17:00:03 <pwaring> #startmeeting DC25 orga team meeting. Agenda: https://deb.li/dc25meet
17:00:03 <MeetBot> Meeting started Tue Jun 24 17:00:03 2025 UTC.  The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot.
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17:00:05 <pwaring> #topic Roll call
17:00:07 <pwaring> as always, say hi if you're here
17:00:08 <nattie> hola
17:00:22 <leomartinez_> hi
17:00:27 <sre4ever> oi
17:00:28 <lenharo> hello!
17:00:34 <tumbleweed> hi
17:00:41 <EnkelenaH[mds]> Hello
17:00:42 <olasd> hi
17:00:46 <weepingclown[m]> o/
17:00:49 <santiago> bonjour!
17:00:52 <DLange> say hi if you're here :)
17:01:11 <weepingclown[m]> lol I just came to check the previous messages, didn't remember about the meeting now
17:01:15 <weepingclown[m]> talk about timing xD
17:01:47 <gwolf> hi if you're here
17:02:21 * nattie talks about timing
17:02:31 <EnkelenaH[mds]> 🤣
17:02:52 <pwaring> #topic DebConf 26
17:03:24 <leomartinez_> Hi, these are the updates for DebConf 26
17:03:31 <leomartinez_> Thursday 26th, meeting with Province Government Tourism department and meeting with representatives of the main hotel near venue to talk about accommodations.
17:03:31 <leomartinez_> Friday 27th, meeting with Local Government representatives from departments of tourism, TICs, institutional relations and Chief of Staff.
17:03:31 <leomartinez_> July 3rd, meeting with authorities from FICH-UNL to arrange venue details.
17:03:31 <leomartinez_> Working on sponsors brochure to present to DebConf fundraising team.
17:03:59 <DLange> great, thank you!
17:04:54 <pwaring> thanks, anything else on DC26?
17:05:08 <leomartinez_> That's all for now
17:05:22 <pwaring> #topic DC25: Budget
17:06:20 <pwaring> are there any updates on the budget?
17:06:33 <olasd> cleaning up the accounting is on my todolist
17:06:44 <olasd> (in the middle of a million other things. we're fine)
17:07:20 <santiago> and we really need a final result about bursaries
17:07:38 <tumbleweed> that's in-progress
17:07:44 <santiago> thank you
17:07:50 <tumbleweed> I've just sent reminders to people with outstanding invoices
17:07:53 <pwaring> #topic DC25:
17:07:57 <pwaring> #undo
17:07:57 <MeetBot> Removing item from minutes: <MeetBot.items.Topic object at 0x7f393873ca60>
17:08:08 <tumbleweed> and gave them a deadline of Sunday to pay, if they want accommodation
17:08:15 <tumbleweed> or at least get in contact with us
17:08:31 <tumbleweed> as soon as bursaries is done, I plan to:
17:08:32 <tumbleweed> denied_bursary_accommodation
17:08:32 <tumbleweed> issue_invoice_without_bursary
17:08:32 <tumbleweed> badger_unconfirmed
17:08:43 <tumbleweed> and do a manual check that everyone who should be invoiced has been invoiced
17:09:08 <weepingclown[m]> nice
17:09:47 <tumbleweed> that'll probably result in some people getting a couple of emails
17:10:47 <pwaring> sounds good
17:10:50 <pwaring> anything else on budget?
17:11:01 <tumbleweed> yeah, that's bridging over into registration too
17:11:40 <pwaring> #topic DC25: Registration
17:11:47 <pwaring> we also have content team under this item
17:13:01 <olasd> we've reached accommodation capacity (pending bursaries finalization / final invoicing) so tumbleweed has closed registration for accommodation down
17:13:11 <olasd> and we have a deadline by the end of the week for registration period
17:13:47 <tumbleweed> there's a reasonable chance that we'll still dip under the accommodation capacity if enough people cancel
17:13:55 <tumbleweed> but we may have to cancel some people (who haven't paid yet)
17:14:09 <bensmrs> (and we’ve exceeded the venue capacity by 100 people, that’s just a detail :D)
17:14:24 <bensmrs> (I can handle 50, I’m not sure I can handle the 50 others)
17:14:27 <olasd> it's fine, we'll make the pages stick well together
17:14:45 <tumbleweed> I'd expect a fair number of cancellations to stil lhappen in reconfirmation
17:14:48 <tumbleweed> from free attendees
17:14:53 <olasd> yeah, me too
17:14:54 <tumbleweed> but maybe not 100
17:14:57 <bensmrs> I’m hoping to see those very very very soon
17:15:03 <bensmrs> 50 is very fine
17:15:08 <tumbleweed> well, bursaries not happening pushed this all way back
17:15:13 <tumbleweed> sorry, shouldn't have let this get so far :(
17:15:29 <weepingclown[m]> bensmrs: maybe you'll see a bunch of them within the coming sunday
17:15:50 <weepingclown[m]> *maybe*
17:16:09 <gwolf> (sorry, a RL meeting erupted upon me, cannot follow today)
17:16:17 <tumbleweed> I think the lesson here is that for next year we need to schedule all of these final registration steps
17:16:34 <tumbleweed> and if something starts slipping (like bursaries did here), get on top of it immediately
17:16:42 <weepingclown[m]> and some potential dates probably
17:16:57 <tumbleweed> I don't think the bursaries team realised how bad the knock-on was
17:18:04 <DLange> we have a BoF scheduled, should discuss this there
17:18:37 <tumbleweed> right, but I'm raising this as something for DC26 orga to be aware of
17:20:13 <pwaring> anything we need to discuss on registration?
17:20:14 <leomartinez_> taking note
17:20:26 <pwaring> anything *else
17:21:32 <pwaring> #topic DC25: Child care
17:21:55 <bensmrs> We finally have a solution
17:22:00 <bensmrs> Mails have been sent to parents
17:22:05 <olasd> with incredible legwork done by rouca and taffit
17:22:18 <tumbleweed> wow, well done!
17:22:44 <tumbleweed> next will get them to organize magic busses? :)
17:23:09 <bensmrs> And actually I’m envious of some of the activities, that could very well compete with day trips
17:23:23 <santiago> tumbleweed, do you mean for the kids, or?
17:23:25 <pwaring> we've just got rid of our Magic Buses in Manchester
17:23:49 <DLange> well, you can enroll for child care, bensmrs. Somebody need to do QA :D
17:23:50 <nattie> santiago: i think he means for the night owls
17:24:02 <olasd> tumbleweed: please clarify your question?
17:24:14 <tumbleweed> sorry, I was being silly
17:24:30 <tumbleweed> every year that we talk about trying to organize busses for something, it gets too complicated and never happens
17:24:39 <tumbleweed> it sounds like they can make miracels happen, so ...
17:24:55 <bensmrs> Local team is too tired for double entendre :D
17:25:04 <olasd> let's move on from child care ;-)
17:25:15 <pwaring> #topic DC25: Day trip
17:25:33 <olasd> day trip registration has opened. Ushant ran out within a few hours
17:25:46 <santiago> all the details in the -announce email
17:25:47 <olasd> the other options are great too, y'all should consider them
17:26:00 <bensmrs> FTR, no, we can’t extend any day trip capacity
17:26:17 <tumbleweed> there is a waiting list, but the ushant option already has a *lot* of people waiting
17:26:34 <bensmrs> Please don’t stack up behind Ushant trip; I wouldn’t expect more than 10 people to cancel
17:26:54 <bensmrs> and it’d be bad for you to get *no* day trip just because you hoped for a seat to Ushant
17:27:11 <weepingclown[m]> ushant is done and dusted I think, let's move on to different options :p
17:27:31 <olasd> (probably worth another -announce mail on Friday if the waitlist stays this long)
17:27:41 <bensmrs> We can give instructions on how to self-organize your own day trip to Ushant during DebCamp, but no further support will be given :)
17:28:01 <bensmrs> weepingclown[m]: yeah, and the other options are actually nice
17:28:11 <DLange> did you consider moving the bus from B to D and not have bikes where they run out on the island?
17:28:14 <pwaring> ok, sounds like day trips are in hand, anything else we need to discuss on that
17:28:34 <DLange> (B could use a smaller 9+ seater atm)
17:28:37 <santiago> DLange, we also want to keep it simple
17:28:46 <bensmrs> DLange: we’d still need seats at the ferry
17:28:50 <olasd> DLange: yes, we've considered all the options
17:28:57 <DLange> ok, thanks
17:29:11 <olasd> we also have 200 more people who haven't signed up ;-)
17:29:27 <weepingclown[m]> as much as I'd also love to join in, I'd prefer we chose the options with less pain for the local team
17:29:47 <DLange> on that, there seems to be a bike daytrip in planning, too: https://wiki.debian.org/DebConf/25/DayTrip/Biking
17:29:49 <bensmrs> Well we’re really not giving any other option, soooo
17:29:51 <olasd> the amount of pain is constant at this point :) we can move on
17:29:54 <bensmrs> don’t think we do :)
17:30:04 <santiago> weepingclown[m], <3 it's not pain, it's just extra work
17:30:05 <pwaring> #topic Meeting schedule
17:30:14 <pwaring> next meeting is 1st July, 17:00 UTC as always
17:30:19 <pwaring> then it will be Debcamp!
17:30:33 <pwaring> where meetings are usually on-site
17:30:44 <bensmrs> It will not!
17:30:47 <bensmrs> oh, *then*
17:30:49 <bensmrs> sorry
17:30:51 <bensmrs> long day :D
17:30:56 <pwaring> yes, the meeting after 1st :)
17:31:00 <weepingclown[m]> lol
17:31:03 * olasd dips bensmrs in a bucket of cold water
17:31:11 <weepingclown[m]> bensmrs could use some rest xD
17:31:20 <bensmrs> olasd: I’m already in a constant waterboarding
17:31:29 <olasd> feet first
17:31:37 <pwaring> #topic AOB
17:31:40 <pwaring> anything else before we finish?
17:31:52 <olasd> "magic buses"> we actually have a quote for them
17:31:53 <santiago> wrt magic buses, we found a solution
17:32:05 <nattie> ooh!
17:32:05 <bensmrs> local team would kindly like people to pay for their meals, so that they can give accurate data to caterers
17:32:27 <olasd> two after-hours rotations between IMT and Camping site (every day for the two weeks)
17:32:56 <weepingclown[m]> bensmrs: I think the latest badger from tumbleweed will have possitive effects wrt that
17:33:05 <phls> hi, any news about bus card (or something like that) ?
17:33:10 <bensmrs> Sure, but I’d like to insist, weepingclown[m]
17:33:12 <olasd> bus cards are ordered
17:33:17 <bensmrs> phls: yeah we’ll have those
17:33:28 <bensmrs> UNLIMITED POWER^Wbus tickets
17:33:29 <phls> great, thanks!
17:33:40 <santiago> bus+tram+cable car
17:33:40 <weepingclown[m]> ooooh
17:34:14 <weepingclown[m]> nice, thanks, and great work <3
17:34:15 <bensmrs> please please please don’t buy bus tickets other than the one you’ll use to get to the venue
17:34:28 <nattie> the cable car is nice, check it out!
17:34:29 <weepingclown[m]> is pwaring going to be at the debconf?
17:34:32 <olasd> for now we've asked for one rotation at 23:00 and one rotation at midnight (last bus is 22:20). We've been pondering asking to shift that by 20 or 30 minutes (that is, 23:30 and 00:30 instead).
17:34:53 <pwaring> weepingclown[m]: alas no, you'll have to organise your own meetings without my presence :)
17:34:55 <nattie> olasd: +1 for shifting it slightly
17:35:11 <olasd> I don't think shifting more is very sensible considering the "early" mornings
17:35:11 <pwaring> since I do not have teleport or holographic projection capabilities
17:35:28 <olasd> pwaring: boo. they make trains, or so I hear
17:35:38 <weepingclown[m]> pwaring: oh no :( I was expecting to meet you atleast this time
17:35:39 <pwaring> ok, thanks for coming everyone and see you in 1 week!
17:35:42 <pwaring> #endmeeting