17:58:54 #startmeeting DebConf Team meeting 17:58:54 Meeting started Mon Jun 27 17:58:54 2022 UTC. The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot. 17:58:54 Useful Commands: #action #agreed #help #info #idea #link #topic. 17:58:59 #topic Roll Call 17:59:04 as always, say hi if you're here 17:59:06 hi 17:59:14 Hi 17:59:15 hi if you're here 17:59:23 hello 18:00:46 Heya 18:00:50 Hello rolls 18:00:56 #topic Map of room layouts 18:01:18 have the room layouts been agreed? 18:01:35 I have sent those 2 weeks ago. Then sent the updated one more than a week ago 18:01:37 is there any question? 18:02:14 The video team still hasn't been able to plan room layouts 18:02:23 we don't have the level of detail we need, yet 18:02:38 paddatrapper has taken the action to coordinate this with you 18:03:16 Plan is to look at it in the next day or so 18:03:17 okay. I would really prefer a jitsi call. 18:03:21 ok, it sounds like there's nothing more that can be decided here as it's in progress? 18:03:56 yep 18:04:07 #topic Availability of beds for early arrivals 18:04:17 last time we were waiting on dates + numbers 18:04:22 I'd say enough 18:04:27 there are numbers, now 18:04:37 so this can be ticked off? 18:04:46 they will all be ready before 10th. But we of course prefer people to come in time 18:05:01 we have 5 people registered for the 9th 18:05:28 they are welcome to do so 18:05:40 and (amazingly) 100 for the 10th. I've never seen so many people on day 1 before 18:06:00 day 1 of DebCamp 18:06:01 usually debcamp starts with 10-20 people for the first few days 18:06:30 there is no usually in these times :) 18:06:33 so, we're going to have to get basic infrastructure up ASAP 18:06:51 okay, it sounds like everything's done for bed availablity, so I'll take this off future agendas 18:07:03 which brings us onto... 18:07:06 #topic A/V and network 18:07:31 EnkelenaH[m]: any idea when we'll be able to meet them? 18:07:40 we have people physically working on the network. 18:07:55 tumbleweed (IRC): they proposed either 10am CEST or 3pm CECST 18:07:55 CEST* 18:08:05 10am CEST tomorrow? 18:08:06 tomorrow 18:08:09 works for me 18:08:13 awesome 18:08:45 #agreed call between video team and local networking 28/06 18:08:45 bigbluebutton is something we can set up? 18:09:31 EnkelenaH[m]: are you asking if we can set up a big blue button for the meeting? 18:09:36 can we not just use jitsi.debian.social? 18:09:57 we can :) 18:10:14 will send them a link then 18:10:36 we can leave that one for an update next time then :) 18:10:44 #topic Bursary and registration status 18:10:54 no update on the agenda, is there anything we need to cover on this? 18:14:14 #topic Design: nametag 18:14:54 last time prints were being tested and we didn't have quantities for t-shirts, has that changed? 18:15:32 EnkelenaH[m]: when do you need quantities? 18:15:40 400 tshirts, actually 400 of everything 18:16:02 or later in the agenda: when is the deadline for sponsor logos to be added to the 400 of everything? 18:16:19 don't forget team shirts 18:17:11 and about design of the badges. I personally prefer to go with what we always had during debconf, which is a fancy designed badge, printed at site. The other way (easier) is to just print same ones and write names with a marker 18:17:29 DLange (IRC): this Friday 18:17:42 o.k., that's close 18:17:44 tumbleweed (IRC): local team, video team, any othher? 18:17:55 #info deadline for sponsor logos to be added to t-shirts etc. is Friday 1st July 18:17:58 EnkelenaH[m]: generally it's staff, video team, and attendee 18:18:00 General orga? 18:18:12 (with different colours) 18:18:26 for video team, the shirts are a recruiting tool 18:18:44 okay 18:18:53 we probably need something like 80 video shirts 18:19:17 does a person who was a e.g. video team t-shirt need a regular attendee one? 18:19:22 yes 18:19:25 tumbleweed (IRC): wow 18:19:48 so lets make that 400 more? 18:19:50 these were the 19 numbers: https://salsa.debian.org/debconf-team/public/data/archive/dc19/-/blob/master/frontdesk/tshirts-numbers.pdf 18:19:59 but apparently we had far too many staff and video shirts 18:20:29 (and that disn't go up to 5xl, that we always need a couple of) 18:20:47 the recuiting tool is better when not everybody gets a shirt :-) 18:21:07 the recruiting tool is better when we have enough for all the volunteers who do 3 shifts 18:21:11 (in their sizes) 18:21:33 you know who that is so make a list 18:21:38 no, we don't 18:21:45 we get volunteers every year 18:21:47 you do, it is 80% the same people every time 18:21:56 that's the other 20% 18:22:00 right 18:22:06 so why not just base it on last year's numbers? 18:22:16 (adjusted down, because we had too many) 18:22:37 ack 18:23:08 I'd really like to see a t-shirt design before the deadline then, EnkelenaH[m] 18:23:21 I want somebody to double check the sponsor logos etc. 18:23:38 that should not go into production without as many eyeballs as possible 18:23:40 DLange (IRC): we have a meeting with them tomorrow. 18:23:42 and please double check that we don't get transparent shirts like 18 :) 18:24:31 i love my 18 shirt :-) 18:24:32 that means low quality? I don't think we had transparent ones. Or you mean the ones with "holes" 18:24:37 me too ahhahah 18:24:46 white, see-through 18:24:50 the video ones at 18 where white, made of very thin fabric 18:24:52 i have like 4 18:24:54 so rather see-through 18:24:57 big bellies of video team members 18:25:26 also, those numbers from dc19 don't have any fitted cuts for staff and video - that should probably be corrected (don't *just* follow those numbers) 18:25:53 will not :) 18:26:01 so to summarise: t-shirt numbers based on last year (adjusted down a bit) and the local team have a meeting tomorrow, deadline for design is 1st July 18:26:11 anything else on design before we move on? 18:26:13 Perhaps propose some numbers and bring them here to sanity check? 18:26:30 nattiemh[m] (IRC): yes sure 18:26:36 pwaring: *team* t-shirt numbers based on last year 18:26:45 we have better data for attendees from the registration 18:27:02 I suggest to remove "welcome" group 18:27:31 if you're looking DC19 pdf fil 18:27:33 file 18:28:01 good suggestion. Only staff & video team this time. 18:28:52 I like that 18:31:18 . #agree this pwaring and move on? 18:31:35 yes, was giving people a minute or two to comment 18:31:51 #agreed remove 'welcome' group from t-shirt groups 18:32:06 #topic Food vouchers 18:32:23 not sure what this is as it was added by someone else? 18:32:36 We want to do what dc19 team did 18:33:03 How much flexibility can there be between specific meals? 18:33:28 for the benefit of anyone who wasn't involved in dc19, what did the team do then? 18:33:42 I don;t understand your question. nattiemh[m] (IRC) 18:34:14 pwaring (IRC): one person had a small piece of paper for every meal, saying e.g. 20 July - lunch 18:34:19 EnkelenaH[m]: she asks whether people can swap lunch and dinner, or dinner on day 3 for dinner on day 5 18:34:55 I'd say, no because we pay up to the caterer for people using such a "flexible" approach 18:35:01 so people who pay mostly. Yes, if we know about the approximate numbers. I hope that 50 people don't decide to do that 18:35:19 we can always accommodate a few, yeah, but not many 18:35:53 agree. But yes you can't go with a letter of 3d to the date of 5th. They would need to talk to registration first. 18:36:11 +1 18:36:58 Right, so a small amount of flexibility 18:37:25 For info, how far in advance do numbers need to be known for any specific meal? 18:37:38 Like one day, two days, earlier on the same day? 18:37:58 or can we sell generic meal vouchers than can be used at any time? 18:38:04 (not many people buy food vouchers) 18:38:52 the only problem is with knowing how many people will eat so we know how much we will pay for. THis can't be settled after they prepare the food. 18:39:10 nattiemh[m] (IRC): 2 at least. To be again confirmed with the restaurant 18:39:30 typically a caterer wants to know two days in advance 18:39:36 one to shop, one to cook 18:40:12 do we sell enough that they need that level of granularity? 18:40:26 or is it harder to have that conversation than to just issue dated tickets? :) 18:40:40 usually we have less than we expect, because even people with food bursary, they go eat at restaurant sometimes 18:41:06 even for people paying for food, that's true 18:41:10 less people eating than we expect 18:41:34 tumbleweed, indeed 18:41:46 estimates from rice-and-beans people need to be taken with a pinch of salt though ;-) 18:42:40 on the more serious note: the better the food the more people will consume it, see #debconf17 18:42:43 For these numbers, I am looking at the statistics 18:43:08 breakfast and dinner will be great. Cant say same about lunch,, lets see 18:43:25 rice and beans jokes yet?? my god... 18:43:47 do we need to make a decision on this, or is it something that goes on the website (e.g. 2 days in advance is maximum for changing vouchers) 18:43:50 we can have kartoffel too ;-) 18:44:19 guys :) 18:45:25 nothing to decide here 18:45:26 ok, I'm going to move things on as there are still a few items and we're coming up on the 1 hour mark 18:45:34 #topic Swag order data 18:45:48 I think this was agreed earlier as deadline of 1st July, unless anything else nees to be said 18:46:31 #topic Job fair 18:47:01 sounds like this needs agreement on time, duration and email to sponsors? 18:48:17 we had 1pm on the open day for dc19 right 18:50:06 how long? 18:50:26 all day 18:50:28 ? 18:50:34 it was immediately after lunch according to the schedule, for 3.5 hours 18:50:41 all day is too long 18:50:47 people need to man booths 18:50:50 so lunch until dinner 18:51:02 so if you expect lots of external attendees, I'd say 3-4 hours 18:51:06 otherwise 2 is enough 18:51:11 all day after 1pm I meant 18:51:12 is it? 18:51:59 anybody from the content team here? What fits the draft agenda? 18:53:01 the coffee break will probably be when 90% of the people are there 18:54:12 can we do a 1.5 - 2 hr coffee break that Sunday afternoon? 18:54:19 that would probably be best 18:54:21 EnkelenaH[m], I would say the time for job fair should be setup by local team, because you can feel how the sponsors are expecting it 18:54:52 here we felt the sponsors wanted stay there for a long time, and it was good for us 18:55:18 does someone from the local team want to take the action to pick a job fair time and double-check with the content team? 18:55:34 if they want stay for a long time, leave them there, it's polite from our side 18:55:57 yeah, lets start at 1pm and just let it be? 18:56:19 nice 18:56:25 everyone okay with this suggestion - 1pm on Sunday? 18:56:43 sure, I still need an expected duration 18:57:16 as sponsors will ask and "however you feel" is not that great an answer 18:57:24 3 hours? 18:57:34 are the concurrent talks? 18:57:37 there* 18:58:40 there have been talks during the job fair at the last few in-person confs 18:59:15 may be postpone this to next week and hope that somebody from content has time to join or put info into the channel upfront 18:59:29 okay, let's do that 18:59:33 that long we can assume 1-4pm and probably have a good estimate 18:59:58 I'll leave it on the agenda for next time 19:00:08 #topic Info mail to attendees with latest info on travel regulations 19:00:46 If someone supplies the content (or rather the info) we'll provide the style 19:01:17 I'm guessing local team need to provide the content as they will know what the regulations are? 19:01:32 EnkelenaH[m], arianit[m] ^ that's a todo for you 19:01:44 just a note: when DC19 sponsors asked us until that time they could stay on job fair, we answered: whatever you want, booth will stay there 19:01:59 also, for that and the badges, what's the plan for front desk phone this year? 19:01:59 this also needs to include how to get to the bus from the airport etc. in more detail than what we currently have 19:02:07 if it's a local SIM, we should buy one and get the number 19:02:21 otherwise I can provide a US SIP number, or something 19:03:28 we need a local number 19:03:42 can you imagine what calling a US number costs when people are roaming? 19:04:01 Everything is exorbitant when roaming in Kosovo anyway 19:04:06 But yeah 19:04:08 dunno, I tend to think of phone calls as being near-0-cost these days :P 19:04:24 but yes local++ 19:04:31 yes, so everybody will have a local SIM past airport (that expects to use a mobile outside WiFi) 19:05:22 #action LocalTeam to provde info on travel, regulations and local number for front desk 19:05:30 is there anything else we need to discuss on this item? 19:05:32 we'll buy a local sim. I assume you'd have a phone? 19:06:11 For that matter, could we get a bit of info on import regulations for the sort of things that get brought for cheese and wine? 19:08:10 yeah 19:08:21 nattiemh[m]: are you bringing a spare phone for front desk? 19:08:27 I have a spare, too 19:08:40 I don't have a spare at the moment 19:09:03 OK, you can borrow mine, if you want 19:09:10 Thank you 19:09:18 #topic Meeting schedule 19:09:32 BTW, someone asked about cheese and wine party these days 19:09:37 Last online meeting next week! 19:09:41 Next meeting will be 4th July at 18:00 UTC as usual, this will be the last online meeting before DebCamp starts 19:09:46 @phls? 19:09:49 #topic AOB 19:10:06 phls: I'll deal with running that together with urbec 19:10:07 who will be the cheese master, and details about the party 19:10:19 nattiemh[m], great 19:10:25 where are these questions being made? 19:10:35 I think it was debconf channel 19:11:04 or mailing list, not sure 19:11:58 there are a couple of placeholders on the cheese and wine page atm, namely when + customs 19:12:02 https://debconf21.debconf.org/about/cheese-and-wine-party/ 19:12:08 is this somethign we need to decide now? 19:12:19 when? 19:12:21 Its on 19th 19:12:32 ah, I will release a note for the party, same from DC19 19:12:49 https://debconf22.debconf.org/schedule/important-dates/ 19:13:09 EnkelenaH[m]: the cheese and wine party page has FIXME under When? 19:13:16 there is a task for release a call for C&W party 19:13:37 okay, is there anything else we need to discuss/decide? 19:14:09 pwaring (IRC): should fix that. 19:14:48 if not, thank you all for coming and see you next week! 19:14:50 #endmeeting