17:00:03 <pwaring> #startmeeting DC25 orga team meeting. Agenda: https://deb.li/dc25meet
17:00:03 <MeetBot> Meeting started Tue May 27 17:00:03 2025 UTC.  The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot.
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17:00:07 <pwaring> #topic Roll call
17:00:09 <pwaring> as always, say hi if you're here
17:00:15 <tumbleweed> Hi
17:00:17 <lenharo> hi
17:00:18 <terceiro> hi
17:00:21 <eamanu> Hi
17:00:27 <weepingclown[m]> o/
17:00:39 <nattie> hola!
17:00:49 <martinbayo[mds]> Hola!!!
17:00:53 <disaster2life> hi if you're here
17:00:53 <santiago> hello!
17:01:51 <gwolf> o/
17:02:03 <DLange> EHLO
17:02:23 <EnkelenaH[mds]> \o
17:02:33 <pwaring> #topic DebConf 26
17:02:59 <pwaring> would anyone from local team like to update on DC26 (if there's anything to report)?
17:03:01 <martinbayo[mds]> We met with two organizations that are willing and able to receive funding from Argentina and abroad. One is the Via Libre Foundation (https://www.vialibre.org.ar/) and the other is Tramatierra de Santa Fe (https://tramatierra.org.ar/).
17:03:31 <martinbayo[mds]> I think this was the highlight of the week.
17:03:45 <DLange> cool!
17:03:45 <gwolf> An important highlight, I must add :-)
17:04:02 <gwolf> And I think both seemed quite amenable to working with us (I was only at the meeting with Tramatierra)...
17:04:05 <DLange> Do you know what their expectation of a margin for their services is, if any?
17:04:46 <nattie> there is an expectation of a certain percentage, but that will probably be negotiated in subsequent discussions with them
17:05:28 <bensmrs> o/
17:05:30 <DLange> ok, keep us posted please
17:05:33 <gwolf> martinbayo[mds]: I think it's worth mentioning as well that we have had a couple of postponed meetings with the university -- but we see no reason to worry (i.e. there was a postponed meeting today, but it was caused due to them attending issues derived from floods in a city in the North of the province where UNL has offices)
17:06:41 <nattie> could we get an idea of what margin previous TOs have requested?
17:06:55 <martinbayo[mds]> yes , the meeting is postponed until tomorrow
17:07:35 <tumbleweed> nattie: free, in many cases
17:07:38 <gwolf> What I understand is they need to charge us a bit because they have to pay their accountants for processing the relevant money flow (i.e. not a really sizeable amount)
17:07:45 <highvoltage> o/
17:09:05 <pwaring> anything else on DC26 at this point?
17:09:43 <martinbayo[mds]> Tramatierra would do it for free, just the banking costs and other procedures.
17:10:19 <martinbayo[mds]> I have nothing else to add, if you have no questions we move on.
17:10:36 <DLange> good info, thanks martinbayo[mds]
17:11:13 <pwaring> #topic DC25: Budget
17:12:15 <santiago> I am not sure we have something meaningful to say about budget today
17:12:48 <tumbleweed> Are we still holding out for another round of bursaries?
17:13:23 <DLange> we can, we have some cancellations
17:13:49 <weepingclown[m]> I'm positively surprised :p
17:13:53 <olasd> no very meaningful ones
17:13:53 <tumbleweed> until we do that, we can't issue (most) denials, which means we can't push people to cinfirm
17:14:01 <weepingclown[m]> (that we can have more bursaries)
17:14:02 <tumbleweed> confirm
17:14:23 <tumbleweed> the bursary team could probably issue denials for the bottom of the list, immediately?
17:14:31 <DLange> sure
17:14:40 <olasd> maybe we can stretch accommodation budget a bit (at this point we should look capacity more closely), but what we really need is a bursaries admin team
17:15:12 <olasd> what I had to do last week made me /very/ unhappy
17:15:16 <tumbleweed> utk<tab> and peb: ^^
17:16:35 <peb> I'm all in to extand the accomodation budget a bit if we can
17:16:43 <peb> and I'm happy to take the next round on me
17:17:16 <peb> that being said, I am not used to utkarsh's pipelining so I will probably need some help just to not screw it
17:17:26 <peb> (hello btw)
17:18:11 <santiago> the issue with the accommodation is the resources (i.e. beds) that we can get
17:18:43 <peb> yep! I don't even know where to look to know how many beds are booked, and how many we have
17:18:49 <gwolf> santiago: But FWIW we are still below capacity with sponsored attendees
17:18:52 <santiago> stretching the budget only helps if we can find more beds, and if we are safe on the self-paid accommodiation side
17:19:14 <tumbleweed> we will get better answers on the self-paid side once we've denied bursaries
17:19:15 <santiago> gwolf, yeah, I'll take a look
17:19:24 <tumbleweed> so I'm afraid there's some catch-22 there
17:19:34 <peb> I'm happy to send a round of denials
17:19:36 <peb> well
17:19:38 <peb> "happy"
17:19:41 <peb> happy to help
17:19:44 <nattie> prepared
17:19:50 <peb> yeah, I'll take that
17:19:57 <tumbleweed> peb: grafana (sorry, never put accommodation types on /register/statistics/)
17:21:00 <olasd> peb: fwiw I didn't use utkarsh's pipelines for round 2, only some semi-trivial spreadsheet logic
17:21:00 <weepingclown[m]> tumbleweed: where's this grafana instance running? (is it private?)
17:21:34 <peb> olasd: ack
17:21:41 <tumbleweed> weepingclown[m]: https://grafana.online.debconf.org/d/b020d45e-c22b-48a7-ab7c-0699c65ae723/debconf-25?orgId=1
17:21:46 <peb> thanks
17:22:05 <weepingclown[m]> cool
17:22:16 <pwaring> anything else we need to discuss/agree on bursaries or budget at this point?
17:23:01 <olasd> next steps : issue denials for the bottom of the bursaries rankings, then review accommodation numbers to see if we can do a final round of accommodation grants
17:23:06 <olasd> (to recap)
17:24:22 <pwaring> ok, next up is visas for which I suspect there will be some overlap
17:24:28 <pwaring> #topic DC25: Registration: Visas
17:24:47 <peb> olasd: let's agree on the proper channel on the rank under which we issue denials and I'll take care of it before tomorrow evening
17:25:09 <olasd> sure
17:25:35 <olasd> visa letters have been issued for people who received a bursary, or self-payers who requested one
17:25:48 <olasd> our pipeline only has some annoying cases left
17:26:56 <olasd> but peb has been putting his legal entity hat on
17:27:40 <olasd> I think that's all we need to report
17:28:02 <pwaring> #topic DC25: Registration: Content team
17:28:04 <peb> (the current rule of thumb is I'll give my position to olasd and santiago, and if they disagree we'll discuss on how to proceed)
17:28:11 <weepingclown[m]> I want to vouch for one of the requesters (he probably requested quite a while ago, my colleague), will do that after I know his zammad ticket number :p
17:28:16 <peb> (on a case-by-case basis)
17:28:24 <peb> weepingclown[m]: shout on #debconf-brest
17:28:28 <peb> I'll look into it
17:28:42 <weepingclown[m]> cool, thanks
17:28:44 <peb> yw
17:28:58 <peb> (it's not the same if a DD says someone is legit, ofc)
17:29:33 <olasd> and on that I need to go, ttyl
17:29:47 <pwaring> is there anything we need to say on content?
17:30:19 <santiago> just to note the final submission deadline was 2 days ago, and we got 198 submissions so far
17:30:28 <lenharo> we asked santiago about what time we should start and end talks each day
17:30:34 <gwolf> We have done some pushing this week in getting some of the talk proposals that seem relevant to consider becoming part of the academic track
17:30:52 <gwolf> (with some successes :-) )
17:30:59 <santiago> I need to sync between local and content team the name of the talk rooms, and the times for the talks
17:31:59 <bensmrs> gwolf: that’s so great to read!!
17:32:12 <Giyeonbang[m]> Late o/
17:32:14 <bensmrs> btw, abstract deadline for academic track has been pushed by a few days
17:32:33 <gwolf> As is common in academic tracks/confs ;-)
17:32:50 <gwolf> FWIW, I was discussing with rouca, and it worries me we don't have a policy yet defined for the fllowing:
17:32:53 * nattie waves vaguely at Giyeonbang[m]
17:32:55 <bensmrs> yeah, especially given the very tight schedule we have
17:33:08 <bensmrs> the official cfp got approved quite late
17:33:17 <gwolf> ...He told me it is customary for academic conferences to charge per participation, for publishing fees and whatnot
17:33:39 <gwolf> And I understand he assumed we would include that charge. But we have not even communicated it to attendees
17:33:40 <bensmrs> yeah we should encourage people to pay a professional registration
17:33:52 <gwolf> My position is that, if we do not _need_ to charge for participation/publication, we should not
17:34:00 <gwolf> Of course, we should _encourage_ that
17:34:25 <gwolf> but if people are considering a DebConf presentation, then jump to the academic track... and then they find they owe us big Euros...
17:34:32 <gwolf> it might not be well received.
17:34:44 <bensmrs> in the end we won’t have hundreds of academic submissions, so a customized communication to approved submitters well be done
17:34:55 <gwolf> And FWIW it's a bit late
17:35:01 <bensmrs> yeah obviously
17:35:30 <gwolf> So, if we don't have to _pay_ for the acad stuff (which I undestand we don't)... We should just _encourage_ this kind of participation
17:35:33 <gwolf> but not _demand_ it.
17:35:42 <bensmrs> I mean, the schedule was tight, the team involved was **REALLY** reduced in size, we do what we can and we’ll do better should we continue this
17:36:03 <santiago> +1
17:36:49 <pwaring> anythign else on content?
17:38:11 <bensmrs> let’s say no :)
17:38:24 <pwaring> #topic Child care
17:38:36 <bensmrs> Oh what a painful topic
17:39:07 <santiago> do you mean taking care of kids is painful!?  yeah, sometimes :-D
17:39:45 <weepingclown[m]> santiago: I feel that you mean it literally :p
17:39:52 <bensmrs> We’re still working on it, but kids will probably need to be sent outside of the venue, as the venue doesn’t have the proper authorizations
17:40:20 <gwolf> bensmrs: what kind (age range?) of child care are we looking at?
17:40:28 <santiago> weepingclown[m], [OT] it may be challenging, I can tell you
17:40:54 <bensmrs> Still hoping for an on-site solution, but it’s possible that kids be sent to an accredited town facility
17:41:00 <gwolf> bensmrs: FWIW it's somewhat weird to half-consider it as an option given we don't know if it will be for toddlers, small children, children like ours, or nothing at all :-)
17:41:07 <nattie> mostly 7 to about 11, AFAIK
17:41:15 <bensmrs> 3-12yo
17:41:30 <bensmrs> gwolf: what are we half-considering?
17:41:35 <gwolf> bensmrs: FWIW I wouldn't be very much at ease with sending them away... And I guess smaller children will be less likely to want to
17:41:38 <weepingclown[m]> gwolf: I don't think toddlers are considered
17:41:54 <gwolf> bensmrs: well, I'm among the group of people who brings children in the given age group...
17:42:03 <bensmrs> legally nobody is allowed to take care of toddlers
17:42:21 <disaster2life> nobody?
17:42:26 <gwolf> ...but I don't know if we will take part of childcare activities or for which days
17:42:44 <gwolf> disaster2life: toddler's parents are officially labeled as insane by French law.
17:42:51 <bensmrs> disaster2life: nobody we can hire on-site
17:42:57 <bensmrs> law is tough man
17:43:53 <bensmrs> gwolf: if you keep your kids with you, all good. If you need someone to watch them, the solution for now is a few minutes of (town-provided) transportation away
17:44:03 <srud> bensmrs: now I get it what you meant by painful topic
17:44:08 <disaster2life> gwolf: french law is always sane in these kinds of things :)
17:44:13 <bensmrs> oh you don’t srud :D
17:44:21 * gwolf hugs bensmrs
17:44:22 <bensmrs> We’ve been working on it for 2 months with rouca
17:44:51 <santiago> let's all parents give a big hug to bensmrs and rouca
17:44:58 <bensmrs> it’s definitely getting somewhere, but we can’t accurately pinpoint where
17:44:58 <nattie> who is great, but very very busy from what i can tell
17:45:10 <Giyeonbang[m]> that means.... Do we need a separate space for child care?
17:45:41 <nattie> Giyeonbang[m]: I think they're still trying to figure that out
17:45:42 <bensmrs> yeah, basically the laws mandate stuff like floor hardness and even water dispenser certifications…
17:45:42 <srud> bensmrs: from registration, how many have requested childcare?
17:45:54 <srud> Any idea?
17:45:55 <nattie> not many, maybe for about 10 kids
17:46:00 <nattie> i can look up the export in a sec
17:46:15 <srud> 10 is not very small
17:46:19 <bensmrs> for now, max 13 kids
17:46:20 <santiago> 8 confirmed, 15 requested in total
17:46:32 <gwolf> FWIW our kids will likely spend some days in the camp, go some days in local tourism with my wife...
17:46:34 <bensmrs> santiago: I have the accurate numbers on this :)
17:46:47 <santiago> oh great
17:47:08 <gwolf> We will be happy to use childcare for some days if provided, and my kids will be happy to interact with my peers' children ;-)
17:47:14 <srud> In  India, we didn't have any.. Korea had 2-3.. So complicated law and more requests..
17:47:20 <srud> :(
17:47:48 <bensmrs> but we should send the kids to nice places, although I’d say 10yo+ kids could socialize and be very welcome by some geeks wanting to share some knowledge
17:47:55 <gwolf> but what I meant by half- is that... we will probably not use it every day. I'm happy there are more children around, so all of your effort is not centered so much in our case
17:48:40 <bensmrs> srud: yay, we’re very limited by what the law allows us here… and fortunately rouca is very knowledgeable on that
17:49:09 <srud> bensmrs: 👍
17:49:25 * disaster2life yikes and is thankful they are not french and don't have to help with this part of the organising, thanks local team :)
17:49:27 <santiago> we (parents) could try to coordinate and share the care
17:49:41 <bensmrs> gwolf: sure, but there’s also a side mission to tell some high-ranking fuckers that child care is important in conferences and that it’s critical to attract more diversity
17:49:50 <bensmrs> so it’s also a political crusade that we’re doing
17:50:01 <bensmrs> we contacted politicians
17:50:50 <pwaring> is there anything else to agree / discuss on child care? (we've got one more item)
17:50:52 <bensmrs> santiago: that could work as a last-resort solution
17:51:24 <santiago> I mean, if it's so painful, we could also help from our side
17:51:35 <santiago> thanks for all the work on this, really appreciated!
17:51:48 <pwaring> #topic Sports facilities
17:51:59 <gwolf> bensmrs: Didn't know it was that dire :-\
17:52:14 <bensmrs> So the position is “nope” for inside sport facilities
17:52:32 <bensmrs> but we have a rugby field and an athletism track
17:52:41 <bensmrs> These we can use
17:52:56 <weepingclown[m]> bensmrs: does that mean indoor or also outdoor?
17:53:00 <weepingclown[m]> oh
17:53:07 <bensmrs> weepingclown[m]: both are outdoors
17:53:10 <weepingclown[m]> what about football? :p
17:53:34 <bensmrs> (indoors facilities are subject to access control and insurance coverage)
17:54:00 <bensmrs> Well you can do some outdoors football; I’ll ask if we can borrow some balls and stuff
17:54:10 <nattie> weepingclown[m]: at least with football, you only risk huge leg injuries
17:54:21 <weepingclown[m]> thanks :)
17:54:40 <weepingclown[m]> nattie: you wish!
17:54:41 <pwaring> ok that about wraps it up for DC25
17:54:42 <nattie> debconf football might be some of the only football i'd willingly watch
17:54:49 <pwaring> #topic Meeting schedule
17:55:04 <pwaring> next meeting will be 10th June, 17:00 as always
17:55:11 <pwaring> last time we said from 10th June we'll go to weekly meetings
17:55:22 <bensmrs> yup, let’s switch to weekly from June 10th
17:55:27 <pwaring> and usually once DebCamp starts we move to meetings on-site in-person
17:55:59 <pwaring> #topic AoB
17:56:04 <pwaring> anything else before we finish?
17:57:46 <pwaring> ok, thanks everyone for coming and see you in two weeks!
17:57:48 <pwaring> #endmeeting