16:58:48 <tzafrir> #startmeeting DebConf23 team meeting, agenda: https://deb.li/dc23meet
16:58:49 <MeetBot> Meeting started Mon Jun 26 16:58:48 2023 UTC.  The chair is tzafrir. Information about MeetBot at http://wiki.debian.org/MeetBot.
16:58:49 <MeetBot> Useful Commands: #action #agreed #help #info #idea #link #topic.
16:58:58 <tzafrir> #topic Roll Call
16:59:00 <tumbleweed> o/
16:59:01 <pwaring> o/
16:59:07 <nattiemh[m]> Hi if you're here
16:59:09 <anupaannjoseph[m]> Hi o/
16:59:12 <PirateBady[m]> \o
16:59:13 <tzafrir> Say hi, wave, or whatever
16:59:16 <bhe[m]> Hello
16:59:59 <carina> Hu
17:00:35 <hacksk[m]1> Hi
17:00:36 <kannan[m]> hi
17:01:04 <libregeekingkid> hi o/
17:02:02 <tzafrir> #topic Finance: Venue contract signing
17:03:13 <tzafrir> Was it signed?
17:03:25 <kannan[m]> SPI signed the contract and shared with us
17:03:33 <kannan[m]> this evening
17:04:09 <kannan[m]> now it has to be shared with fourpoints and continue with advance amount transfer process
17:05:07 <tzafrir> #info Venue contract signed by SPI
17:06:27 <tumbleweed> \o/
17:06:44 <tumbleweed> now we need to get them money
17:06:51 <tumbleweed> and get the discount code
17:07:00 <kannan[m]> yup
17:07:09 <tumbleweed> will they issue an invoice for the advance?
17:08:12 <kannan[m]> they should, for each transaction i guess. otherwise it will be difficult for accounting. but i think spi need performa for payment.
17:08:17 <kannan[m]> right?
17:09:27 <tumbleweed> any kind of invoice, yeah
17:10:28 <kannan[m]> also fourpoints said they will share performa invoice, i'll confirm the process tomorrow.
17:10:43 <kannan[m]> Proforma*
17:11:24 <tumbleweed> great
17:13:40 <tzafrir> #topic Spnsorship
17:15:08 <tzafrir> Anything on this topic?
17:15:57 <tzafrir> #topic Registration
17:17:12 <kannan[m]> Is there any way to few approved participant details early? we may need that to set up process with infopark
17:18:10 <kannan[m]> visa invitation letter signing process*
17:18:52 <tumbleweed> the bursary team ranks all the bursary requests together
17:19:14 <tumbleweed> that and paid attendees should be most of the international attendees that need help from the visa team
17:19:38 <tzafrir> Also a reminder that the last day to apply for bursary is Jul-1 , that is: this Saturday.
17:20:01 <kannan[m]> so when we can expect to start getting details of confirmed participants?
17:20:17 <tumbleweed> kannan[m]: when the bursary team gets its first rankings
17:21:08 <tumbleweed> utkarsh2102: is the bursary team ready to go?
17:22:23 <utkarsh2102> tumbleweed: not yet, I’m afraid. But it’ll soon be.
17:22:49 <utkarsh2102> tumbleweed: will bursary rankings determine the attendee list? Is that what the plan is?
17:23:11 <utkarsh2102> or are they two mutually exclusive events?
17:23:25 <tumbleweed> see what I just said above
17:23:36 <tumbleweed> most of the international attendees will have bursaries are be fully-paid
17:24:37 <tumbleweed> so, from the visa team's PoV bursary rankings are probably the main blocker
17:24:38 <utkarsh2102> Okeydoke. What about people who will do Profession Registration? Can we include them, too, by default?
17:24:47 <tumbleweed> if they pay, they get approved
17:24:55 <tumbleweed> nothing you have to do
17:25:25 <utkarsh2102> tumbleweed: sweet. Canonical folks would be there that way.
17:25:34 <tumbleweed> but they usually take forever to pay :P
17:26:16 <tumbleweed> between bursary team and registration team, you can review the attendance requests that have no payment or bursary
17:26:26 <tumbleweed> I don't know what priority you want to handle those in, but I assume you want to process bursaries first
17:27:00 <utkarsh2102> tumbleweed: yeah, how do we process those?
17:27:19 <utkarsh2102> That is, no bursary or payment?
17:27:28 <tumbleweed> either using the normal bursary tooling, or through the special interface for reviewing them
17:27:48 <tumbleweed> they'll show up on your normal bursary attendee list
17:27:53 <utkarsh2102> Okay, I’ll loop in registrations@ for that.
17:28:20 <utkarsh2102> I don’t want bursary team to make that call alone.
17:28:52 <utkarsh2102> I’d rather not want to make that call at all. But let’s see. Who should I speak to from registrations?
17:30:08 <tumbleweed> registration@ is probably good
17:30:52 <utkarsh2102> Okeydoke, I’ll start to process these things during the weekend and from thereon will be on top of this.
17:32:02 <utkarsh2102> I’m doing +1 maintenance this week on the Ubuntu side and I expect to be super swamped. :)
17:34:34 <tumbleweed> shall we continue?
17:35:07 <tzafrir> #topic Venue Hall Names
17:35:52 <tzafrir> anupaannjoseph[m]?
17:36:23 <kannan[m]> So we have listed venue hall names
17:36:59 <kannan[m]> 1. anamudi (Athulya)... (full message at <https://matrix.org/_matrix/media/v3/download/matrix.org/IydSoYIrsOqtiJCKKJIHkLxm>)
17:37:05 <kannan[m]> these are the suggestions
17:37:37 <kannan[m]> the nam in brackets are the actual room names
17:37:52 <kannan[m]> and the one outside are the names of local hills
17:38:09 <tumbleweed> kannan[m]: multi-line messages come through to IRC well (they turn into a link)
17:38:30 <tumbleweed> 1. anamudi (Athulya)
17:38:30 <tumbleweed> 2. kuthiran (Cinnamon 1)
17:38:30 <tumbleweed> 3. meesapulimala (Cinnamon 2)
17:38:30 <tumbleweed> 4. ponmudi (Sage)
17:38:30 <tumbleweed> 5. thusharagiri (All spice)
17:38:33 <tumbleweed> 6. Agali (Board Rooms)
17:38:35 <tumbleweed> 7. Ambukuthimala (Executive rooms)
17:38:38 <tumbleweed> 8. ilaveezhapoonchira (Lawn)
17:42:27 <tumbleweed> I guess nobody has any comments :)
17:42:47 <tzafrir> Names look unambgious enough for me.
17:43:01 <tzafrir> I can't say I know how to pronounce them all.
17:43:12 <tzafrir> But that doesn't really count.
17:43:20 <tumbleweed> the video team would probably appreciate it if the vidoed rooms have short names if possible
17:43:25 <tumbleweed> (I can't recall which rooms are the video ones)
17:43:52 <anupaannjoseph[m]> 1, 2 and 4
17:44:03 <tumbleweed> those are short enough
17:45:02 <tzafrir> So we're good?
17:45:10 <tumbleweed> yeah
17:46:08 <tzafrir> #topic video team: local equipment hire
17:47:35 <tumbleweed> discussed again the video meeting this morning
17:47:35 <hacksk[m]1> I still need to go to the shops
17:47:42 <tumbleweed> thanks hacksk[m]1
17:48:00 <tumbleweed> we met with the anthulya team last week
17:48:34 <hacksk[m]1> I went there and had a meeting
17:48:38 <tumbleweed> they (will) have some of the equipment we need, but we'll still aim to hire so we have identical equipment in all 3 rooms
17:48:55 <tumbleweed> hacksk[m]1: ah, great. anything to report on that?
17:49:16 <tumbleweed> video team's plan here is to just use the venue projectors and PA systems, hiring the rest
17:49:19 <hacksk[m]1> We can use the audio room for vide team
17:49:33 <tumbleweed> good to hear
17:49:58 <hacksk[m]1> Also Max 3 people can only accomodate at once
17:50:24 <tumbleweed> that's *probably* enough
17:50:25 <hacksk[m]1> Also we can connect our internet to their switch
17:50:43 <tumbleweed> if the main camera isn't in that room
17:50:57 <hacksk[m]1> Also that venue is now wheelchair friendly
17:51:08 <tumbleweed> or we just put the audio person on their own in there
17:51:20 <tumbleweed> hacksk[m]1: great news re using their switch
17:52:56 <libregeekingkid> main camera will not be in the audio room.
17:53:22 <libregeekingkid> it will only contain the equipments, camera's will be outside of that
17:54:45 <tumbleweed> usually it's good to have the main camera operator and director close to each other
17:54:57 <tumbleweed> so they can communicate quietly, without disturbing anyone
17:55:10 <tumbleweed> same goes for having the audio mixer near the director
17:56:28 <libregeekingkid> the audio/equipment room has a glass through window, we would not be able to place the camera behind a glass.
17:56:35 <libregeekingkid> however we can place the camera right outside the entry door so they can communicate
17:57:24 <tumbleweed> right
17:59:11 <libregeekingkid> there would be space for placing them near. Pretty sure this can be figured out when setting up the halls.
18:00:14 <tumbleweed> OK
18:00:21 <tumbleweed> shall we move on?
18:00:59 <libregeekingkid> yep
18:01:04 <tzafrir> #topic video team: Import of equipment
18:02:24 <tumbleweed> again, discussed this morning
18:03:00 <tzafrir> Anything on this, or on title cards / loop?
18:03:02 <tumbleweed> kannan[m] reported that the local team has a customs contact and will get in touch
18:03:20 <tumbleweed> wouter still hasn't been put in touch with the designers
18:03:45 <tumbleweed> he'd appreciate some contact details
18:05:53 <anupaannjoseph[m]> Asked Abraham to contact wouter and he told he will.
18:06:16 <tumbleweed> thanks!
18:06:23 <anupaannjoseph[m]> That was before two-three weeks. Will ping him again.
18:11:01 <tzafrir> #topic Designer for title cards / loop
18:13:20 <tzafrir> Nothing new?
18:13:37 <tumbleweed> guess not
18:13:40 <tumbleweed> same story, same designer :)
18:14:19 <tzafrir> #topic News from Haifa DebConf
18:16:18 <tzafrir> carina got a reposonse from the dorms. It seems that rooms could be available on August.
18:17:34 <tzafrir> We're also working with two faculties: the ECE and CS.
18:18:19 <tzafrir> With ECE, we have endorsement from a professor, but we need to make sure that their main hall would be available for next summer.
18:18:40 <tzafrir> For CS, we're working to get endorsement from a professor..
18:21:25 <tzafrir> OK. I guess it's time to move on.
18:21:59 <tzafrir> #topic Meeting Scedule
18:22:20 <tzafrir> Jul 10h, 17:00 UTC
18:22:39 <tzafrir> #topic AoB
18:22:43 <tzafrir> Anything else?
18:23:35 <tzafrir> #endmeeting