17:00:03 <pwaring> #startmeeting DC26 orga team meeting. https://deb.li/dc26meet
17:00:03 <MeetBot> Meeting started Tue Mar 10 17:00:03 2026 UTC.  The chair is pwaring. Information about MeetBot at https://wiki.debian.org/MeetBot.
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17:00:04 <pwaring> #topic Roll call
17:00:07 <pwaring> as always, say hi if you're here
17:00:13 <tumbleweed> Hi
17:00:16 <santiago> hello!
17:00:17 <leomartinez_> hi
17:00:49 <eamanu[m]> hola!
17:01:59 <gwolf> ohai!
17:03:07 <pwaring> #topic DC25: Videos
17:03:29 <EnkelenaH[mds]> Hello
17:03:30 <terceiro> hi
17:03:47 <tumbleweed> wouter implemented some sreview bits to help out with the tasks we have remaining
17:03:55 <tumbleweed> I've just raised a query for status there
17:04:01 <tumbleweed> (I think that's all we have here)
17:04:08 <NorimitsuSugimoto[m]> Hi!
17:04:17 <pwaring> #topic DC26: Sponsors
17:04:18 <DLange> late hi
17:04:41 <EnkelenaH[mds]> Running normally
17:05:07 <EnkelenaH[mds]> Would love more leads, bit lower hopes than last years
17:07:03 <pwaring> #topic DC26: Bursaries and visas
17:07:15 <martinbayo[mds]> Hi
17:07:40 <tumbleweed> With the Bursary deadline approaching (end of the month) has the Bursary team started forming yet? utkarsh2102, peb?
17:07:52 <tumbleweed> typically this is the time to start activation
17:09:02 <DLange> i.e
17:09:14 <DLange> ping utkarsh2102 :-)
17:09:38 <DLange> maybe add a todo, pwaring ?
17:09:38 <utkarsh2102> hi!
17:09:53 <DLange> aah, we summoned him o/
17:09:56 <utkarsh2102> can start doing that tomorrow/this week.
17:09:56 <lenharo[m]> I can help with bursary, if need.
17:10:23 <utkarsh2102> thanks for the heads up
17:10:56 <pwaring> anything else on bursaries and visas?
17:11:24 <tumbleweed> utkarsh2102: can you also please login to help.debconf.org so that I can grant you access to the bursaries tickets?
17:12:16 <utkarsh2102> tumbleweed: done!
17:12:48 <tumbleweed> and... granted
17:12:58 <martinbayo[mds]> We expect to send the first batch of data so the faculty can prepare the invitation letters this week.
17:13:54 <DLange> sounds good!
17:15:04 <martinbayo[mds]> If anyone needs an invitation letter for visas, please submit a ticket to help.debian.org as soon as possible.
17:16:03 <DLange> help.debconf.org
17:16:31 <tumbleweed> visa@debconf.org will open a ticket in the right place!
17:16:54 <pwaring> #topic DC26: Registration
17:16:58 <pwaring> https://grafana.online.debconf.org/d/f11170b5-ec37-45d9-a463-db051bb683a4/debconf-26?orgId=1
17:17:02 <pwaring> https://debconf26.debconf.org/register/statistics/
17:17:04 <pwaring> people are registering!
17:17:11 <pwaring> I don't know if we need to say anything else at this point?
17:17:37 <tumbleweed> I'm suprised how low the percantage of bursary requests is, at this point
17:18:16 <DLange> many locals?
17:18:50 <disaster2life[mds]> We have had locals droppting notes with thanks messages for organising locally, so id take that as a yes :)
17:18:52 <gwolf> but what would worry me is.... few people from far away?
17:19:05 <leomartinez_> half from Argentina (39) and Brazil (11)
17:19:22 <gwolf> OK, that would leave us with ~80 from further away
17:19:31 <disaster2life[mds]> gwolf: I am sure the numbers will pick up as the process becomes known
17:19:35 <gwolf> and we are still comfortably away from deadlines :-)
17:19:42 <gwolf> I still get a bit anxious...
17:20:10 <disaster2life[mds]> also yes late hi, just got freed from local mdc meeting
17:20:19 <DLange> Quite some of my (Debian) friends consider it too far and the Mini-DCs in Hamburg and Winterthur are not helping either
17:20:48 <gwolf> well, we had a discussion about it on the lists, yes...
17:22:12 <pwaring> anything else on registration?
17:23:17 <pwaring> #topic DC26: Swag
17:23:25 <pwaring> do we need to think about t-shirts etc. at this point?
17:23:35 <pwaring> given lead times for ordering
17:23:38 <terceiro> we probably do
17:24:05 <disaster2life> designs and talking to vendors about size availability at the very least I'd think
17:24:56 <leomartinez_> Working on designs
17:25:25 <disaster2life> yey!
17:25:36 <santiago> BTW, getting the swag from sponsors in Argentina could be cumbersome and expensive
17:26:05 <leomartinez_> We need monochrome sponsors logos, do we need to ask them to sponsors or we can just convert them from colored one's
17:26:14 <EnkelenaH[mds]> Its their right to send it, and their duty to pay for shipping.
17:26:23 <santiago> depending on the size, it could be a good idea if somebody (from Europe, and places where sponsors are locate) bring the swag with them
17:26:52 <santiago> EnkelenaH[mds], the local team will probably have to pay for custom taxes
17:27:04 <santiago> but I'd let the .ar people to speak up about that
17:27:10 <DLange> leomartinez_: convert but honor their stylesguides where requested
17:27:13 <EnkelenaH[mds]> Ah we make them pay that too
17:27:32 <EnkelenaH[mds]> That's what we did in 2022. We generated invoices
17:27:43 <EnkelenaH[mds]> But its a process yes
17:27:48 <DLange> we can do that again
17:28:09 <disaster2life> something I remember from brest, it might be nice to ask them to make sure ship times are before debconf, a sponsor asked for flyers to into swag but only arrived around debconf actually starting, unsure how happy they were about that when we couldn't do much about it
17:28:30 <santiago> OK, as I cannot help with that, I'll remain silent :-)
17:28:33 <EnkelenaH[mds]> We always ask them
17:28:50 <DLange> and they ignore that :)
17:29:05 <disaster2life> we asked-
17:29:15 <disaster2life> /1/
17:29:17 <disaster2life> oops-
17:29:19 <DLange> I think EnkelenaH[mds] still distributes Google swag from DC22
17:29:54 <pwaring> anything else on swag?
17:30:25 <DLange> do we get anything besides T-Shirts?
17:30:48 <santiago> carpinchos :-)
17:30:54 <EnkelenaH[mds]> santiago (IRC): can we get some info about the fees on import?
17:31:14 <leomartinez_> We are working on an notabag "bag" but still in progress
17:31:41 <santiago> EnkelenaH[mds], that's more a question for martinbayo[mds], leomartinez_ or eamanu[m]
17:31:47 <DLange> santiago: please include three months of food
17:32:11 <DLange> and I'd take a breeding pair please :-)
17:32:12 <santiago> here in .uy, it's 60% (and I'd expect something similar for other mercosur countries, but that's probably not right)
17:32:17 <martinbayo[mds]> DLange (IRC): about t-shirt  We hope the supplier lowers prices so they can finalize the sizes.
17:32:34 <DLange> that's good, martinbayo[mds]
17:32:37 <gwolf> santiago: do you mean the amount of food for a carpincho? 60% of their body mass per month?
17:32:46 <martinbayo[mds]> EnkelenaH: I'll start looking at that
17:32:51 <leomartinez_> something could enter as souvenirs and don't have fees, but with everyday changing rules we must look for regulations
17:32:57 <EnkelenaH[mds]> martinbayo: thank you
17:33:25 <santiago> gwolf, both
17:36:10 <pwaring> ok, I think that's everything on DC26
17:36:17 <pwaring> #topic DC27: Venue reservation status
17:36:31 <NorimitsuSugimoto[m]> The members from the Japan team is scheduled to hold a meeting with Asahikawa City Hall on Thursday, March 12th.
17:36:50 <NorimitsuSugimoto[m]> Currently, the documents for tentative reservation of the venue have already been submitted.
17:37:03 <NorimitsuSugimoto[m]> At this meeting, we will confirm the formal procedures for booking the venue.
17:37:19 * gwolf needs to flee the meeting, sorry
17:37:32 <NorimitsuSugimoto[m]> The formal procedure seems to involve filling out and submitting a specific application form detailing which room you would like to rent and when.
17:37:49 <NorimitsuSugimoto[m]> We may need to decide on your room assignments early.
17:38:09 <NorimitsuSugimoto[m]> The Japan team will be creating a draft of the room allocations, and we plan to ask everyone to review it once it is ready.
17:38:21 <terceiro> that's exactly what I would suggest
17:38:22 <terceiro> good
17:38:58 <NorimitsuSugimoto[m]> This is the current status.
17:39:38 <terceiro> thanks for reporting, that looks like good progress
17:40:29 <NorimitsuSugimoto[m]> thanks
17:40:43 <pwaring> #topic Meeting schedule
17:40:54 <pwaring> next meeting will be 24th March, same time as usual
17:40:59 <pwaring> #topic AOB
17:41:04 <pwaring> anything else before we finish?
17:42:56 <pwaring> ok, thanks everyone for coming and see you in two weeks!
17:42:58 <pwaring> #endmeeting