22:00:52 #startmeeting 22:00:52 Meeting started Wed Apr 24 22:00:52 2019 UTC. The chair is nattie. Information about MeetBot at http://wiki.debian.org/MeetBot. 22:00:52 Useful Commands: #action #agreed #help #info #idea #link #topic. 22:00:55 #chair tumbleweed 22:00:55 Current chairs: nattie tumbleweed 22:01:02 #topic roll call 22:01:10 o/ 22:01:11 those present please say hi 22:01:12 o/ 22:01:22 o/ 22:01:24 o/ 22:01:25 Taowa sends his apologies for this meeting 22:01:32 o/ 22:01:38 hi 22:01:59 * znoteer says hi 22:02:01 o/ 22:02:12 #link Agenda: https://deb.li/dc19meet 22:02:15 highvoltage also sends his apologies, i believe 22:02:34 #topic debconf wiki 22:02:42 and website 22:02:48 #undo 22:02:48 Removing item from minutes: 22:02:57 #topic wiki and website 22:03:06 don't know if there's much to say here - wiki is done 22:03:27 I see a proposal to CNAME www.dc.o -> the year's website in the agenda 22:03:36 hi 22:03:37 my preference would be for a redirect rather than a CNAME 22:03:56 (for SEO, and sanity, having content live at a single URL is preferable) 22:04:35 DLange: are you going to take an action to move the CoC? 22:04:36 anything that makes us have one less web page to maintain 22:04:53 does anyone object to retiring the www.dc.o website? 22:05:06 not particularly 22:05:14 nope 22:05:27 what's the alternative? 22:05:35 to keep maintaining it 22:05:35 I propose copying the first 2 paragraphs of debconf.org main page into https://wiki.debian.org/DebConf/ (looks a bit weak now) 22:05:38 and/or to revamp it 22:05:49 larjona: +1 22:05:56 Moving CoC to the wiki and lock the page by the AH team? 22:06:03 no objections 22:06:26 anyone taking actions for this? 22:06:55 #action larjona will copy the description about DebConf in debconf.org (2 first paragraphs) in to https://wiki.debian.org/DebConf/ 22:07:13 DLange: are you handling the CoC? 22:08:04 0/ I'm kinda here, but also making food :p 22:08:39 if nobody takes this on, we need to move on 22:08:52 * znoteer wonders if pollo is making enough for everyone 22:09:11 #info action to move the CoC to a suitable location to be assigned 22:09:12 I won't be able to attend, my last few nights of sleep were not good and I need to sleep before midnight today otherwise I will be trashed tomorrow again 22:09:13 #agreed we want to move CoC to the wiki 22:09:30 next topic? 22:09:35 don't we have an AH team to take such actions? 22:09:36 please 22:09:46 #topic fundraising fulfilment 22:10:04 who's dealing with tracking sponsors? 22:10:31 there's not one person doing it. each is taking care of their sponsors 22:11:00 #info each fundraising team member is tracking their own assigned sponsors 22:11:05 anything else on this? 22:11:08 that's not enough! 22:11:12 aren't we gonig to need some coordination when it comes to swag? 22:11:18 we need one person to make sure nobody dropped some balls 22:11:44 has happened before, we should not repeat such negligence 22:11:49 tumbleweed: a list of sponsors who need swag should probably come to me 22:12:17 then i can set stuff aside for sponsor packs right at the start 22:13:00 we need someone to volunteer to track sponsor fulfillment 22:13:07 ack 22:13:10 there's not much else to discuss AFAICT 22:13:25 I'm planning a post thanking sponsors, this has been usually "thanking the first batch" but last year it was published right before the conference to thank them all. I would decide towards the former or the latter depending on if we need to send a strong reminder that we still need sponsors or we're more or less ok with the current fundraising 22:13:44 tumbleweed: ack. That needs no discussion. That needs a person doing the job. 22:13:50 terceiro: ^ 22:14:24 DLange: see above - i offered to deal with sponsor swag, provided someone gives me a list 22:14:41 swag is 5% of the problem, nattie 22:14:56 we need to make sure everybody is invoiced, has paid etc., too 22:15:21 according to https://wiki.debian.org/DebConf/19/TeamRoles, the loader of fundraising is phls 22:15:22 yes; i wasn't addressing that side of the issue 22:15:42 I do worry that phls sprinds him self thin, across everything 22:15:47 Hmm... we were using a text file to track the sponsors, like invoiced, paid, items fulfilled, etc. 22:16:01 medicalwei: we use the same tracking repo every year 22:16:08 yes, someone needs to take this specific task, to lighten the load for phls 22:16:20 and that someone needs to be a Portuguese speaker because much more than any previous year is done in the local language 22:16:33 It's all sponsors in one list stuff... 22:16:33 I will do it then 22:16:40 thank you 22:16:47 i am tracking national sposors 22:16:49 ;) 22:16:52 #action terceiro to track fulfillment from sponsors 22:16:55 next topic? 22:17:08 please 22:17:09 #info phls is tracking sponsors from within brazil 22:17:10 wait 22:17:38 I asked a question. Do we publish early (this week, or next) a 2nd call for sponsor (thanking the current ones)? 22:17:50 international sponsors I am not tracking 22:17:53 larjona: that seems sensible 22:18:18 want to take that as an action? 22:18:19 tumbleweed, thanks, but don't be worried :-) 22:18:50 #action larjona will try to publish the platinum sponsor asap, and then later another post including 2nd call for sponsor and thanks to the current ones 22:18:55 #topic budget update 22:18:59 btw, a information about sponsorship: this week Siqueira is not helping DC19 anymore 22:19:10 just a momment, about sponsorship 22:19:25 #undo 22:19:25 Removing item from minutes: 22:19:39 anything else on sponsorship? 22:19:49 Siqueira drop out local team, and he was (or should) helping with sponsorship. 22:20:06 ah, so basically a lost team member? 22:20:20 Besides him, we haven't not news from Helen anymore, and she was (our should) helping with sponsorship too 22:20:20 that's a pity 22:20:45 do we need to get Siqueira off the git access and mailing list? 22:21:02 Siqueira is moving from Brazil, and Helen we don't know what happen 22:21:22 life happened 22:21:55 #info the fundraising team has lost a few members 22:21:56 life happened, but its usually a nice gesture tell us ;-) 22:22:08 shall we move on? 22:22:11 please 22:22:12 please 22:22:19 #topic budget update 22:22:43 FTR, I removed "Rodrigo Siqueira" from sponsors' git 22:22:52 DLange, thanks 22:23:06 #link https://salsa.debian.org/debconf-team/public/data/dc19/merge_requests/9 22:23:19 ^ that is a PR phls did updating the budget 22:23:26 I couldn't review yet 22:23:28 phls: if you have had him subscribed to sponsors mailing-list please have him removed again, too 22:23:51 DLange, ok 22:23:57 can we have a bottle instead of a cup for water? 22:24:14 the cups are always so messy when falling over etc. 22:24:34 I am looking for a cup we can drink cold and hot drinks 22:24:50 DLange: like ones in DC15? 22:25:13 any are fine for me, medicalwei 22:25:28 just less spillage, less broken laptops and less mess to clean up in the hacklabs 22:25:56 do you have a photo? 22:25:57 anything else to discuss regarding budget at the moment? 22:26:33 phls: we're expecting some networking expenses too? 22:26:46 I also don't see any misc / onsite costs in the budget, yet 22:26:57 this has been quite a large budget line in previous years 22:27:07 tumbleweed, what kind? 22:27:13 random expenses 22:27:22 phls: you're talking about buying WiFi APs 22:27:28 17 rolls of duct tape 22:27:29 we have no real update of where we are between expenditures and income 22:28:02 if I understood highvoltage's mail correctly the bursary team wants to ask for more travel funds 22:28:14 probably 22:28:15 it does sound like it 22:28:28 so it would be fair to tell the DPL where we are with our current budget 22:28:39 I haven't added APs yet because only you and me talked about that 22:29:07 remind me, what's the current travel bursaries budget, USD60K ? 22:29:13 yes, the bursaries team will request more budget to DPL 22:29:30 if we're expecting to buy something, shouldn't we have it in the budget? 22:29:42 the aim of the budget isn't to track the actual value of every expense, but rather our broad plans 22:30:07 i would like the idea before asking. If the ideia is approved, i will move on with the budget 22:30:20 i would like aprove the idea before asking 22:30:21 bremner: 60k bursaries, 10k diversity 22:30:34 phls: fair enough 22:30:45 my question still stands re onsite expenses 22:31:04 we know there are going to be quite a lot of ad-hoc onsite expenses, we should be budgeting for thta 22:31:27 can we make it a task for phls and terceiro to get an overview of where we are with income and expenses before we add more? 22:31:41 sounds like a plan 22:31:42 DLange: fair enough. I'm derailing your point :) 22:31:43 The drink cup is a bit expensive according to the budget, or a 0 by mistake? 22:31:50 6.0000,00 BRL 22:31:58 there is an extra 0 22:32:03 it's 6 thousand 22:32:05 :-) 22:32:10 #action phls and terceiro to write up expenditure vs income 22:32:19 next topic? 22:32:24 wait 22:32:25 medicalwei just saved 54000 BRL, well done! 22:32:26 :) 22:32:31 phls: ok, go ahead 22:32:43 tumbleweed, could you give examples about on site? 22:32:52 on site expenses 22:32:57 phls: sure, we can look through previous expenses after the meeting 22:33:04 cool 22:33:45 is that all on budget for the moment? 22:33:50 yes 22:33:56 #topic content team update 22:34:00 content team, please speak! 22:34:37 I know I'm waiting for the content team to decide what metrics to evaluate talks on, then we can start evaluations 22:35:10 how many talks have been submitted? 22:35:25 We are discussing via email which metrics we want to review proposals 22:35:41 DLange: 61 22:35:59 #info content team is discussing the evaluation metrics, and will start evaluating soon 22:36:14 #info so far, 61 talk proposals have been submitted 22:36:19 #info FWIW, content is being lead by myself and Guido Trotter 22:36:31 #undo 22:36:32 we are also organising some office hours to help people with their proposals 22:36:43 nice 22:37:05 I have a question wrt content vs bursaries 22:37:08 that is Deb's initiative I believe 22:37:10 I see 12 May deadline to submit proposals for the official schedule, is it ok if we send a micronews reminding that? or will it delay the evaluations? 22:37:15 terceiro: go ahead 22:37:46 should we cross talk submissions with bursary requests? 22:38:08 I think people general mention if they submitted a talk or are planning to 22:38:15 i.e. if someone submitted a talk, but requested a travel bursary that wasn't approved and was mandatory for the person being able to come ... 22:38:32 time-wise bursary review is happeninig before talk selection 22:38:39 yes, that's why I'm asking 22:38:41 so it's hard to take talk acceptance into account for bursaries 22:38:51 the content team does have a budget for inviting speakers, separately, of course 22:39:00 sure 22:39:08 ok, I think I have a non-issue 22:39:15 there's not much we can do 22:39:16 I guess we expect people to cancel their own submissions? 22:39:21 yes 22:39:22 I think what terceiro wants to avoid is approving a talk of someone who has had their bursary denied 22:39:24 anything else for content? 22:39:29 bremner: we'll probably have to be more proactive than that 22:39:36 but then we may waste time reviewing submissions that are not viable 22:39:37 znoteer: this makes sense 22:39:52 znoteer: yes, thanks 22:40:05 #info publicity will send a reminder about CfP open until 12 May (for official schedule) 22:40:14 thanks larjona :) 22:40:21 next topic? 22:40:24 wait 22:40:27 ok 22:40:33 terceiro: it's a bit tricky because bursaries trickle out as people cancel 22:40:36 terceiro: one of the issues there is that bursaries can be granted in multiple rounds 22:40:36 larjona: please coordinate that with content@ 22:40:53 so, it's hard to know, until a coulpe of weeks before the event, who is coming 22:40:54 I'm here to coordinate, and asked, and they didn't answer... 22:41:00 (this applies to food, accommodation, talks, everything) 22:41:38 should we display bursary status to talk reviewers? 22:41:42 terceiro: one thing you can do is mail bursaries@debconf.org saying "please fund this person" 22:41:51 bremner: ack 22:41:57 tumbleweed: not sure, that's kindof private 22:42:03 yeah... 22:42:06 but, I'm not in charge ;) 22:42:14 nobody is :P 22:42:19 let's see what happens 22:42:24 https://lists.debian.org/debconf-announce/2019/03/msg00002.html says April 28th, https://debconf19.debconf.org/cfp/ says May 12th. was the deadline extended? 22:42:31 larjona: can't speak for the whole team, but a reminder seems a good idea to me 22:42:36 gregoa: yes, AFAIK 22:42:47 ah, good 22:42:50 deadlines always extend :P 22:43:00 (just so that you can send an email to say, it was extended, submit your talk) 22:43:11 larjona: Guido and I agreed he will send email reminders, but that's independent of what you will do, right? 22:43:18 bits.d.o etc 22:43:36 you can coordinate on text 22:44:00 all good on content now? 22:44:01 ok we'll coordinate. I thought there was no workforce to write much 22:44:25 nattie: +1 22:44:30 #topic accommodation 22:44:35 note spelling ;) 22:44:44 so, we have more beds than we think we'll need 22:44:53 we've got until the end of this month to reduce the number, right? 22:45:06 and/or we can open some up for sale 22:45:15 yes wrt end of this month 22:45:36 is that the final deadline? or do penalties just increase if we adjust again after that? 22:45:37 #info number of beds must be final by end of April 22:45:42 I talked with hotel staff last week, and they sugegsted we just cancell them 22:45:42 oh, sorry 22:45:45 don't sell 22:46:11 phls: can we keep them blocked for out participants? 22:46:18 s/out/our/ 22:46:35 please remember cases where one person in a room might be bursaried and the other not 22:46:48 phls: Of course they did, it's mode money for them 22:47:09 terceiro, Lucimara told me they can book these rooms, if people send emails to her 22:47:22 phls: on the same price we would pay, right? 22:47:25 yes 22:48:05 I think we should do that, i.e. return the rooms and have them "reserved" for Debconf attendees to book 22:48:25 so, back to my question 22:48:28 now I know we can return at least 12 rooms 22:48:37 we aren't going to know exactly how many rooms we need for a couple of months, still 22:48:48 so, does it hurt us to cancel more, later? 22:48:54 do we need to risk having some unused rooms? 22:48:55 ah, let me explain what I did 22:49:28 tumbleweed: originally there would be a penalty after the end of april, but let's see what phls says 22:49:41 I took all bursaries requests now, and i simulated use the rooms 22:49:56 so, now we have a max number of requests 22:50:05 and this number will decrease. 22:50:47 I took all requirements 22:51:26 with this simulation, we can return 12 rooms and we still have room enought for this max number of requests 22:51:51 that's with how many people per room? 22:51:56 OK, and then when the number decreases later, what do we do? 22:52:19 2 or 3, and one case with 1 22:52:49 tumbleweed, we can try to return without penalts 22:52:57 in may 22:53:19 that kind of thing really needs to be put in writing 22:53:20 we return 12 now, and return as many as possible in may 22:53:27 the later the better as our numbers are more accurate the closer we get to the conference 22:53:39 sounds like a good plan phls 22:53:51 can we take an action to solve this offline and report on the next meeting? 22:53:58 otherwise we will get stuck forever 22:54:07 yep. who will take this action? 22:54:10 its more a inform now :-) 22:54:17 me and phls 22:54:28 nattie: some of this is in writing in the contract we have (although I think we've deviated from the contarct already) 22:54:33 #action terceiro and phls to resolve the return of excess rooms to the hotel 22:54:40 #topic cheese and wine 22:54:49 one more accommodation thing: 22:54:55 #undo 22:54:55 Removing item from minutes: 22:54:58 yes? 22:55:13 are we going to ad-hoc sell some beds for non-bursaried people sharing with bursaried people, as nattie brought up? 22:55:20 ah, just a comment about accomodation: we decide not sell them on wafer, right? 22:55:25 we can just manually invoice those and not have a better process for them 22:55:29 phls: we can undecide that 22:55:51 that's one of the alternatives to what I'm asking :) 22:55:58 tumbleweed: we could do that as well 22:56:04 just to remember 22:56:11 why not sell these directly via the hotel? 22:56:34 we are paying for 2 people in a room. With we have one more person, we will pay in the end of the conf 22:56:38 DLange: it depends on how much it complicates invoicing 22:56:39 DLange: the case I'm talking about is where one half of a couple is bursaried 22:56:42 DLange: the hotel can't sell one bed 22:56:43 they should be able to send an invoice via email and accept a CC payment or so. Doesn't need us in the middle...?!? 22:57:04 we're already paying for the room 22:57:07 tumbleweed: how many of these cases do we have, usually? 22:57:12 DLange: 1 or 2 22:57:24 can we just have the spouse free then and save lots of work? 22:57:31 or that, yes 22:57:47 but phls would need to account for this in his room use calculation 22:57:48 tumbleweed, the hotel will charge for 1 beb, if we have more than 2 guests on the room 22:57:49 I'm all in for less work to mend the 1% cases. 22:58:38 phls: OK. I magine these cases are usually only 2 guests 22:58:49 #agreed we'll handle sharing a room between bursary and paid, ad-hoc 22:58:54 nattie: onwards 22:58:59 #topic cheese and wine 22:59:10 I added this to the agenda, because I'm worried that we have 2 cheese and wine teams 22:59:15 for the record, i think CathylafourmiCheesePrincess and adrianacc should be introduced to each other / made aware of each other 22:59:26 for the avoidance of anyone treading on anyone's toes 23:00:11 is that all? 23:00:12 right. I mailed cathy when I added this to the agenda, but she's travelling right now 23:00:15 tumbleweed, could you explain? 23:00:26 adrianacc: DebConf has a long-standing tradition of a chesee-master 23:00:32 because for now, I'm responsible for the cheese and wine party 23:00:36 and at DC18, CathylafourmiCheesePrincess was appointed as the next cheese mistress 23:00:58 adrianacc: i would suggest you two get in touch and work together 23:00:59 but it seems you've been doing some planning separately 23:01:07 so I think you two should talk to each other, and coordinate 23:01:16 but, nobody talked to us about it 23:01:29 that goes both ways 23:01:32 well, if there was a decision since DC18, why nobody told us?? 23:01:37 I only recently discovered that you were organising cheese :) 23:01:41 we're all one big team 23:02:08 the organisation has been quite insular, this year, probably because of language and timezone barriers 23:02:13 so, I I made the commitment with the university to organise cheese and wine 23:02:20 this is one of the places where it seems we've missed some communication 23:03:00 so, I think she can be a helper, that's no problem, because I just I talked to the University and we confirm the place to Cheese and wine party. 23:03:00 I request some artwork to the design team and created a list (posters,food labels and so on), list of items that need to be purchas 23:03:25 so, we will need more help just in the day of cheese and wine 23:03:37 adrianacc: i really strongly suggest you talk directly to Cathy about this 23:03:54 for now, Paulo and Leonardo are helping, Leonardo worked in a restaurant 23:03:55 I have no idea what plans she has - you guys need to figure this out with each other 23:03:55 I think there is a misunderstanding here: we are preparing cheese and wine since last year, looking for the place, and so on. There is no problem at all with Cathy join now and help, specially during DebConf. 23:04:08 nattie, Cathy can talk with Adriana too ;-) 23:04:23 at any rate, some talking needs to happen 23:04:36 and that's all this agenda item was about 23:04:49 next item? 23:04:58 please 23:05:24 #topic purchase requests from phls 23:05:35 :-) 23:05:52 #subtopic Buy Unifi APs to use at the hotel, and then donate to Debian Brasil 23:05:59 hrm, maybe meetbot doesn't do subtopics 23:06:06 anyway 23:06:22 use #info ? 23:06:23 it seems we need to roll our own wifi at the hotel, for hacklabs 23:06:32 yes 23:06:59 https://salsa.debian.org/debconf-team/public/data/dc19/issues/93 for this particular issue 23:07:00 own or improve their number of APs? 23:07:17 at hotel, own 23:07:30 Does hotel have controller? 23:07:34 so they don't have wifi at the hotel? 23:07:36 which means more than just APS, we'll need switches, a router PC etc. 23:07:42 because we will have a exclusive link 23:07:49 I see... 23:08:11 they do have wifi, but not one we believe will be enough for us 23:08:30 the hotel has 2 links: one to all guests, and one just for us. We need put APs on this exclusive link 23:08:54 Does it cost extra to the internet link budget? 23:09:01 medicalwei: it's in the budget 23:09:06 yes 23:09:16 the budget is only the link 23:09:23 we are talking about APs 23:09:51 can't we add our link to theirs and everybody in the hotel gets a better uplink? 23:10:02 most guests will be Debian folks anyways 23:10:03 no 23:10:18 too simple? 23:10:35 no 23:10:47 shall I continue guessing? 23:11:06 if you want :-) 23:11:21 So actually we want APs (which I think 2 APs are sufficient if there are only 12 guests) and a PoE switch, plus a PC router for AP controller and routing? 23:11:21 I guess the others get bored, so care to explain? 23:11:25 this link + APs is for hacklab 23:11:52 and the bar, presumably? 23:11:59 yes 23:12:02 (Oops, 24 guests) 23:12:34 I don't want to spend hours on this, but I would like to figure out exactly what we need 23:12:35 at the rooms, we will be using the normal networking. 23:13:16 do we have a floorplan of the bits of the hotel we want wifi for? 23:13:29 we know we will have to add APs for the hacklab, right? 23:13:42 we can discuss after how many we will need 23:13:51 Yes, I think that would be sensible 23:14:01 #agreed figure out exactly what infra we need for the hotel outside the meeting 23:14:17 next sub-item 23:14:22 Cisco APs for the venue 23:14:27 my question is: these APs can be donated to us after debconf? 23:14:49 we will use them on other events 23:15:32 or if we buy some APs, you will take them after DC19? 23:15:43 either could work 23:15:56 probably depends on the size of the investment 23:15:57 obviously if debconf is buying them, the preference would be to get value out of them at future debconfs 23:16:00 but yes, depends on the cost 23:16:05 A question about controller license. I am not sure if more AP charges the campus more for the controller license 23:16:07