11:00:04 <pwaring> #startmeeting DC27 orga team meeting. https://deb.li/dc27meet
11:00:04 <MeetBot> Meeting started Thu Sep 10 11:00:04 2026 UTC.  The chair is pwaring. Information about MeetBot at https://wiki.debian.org/MeetBot.
11:00:04 <MeetBot> Useful Commands: #action #agreed #help #info #idea #link #topic.
11:00:07 <pwaring> #topic Roll call
11:00:09 <pwaring> as always, say hi if you're here
11:00:14 <tumbleweed> Hello
11:00:20 <luke[mds]> "hi if you're here"
11:00:25 <NorimitsuSugimoto[m]> Hi
11:00:28 <jmkim[m]> o/
11:00:29 <minmin[mds]> -Hi
11:00:41 <DLange> \o/ luke \o/
11:01:28 <nattie> hol
11:01:28 <disaster2life> hi you are _here_
11:01:36 <nattie> a
11:02:04 <DLange> ¡! <- for nattie
11:02:27 <eamanu> hello! o/
11:02:33 <nattie> DLange: thx
11:02:42 <sudo[m]> Hello
11:02:54 <nattie> Yoshida-san is en route elsewhere
11:03:03 <YOSHINOYoshihito[m]> hi
11:03:05 <pwaring> #topic DC26: Bursaries
11:03:07 <bensmrs> o’
11:03:32 <pwaring> last time we were badgering people to file claims
11:03:49 <tumbleweed> claims are flowing
11:04:25 <tumbleweed> a few still unclaimed, but it looks like most people are in progress
11:04:50 <pwaring> ok, do we need to say anything else on bursaries?
11:05:19 <tumbleweed> nope
11:05:46 <pwaring> #topic DC26: Finances
11:06:10 <pwaring> last time we were working on finalising the finances
11:06:13 <tumbleweed> I see the payment for the food invoice was scheduled to be made
11:06:22 <tumbleweed> so I think we're close to being done
11:06:32 <tumbleweed> some more orga expenses just came to light, so waiting for those receipts
11:06:50 <DLange> do we have an estimate on the overall p/l?
11:07:41 <tumbleweed> +30k EUR
11:08:21 <DLange> profit? as you say +?
11:08:27 <DLange> (color me surprised)
11:09:58 <tumbleweed> yep, all of us
11:10:30 <pwaring> sounds like all the DC26 news is good news :)
11:10:49 <pwaring> which brings us on to...
11:10:50 <NorimitsuSugimoto[m]> good
11:10:55 <pwaring> #topic DC26: Videos
11:11:02 <pwaring> these are done! (according to the agenda)
11:11:09 <tumbleweed> they are published
11:11:16 <tumbleweed> nothing remaining here
11:11:27 <DLange> we can drop this agenda item
11:11:32 <tumbleweed> DLange: re profit: we under-spent bursaries
11:11:46 <pwaring> #topic DC26: Feedback
11:11:51 <tumbleweed> and we cut back expenses when our fiscal sponsor's tax exemption fell through
11:11:56 <tumbleweed> all of this pushed us over, I think
11:12:31 <DLange> yeah, but we had ~50k planned in over-spend and the local team expected the late change in suppliers to increase cost
11:12:41 <DLange> so ... somewhere something magical happened
11:12:47 <DLange> or accounting bug :)
11:13:38 <pwaring> we were going to send a badger for feedback
11:13:54 <DLange> has happened
11:14:03 <tumbleweed> and some feedback has come in
11:14:20 <pwaring> shall we drop this from future agendas then?
11:14:26 <tumbleweed> I think so
11:14:30 <pwaring> will do
11:14:33 <tumbleweed> unless somebody wants to provide a summary for the group
11:14:49 <pwaring> if they do we can re-add it
11:14:49 <tumbleweed> I suspect anyone who was there can predict most of what we've heard so far
11:15:24 <pwaring> ok that's everything on DC26
11:15:29 <pwaring> all positive!
11:15:34 <pwaring> #topic DC27: Website
11:15:50 <pwaring> https://debconf27.debconf.org/
11:16:10 <pwaring> there have been some updates since last time
11:16:32 <NorimitsuSugimoto[m]> The information regarding the DC26 has been removed.
11:16:56 <NorimitsuSugimoto[m]> The brochure PDF has not yet been replaced with the DC26 version.
11:16:56 <tumbleweed> \o/
11:17:10 <NorimitsuSugimoto[m]> in progress
11:17:37 <NorimitsuSugimoto[m]> That's about it.
11:18:02 <pwaring> #topic DC27: Sponsorship brochure
11:18:17 <pwaring> https://wiki.debian.org/DebConf/27/Sponsorship%20Plan
11:18:43 <NorimitsuSugimoto[m]> We’ve come up with a plan in Japanese yen.
11:18:54 <NorimitsuSugimoto[m]> which better ?
11:19:16 <NorimitsuSugimoto[m]> I think Plan A is the best option for Japan.
11:19:25 <luke[mds]> the plans: https://wiki.debian.org/DebConf/27/Sponsorship%20Plan
11:19:42 <luke[mds]> (oops)
11:20:31 <NorimitsuSugimoto[m]> I am concerned that the price of silver might be getting a bit too low relative to the dollar.
11:21:35 <DLange> do you expect the JPY to raise or lower against the USD in the next year?
11:22:19 <NorimitsuSugimoto[m]> That's a difficult one.
11:22:36 <luke[mds]> this is too hard to predict
11:22:45 <NorimitsuSugimoto[m]> I think it will be around 155–160 JPY/USD.
11:22:53 <DLange> so rather stable
11:23:12 <DLange> then that is no help for which of your plans to pick
11:23:48 <NorimitsuSugimoto[m]> oh
11:24:34 <luke[mds]> I'm going to guess wildly it'd be stable
11:24:36 <NorimitsuSugimoto[m]> today's exchange rate
11:24:36 <NorimitsuSugimoto[m]> 153.92 JPY / USD (2026-09-10)
11:25:34 <DLange> I - personally - think C-2 looks best from the roundness of the numbers and the fact that we get ~3% more per sponsor
11:26:16 <Santiago[m]> A late o/ here
11:26:43 <NorimitsuSugimoto[m]> thank you for comment
11:27:09 <pwaring> do we need to discuss/agree anythign else on the brochure at this stage?
11:28:07 <NorimitsuSugimoto[m]> We would like to include the JPY amount in the one-page brochure.
11:28:35 <NorimitsuSugimoto[m]> We would like to determine the amount, but how do I go about finalizing it?
11:28:42 <DLange> you decide
11:28:55 <NorimitsuSugimoto[m]> oh
11:28:58 <NorimitsuSugimoto[m]> As background,
11:29:04 <NorimitsuSugimoto[m]> Major Japanese companies determine their budgets for the fiscal year starting next April around October of this year.
11:29:26 <NorimitsuSugimoto[m]> It is time to determine the sponsorship fees in Japanese yen for approaching Japanese companies.
11:30:13 <NorimitsuSugimoto[m]> In that case, the Japan team will make a decision from among the proposed plans.
11:30:21 <DLange> +1
11:30:31 <NorimitsuSugimoto[m]> Thank you for the advice.
11:30:40 <DLange> bensmrs offered help in case you run into any issues with his Latex templates
11:30:59 <NorimitsuSugimoto[m]> great
11:31:00 <DLange> use this so you can get the brochures ready by October, too
11:31:14 <BenjaminSomers[mds]> Yep don’t hesitate to ping me!
11:31:25 <NorimitsuSugimoto[m]> OK
11:31:27 <pwaring> #topic DC27: Budget
11:32:06 <NorimitsuSugimoto[m]> There is no movement.
11:32:21 <NorimitsuSugimoto[m]> (I was busy preparing for the site visit.)
11:32:42 <NorimitsuSugimoto[m]> We will proceed with this now.
11:33:01 <tumbleweed> +1
11:33:24 <pwaring> #topic DC27: Logistics
11:34:05 <NorimitsuSugimoto[m]> We have started booking the venue for the conference dinner.
11:34:58 <tumbleweed> I'd like to get a budget in place before we make any commitments to venues (if at all possible)
11:35:02 <nattie> oh!  did you reach a decision very recently?
11:35:30 <tumbleweed> (I know we have already made a commitment to the crystal hall)
11:35:59 <NorimitsuSugimoto[m]> We are currently requesting a quote.
11:36:24 <luke[mds]> (so not really a commitment)
11:36:54 <NorimitsuSugimoto[m]> We are considering holding the conference dinner at a hotel rather than at the main and sub venue .
11:37:27 <NorimitsuSugimoto[m]> If the budget seems too high, we might reconsider.
11:37:37 <luke[mds]> (it'll be a wedding venue)
11:37:46 <EnkelenaH> we have had that before :p
11:37:53 <luke[mds]> well, I'm just annotating things. :)
11:37:54 <tumbleweed> [off topic] I just enabled SSO on the debconf27 website
11:38:44 <nattie> whom shall we marry off this time?
11:38:56 <NorimitsuSugimoto[m]> This is the current status of the logistics progress.
11:39:17 <NorimitsuSugimoto[m]> We are currently gathering information on catering.
11:40:51 <NorimitsuSugimoto[m]> That concludes the section on logistics.
11:40:56 <pwaring> #topic DC27: Site visit
11:40:59 <pwaring> there has been a site visit!
11:41:05 <pwaring> https://people.debian.org/~stefanor/dc27-site-visit/
11:41:09 <pwaring> photos ^
11:41:14 <pwaring> https://wiki.debian.org/DebConf/27/Venue_Room
11:41:14 <Santiago[m]> \o/
11:41:17 <luke[mds]> (let the record show that I was there)
11:41:20 <pwaring> ^ proposed room layout
11:41:34 <NorimitsuSugimoto[m]> Thanks for coming to Asahikawa! Natty, Stefano, JM
11:41:45 <nattie> thank you for hosting us!
11:42:18 <tumbleweed> thank you all for taking time to make this happen
11:43:13 <jmkim[m]> more than 10 of people had a site visit together, including us
11:43:15 <disaster2life> swirl sosig!!
11:43:27 <NorimitsuSugimoto[m]> Regarding the room assignment, I have created a revised proposal based on the site visit.
11:43:27 <NorimitsuSugimoto[m]> https://wiki.debian.org/DebConf/27/Venue_Room#Current_plan_.28date:_2026-09-10.29
11:43:45 <jmkim[m]> tumbleweed i will give my photos to you today
11:44:58 <jmkim[m]> there have been some new articles published: https://www.nikkei.com/article/DGXZQOFC080YC0Y6A900C2000000/
11:45:09 <NorimitsuSugimoto[m]> It seems the rooms where food and drink are permitted at the Taisetsu Crystal Hall were too small to host the cheese and wine party held at past DebConfs.
11:45:35 <jmkim[m]> s/new/news/
11:45:37 <tumbleweed> those rooms are the reception room
11:45:40 <luke[mds]> And one more interview on the way from Hokkaido News
11:45:48 <nattie> we look so dignified
11:45:54 <tumbleweed> although, I think we later found out that the whole reception floor permits food?
11:46:04 <nattie> did we?
11:46:09 <luke[mds]> did we?
11:46:22 <NorimitsuSugimoto[m]> We are planning to hold the cheese & wine party and the meals during DebConf at the Jibasan Center (the second venue).
11:46:22 <nattie> luke[mds]: jinx :)
11:46:54 <nattie> tumbleweed: no, the ground floor foye area permits drinking of non-alcoholic drinks
11:46:58 <nattie> *foyer
11:48:30 <NorimitsuSugimoto[m]> The venue staff member said that coffee would be allowed in the hallway (or foyer)—the area where the floor isn't carpeted.
11:48:45 <tumbleweed> right
11:49:52 <jmkim[m]> reception room was carpreted though ..
11:50:08 <jmkim[m]> X)
11:50:09 <NorimitsuSugimoto[m]> The entire Daisetsu Crystal Hall has been reserved. Therefore, it is possible to change the details regarding its use at a later time.
11:50:11 <tumbleweed> and there is a big stain on the carpet *outside* the reception room :)
11:50:41 <luke[mds]> the problem for us was "there is no sink where foods are allowed and the space with sink does not allow foods or drink"
11:51:05 <luke[mds]> so naturally, we are having the cheese and wine party at the Jibansan center, the tennis court
11:51:40 <tumbleweed> +1
11:51:51 <jmkim[m]> yes as we agreed
11:51:57 <luke[mds]> (I just made so many grammatically errors)
11:52:29 <pwaring> anything else on site visit?
11:53:00 <NorimitsuSugimoto[m]> That's all.
11:54:09 <jmkim[m]> thank you for hosting great site visit, team o/
11:54:24 <NorimitsuSugimoto[m]> Thank you!
11:54:41 <eamanu> thank you!!
11:55:18 <nattie> it was lovely (though i'm slightly dreading the thought of packing before leaving early tomorrow morning)
11:56:11 <pwaring> ok that's everything on DC27
11:56:17 <pwaring> #topic Additional chair for meetings
11:56:47 <pwaring> currently we are reliant entirely on me for chairing meetings - it would be good to have one or two other people who could do it in rotation (I have no intention to step down, but I might be ill etc.)
11:57:20 <pwaring> we don't have to decide now but if anyone is interested they can message me to ask questions - basically you have to tweak the agenda before the meeting and do a meetbot reminder, as well as chairing the meeting
11:57:24 <pwaring> but meetbot takes the minutes
11:58:19 <pwaring> #topic Meeting schedule
11:58:28 <pwaring> next meeting will be Thursday 24th September, 11:00 UTC
11:58:31 <pwaring> #topic AOB
11:58:35 <pwaring> anythign else before we finish?
11:59:31 <NorimitsuSugimoto[m]> nothing
11:59:40 <jmkim[m]> i will try to summarise the feedbacks and will share here
11:59:42 <pwaring> ok, thanks everyone for coming and see you in two weeks!
11:59:45 <pwaring> #endmeeting