16:58:03 <pwaring> #startmeeting
16:58:03 <MeetBot> Meeting started Mon Jul 10 16:58:03 2023 UTC.  The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot.
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16:58:07 <pwaring> #topic Roll call
16:58:13 <pwaring> as always, say hi if you're here
16:59:24 <tzafrir> Here
17:00:31 <anupaannjoseph[m]> Hi o/
17:00:58 <hacksk[m]1> Hai
17:01:21 <libregeekingkid> _/\_
17:01:23 <libregeekingkid> Hi
17:01:31 <kannan[m]> hi
17:01:39 <[pirate]praveen> hi
17:02:31 <bhe[m]> hi
17:02:39 <pwaring> #topic Finance: Advance payment for Debconf 23 venue
17:03:00 <gwolf> ohai!
17:03:15 <pwaring> last time we were waiting for an invoice for SPI I think?
17:03:41 <[pirate]praveen> invoice is shared with SPI
17:04:08 <kannan[m]> waiting for SPI response.
17:04:20 <pwaring> ok
17:04:27 <pwaring> #topic Finance: Advance payment for conference dinner
17:04:32 <pwaring> is this in the same situation?
17:04:54 <kannan[m]> yup
17:05:24 <santiago> o/
17:05:51 <tumblingweed> Sorry, I'm late
17:06:04 <pwaring> #topic Finance: Sponsorship
17:06:17 <kannan[m]> we may have to hurry the conference dinner venue part since we dont have a contract with them yet and we cant book it without advance
17:06:21 <tumblingweed> I prodded spi today about the invoice
17:06:41 <Anisa[m]> Hi everyone, sorry I am late
17:06:53 <gwolf> I'll stress what kannan[m] said
17:07:14 <gwolf> ...the venue we are targetting for the conf dinner is in quite high demand in the dates we want to have the conference
17:07:31 <gwolf> and if we don't get that one... any others will be really below the level
17:07:45 <gwolf> we have to hurry to get a first payment possible!
17:08:51 <pwaring> is there anything else we need to cover on finance / sponsorship?
17:08:59 <tumblingweed> If spi is too slow, we can ask another TO
17:09:32 <tumblingweed> Ping me if late payments are becoming a problem
17:09:49 <[pirate]praveen> may be we should set a deadline for asking another TO?
17:10:09 <tumblingweed> Spi has a board meeting today, I'll try to be there
17:10:32 <pwaring> can we just say what TO is please for those who don't know
17:11:03 <tumblingweed> Trusted organizations. The orgs that hold money for Debian
17:11:12 <pwaring> thanks
17:11:14 <tumblingweed> There are several
17:11:26 <kannan[m]> thankyou
17:11:32 <Anisa[m]> Just a quick update on sponsorships since its really fresh. Bryan and I had a call earlier with Two Sigma and they are sponsoring at Silver level
17:11:35 <bhe[m]> Fossunited is also on similar situation. But we might call them over phone if payment getting delayed.
17:12:39 <kannan[m]> also about the main venue, SPI has already signed the contract
17:12:42 <tumbleweed> back from a laptop
17:13:11 <tumbleweed> kannan[m]: generally the process for getting money out of SPI is to contact its treasurer email alias
17:13:18 <tumbleweed> so I just checked if that was why we were stuck
17:13:33 <tumbleweed> but they also get slow, sometimes
17:14:09 <pwaring> anything else on finance?
17:16:04 <pwaring> #topic Registration: Discount code from Four Points
17:16:13 <pwaring> this says 'waiting', is there an update or can we skip over it?
17:16:38 <kannan[m]> tumbleweed  oh, i meant changing TO will be difficult since the contract is signed. also July 15th is the date for next 30%  of the amount  according to the contract
17:16:39 <nattiemh[m]> Still waiting
17:17:01 <kannan[m]> asked them, supposed to share by today
17:17:06 <kannan[m]> will ask them again
17:17:09 <pwaring> ok
17:17:18 <gwolf> kannan[m]: Contract is signed with Four Points, but TTBOMK not with the Conf.Dinner venue, am I right?
17:17:18 <pwaring> #topic Registration: Printer for front desk, should we buy one instead of renting?
17:17:30 <gwolf> (that's where we have to hurry bits for...)
17:17:45 <tumbleweed> kannan[m]: ack, that's true
17:18:49 <kannan[m]> the rent cost for 15days is close printer cost
17:19:03 <[pirate]praveen> 35k inr for renting printer for 2 weeks
17:19:39 <pwaring> if we rent, will they replace it if faulty?
17:19:50 <[pirate]praveen> for 10k inr we can get a reasonably good/fast inkjet one (renting laser)
17:19:55 <pwaring> as in it's less hassle than buying and then figuring out what to do with it
17:20:32 <kannan[m]> gwolf no contracts signed wit conf dinner venue. also buget is comparitively smaller
17:20:46 <nattiemh[m]> Would anyone have use for a printer afterwards?
17:21:08 <[pirate]praveen> we could sell it or donate it
17:21:39 <gwolf> kannan[m]: So there would be no practicality issue if we found it to be practical for that contract to be signed by a different TO
17:22:00 * gwolf recalls we have several times bought (and donated) printers...
17:22:01 <tumbleweed> [pirate]praveen: factor in enough ink for debconf, too
17:22:58 <pwaring> also this is likely to be a tiny amount of the budget, so probably not worth spending a huge amount of time on?
17:23:08 <[pirate]praveen> I guess that cost will be same for buy vs rent?
17:23:16 <nattiemh[m]> Can we have a laminator?
17:23:33 <gwolf> nattiemh[m]: we have a laminatrix. And she often has good company!
17:24:04 <nattiemh[m]> She does
17:25:29 <bhe[m]> nattiemh, is it for the debconf id card ?
17:25:35 <kannan[m]> gwolf yup, for conf dinner, we have that flexibility
17:25:53 <tumbleweed> bhe[m]: for signs and similar
17:26:11 <tumbleweed> usually we use name tag holders
17:26:27 <nattiemh[m]> For all items
17:26:31 <nattiemh[m]> It is requisite and necessary
17:27:37 <pwaring> can we leave this with local team to check options and come back at the next meeting, as it's not super time-sensitive?
17:27:44 <nattiemh[m]> Ok
17:28:09 <pwaring> #topic Visa
17:29:42 <pwaring> is there anyhting specific to report on visas? the agenda says 'waiting for at least one complete request'
17:30:10 <nattiemh[m]> That will happen soon
17:30:26 <pwaring> ok
17:30:37 <pwaring> #topic Video team
17:30:54 <tumbleweed> video team met this morning. Things are looking on-track
17:32:53 <pwaring> excellent
17:33:00 <pwaring> #topic Progress on Haifa DebConf
17:33:04 <pwaring> tzafrir: over to you
17:34:39 <tzafrir> We got a somewhat usefulreply from my former advisor in the CS faculty and we are now pusuing contacts from there.
17:36:14 <tzafrir> </end>
17:36:36 <pwaring> thanks
17:36:42 <pwaring> #topic Meeting schedule
17:36:53 <pwaring> next meeting will be on 24th July, 17:00 UTC as always
17:36:58 <pwaring> #topic AOB
17:37:02 <pwaring> anything else that needs to be discussed?
17:37:05 <tumbleweed> bursaries!
17:37:09 <Anisa[m]> I have a question: since the bursary applications deadline is postponed, is the date for the communication of who received the bursary going to be postponed as well?
17:37:25 <Anisa[m]> as of now, the date for the communication is 16 July
17:37:28 <tumbleweed> utkarsh2102: we're about to close now, right?
17:37:54 <utkarsh2102> hiya!
17:38:06 <utkarsh2102> I really hope to do this on 16th
17:38:13 <gwolf> Anisa[m]: FWIW in the past we have sent a "first batch" if I'm not mistaken (but... maybe it was re: content?)
17:38:18 <utkarsh2102> but if it's a bit late, I'll announce that, probably
17:38:52 <utkarsh2102> it's slightly uncertain
17:38:59 <tumbleweed> is the team ready to review?
17:39:14 <utkarsh2102> yeah
17:39:17 <utkarsh2102> we have the team
17:39:31 <tumbleweed> I've just shut off bursary applications
17:39:37 <utkarsh2102> LOVELY!
17:40:03 <utkarsh2102> I need help with ranking people who didn't ask for bursary but just normal registration.
17:40:15 <utkarsh2102> I'd ideally want registrations@ to loop in there
17:42:43 <tumbleweed> this probably needs a local review team, who know the local community and can pick out people who contribute
17:44:46 <nattiemh[m]> Registration team can help to some extent
17:45:39 <utkarsh2102> lovely
17:45:48 <utkarsh2102> how should we really coordinate?
17:48:15 <pwaring> anything else before we finish?
17:48:42 <utkarsh2102> pwaring: yes, answer to the above^
17:49:37 <pwaring> utkarsh2102: I think that's best discussed after the meeting, we don't need everyone else to be around for it
17:50:05 <utkarsh2102> sure, as long as we actually talk this through, I don't mind :)
17:50:25 <pwaring> ok, thanks for coming everyone and see you in two weeks!
17:50:27 <pwaring> #endmeeting