12:57:36 <pwaring> #startmeeting DebConf 24 orga team meeting. Agenda: https://deb.li/dc24meet 12:57:36 <MeetBot> Meeting started Tue Jan 9 12:57:36 2024 UTC. The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot. 12:57:36 <MeetBot> Useful Commands: #action #agreed #help #info #idea #link #topic. 12:57:41 <pwaring> #topic Roll Call 12:57:53 <pwaring> if everyone can say something ('hi' is fine), that lets us know who is here :) 12:57:55 <tumbleweed> o/ 12:58:02 <jmkim[m]> hi o/ 12:58:03 <bhe> Hi 12:58:07 <DLange> something 12:58:13 <jmkim> Hi o/ 12:58:14 * youngbin[m]1 waves 12:58:19 <gwolf> o/ 12:58:19 <youngbin[m]1> o/ 12:58:26 <WooheeYang[m]> Hi o/ 12:58:32 <srud> Hi 12:58:46 <EnkelenaH[m]> hi 12:58:50 <changwoo[m]> Hi 12:59:51 <Roul[m]> hi 13:00:00 <terceiro> hi 13:00:12 <pwaring> #topic DebConf 23 13:00:23 <pwaring> is there anything outstanding from DC23 that we need to discuss? 13:01:23 <tumbleweed> we still have some outstanding reimbursements 13:01:31 <tumbleweed> I need to go through and check which ones need to be pinged 13:01:59 <tumbleweed> (I'm talking orga stuff, not bursaries) 13:02:09 <pwaring> #action tumbleweed to check outstanding orga reimbursements for DC23 13:02:27 <DLange> buraries are completed? 13:04:06 <DLange> (crickets) 13:04:13 <tumbleweed> yeah, that's kind of the status 13:04:20 <pwaring> ok, we'll move on to DC24 13:04:23 <tumbleweed> many requests have not been submitted yet 13:04:34 <DLange> can you send a reminder? 13:04:54 <tumbleweed> the deadline was 10 Dec 13:05:19 <DLange> final deadline? Or initial deadline? :) 13:05:41 <tumbleweed> should we set a 10 Feb final deadline? 13:05:51 <pwaring> yes 13:06:15 <DLange> +1 13:06:24 <gwolf> how many approved people do we have left pending to send papers? 13:06:34 <pwaring> if we don't set a deadline, people will keep pushing it back 13:06:56 <tumbleweed> maybe 15 13:07:08 <tumbleweed> we did have a deadline... 13:07:14 <tumbleweed> but we didn't do any reminding 13:07:14 <santiago> hi! 13:07:18 <gwolf> bufff, a lot! 13:07:38 <pwaring> can we say final final deadline is 1 month after reminder is sent? 13:07:44 <tumbleweed> +1 13:08:14 * gwolf wonders how many among them is _really_ in the category of "needs financial support to be able to attend" :-\ 13:08:19 <pwaring> #agreed final deadline for DC23 reimbursements will be 1 month after reminder sent 13:08:25 <pwaring> #topic DC24: Timeline 13:08:32 <pwaring> #link https://wiki.debian.org/DebConf/24/Timeline 13:09:00 <pwaring> any questions on the proposed timeline? the dates for DC24 have already been agreed 13:09:01 <DLange> gwolf: other reasons include: complex process, emails not reaching people on gmail, lots of Indian people only asked for a train ticket or bus fare 13:09:02 <jmkim> Local team wrote the timeline draft https://wiki.debian.org/DebConf/24/Timeline 13:09:23 <gwolf> DLange: OK... 13:11:24 <terceiro> a few items on the timeline depend on the website. I should have the website online by the weekend 13:11:43 <tumbleweed> great 13:12:19 <pwaring> #topic DC24: Budget 13:12:20 <jmkim> terceiro: thanks! 13:12:28 <pwaring> #link https://docs.google.com/spreadsheets/d/1k2pcSD5dEVl6PAJBLy6ApqyzkvQrj8SSQhroGQ9aykQ 13:12:31 <pwaring> ^ draft budget 13:12:32 <jmkim> Budgeting draft: https://docs.google.com/spreadsheets/d/1k2pcSD5dEVl6PAJBLy6ApqyzkvQrj8SSQhroGQ9aykQ 13:12:59 <jmkim> We firstly used the spreadsheet, for initial budgeting 13:13:33 <jmkim> Almost of them are based on previous DebConfs 13:13:50 <tumbleweed> I had a skim through it, it's looking good 13:13:55 <jmkim> Incomes (sponsors) were not discussed with sponsor team yet 13:14:39 <DLange> it's an estimate anyways jmkim 13:14:42 <pwaring> any questions on the budget at this point? 13:14:46 <DLange> and it seems reasonable at this time 13:16:33 <tumbleweed> please note that the video team would like the videoed talk rooms for 2 days of setup before debconf starts 13:16:53 <tumbleweed> (you may be able to get the venue to provide those setup days for free, if they aren't in use) 13:17:31 <gwolf> tumbleweed: you are too polite :-) I think "would like... may be able" needs some more strength 13:18:09 <DLange> we're doing a DebConf in Asia, the team understands 13:18:09 <tumbleweed> yeah, we've had 1 day before. It can be very stressful. 2 days = much better 13:18:44 <jmkim> tumbleweed: Noted, and I think we can setup early without any fee 13:19:03 <pwaring> anything else on budget at this point? 13:19:14 <pwaring> sponsors are a separate agenda item btw 13:19:31 <tumbleweed> for the team travels, you can ask every team to submit a number 13:19:38 <tumbleweed> I mean team travel amonuts 13:19:50 <tumbleweed> but we don't have a lot of time to wait for responses there 13:20:20 <pwaring> #topic DC24: Website 13:20:23 <bhe> jmkim, you can earmark some amount for the child care and can move to others if there is no plan 13:20:51 <pwaring> terceiro: do you want to say anything about the website? 13:21:05 <terceiro> I can 13:21:07 <terceiro> let me see 13:21:40 <terceiro> there a few changes pending to support the latest wafer, in: https://salsa.debian.org/debconf-team/public/websites/wafer-debconf/-/merge_requests/189 13:21:42 <jmkim> tumbleweed, bhe: Noted 13:22:09 <tumbleweed> the covid masks number seems high, and insurance number seems low 13:23:09 <terceiro> there a few details that would bore almost everyone, but bottom line is website is close 13:23:32 <terceiro> I mean, we will have a basic website up that we can start to populate with info 13:23:41 <youngbin[m]1> Insurance should be calculated number from insurance company website with 400 people with 2 weeks? jmkim (IRC) 13:24:03 <terceiro> but there will be a dummy logo and the default layout (same as e.g. https://bh.mini.debconf.org/), once we have artwork defined we can integrate that 13:24:45 <pwaring> great 13:24:53 <pwaring> let's move on to teams 13:24:59 <pwaring> #topic DC24: Teams 13:25:06 <pwaring> #link https://wiki.debian.org/DebConf/24/TeamRoles 13:25:13 <jmkim> youngbin: current insurance price is by insurance company, and its roughly estimated 13:25:26 <tumbleweed> great 13:25:31 <youngbin[m]1> jmkim: 👌 13:26:20 <jmkim> (team, please add yourself o/) 13:26:33 <pwaring> it looks like we have members and leads for most teams, which is great 13:26:59 <pwaring> is there anything else we need to say about teams at this point/ 13:27:02 <tumbleweed> for the places that you currently have global team names, I assume we should get people to list themselves 13:27:15 <gwolf> Right -- I added myself to the team listing, and I see terceiro did so as well IIRC, but we need more non-locals to do so 13:27:24 <gwolf> so we have a functioning, integrated team 13:27:35 <jmkim> tumbleweed: for clearify, removing the "team URLs" and add person name will be better? 13:27:43 <DLange> he thinks so 13:27:49 <DLange> doesn't mean you have to do it 13:27:51 <tumbleweed> keeping the URL is probably useful too 13:28:02 <tumbleweed> but I think it's best for everyone if we have individual names 13:28:08 <tumbleweed> so you know who to talk to 13:28:12 <jmkim> I agree to write individuals 13:29:04 <youngbin[m]1> If it's all matrix room. maybe setup a matrix space for grouping them? then put link of matrix space instead 13:29:38 <jmkim> Currently matrix rooms at the bottom are only for local (in Korean language) 13:29:57 <jmkim> I will remove team from the list "Per role" after the meeting 13:30:06 <jmkim> *team name from the list 13:30:50 <jmkim> Please write your name, team people o/ 13:31:08 <gwolf> jmkim: It makes absolute sense to have a place where the local team can talk together as it is more natural (Korean language). But we should make the distinction of local/global be as thin as possible for general information flow 13:31:21 <pwaring> ok, let's move on to sponsors as we still have quite a few items 13:31:27 <pwaring> #topic DC24: Sponsors 13:31:29 <gwolf> try to think in terms of "the team", not "the Korean team" whenever possible ;-) 13:31:39 <pwaring> it looks like we have a list of potential sponsors already \o/ 13:32:40 <jmkim> BTO and KTO are government organizations, their sponsorship needs application and evaluation 13:33:24 <jmkim> Local team will prepare for BTO and KTO sponsorship programmes, in January (because their deadlines are Feb) 13:34:53 <jmkim> Plusly, doubleO (where I work) willing to sponsor USD 5,000 and can provide visa sponsorship 13:35:09 <DLange> \o/ thank you 13:35:10 <jmkim> doubleO can also provide local fiscal host 13:35:29 <changwoo[m]> My concern about the government programs is about privacy. All of them require the list of participants in the reports, to prove the number of foreign participants.. I remember some people complained about DC18 "MEET TAIWAN" program. 13:36:03 <urbec> list of all, or is some who volunteer enough? 13:36:37 <jmkim> urbec: list of all from overseas, I guess 13:36:49 <gwolf> changwoo[m]: We are early. We can explain this to participants, and allow everybody to opt _in_ to be a part of the report 13:36:50 <changwoo[m]> list of foreign participants at least certain number, to meet the requirement 13:36:55 <DLange> they know this info from Visas anyways 13:37:08 <gwolf> of course, if the govt agencies are OK to receive an incomplete list 13:37:28 <gwolf> I guess many among us would click the "include me in the report if that brings Debian more money from sponsors" 13:37:33 <gwolf> and many others won't. 13:37:47 <tumbleweed> I think the best practice here is to add something to the registration form saying we'll provide a list of attendees to government sponsors that requset it 13:37:50 <jmkim> gwolf: can we add it in the registration form? 13:38:06 <gwolf> jmkim: Yes, we can add it 13:38:06 <jmkim> s/can/how about/ 13:38:17 <pwaring> ok, let's do that then 13:38:42 <pwaring> #agreed registration form will include info on attendee list given to government sponsors 13:38:59 <pwaring> we've still got a few items left, so we'll move on to logos 13:39:03 <tumbleweed> brb 13:39:05 <pwaring> #topic DC24: Logo 13:39:10 <jmkim> https://wiki.debian.org/DebConf/24/Artwork/LogoProposals 13:39:27 <pwaring> #link https://wiki.debian.org/DebConf/24/Artwork/LogoProposals 13:39:34 <olasd> seagulls \o/ 13:39:41 * olasd goes back into hiding 13:39:54 <jmkim> Local team temporarily choose Modified-A for fundraising brochure and websites 13:40:15 <jmkim> And we can have a logo contest (until Jan) 13:40:31 <gwolf> do we need a logo contest? 13:40:45 <WooheeYang[m]> I think it's appropriate to have a logo contest. 13:40:50 <gwolf> I'd say that if the local team likes a logo, you can choose it 13:40:57 <WooheeYang[m]> The main reason is that no one other than me has ever submitted one. 13:41:00 <gwolf> if you want to have a vote... I won't object ;-) 13:41:05 <WooheeYang[m]> I'm not a professional designer, and I've uploaded amateur designs for now, so I think it's better to have a contest. 13:41:22 <jmkim> (All the logos were submitted by ^) 13:41:44 <gwolf> WooheeYang[m]: so you will win no matter what. Rigged! ;-) 13:42:35 <pwaring> shall we send out an email asking people to vote then? 13:42:39 <pwaring> with say a 1 week deadline 13:43:36 <EnkelenaH[m]> can we also ask people to submit their own designs on that email, and leave some time for it? 13:43:52 <jmkim> We can have 2 weeks for submission and 1 week for a poll 13:44:03 <pwaring> yes that sounds reasonable 13:44:09 <pwaring> that way it's done by the end of Jan 13:44:17 <WooheeYang[m]> jmkim: I agree too. It seems be reasonable. 13:44:35 <pwaring> would anyone like to volunteer to send the email? 13:44:41 <youngbin[m]1> sounds good to me too :) 13:45:02 <jmkim> pwaring: WooheeYang[m] already have a mail draft 13:45:12 <jmkim> they can do it 13:45:16 <WooheeYang[m]> pwaring: Yes I will do 13:45:30 <pwaring> #action WooheeYang[m] to send out email regarding logo contest 13:45:32 <pwaring> thanks! 13:45:43 <pwaring> #topic DC24: Fundraising flyer 13:46:03 <jmkim> Didn't wrote the fundraising brochure. Local team will write the draft until Jan 15th 13:47:10 <pwaring> ok, we can carry that forward then 13:47:18 <pwaring> #topic DC24: Site visit 13:47:30 <pwaring> gwolf / tumbleweed: not sure if this is your area? 13:47:49 <gwolf> pwaring: not directly, although some of us have been discussing it 13:47:59 <jmkim> I heard that site visit will be held between Jan and Feb 13:48:23 <gwolf> FWIW so far, from nonformal interactions, I understand nattie and srud are interested in being the "ambassadors" for the site visit 13:48:26 <tumbleweed> there has been some discussion to try to schedule one 13:48:35 <jmkim> Want to ask what things we need to prepare o/ and, 13:48:52 <gwolf> I don't know if tumbleweed was also part of the ambassador cabal...? 13:49:01 <jmkim> should we add the site visit budget into the spreadsheet? 13:49:02 * tumbleweed doesn't expect to be able to 13:49:46 <gwolf> jmkim: We should. Last year we didn't, and it was OK'ed by the DPL, but explicitly unhappy about it not being part of the budget 13:49:48 <tumbleweed> jmkim: I think we should count site visits within the debconf budget, as they are part of the expense of debconf to debian 13:50:01 <tumbleweed> typically they happen before a budget is approved 13:50:10 <tumbleweed> so timing is messy 13:50:28 <gwolf> right, but a pre-budget at least is already floated... 13:50:52 <jmkim> gwolf, tumbleweed: How much will be fine for the budget? 13:51:07 <jmkim> (Or we should discuss after the meeting?) 13:51:18 <gwolf> jmkim:lets take it after the meeting 13:51:22 <tumbleweed> the israel site visit cost ~4k USD 13:51:39 <tumbleweed> I'd expect a little more because further away 13:51:52 <gwolf> It depends on several factors, such as where people will be "housed" 13:52:07 <pwaring> shall we say $5k, subject to adjustment? 13:52:15 <pwaring> it doesn't need to be exact at this point 13:52:20 <gwolf> last year we had long flights + hotel 13:52:21 <DLange> may be we can make an assessment whether a site visit is necessary in this case at all? 13:52:29 <gwolf> I'd say 5k is acceptable... 13:52:55 <gwolf> DLange: I think experience shows that site visits are never _needed_ but always help a log 13:52:57 <gwolf> lot 13:53:01 <jmkim> 5K, noted 13:53:08 <jmkim> 5k is USD, right 13:53:11 <jmkim> Noted 13:53:12 <pwaring> yes, sorry 13:53:18 <gwolf> rught, usd 13:53:18 <pwaring> 5,000 USD 13:53:52 <pwaring> one more item! 13:53:57 <pwaring> #topic DC24: Promotion campaign 13:54:19 <pwaring> there are some campaigns mentioned on the agenda - is there anything we need to discuss? 13:54:32 <jmkim> @youngbin 13:54:32 <youngbin[m]1> I added that topic :) 13:54:36 <youngbin[m]1> Me and couple Korean folks from local team plan to join FOSSASIA Summit in Hanoi early April. 13:54:36 <youngbin[m]1> I remember there was a Debian booth last year. Do we also plan to have one this year? 13:54:36 <youngbin[m]1> Since me and Korean folks would be also organizing Korea FOSS booth. If we have couple of more Debian folks, We can run both. 13:55:04 <youngbin[m]1> * run both more smoothly. 13:55:31 <youngbin[m]1> Event website https://eventyay.com/e/55d2a466 13:55:31 <youngbin[m]1> Community Booth application form https://summit.fossasia.org/community/ 13:58:16 <DLange> if you can (wo)man it, please apply for the booth and make some noise there for us 13:58:53 <DLange> note, Debian can also support your flights there as per the normal DPL-reimbursement process 13:59:06 <DLange> or you add it to your budget 13:59:33 <pwaring> #topic Meeting Schedule 13:59:44 <pwaring> next meetings will be 23rd January and 6th February 13:59:55 <pwaring> same time, 13:00 UTC (and fortnightly from then on) 13:59:59 <pwaring> #topic AOB 14:00:05 <pwaring> anything else that urgently needs to be discussed? 14:01:25 <youngbin[m]1> just a follow up with fossasia topic - In case the booth would be just operated by Korean community folks. Will it be also ok to be merged with Korea FOSS booth for running things easier? 14:02:12 <gwolf> youngbin[m]1: I see no reason why not! 14:02:31 <pwaring> ok, thank you all for coming and see you in 2 weeks! 14:02:32 <pwaring> #endmeeting