 15:00:50 me, a second please 15:00:54 *nods* 15:01:03 https://share.riseup.net/#LCe1bX8BbAavvN1yfP-8sg 15:01:10 #info The first payment deadline for food is July 15th 15:01:19 we had to report any >30 meals difference / day 15:01:27 on the July 1st 15:01:28 which is a Saturday, which strikes me as a bit odd 15:01:43 we did that and the catering service is ok with the current numbers 15:01:50 does that effectively mean the deadline is actually the 14th? 15:01:57 in summary, we underestimated debcamp numbers 15:02:02 and overestimated debconf 15:02:06 ah ok 15:02:08 but in total we're fine 15:02:16 important thing now is 15:02:29 we need to pay then max on July 15th 15:02:48 I've sent a request to spi last friday (late request, i know) 15:02:59 and didn't get any answer yet 15:03:05 so I'm asking for help on this 15:03:11 tvaz: did you ping schultmc ? 15:03:14 on IRC 15:03:18 I don't want to delay this first payment to them :( 15:03:20 #info Food stats can be found at https://share.riseup.net/#LCe1bX8BbAavvN1yfP-8sg 15:03:25 was last friday the 7th or the 30th? 15:03:26 lavamind, did, since Friday 15:03:32 nothing back so far 15:03:37 again today 15:03:54 lavamind, again today, early morning yes 15:04:02 I don't know what else, I will have an urgent payment request very soon also (tower) 15:04:10 olasd, the 7th, 15:04:20 it's my fault, this is a late request 15:04:30 I was not keeping track of the payments 15:04:42 but I'm the local contact with them 15:05:08 so any help is appreciated here. If credit card payment works I can call them and propose it 15:05:17 or bank transfer, anything which is faster 15:06:52 tvaz: ok with my sticking in an action for you to investigate payment methods for the first payment? 15:07:23 nattie, yes, please 15:07:45 #action tvaz to investigate quickest possible payment method for initial food payment (due 15 July) 15:08:09 OK, I think that's the DC17 portion of the meeting done; on to the DC18 portion 15:08:23 Taiwan contingent: hope you've not fallen asleep :) 15:08:39 Almost 15:08:40 #topic Orga Meeting - DC18 status updates 15:08:43 But I have nothing to update 15:08:47 czchen? 15:08:52 Nothing from me either 15:09:03 there's a bunch of stuff on the agenda, shall we just quickly go through that? 15:09:38 #info Dormitories: Reserved Hao-Ran International Conference Hall on 7/21 2018, but on 8/5 2018 Hao-Ran will be close because of Sunday. 15:09:38 those are probably left overs 15:10:13 medicalwei[m], czchen: the bits on the agenda - are those for this week or last week? Is any of that new? 15:10:39 #info OCF.tw provides account for personal donation now. 15:10:48 I belive we both forgot to update since last last week 15:11:28 Need to check with Paul about DC17 talk for DC18. 15:11:47 paulliu specifically 15:11:58 We have 3 Pauls here 15:12:05 you *could* ask a random Paul, but that might not work :) 15:12:30 Opps 15:13:12 I think that's all 15:13:17 the website is happy? 15:13:26 any news on the fundraising? 15:14:14 OK, grand 15:14:19 #topic Orga Meeting - AOB 15:14:34 I'm not expecting anything to really come up here, but last call for anything else that needs summarising 15:14:45 (crickets) 15:14:50 three weeks before impact 15:15:01 Righto - thanks for attending, sorry it was a bit long by my usual standards 15:15:05 #endmeeting