17:00:03 <pwaring> #startmeeting DC26 orga team meeting. https://deb.li/dc26meet
17:00:03 <MeetBot> Meeting started Tue Feb 24 17:00:03 2026 UTC.  The chair is pwaring. Information about MeetBot at https://wiki.debian.org/MeetBot.
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17:00:07 <pwaring> #topic Roll call
17:00:10 <pwaring> as always, say hi if you're here
17:00:19 <disaster2life> hola!
17:00:22 <eamanu> hola hola!
17:00:47 <DLange> buenos días
17:00:48 <EnkelenaH[mds]> hi
17:01:09 <martinbayo[mds]> hola!!
17:01:17 <lenharo[m]> Hola
17:01:26 <terceiro> hi
17:01:28 <santiago> hi!
17:02:23 <gwolf> ohai
17:03:10 <pwaring> #topic DC25: Videos
17:04:11 <DLange> no tumbleweed (yet?)
17:04:28 <pwaring> no we can probably skip this one then as I don't think anyone else has an update
17:04:35 <pwaring> we can come back if needed
17:04:40 <pwaring> #topic DC26: Sponsors
17:05:17 <DLange> sahilister and EnkelenaH[mds] contacted (nearly) all international leads that we have
17:05:32 <DLange> feedback is coming in at the normal rate
17:05:46 <DLange> we need local leads and martinbayo[mds] is working on that with the team
17:05:48 <DLange> .
17:06:17 <pwaring> sounds good!
17:06:25 <gwolf> We (extended locals) wanted to check whether this sounds like aligned with sponsor team
17:06:33 <gwolf> or it should be "filed" as something different
17:07:02 <leommartinez[mds]> Hola
17:07:13 <gwolf> We have an agreement with a private transfers company (basically, a car-and-van taxi company) that gives all DebConf attendees a 20% discount on their usual fares
17:07:30 <DLange> I wrote an email back on that
17:07:38 <gwolf> It would mean a door-to-door transportation between any of the international aiports and the venue directly
17:08:00 <gwolf> DLange: oh, sorry, haven't yet processed my e-mails today (just coming from my morning class)
17:08:06 <DLange> no prob
17:08:39 <martinbayo[mds]> Yes, we still need to publish the information.
17:09:08 <martinbayo[mds]> also, we started working with the cluster TIC (a conglomerate of companies in the region).
17:10:25 <pwaring> anything else on sponsors?
17:10:32 <martinbayo[mds]> and today  DLange (IRC) gave us some tips on how to get local sponsors, and we've already identified a couple of local companies to contact.
17:10:43 <DLange> awesome!
17:10:49 <tumbleweed> Oh, sorry, Hi!
17:10:59 <martinbayo[mds]> This week we're meeting with the city's tourism officials to see if we can negotiate something. We're hoping to get something for the day trip, discounted local buses.
17:11:36 <DLange> we're currently at ~115k USD income from sponsors
17:13:08 <martinbayo[mds]> city's tourism officials already put us in touch with the hotel and restaurant association to get prices for the dates. Hotels and restaurants have already contacted us with prices for Debconf attendees.
17:14:06 <martinbayo[mds]> This week we're meeting with the provincial tourism secretary to see if we can negotiate something; We're hoping to get something for the day trip.
17:15:34 <martinbayo[mds]> I think these are the latest news we have regarding fundraising
17:15:58 <pwaring> #topic DC26: Bursaries and visas
17:17:01 <martinbayo[mds]> We're working (with the visa and bursary teams) to begin sending out the first batch of invitation letters.
17:18:25 <tumbleweed> The Bursaries team has proposed an updated policy, based on the BoF at DC25
17:18:47 <tumbleweed> I suspect it's ready for publication at this point
17:19:24 <tumbleweed> I imagine we'll need to announce the change
17:19:45 <pwaring> does anyone want to volunteer to do that?
17:19:56 <DLange> utkarsh2102 or peb
17:19:56 <tumbleweed> peb was driving it
17:20:03 <DLange> they lead that topic
17:20:13 <tumbleweed> I've pinged him about it, now
17:21:29 <pwaring> anything else on bursaries and visas that we can cover now?
17:23:23 <pwaring> #topic DC26: Registration
17:23:23 <DLange> the invitation process for visa is being trialled from later this week, so good progress
17:23:43 <DLange> ^works for both topics :)
17:23:58 <tumbleweed> 64 attendees registered already
17:24:06 <gwolf> pwaring: maybe you can bring back the video topic next (if just for completeness)?
17:24:06 <tumbleweed> and we've received 1 payment
17:24:45 <tumbleweed> amazingly few bug reports (I think they all came in before we even announced registration was open)
17:25:05 <_rene__> or a few mins after :)
17:25:14 <tumbleweed> Statistics: https://grafana.online.debconf.org/d/f11170b5-ec37-45d9-a463-db051bb683a4/debconf-26
17:25:31 <tumbleweed> https://debconf25.debconf.org/register/statistics/
17:25:36 <tumbleweed> err 26
17:25:43 <tumbleweed> https://debconf26.debconf.org/register/statistics/
17:27:45 <pwaring> anything else on registration?
17:29:21 <pwaring> #topic DC25: Videos
17:29:28 <pwaring> tumbleweed: do you want to say anything on this?
17:30:14 <tumbleweed> wouter expressed some interest in pushing things forward. I dug out the issue and passed it to him (a few mins ago)
17:31:17 <pwaring> #topic DC27
17:31:32 <tumbleweed> We have a venue: Japan!
17:31:33 <gwolf> We have news, and a selected venue \o/
17:32:02 <lenharo[m]> \o/
17:32:11 <santiago> \O/
17:32:14 <terceiro> #info the announcement will be sent soon
17:32:18 <martinbayo[mds]> \o/
17:32:34 <leommartinez[mds]> \o/
17:32:43 <santiago> we need a bits (as in bits.d.o) and an news in the dc26 website, right?
17:33:09 <disaster2life> \o/!!
17:33:13 <eamanu> \o/
17:33:33 <DLange> santiago: the former, the latter is not helpful probably (can cause confusion)
17:35:44 <santiago> ok
17:37:59 <leommartinez[mds]> And an update to the wiki?
17:39:06 <pwaring> anything else on DC27?
17:39:33 * terceiro edits wiki.d.o/DebConf
17:40:24 <pwaring> #topic Meeting schedule
17:40:34 <pwaring> next meeting will be 10th March, 17:00 UTC as usual
17:40:47 <pwaring> #topic AOB
17:40:50 <pwaring> anything else before we finish?
17:41:45 <martinbayo[mds]> Some things that we will continue working on from the local team
17:42:09 <martinbayo[mds]> While we have a set price, we're looking to improve the t-shirt prices, so we'll be asking for size confirmations later.
17:42:41 <martinbayo[mds]> We're trying to meet with the university to finalize the funding agreement.
17:42:58 <martinbayo[mds]> and we're also arranging a meeting with the hotel management to set the prices.
17:44:08 <tumbleweed> is the plan for SPI to sign these contracts?
17:44:13 <tumbleweed> or your local org?
17:45:03 <martinbayo[mds]> SPI and Local Org
17:45:20 <tumbleweed> OK. It's good to involve them early and let them know what you're expecting from them
17:45:28 <gwolf> martinbayo[mds]: do we need _both_ organizations to sign it?
17:45:45 <martinbayo[mds]> Once we have the university's draft, we will contact SPI  for review.
17:46:14 <gwolf> If it were possible to sign the contract only via the local organization... I think it would be much simpler. Of course, they will want to be sure to have the incoming cash flow, but we _should_ provide that assurance ourselves... (?)
17:46:20 <martinbayo[mds]> gwolf (IRC): yes ,
17:46:32 <tumbleweed> we can achieve that if the local org signs a contract with SPI
17:47:07 <tumbleweed> permitting them to commit up to $ XXX of SPI's funds for DebConf 26
17:47:26 <martinbayo[mds]> That's the idea
17:49:03 <tumbleweed> you can find previous agreements in the git repos for past DebConfs
17:51:10 <martinbayo[mds]> thanks, I'll check them. so we don't miss anything
17:51:43 <pwaring> anything else that we need to cover?
17:51:45 <tumbleweed> I'll see if I can find you some
17:53:05 <pwaring> ok, thanks everyone for coming and see you in two weeks!
17:53:06 <pwaring> #endmeeting