17:00:02 <pwaring> #startmeeting DC26 orga team meeting. https://deb.li/dc26meet
17:00:02 <MeetBot> Meeting started Tue Apr  7 17:00:02 2026 UTC.  The chair is pwaring. Information about MeetBot at https://wiki.debian.org/MeetBot.
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17:00:05 <pwaring> #topic Roll call
17:00:10 <pwaring> as always, say hi if you're here
17:00:44 <gwolf> Not here, not there, but somewhere in between
17:00:55 <santiago> o/
17:01:11 <DLange> o/
17:01:23 <tumbleweed> Hello!
17:01:27 <santiago> gwolf, so you are both here and there!
17:02:46 <gwolf> Long live the quantum cat!
17:02:57 <gwolf> (or not)
17:03:05 <pwaring> #topic DC25: Videos
17:03:31 <tumbleweed> no news
17:03:40 <tumbleweed> video team seems very dormant at the moment
17:03:51 <tumbleweed> I'm trying to find out who is even coming to DC26, and it's pretty silent
17:04:48 <pwaring> #topic DC26: Sponsors
17:05:44 * santiago hands out a 🧉 to the video team
17:06:50 <pwaring> is there anything to say on sponsors? we've got a lot already which is good
17:07:08 <pwaring> 17 including partners
17:08:03 <DLange> we're short of the budget, so we need more. Pretty please
17:08:34 <EnkelenaH> Hi
17:08:43 <tumbleweed> speaking of budget, I need to start recording incoming registration sales...
17:08:59 <pwaring> #topic DC26: Bursaries and visas
17:09:04 <NorimitsuSugimoto[m]> Hello !
17:09:05 * gwolf about to arrive to the office. Back soon!
17:09:22 <tumbleweed> tangentially related to bursaries and visas:
17:09:46 <martinbayo[mds]> Hola !
17:09:49 <leommartinez[mds]> Hi
17:09:54 <tumbleweed> Anyone who should get sposnored team travel to DebConf, please make sure you have a bursary request with the right budget attached
17:10:09 <tumbleweed> https://lists.debian.org/debconf-team/2026/04/msg00001.html
17:10:18 <pwaring> we also need volunteers to review bursaries, unless there's been a change in the last few days
17:10:33 <tumbleweed> NorimitsuSugimoto[m]: We hope that a good number of the DC27 team will be able to come to Argentina
17:10:44 <DLange> I think we are good on bursary reviewers
17:10:47 <nattiemh[m]> (hello, belatedly half here)
17:10:49 <tumbleweed> pwaring: bursary review has begun
17:11:32 <NorimitsuSugimoto[m]> OK
17:11:52 <tumbleweed> NorimitsuSugimoto[m]: there is 4,000 USD budgeted for DC27 team travel
17:12:04 <tumbleweed> that can be extended if necessary
17:12:09 <tumbleweed> and of course contributor bursaries are available
17:13:03 <pwaring> anything else on bursaries and visas?
17:13:24 <tumbleweed> What's the status on invitation letters?
17:14:38 <NorimitsuSugimoto[m]> Thanks!
17:14:43 <martinbayo[mds]> We expect to receive the first invitation letters from the university this week.
17:15:21 <tumbleweed> great!
17:16:34 <pwaring> #topic DC26: Registration
17:16:54 <pwaring> https://debconf26.debconf.org/register/statistics/
17:16:59 <pwaring> https://grafana.online.debconf.org/d/f11170b5-ec37-45d9-a463-db051bb683a4/debconf-26
17:17:06 <martinbayo[mds]> The next ones shouldn't take so long; I'll check these days who we should add to send another batch to the university.
17:17:13 <NorimitsuSugimoto[m]> Japan teams members already have been registered debconf 26, and requested bursary.
17:18:18 <tumbleweed> NorimitsuSugimoto[m]: if you have any core team members who are not involved in Debian enough to get a bursary, we should move them to the DC27 team travel budget
17:20:02 <tumbleweed> nattiemh[m]: Anything from registration team?
17:20:09 <tumbleweed> Do we have anybody monitoring Zammad tickets yet?
17:20:34 <santiago> 106KUSD have been requested for general travel bursary, and we have ~34KUSD for that in our budget
17:20:39 <nattiemh[m]> Nothing to add from here
17:22:00 <martinbayo[mds]> Some people have requested letters of invitation and applied for bursaries; the question is whether we should apply for them anyway or wait for the bursarie results.
17:22:36 <DLange> apply for them anyways, you can't wait one more month
17:23:09 <DLange> if you don't know these people and feel they are not vetted enough, ask the bursaries team for an up-front assessment
17:23:36 <DLange> we can always tell you whether the applicants have some Debian track record or look (too) random
17:23:39 <NorimitsuSugimoto[m]> Some of the Japanese team members who don't require a budget may register for debconf 26 later.
17:24:19 <DLange> NorimitsuSugimoto[m]: please make them register asap, we want to still have them get T-Shirts, be on the conference dinner etc.
17:24:59 <NorimitsuSugimoto[m]> It seems like the connection to the chat server is unstable.
17:26:02 <DLange> that's because you are using Matrix, the bridge is a bit slow at times
17:26:39 <pwaring> anything else on registration?
17:26:42 <tumbleweed> oh, yes. I see quite a delay at the moment
17:26:47 <tumbleweed> I'll restart it after this meeting
17:28:15 <pwaring> #topic DC26: Swag
17:28:53 <pwaring> last time we were looking at how to get swag into the country
17:33:33 <pwaring> #topic DC27: Venue assignment plan status
17:35:57 <NorimitsuSugimoto[m]> oh, I use matrix client (element).
17:36:22 <nattiemh[m]> Norimitsu Sugimoto: Please wait a few moments after the meeting, if you can
17:36:27 <NorimitsuSugimoto[m]> DLange: I see, I will pass this on to the Japanese members.
17:37:27 <DLange> NorimitsuSugimoto[m]: thank you
17:38:43 <leomartinez> Sorry, matrix bridge is too slow. We need your opinion on what martinbayo said about DHL method about entering swag
17:38:56 <gwolf> martinbayo says he is trying to relay messages through matrix, but failing
17:38:58 <gwolf> from him:
17:39:08 <gwolf> To import merchandise, I was told it's best to use DHL or Fedex
17:39:10 <gwolf> When I asked DHL, they said it's best to know what you want to send in order to understand limitations, taxes, and costs.
17:39:12 <gwolf> One option is that we can ask what they want to send and then we'll make the inquiry to DHL.
17:39:14 <gwolf> Do you think this is a viable option?
17:39:32 <martinbayo[mds]> Do you think this is a viable option?
17:40:33 <DLange> Sponsors are typically very late with sending stuff
17:40:59 <gwolf> but we could inquire probably with what has been usual to receive..?
17:41:10 <DLange> we can offer this service but expect that we either don't get much send *or* have to front import taxes (if any) and then get that back from the sponsor
17:41:23 <DLange> (we have done that in the past, they tend to pay)
17:41:32 <santiago> For an unrelated query, I reached out to DHL yesterday. They have a service called DDP (delivery duty payed), that could be used by sponsors to send their swag and the local people don't have to pay anything, but it seems the sender (or the recipient) has to have a DHL business account.
17:41:54 <tumbleweed> santiago: FedEex can do that too
17:41:54 <gwolf> Right, and the relevant taxes must be known beforehand (not always the case)
17:42:09 <tumbleweed> if you have an account wit hthe courire, they can just invoice you
17:42:23 <santiago> tumbleweed, sure, but I don't have a Fedex office as close as DHL's :-)
17:42:47 <lenharo[m]> santiago: i used this service at DC online to send tshirts. I send using my personal account.
17:43:17 <NorimitsuSugimoto[m]> I feel like the Element server is finally catching up.
17:43:29 <santiago> lenharo[m], oh, good to know. I'll probably ping you privately
17:43:41 <tumbleweed> NorimitsuSugimoto[m]: yes, it is
17:45:22 <pwaring> if it's caught up, shall we discuss venue room assignment? (I don't know who added this)
17:46:50 <NorimitsuSugimoto[m]> The draft plan for room assignments for the Japanese team is almost complete.
17:47:08 <NorimitsuSugimoto[m]> However, the venue layout is only available in Japanese, so we plan to attempt to translate it into English.
17:48:00 <NorimitsuSugimoto[m]> I think it would be a good idea to ask the video team about the power requirements as a question from the audience. I plan to email the debconf-team later.
17:49:12 <tumbleweed> thank you!
17:50:33 <pwaring> #topic DC27: Public subsidy status
17:51:18 <NorimitsuSugimoto[m]> We now understand the procedure for applying for subsidies from government agencies.
17:51:46 <NorimitsuSugimoto[m]> The deadline is several months away, so I plan to start writing the application now.
17:52:25 <NorimitsuSugimoto[m]> The maximum subsidy amount is 3 million yen.
17:53:18 <NorimitsuSugimoto[m]> However, it's not guaranteed that you'll receive the full amount. After debconf27 ends, you'll need to submit your receipts, which will be reviewed, and then you'll receive the grant.
17:53:35 <DLange> that's 18.500 USD (just for info)
17:53:56 <NorimitsuSugimoto[m]> We'll try applying. (So that we can use more budget.)
17:54:35 <tumbleweed> that sounds worthwhile applying for
17:55:12 <gwolf> Sounds excellent. I guess this grant will require being credited as a sponsor or somesuch..?
17:56:40 <NorimitsuSugimoto[m]> I will ask if they want their name or logo listed as a sponsor.
17:57:50 <pwaring> anything else on the public subsidy?
17:58:34 <NorimitsuSugimoto[m]> That's all from me.
17:58:37 <pwaring> #topic Meeting schedule
17:58:48 <pwaring> next meeting will be 21st April, 17:00 UTC as always
17:58:50 <pwaring> #topic AOB
17:58:53 <pwaring> anything else before we finish?
18:00:02 <pwaring> ok, thanks everyone for coming and see you in two weeks!
18:00:04 <pwaring> #endmeeting