14:29:36 #startmeeting 14:29:36 Meeting started Thu Feb 22 14:29:36 2018 UTC. The chair is czchen. Information about MeetBot at http://wiki.debian.org/MeetBot. 14:29:36 Useful Commands: #action #agreed #help #info #idea #link #topic. 14:30:06 #topic roll call 14:30:09 o/ 14:30:12 Please say hi 14:30:17 o/ hi 14:30:19 o/ 14:30:22 The agenda is in http://deb.li/3OYuV, please also help to update it. 14:30:43 hi 14:30:50 . 14:30:51 hello 14:30:57 hi 14:31:00 hi 14:31:02 hi 14:31:09 // 14:31:23 hi 14:31:45 #topic DebConf Website unmaintained 14:31:45 hi 14:31:50 Any update for this one? 14:31:57 o/ 14:32:11 no 14:32:25 okay, go to next one 14:32:31 #topic Fundraising 14:32:45 Right now 9(+2) sponsors has agreed: 6(+2) silver, 1 bronze, 2 supporter 14:33:29 I am rewriting chinese sponsorship proposal. 14:33:37 +2 is the difference from last meeting, plus we got other sponsors in the pipeline 14:33:52 #info szlin is rewriting chinese sponsorship proposal 14:33:57 I hope it could be done by the end of the week 14:34:15 but we need to contact some usual sponsors we have not contacted them yet (google, canonical/ubuntu, HP, etc.) 14:34:24 Also, for all local team members, please help to list down potential sponsors. 14:34:25 which means we are probably 50-60% short of the budget 14:34:25 and we need to contact more local companies 14:34:52 . 14:34:53 zumbi: who can help on usual sponsors? 14:35:14 we can deal with it in the sponsors team 14:35:15 For local company, I think all local team members shall help on this one, agree? 14:35:22 yeah 14:35:24 yes please, there should be plenty of protential sponsors in TW 14:35:57 hi, I'm late but I'm here in the meeting 14:36:20 #agreed All local team members, please help to find more local potential sponsors. 14:36:24 sorry I had updates about the DebConf website, maybe we can talk again at the end? 14:36:25 TMSC said no. 14:36:29 I've started bugging people on the big, re-occuring sponsoors 14:36:51 jidanni: pkay, I will list this information to sponsor list 14:37:02 hi 14:37:19 jidanni: fjyi, I commented it with sponsors team 14:37:31 jfyi* 14:37:34 Since we have already 11 sponsors, it's usual that we publish a blogpost in bits thanking them (and then, spreading the word again for future sponsors). I can make a draft and send to the mailing list 14:37:45 We have a list of companies during proposal stage, which can be used here I think 14:38:05 medicalwei[m]: Great 14:38:07 larjona: can we wait a bit, and see if we can get some more out of the pipeline? 14:38:13 as you wish 14:38:25 I was going to type that better wait for some Gold 14:38:40 yeah, that also makes sense 14:38:57 Anything else for this topic? 14:38:58 Of course I am bad on the phone, so maybe someone else can try TSMC please. 14:39:20 jidanni: ok, or get us their email address 14:39:44 I can coordinate with the people willing to work with www.debian.org/users (I think there are no Taiwanese companies but maybe we can enlarge the concept of "local") 14:40:15 larjona: there's one, actually company of paulliu 14:40:18 also consider using the university. An email from them or from Meet Taiwan introducting us can do wonders with big companies. 14:40:21 larjona: I was hoping to reach out to partners looking for sponsorship, what do you think? 14:40:37 Esp. if you have no personal contacts, which is always the best route. 14:41:10 So we shall check if Meet Taiwan can help to promote us? 14:41:18 ++ 14:41:31 (it sounds like lovely idea) 14:41:33 zumbi: IMO it's ok, but better check with luca/DSA because maybe there have been already conversations (unknown for me) to ask them other things 14:41:54 larjona: ok 14:42:02 medicalwei[m]: Can you help to contact Meet Taiwan ? 14:42:30 #action zumbi to check with luca about reaching out partners for debconf sponsorship 14:42:34 czchen: ok, but actually that's through NCTU and I don't know who's the best for this matter 14:42:52 okay, I can check with NCTU first 14:43:11 #action czchen check with NCTU to see if Meet Taiwan can help to promote DC18. 14:43:15 Anything else? 14:43:19 nothing here 14:43:38 #topic Visa 14:43:59 Got visa request from Brazil, and forwarded to OCF 14:44:29 OCF suggested we use invitation letter first to see if they can get visa. eCode is not easy to get according to OCF experience. 14:44:30 Good. We can let attendees secure their visa early in this way. 14:45:11 PRC DayTrip participants need to register early with Science Park... 14:45:22 #action czchen will send invitation letter for attendee from Brazil first to help them get the visa. 14:45:33 (But about "not easy to get" part, I think we already have been funded by MEET TAIWAN so it is not a difficult matter, and we can contact them in case of trouble) 14:46:10 "not easy to get" is the response from OCF, maybe it is different from Meet Taiwan? 14:46:36 jidanni: that's already in our planning. their entry permit is the most difficult thing. 14:46:51 Anyway, we can also check with NCTU for eCode. 14:47:07 We can do whatever most beneficial to the attendees 14:47:11 #action czchen will check if we can get eCode from NCTU / Meet Taiwan for visa. 14:47:36 I think we just do both right now. 14:47:50 Anything else? 14:48:29 nothing else here 14:48:51 #topic Website update 14:48:57 o/ 14:49:05 I'm currently reviewing tumbleweed's PRs 14:49:11 we are going to be sprinting on the registration stuff while at snow camp 14:49:19 planning to open registration ASAP 14:49:30 I do need food & accomm prices for that 14:49:35 the main blocker for registration is knowing how to charge things 14:49:57 https://salsa.debian.org/debconf-team/public/websites/dc18/issues?label_name%5B%5D=Registration 14:50:03 Paypal worked well, not? 14:50:05 and confirming with SPI that we invoice through them with payments going through PayPal 14:50:17 DLange: yeah, the main issue is amounts 14:50:27 Will there be a termial room for people who don't bring laptops? 14:50:29 Accomm price is 0 (NCTU sponsored us!) 14:50:29 prices; how much money we ask people 14:50:32 we seem to have a draft budget 14:50:44 czchen: can you give draft prices for the food? 14:50:49 and food is 100, 150, 150 for breakfast, lunch, supper 14:50:50 in NTD 14:50:55 For food, current we use 3, 5, 5 USD for breakfast, lunch, dinner 14:51:04 awesome, thanks 14:51:15 jidanni: that doesnt exist 14:51:30 what do we charge for people sleeping that we do not sponsor? 14:51:34 so, do we invoice people who want to pay for accommodation 0? 14:51:52 (=we usually do not want freeloaders that do not attend the conference to sleep in our beds) 14:51:56 I don't think that's such a good idea 14:52:04 yeah, we should charge something 14:52:19 as long as that isn't going to cause us difficulty with the venue, because they are "sponsoring" that accommodation 14:52:25 No idea how much we shall charge here. 14:52:33 Or we should ask them to sleep the hotel just outside of the campus? 14:53:01 We can charge deposit of 30? 14:53:03 usually splitting people less is getting the better experience 14:53:21 so we have preference for sponsored people but fill up with non-sponsored attendees 14:53:47 once we've confirmed people we have to give them a bed 14:53:50 which makes preferences hard 14:53:55 we can set a limit, though 14:54:01 ack 14:54:06 The price for accommodation is to prevent unattended people from using our bed? 14:54:07 So can't we just fill up with price 0? 14:54:19 with the budget we have we can sponsor ~100..200 people 14:54:29 do N-200 is the amount of beds you can "sell" 14:54:35 paulliu: the problem is that anyone can register... 14:54:59 medicalwei, we choose who can have accommodations, right? 14:55:03 czchen: yes, people register with us and go sightseeing only 14:55:34 paulliu: yes, but we *want* people to attend that we don't know yet 14:56:11 Just wondering that we actually cannot charge for accommodation from campus. We can charge something else. 14:56:12 take the price of the nearby hotel and halve it? is that appropriate? 14:56:26 * tumbleweed can't remember what the rooms are like 14:56:34 As I remember, NCTU has price for their guest room. 14:56:43 I believe we must charge something (probably a deposit which is refundable?) 14:56:43 tumbleweed: they're bunk beds 14:56:55 sounds like $20 14:57:11 that works? 14:57:28 pretty cheap but non-zero 14:57:30 https://www.airbnb.com/s/Hsinchu--Taiwan/ confirms the price range :) 14:57:51 Hello, I'm back. 14:58:00 Wait... air coordination is something that users might need to pay 14:58:12 they need an IC card to use it. 14:58:19 So we probably can charge users upon that 14:58:22 air conditioning? 14:58:29 NTD 150 (USD 5) per guest per day 14:58:32 and actually 20 per room per day 14:58:32 Yes, air conditioning. 14:58:46 ok, so $25 14:58:50 ack 14:59:05 ack 14:59:10 good for me 14:59:11 ack 14:59:24 sweat or pay up :) 15:00:05 I think we also need to check if we can get enough IC card for air conditioning 15:00:11 25 per? 15:00:13 If six people are in the room and one doesn't pay for A/C... click... 15:00:19 per person per night 15:00:26 Ah sorry I mean... that's the price of the room itself 15:00:32 About the air conditioning it could be 100/room/day or less 15:00:36 (NTD) 15:00:36 #action czchen will check with NCTU to see if we can get enough IC card for air conditioning. 15:01:01 one per room would be nice :D 15:01:33 It is one per room 15:01:35 As I remember, IC card is sold in store in NCTU. We just need to make sure they will have enough IC card during DC18. 15:02:14 Anything else for website? 15:02:15 so, we're saying that we'll buy them all, so every room will get one 15:02:28 yeah, we've gone rather off topic for the website :) 15:02:30 Please also check with NCTU if they accept we charge attendees by air conditioning IC card (that doesn't break the rule of NCTU sponsoring the venue) 15:03:01 #action czchen wil check with NCTU if they accept we charge attendees by air conditioning IC card (that doesn't break the rule of NCTU sponsoring the venue) 15:03:02 We are drifting to the next topic tbh 15:03:10 #topic NCTU 15:03:51 sent mail today to check classroom booking status, refrigerator, dining car. Wait for response. 15:04:26 Please check if I can go for another visit for videoteam setup 15:05:02 medicalwei[m]: Could you help on videoteam requirement part? 15:05:13 nattie says o/ 15:05:21 I am in charge of that. 15:05:32 * medicalwei[m] waves to nattie behind tumbleweed 15:05:33 For refrigerator, how big do we need for cheese and wine party? 15:05:41 O/ nattie 15:06:12 Is the small fridge in the garden in DC17 enough? 15:06:14 #action medicalwei[m] will check videoteam requirements for NCTU, and will plan a visit to collect all requirements. 15:06:17 medicalwei[m]: no 15:06:36 How may bottle will we have? 15:06:38 medicalwei[m]: we filled two refrigerators of that size for dc17 15:06:49 (the one in the garden and the one in pollo's office 15:06:50 ) 15:07:24 Then that should probably be enough. 15:07:30 So we need 3 small refrigerators? 15:07:42 or two large ones 15:07:55 ack. so probably a large? 15:08:04 for drinks, a big plastic container with ice and water is fine 15:08:37 drinks don't need long-term refrigeration, just the day of the party is enough 15:09:06 we need the fridge to store cheese and other perishable goods between attendee arrival and the chopping session before the cheese & wine party 15:09:12 medicalwei[m]: When you go to NCTU for videoteam, please also help to check the refrigerator, okay? 15:09:13 Do we have a facility to make ice? 15:09:46 taowa: Don't remember NCTU has facility to make ice. 15:10:05 #action czchen will check with NCTU to see if they have facility to make ice 15:10:39 Anything else on this topic? 15:10:55 czchen: *notes* 15:11:35 #action medicalwei[m] will check refrigerator status when visiting NCTU 15:11:43 #topic Videoteam 15:11:50 o/ 15:11:53 \o 15:12:15 phls: o/ 15:12:42 * olasd points at paddatrapper and returns to django code 15:13:15 We need the requirements for videoteam so that we can collect information when visiting NCTU again. 15:13:19 paddatrapper: you have a kit list of things we want to hire locally, right? 15:13:27 tumbleweed: yes 15:13:58 it depends on what the venues have though 15:14:20 https://wiki.debian.org/Teams/DebConf/Video/VideoTeamDocs/HiredEquipment 15:15:04 #info https://wiki.debian.org/Teams/DebConf/Video/VideoTeamDocs/HiredEquipment 15:15:52 medicalwei[m]: Can you help with HiredEquipment part? 15:16:00 that list will be modified once the site visit has happened 15:16:19 okay, so we need to do site visit first. 15:16:41 Anything we need to know before site visit? Are they all listed in pollo's mail? 15:16:56 * medicalwei[m] is noting on this part 15:17:00 yup 15:17:12 Everything we need details on is in pollo's mail 15:17:47 #action medicalwei[m] will visit NCTU to check requirement in pollo's mail. 15:17:57 How about the servers that needs for voctomix and streams? 15:18:30 and we need to check networking infrastructure too 15:18:36 I have not cross checked with pollo's email, but there are few things listed at https://public.etherpad-mozilla.org/p/debconf_fosdem2018#lineNumber=57 15:18:52 #info https://public.etherpad-mozilla.org/p/debconf_fosdem2018#lineNumber=57 15:19:03 we need servers for encoding, storage and streams. We need desktops for voctomix and presentation capture 15:19:11 medicalwei[m]: czchen if you could go NCTU and make some pictures of the rooms, power outlets, current gear in rooms we can use, that'd be helpful. 15:19:46 medicalwei[m]: for encoders, I think there was some national company wanting to donate hw resources? 15:19:56 #action medicalwei[m] czchen will make some pictures of the rooms, power outlets, current gear in rooms we can use in NCTU 15:20:00 but we are probably not giving them silver level for that 15:20:17 zumbi: your list and pollo's are similar, with yours providing more details 15:20:35 on server requirements 15:20:36 I failed to sync with medicalwei[m] yet about it 15:21:24 * tumbleweed is busy digging out the dc16 server requirements 15:21:33 well mostly network requirements 15:21:37 zumbi, yes. and we cannot give them silver level 15:21:38 medicalwei[m]: while we take NCTU picture, we also need to prepare guides on how to get to NCTU from Taoyuan airport 15:22:11 I am good with maps. But bad with directions. 15:22:25 zumbi, that could be one of the most difficult part but i can do it on saturday. 15:22:38 Almost forgot that one. We need information (e.g. pictures, direction) from TPE airport to NCTU. 15:22:48 medicalwei[m]: Andrew Lee has pollito, which is good to get it in the pictures 15:23:23 medicalwei[m]: Will you do guide from TPE airport to NCTU? 15:23:37 zumbi: he was alone in hualien and falled onto the ground during the earthquake 15:23:38 but he's intact :) 15:23:44 czchen: it is all collected at the etherpad site (debconf_fosdem2018) -- I do not want to derail videoteam topic, but that mostly covers all the topics 15:23:51 czchen: i am going to do this on this saturday 15:24:09 medicalwei[m]: yeah I saw the pictures, he got drunk with all wine over the floor :) 15:24:29 #action medicalwei[m] will do guide from TPE airport to NCTU. 15:24:38 Anything else for this topic? 15:24:50 start adding stuff to wiki 15:24:55 https://goo.gl/maps/wmZZjLqgQtm Google says... 15:25:07 #topic Swags 15:25:08 I added few pages to wiki, but lack some details to complete them 15:25:20 one needs to go to Taipei first, so forget Google. 15:25:55 zumbi: https://paste.debian.net/1011483/ - full of UCT specific things but that's what we sent them 15:26:26 medicalwei[m]: Update for swags? 15:26:48 ok, I'll have a look later (multitasking now) 15:27:26 jidanni: taxi, or go to taipei first (which is probably easiest by public transport) 15:27:32 or use HSR to hsinchu 15:27:38 only one of the T-shirt quotes 15:27:52 about NTD 160 per one, but we should gather more quotes 15:28:46 Do we have target price for tshirt? 15:29:32 or, swags per person? 15:29:33 iirc we discussed T-shirts to be done at usual site (last meeting) in mexico, for 2-3 USD? 15:29:49 I don't have target price for that yet. 15:29:49 medicalwei: I am a map expert, http://jidanni.org/geo , so whatever you come up with I would like to help you review 過目好不好？ 15:30:50 yes 15:30:53 (zumbi) 15:31:15 What about shipment cost? Any idea it will be? 15:31:43 no, but Andrew Lee commented some nice T-shirts in .tw that are made from recicled stuff 15:31:50 but that might be more costly 15:32:11 someone needs to deep into details/costs 15:33:21 medicalwei[m]: Can you help on t-shirt part? 15:33:44 Or other local team members? 15:33:44 czchen: I can check it with COSCUP guy 15:33:52 Great 15:34:37 #action szlin will check more tshirt options in Taiwan. 15:34:55 I think they're experienced 15:36:22 nothing else. 15:36:29 We can figure out the price first, and select a properly one for us. 15:36:39 #topic catering 15:36:51 szlin: Any update for catering? 15:37:17 I'm working with local volunteer on it 15:37:55 Is price guesstimate 3, 5, 5 USD (breakfast, lunch, dinner) looks good for you? 15:38:11 #info szlin is working with local volunteer on catering 15:38:12 We will update the proposal when it has been done. 15:38:24 Great, anything else? 15:38:28 I think it's enough so far 15:38:30 none 15:38:31 szlin: I discussed some options with Andrew Lee on getting local food market people come over to feed us and we had out bouchers to sponsored people, it might be good if you can talk to him (if possible) 15:38:45 s/had/hand/ 15:38:49 note that the price we make people pay and the price we pay the caterer don't really need to match 15:39:00 as most of the catering expenses are for sponsored people anyway 15:39:22 zumbi: I had a talk with him last week to align the status 15:39:29 ok 15:39:45 s/last week/two weeks ago 15:40:09 I forgot we have Chinese new year last week :- 15:40:25 olasd: I see, thanks. 15:40:52 Anything else? 15:41:22 #topic Insurance 15:41:31 * bdale just woke up .. someone working sponsorship please contact me about Altus Metrum at some point outside the meeting 15:42:09 I got contact window for insurance company for other conference, plan to send information for price estimate tomorrow. 15:42:41 #action czchen will check with insurance company about properties, health insurance. 15:42:56 I think that is all 15:43:10 #topic Day Trip 15:43:31 jidanni: your turn? 15:43:34 So when users register, they will choose their daytrip? 15:43:51 no, usually there is sign-up for that on the wiki 15:43:58 I need to show our hosts a steadily growing signup list. 15:44:11 we could put sign up in registration, but then we'd need to know the options now 15:44:20 and usually day trips are organised later 15:44:43 Well mine is all ready, https://wiki.debconf.org/wiki/DebConf18/DayTrip 15:45:18 They are nervous as I have used all thier tour quota for that day. 15:45:35 jidanni: Do they have deadline about the tour? 15:46:09 No, but maybe in April I can show them 100 signups, May 200 etc. 15:46:17 That should please them. 15:46:39 I don't know if you'll get that many signups 15:46:44 Also a big problem is buses and drivers. 15:46:49 but that's probably besides the point here 15:47:05 In that case, we might need to add it to registration. 15:47:19 Less signups is OK, I will return the chunks of 50 that I don't need. 15:47:49 we can ask people to sign up in the wiki after they have registered 15:48:10 yeah, and we can post a mail to debconf-announce about that soon 15:48:19 also, we can link to the day trip page from the end of the registration process 15:48:20 we can add a disclaimer at registration, in the lines of.. if you want to attend TMSC visit, sign up now or you wont be able to go later 15:48:41 this offer will autodestruct in ... 15:48:43 you have 100% growth already jidanni 15:48:49 OK... add a link to the registration form to the wiki page where I already have a sign up list. 15:48:49 people aren't used to having to signup early for day trips 15:48:54 so it'll take some persuading 15:49:26 Will the University lend us 5? buses and drivers? 15:50:07 jidanni: I can ask, but I think they don't have buses. 15:50:14 jidanni: I do not think we have yet looked into transport options, nor requested university 15:50:44 someone get an action to look at it? 15:50:48 For transport, we can do it when we have list. 15:50:52 we can also rent the busses and get the money from the attendees as they enter the bus 15:51:01 that's what we did for DC16 and that worked quite well 15:51:07 or budget the busses 15:51:24 they make contract with bus companies 15:51:33 the dc16 bus thing was very last minute 15:51:56 So tumbleweed will help to add disclaimer for TMSC trip in registration? 15:52:01 I remember paying for busses with EFT during the middle of the day trip 15:52:13 czchen: sure 15:52:19 #action tumbleweed will help to add disclaimer for TMSC trip in registration 15:52:31 For bus, I think we can do it later. 15:52:59 Also lunch needs to be next to the science park offices... too far to go back to the university. 15:53:13 There are cafeterias there. 15:53:28 lunchbox might be an option there 15:53:43 lunchbox, Good thinking! 15:53:50 jidanni: can you help on lunch part too? 15:54:19 OK lunchbox will also save lots of time. 15:54:41 we seem to have enough time from your schedule 15:55:01 #action jidanni will help to handle lunch for TSMC day trip. 15:55:17 Anything else for day trip? 15:55:25 OK maybe we just get local lunchboxes... 15:55:35 are there alternatives to TSMC visit? 15:55:35 can you detail the other options as well please 15:55:59 because people need to sign up for *one* day trip alternative and if only one is detailled, they'll go for that one 15:56:03 (and complain later) 15:56:07 Burger king with soda machines! 15:56:09 (ignore me) 15:56:19 Well any alternatives should be left up to other planners as I already have 300 people on my hands, potentially. 15:56:32 So we need other day trip options to list along with TMSC one? 15:56:34 The alternatives would be mountain hiking. 15:56:43 That mountain is just there. 15:56:55 https://wiki.debconf.org/wiki/DebConf18/DayTrip already has the other options 15:57:06 just no care-taker, no details and no sign-up list 15:57:18 Yes the other options just need team leaders. 15:57:48 czchen: reading backlog... 15:58:12 czchen: what do you need to mark me as a "visa requestor"? I can send you now a copy of my passport's first page or something like that 15:58:13 P.S., it's TSMC not TMSC. 15:58:15 (for Mexico) 15:58:27 #action All local team members, please help to prepare day trip options listed in https://wiki.debconf.org/wiki/DebConf18/DayTrip 15:58:29 oh, sorry - meeting ongoing? 15:58:32 * gwolf shuts up for now 15:58:34 gwolf: 15:58:39 czchen: later :) 15:58:44 okay 15:58:48 bad gwolf 15:59:00 Anything else for day trip? 15:59:03 re: daytrip, _usually_ daytrip options are finalised quite late (that is, even during DebConf itself) 15:59:06 PRC China cititzens must register early for DayTrip. 15:59:11 gwolf: do you have a figure for shipping t-shirts to .tw and how much it costs to produce them? 15:59:11 ok *still pondering TPE-NCTU route* 15:59:24 jidanni: I would not _expect_ many people to sign up for daytrip before June/July 15:59:35 things _might_ be different, of course, but that's how it usually works 15:59:51 zumbi: No, I don't do the shippments :) Have you got in touch with the printer we often work with? 15:59:56 Do you have her contact data? 16:00:01 She will gladly look into it 16:00:17 (in Mexico in that case) 16:00:23 I have no details, szlin ^^ contact gwolf to find that out 16:00:38 Well the company tours are very limited to must be finanlized months in advance --- and are not open to the general public. 16:00:59 Go to next topic? 16:01:04 jidanni: we can _try_ to offer them, and then see how reality fares for us :) 16:01:16 gwolf: OK! 16:01:35 #topic DC17 Status Update 16:01:40 Any update for DC17? 16:02:07 zumbi: ok 16:02:26 czchen: not that I know of 16:02:27 DC17 will have been hold in Montreal by the next month of August 2017. Bring your own time machine! 16:02:50 okay, next one 16:02:53 #topic DSA Migration 16:02:54 (is there a final report on the making? Some articles we need to write or so? 16:03:42 afaict, pollo was complaining he did not know if some sponsors had been invoiced/paid 16:03:51