14:29:11 #startmeeting 14:29:11 Meeting started Thu Mar 22 14:29:11 2018 UTC. The chair is czchen. Information about MeetBot at http://wiki.debian.org/MeetBot. 14:29:11 Useful Commands: #action #agreed #help #info #idea #link #topic. 14:29:23 #topic roll call 14:29:34 Please say hi if you are in this meeting 14:29:35 hola! 14:29:41 wen: you're not the first timer :) 14:29:43 owo/ 14:29:50 Hi 14:29:51 hi 14:29:55 XD 14:30:08 ya. Precisely, you are right. 14:30:44 * lenharo just watching 14:31:02 szlin: are you in the meeting? 14:31:38 * larjona waves. Two stops and she'll loose connection, though. 14:31:43 hello 14:32:21 #topic Critical team roles 14:32:44 For all local team members, please help to fill team roles listed in https://public.etherpad-mozilla.org/p/debconf_fosdem2018 14:33:06 There's no "tresurer" role in that 14:33:14 But I filled that in in wiki team roles 14:33:23 *trasurer 14:33:35 * highvoltage lurks 14:33:39 #info medicalwei has agreed to be local treasurer 14:34:27 network, servers, Open Day, Family coordinator, Accessibility Team,Chief organiser still need some help. 14:34:54 isn't gavin the family coordinator? 14:35:04 nattie, I believe so (child care) 14:35:21 Not listed in wiki. 14:35:23 * medicalwei pokes gavin if he's lurking or not... 14:35:39 o/ 14:36:11 I will take care of network, maybe we can leverage NCTU network infra. 14:36:34 I can help on the open day scheduling and finding talks 14:36:49 #action czchen will take care of network 14:37:10 #action zumbi will help on the open day scheduling and finding talks 14:37:10 I can help about travel and free time part. 14:37:23 for networking, I got a couple interested people, one being luca, the other georg, which sent email to mailing list 14:37:32 I see bursaries and sponsors are not there 14:37:45 or maybe I just missed. 14:37:46 #action Wen will help about travel and free time part. 14:37:58 On the matter of contacting with OCF.tw, currently szlin is for fundraising, czchen is for visa and i (medicalwei) is for trasurer. for the other issues szlin should be the contact. 14:38:05 bremner: bursaries and sponsors are already given (already have leaders) 14:38:11 hi 14:38:20 I think olasd accepted my offer to help with bursaries since he added me to the salsa team 14:38:29 (but we haven't spoken much beyond that yet) 14:38:30 *treasurer 14:38:32 * gwolf raises hand for coordinating content again 14:38:50 #info On the matter of contacting with OCF.tw, currently szlin is for fundraising, czchen is for visa and i (medicalwei) is for trasurer. for the other issues szlin should be the contact. 14:38:51 (sorry for breaking an ordered meeting, but we are being slowly shepherded into a plane) 14:39:07 I also added myself to bursaries support 14:39:22 gwolf, we are still on topic 0.5 14:39:27 #action zumbi will do bursaries support 14:40:22 #info luca and georg might want to help networking setup; czchen offers himself to lead networking setup 14:40:36 gwolf: Any topic you want to do first before going to plane? 14:40:57 cate: no, just go on - I mentioned because this is "critical team roles" 14:41:15 I don't know how critical Content is right now, but I'm on it (and it won't depend so much on meeting times, so.... 14:41:17 :=== FOSDEM 2018 meeting = should say ==Debconf meeting== no? 14:41:28 jidanni: no. 14:41:29 no. the meeting was at fosdem. 14:41:42 jidanni, that was a local meeting about debconf18 in fosdem 14:41:45 jidanni: no the meeting happened at fosdem 2018 14:41:50 any else for this topic? 14:41:59 go ahead 14:42:05 #topic DebConf Website hard to maintain 14:42:17 Anything about this topic? 14:42:17 let's skip this topic please 14:42:28 nothing happened on it for the last four meetings 14:42:29 larjona: ok to talk on website, or should we do it later? 14:42:54 #topic Fundraising 14:43:16 * gwolf disappears from sight. Off to Boston! o/ 14:43:20 szlin is starting another round of fundraising targeted for taiwanese companies. 14:43:21 Don't forget to fill jobfair for sponsor in https://salsa.debian.org/debconf-team/sponsors/sponsors/blob/master/dc18/fulfillment/jobfair 14:43:40 #info got one more sponsor since last meeting, 1 Platinum, 2 Gold, 9 Silver, 2 Bronze, 3 Supporter: reached 90k USD 14:44:11 #info szlin is starting another round of fundraising targeted for taiwanese companies. 14:44:16 we are still actively looking for more sponsors 14:44:43 Anything else? 14:44:45 When will we freeze the list of sponsorship for merchs? 14:44:52 and we got few pending in the pipeline, I think we'll be able to reach 100k, but over that might get more difficult or might need more effort 14:45:08 what's the fundraising target? 14:45:13 medicalwei: do you mean, at which point do we stop allowing sponsors to send swag? 14:45:22 nattie, for t-shirts and bags 14:45:24 olasd: we have no target, as we have no budget 14:45:39 olasd: but we got a soft target of 100kUSD 14:45:56 ...I think we should have first list of budgets at 100k USD, or 80k USD prilimarily. 14:46:15 I think he means a cut-off date. 14:46:45 yes, i gathered that; thank you for the information 14:47:02 pollo: looks like the bigger size are available than what we have for dc17 t-shirts from https://wiki.debconf.org/wiki/DebConf17/TshirtSizes. 14:47:24 medicalwei: I think a reasonable point is end of may; means one week to finalize the design then 6 weeks for fabrication and delivery? 14:47:26 I put budget in another topic. Should we put them together? 14:47:30 medicalwei: instead fundraising setting the budget; we need to estimate the budget then that'd be our fundraising target, however we seem to be doing it the other way around 14:47:56 medicalwei: nah.. leave budget for later 14:48:13 let's try not to confuse budget and fundraising 14:48:17 anything else? 14:48:26 nothing from my side 14:48:29 go ahead. 14:48:33 #topic Visa 14:48:50 The attendee list for eCode for VISA shall be sent to government 1.5 months before the event. We shall set our deadline to May 31 for some buffer. 14:48:51 > The process to determine who can get the invitation? Is DD enough? 14:49:30 Currently I only receive visa request from DD, but I am not sure whether being a DD is enough for us to help on visa part? 14:49:40 I believe we should ask if people are doing anything related to Debian, or is doing FOSS stuffs. 14:49:50 This is less strict than bursaries. 14:49:51 it sure should be 14:50:14 yeah, we generally aim to be helpful if they look like legitimate attendees 14:50:30 (I mean, not only DD) 14:50:55 I will ask if I cannot determine their contribution. 14:51:01 for open source. 14:51:32 Also, do we #agree that we set May 31 as deadline for eCode for VISA? 14:51:39 yes 14:51:52 sounds good 14:51:52 +1 14:51:52 that is fair 14:52:03 Yes (dont use "hashtag" agree on that before agreement..) 14:52:22 #agree The attendee list for eCode for VISA shall be sent to government 1.5 months before the event. We shall set our deadline to May 31. 14:52:30 Opps, sorry. 14:52:41 anything else about visa? 14:52:48 i think it's meant to be #agreed, isn't it? 14:53:06 #save 14:53:15 #agreed The attendee list for eCode for VISA shall be sent to government 1.5 months before the event. We shall set our deadline to May 31. 14:53:34 #topic Website update 14:53:56 I think the task which claimed by me was done by larjona? 14:54:10 (to update the "about" page) 14:54:44 well... not merged yet 14:54:56 because we need local input on the right institution to merge 14:54:58 to name* 14:55:13 https://salsa.debian.org/debconf-team/public/websites/dc18/merge_requests/61 14:55:57 I think we can check this PR after meeting 14:55:58 The name of the venue is correct, but the website is http://www2.eic.nctu.edu.tw/ 14:56:01 OK 14:56:04 Sorry I just recovered connection 14:56:06 Anything else? 14:56:11 I'm not on the registration alias (no I'm not asking) so I don't know if we need to fix things 14:56:21 but there hasn't been new issues recently so I guess not 14:56:51 czchen: wait for larjona, just got back 14:56:55 #action medicalwei to check out the about merge request. 14:57:01 There is an issue about phone number, I will redirect it to salsa issue after meeting. 14:57:09 phone number input 14:57:19 go to next topic? 14:57:24 go ahead 14:57:24 yes 14:57:31 #topic Venue 14:57:45 Current booking status is in https://salsa.debian.org/debconf-team/public/data/dc18/blob/master/venue/NCTU.md 14:58:08 All rooms right now we book 08:00 ~ 17:00, and we can lock stuff in unused time. 14:58:36 OK to me, but to video team I am not pretty sure 14:58:43 czchen: what about hacklabs/fd/etc? 14:59:13 also, i would strongly suggest moving that entire booking at least an hour later 14:59:22 nattie: The timeframe about hacklabs/fd ? 14:59:30 And NOC 14:59:31 17:00 is kind of early to lock the rooms as we need to clear people before the lock. 14:59:42 Tell me all the buildings & dorms we will be in so I can put them on maps. 15:00:03 jidanni, MIRC building, and Dorm 12 in NCTU 15:00:19 medicalwei: thanks! 15:00:20 okay, so we need to change time to 18:00 ? Or maybe later? 15:00:26 jidanni++ 15:01:05 Some rooms we can book 24h, do we need 24h rooms? 15:01:08 czchen: it depends on when the last talk of the day ends. 15:01:37 We need some (NOC and frontdesk) to be 24h? 15:01:56 Hacklabs too 15:02:04 what happens to hacklabs during the night? 15:02:08 For hacklabs, I would recommend using the public space on 1F 15:02:25 where do we play mao then? 15:02:40 I'd advise on at least having one night hacklab if possible 15:02:46 mao? 15:02:53 medicalwei: Can we have a bar setup in the public space on 1F with hacklabs? 15:02:57 .. or drink beer 15:03:22 The public space is wide enough, but I am not sure about selling beer. 15:03:28 we need two hacklabs to be available 24/7 (one quiet and one not-quiet) 15:03:32 I mean public area might be used for other things rather than hacking 15:03:55 whether they're actually rooms or not is another matter; but the quiet hacklab probably needs to be a room 15:04:11 Where the job fair booth would hosted? 15:04:21 So the requirements is quiet hacklab, not-quiet hacklab need to be 24h, and? 15:04:58 non-quiet one doesn't require a room, as long as 1F is large enough. 15:05:01 job fair booth I think will be in 1F public space. 15:05:03 czchen: and NOC and FD might also need to have extended hours 15:05:06 it's also better to avoid the hacklab needing to be used for something else (e.g. the upstairs hacklab being use for Cheese and Wine at DC16 was a little suboptimal, as we had to shoo people away to set up) 15:05:31 Maybe we need to make a map of what parts of MIRC we will be in too. 15:05:44 That would be nice 15:05:55 So 4 24h rooms (quiet hacklab, not-quiet hacklab, NOC, FD) right? 15:06:31 works for me 15:06:33 #action czchen will book 4 24h rooms for quiet hacklab, not-quiet hacklab, NOC, FD. 15:06:37 We need a place at evening for Cheese and Wine party. and maybe other parties. 15:06:48 #action czchen will check if we can sell beer in 1F public space. 15:06:51 video team room? 15:06:58 Is that NOC? 15:07:08 no, it should be separate 15:07:30 So 5 24h rooms ? 15:07:40 also, an orga room which is not FD would be good, but we can probably live without that if necessary 15:08:00 I think we can share NOC with orga and/or video team if needed 15:08:02 Well I am confused but in DC17 it is kinda mixed?... 15:08:13 zumbi: it's not really good 15:08:40 but if necessary, possibly something can be arranged 15:08:40 orga room which is not FD would be good, but we can 15:08:41 in germany NOC was a table in a corridor, no need for a room there 15:08:41 probably live without that if necessary 15:08:41 I think we can share NOC with orga and/or video team if needed 15:08:41 Well I am confused but in DC17 it is kinda mixed?... 15:08:42 Orgy Room?! NOC room! OK I'll google them. 15:08:50 So at least 5 24h rooms, 6 24h rooms is better. 15:09:10 jidanni: Orga = organization team ; NOC = Network 15:09:21 Phew! 15:09:27 Video = video team 15:09:35 FD = Frontdesk 15:10:00 #action czchen will book 6 24h rooms for quiet hacklab, not-quiet hacklab, NOC, FD, video team, orga. 15:10:07 Sometimes we all colocate. But that gets painful when it's busy / noisy 15:10:28 Thanks. Sorry if that sounds hard to face with NCTU people ;_; 15:11:21 Anyway, do we know what floors we will be on? 15:11:42 jidanni: https://salsa.debian.org/debconf-team/public/data/dc18/blob/master/venue/NCTU.md 15:11:42 I want to make sure attendees can find us always. 15:11:53 Also, can someone provide the rough idea about the rooms size after meeting so that we can plan the room. 15:12:05 Anything else? 15:12:23 * medicalwei found that childcare on 5F is a bit dangerous since the wall is short. 15:12:32 Please add floor numbers... 15:12:50 jidanni: will do that after meeting. 15:12:57 to the NCTU.md. 15:12:59 OK 15:13:03 #topic Videoteam 15:13:20 medicalwei: Your turn. 15:13:40 I again went to NCTU for surveying their audio and video equipments. The resolution projecting 1280x720 screen to 1024x768 is acceptable 15:14:04 I mean, 1280x720 screen to projectors capable of 1024x768 15:14:24 And I am not good with audio stuffs, I can't really test out the mixer 15:15:17 our resident audio gear expert was saying the mixers were equivalent to the ones we had at dc16 and should be fine for our usage 15:15:18 I hear loss of bass when using my headphones when playing music on the podium... not sure if that's the configuration goes wrong 15:15:26 (during the video team meeting yesterday) 15:15:52 he's going to check manuals the week after next 15:15:59 Also, I bought a label printer (which is capable of printing Chinese characters) 15:16:13 good 15:16:25 but can it do color emoji? 15:16:37 (not a serious question, please move on :p) 15:16:45 We can label the cables and remove cables, and restore them after using the equipments 15:16:51 great 15:17:01 olasd: 15:17:04 🙀 15:17:11 :D 15:17:17 #info We can label the cables and remove cables, and restore them after using the equipments 15:17:27 Anything else about this? 15:17:43 ...yes 15:17:45 yeah 15:17:48 #topic Swags 15:18:09 #undo please 15:18:25 #undo 15:18:25 Removing item from minutes: 15:18:29 NCTU has HDMI mutliplexer installed in Int'l room. So it has HDMI input (but not in the other rooms) 15:18:52 We have to route HDMI cables to the projector. 15:19:05 #topic Video team 15:19:28 we should have an equipment for hire list in a week or two 15:19:45 but we can probably draft a budget item before that 15:19:57 sorry, a little bit tired now 15:20:03 olasd, then I should start working on the hire list. 15:20:05 that's all for me 15:20:22 medicalwei: well, paddatrapper has said he'd work on it 15:20:40 make sure you don't duplicate work 15:20:49 olasd, renting them and shipping to Taiwan? that's awesome 15:20:57 ... no 15:20:57 yeah, please talk to paddatrapper to coordinate 15:21:11 things that we rent, we rent locally in Taiwan 15:21:13 he'd work on listing the items we need to rent 15:21:14 I vaguely remember paddatrapper sending a list of equipment somewhere 15:21:44 ok... my mistake 15:21:51 i think we can go ahead. 15:21:55 The equipment is probably already "Made in Taiwan" 15:21:57 yes please 15:22:05 #topic Swags 15:22:06 (or China) anyway. 15:22:28 let's please keep it on-topic 15:22:29 I will generate a list of stuff we need to hire for video team, but actual hire will need to be done by a local 15:22:44 No updates here... I am still considering buying a color printer (in my budget) for badges. 15:22:58 Some stuffs I think we can start purchasing like badge sleeves 15:23:14 doesn't NCTU have a printer? 15:23:15 But I am not sure if we need to make badge straps, or we have extra Debian ones? 15:23:32 olasd, they have but those are... i am not sure... charged or not... 15:23:57 What kind of printer we want, I can check with NCTU 15:24:13 Printer that can do A4 (and hopefully A3) 15:24:17 at this point I think we should just tell people to bring their own lanyard and buy a ball of yarn and a pair of scissors for the people who don't have one 15:25:04 Anyone is certain about badge straps? 15:25:19 I'm 99% sure we don't have any left 15:25:19 #action czchen will check with NCTU about printer for A4/A3. 15:25:23 Debian France sure doesn't 15:25:30 and I don't know who else would have some 15:25:50 medicalwei: can we make/order them? 15:25:52 OK I will make this into budget list. 15:26:23 Anything else? 15:26:56 #action medicalwei to add badge straps to budget list; zumbi to ask around fossasia for a strap provider 15:27:05 go ahead 15:27:12 #topic Catering 15:27:48 AndrewLee: szlin any update for this topic? 15:28:07 We noticed that the food cart like night market are not allowed in the campus. 15:28:23 s/cart/car/ 15:29:16 NCTU don't have food cart except special events, but we can still ask. 15:29:21 And for formal dinner. It's not allowed to make any fire to cook inside the campus. So that it would be diffuclt to make a traditional taiwanese dinner. 15:29:55 I think we cannot make fire inside the building, not inside the campus. 15:30:00 czchen: We need to have the permit ASAP as we need time to find people to run the food cars. 15:30:26 czchen: oh, so outside the building, but inside the campus is ok? 15:30:40 Yes 15:31:27 They have this kind of event before. 15:31:38 ok. We need ask if they may allow us to run food car. We may discuss this on phone after the meeting. 15:31:54 The detail about NCTU can be found in https://salsa.debian.org/debconf-team/public/data/dc18/blob/master/venue/NCTU.md#other-requirements. 15:32:25 AndrewLee: Might need to sleep after meeting, tomorrow maybe? 15:32:38 czchen: sure. 15:32:46 Anything else? 15:32:49 what's the estimate per person for food? 15:33:46 breakfast/lunch/dinner 15:33:57 breakfast 90 NTD, lunch 150 NTD, dinner 150 NTD ? 15:34:04 I found it should be around 10k TWD pre table(for 10 people) in that area if we do it as traditional taiwan dinner. 15:34:32 It's for the formal dinner. For daily foods are already discussed and mentioned on the list. 15:34:57 But this really depends on if the food cars plan goes or not. 15:35:22 AndrewLee, it doesn't go well 15:36:13 czchen: Do you remember where we mentioned breakfast 90 NTD, lunch 150 NTD, dinner 150 NTD before?on the list or somewhere else? 15:37:00 AndrewLee: I think it is in the mailing list 15:37:06 3/5/5 USD in the FOSDEM meeting 15:38:06 Sorry, not FOSDEM doc 15:38:18 #info daily food estimates https://lists.debian.org/debconf-team/2018/02/msg00054.html 15:38:59 anything else for this one? 15:39:04 #info nice dinner 1k NTD/person according to AndrewLee estimation 15:39:53 #topic Insurance 15:40:13 Taiwan 健保 Heath Card holders also need insurance? 15:40:13 Sorry that I forgot putting the accommodation question in the venue.. 15:40:19 What's our insurance requirements, I know we need 60k USD property insurance. 15:40:32 I will open another topic later 15:41:35 jidanni: It is event insurance for all attendees, so I think Taiwan people are also included. 15:42:03 The insurance detail is in https://salsa.debian.org/debconf-team/public/data/dc18/blob/master/insurance/insurance.md, I sent the wrong number when doing currency exchange. 15:42:17 Add one 0 to the property insurance. 15:43:06 jidanni: I think it deals with venue insurance rather than health 15:43:19 OK 15:43:37 Anyway, the price of our insurance will rough between 304.77 USD ~ 492.26 USD, is that a reasonable price? 15:43:38 Venue accident and property insurance (for video team) 15:43:55 It also includes food poisoning. 15:44:03 I don't know about it. pinging people in former DC for confirmation 15:44:41 Anyway, we don't need this answer right now, so maybe go to next topic? 15:44:46 go ahead 15:44:55 #topic Announce Minister Media Highlight 15:45:15 The Minister will be the star media event for the conference. Media is 99% focused on ministers. So be sure to announce it on the website as the Minister has already agreed to the time 11:00 on OpenDay. 15:45:16 Any update for this one? 15:45:52 anything else? 15:45:54 Need to put it on the website. 15:47:07 #action Update schedule for open day, put Minister Tang's session to schedule. 15:47:16 Thanks! 15:47:25 #topic Budgets 15:47:53 medicalwei: Any update for this? 15:47:54 I promised to lamby that we will provide list of budgets for review 15:48:10 Also, the mis-reimbursed receipts are approved by DPL 15:48:33 #action medicalwei will provide list of budgets for lamby to review 15:48:48 go to next one? 15:48:50 The deadline is this weekend (we need the approval to get things running quicker) 15:49:11 ...hold on 15:49:15 deadline by whom to do what? 15:49:47 one day to contact all the teams and get them to confirm their budget estimates sounds a bit short 15:49:52 deadline of listing budget to dpl, by me 15:50:19 medicalwei: What is our current budget estimate, is it in git repository? 15:50:44 It's in etherpad, (but in another partition in my computer) 15:50:44 I think I used to copy if from DC17, but I copied the wrong file. 15:50:49 (the browser record i mean) 15:51:33 Maybe put it in git, and send a mail to debconf-team so that others can help to review and update it? 15:51:34 isn't the debconf committee supposed to take an active role in the budget process? 15:51:39 15:51:55 medicalwei: I think deadline is too rushy, tell dpl you'll submit later 15:52:14 zumbi, later to? 15:52:18 olasd: yes, we're here to help :) 15:52:20 we still need a date 15:52:31 medicalwei: also dpl has delegated debconf to debconf comittee, so you should talk to them instead 15:52:38 zumbi: no 15:52:46 the budget is explicitly not delegated 15:52:48 olasd: care to explain 15:52:51 final budget approval is the dpl 15:52:56 Sure hope event day buses are part of the budget. 15:52:57 committee can help form the budget 15:53:00 we have some practice with it 15:53:19 2 weeks later I guess? 15:53:24 DayTrip day. 15:53:52 tumbleweed: we are drafting https://public.etherpad-mozilla.org/p/debconf_taiwan18_budget 15:53:53 please please please make sure to talk to teams before submitting the budget 15:54:03 zumbi, thanks for the link 15:54:10 #link https://public.etherpad-mozilla.org/p/debconf_taiwan18_budget 15:54:15 it is of course very coarse estimations 15:54:21 DLange: ^^ (I assume you'll be on this too) 15:55:00 Shall we move budget draft to git repository? 15:55:08 not yet 15:55:13 okay 15:55:42 it is very initial draft, once it is more stable and makes better sense it makes sense to get it in git 15:55:54 #action medicalwei to ask DPL that we will come up with list of budgets 2 weeks later 15:55:54 +1 15:55:57 Is that links in NTD or USD? 15:56:00 #action committee will help to do budget estimation 15:56:07 jidanni: USD 15:56:25 Anything else about this? 15:56:43 But 100 USD not enough for buses. 15:56:45 should we set a time to work through this? 15:56:55 #action zumbi, medicalwei to form a list of budget, with consult from DC Committee 15:56:56 (we can do that after the meeting) 15:57:24 jidanni: please add an estimation on the pad 15:57:33 #action jidanni to add bus budget into list of budgets 15:57:39 OK. 15:58:02 go to next one? 15:58:06 go ahead 15:58:11 #topic DC17 Status Update 15:58:30 Do we have DC17 people in meeting? 15:59:13 * tumbleweed -> AFK 15:59:39 Maybe we shall merge this topic to misc in next meeting 15:59:52 #topic DSA Migration 16:00:14 Any update for this one? 16:00:18 nope 16:00:33 #topic Miscellaneous 16:00:51 I inserted an accommodation topic 16:00:51 Does bar are in Miscellaneous? 16:00:56 Do we want to change accommodations from 25/person/night to 5/person/night? How many people already paid for their accommodations? https://lists.debian.org/debconf-team/2018/03/msg00019.html 16:01:12 This is somehow an emergency issue... 16:01:22 AndrewLee: All topics can be in misc. 16:01:38 Best not to mention dollar amounts if not necessary. 16:01:51 We are currently providing attendees 5x of the original price to what NCTU provided us 16:02:11