View source for DebConf7/Meetings/Minutes/2006-09-09

= Debconf 7 local team meeting =

9th September 2006

Present:

* Stephen Quinney (steveq)
* Steve Kemp (skx)
* Moray Allan (moray)
* SteveMcIntyre (Sledge)
* Kevin Campbell (kevc)
* Mark Brown (broonie)
* Neil McGovern (Maulkin)
* Steve Gran (sgran)
* Mark Hymers (mhy)
* JonDowland (Jon)
* PhilHands (fil)
* Pete Nuttall (psn)

Chair: none

Minutes: Jon, mhy, psn
 
== 1. Teviot ==

* PROVISIONAL times: Saturday 9th June -> Sunday 24th June
** 9th         : Setup
** 10th -> 15th: Debcamp 
** 16th        : Debian Day (arrivals for debconf)
** 17th -> 23rd: Debconf
** 24th        : Leave and teardown
* '''ACTION''': kevc to contact Teviot RE: 9th,10th<br />Will pay deposit once company is set up (see 8)
* finalised times to be announced within one week of meeting
* Agreement was talks from 17th -> 23rd; not including 20th
* 20th is no talks; may be day trip
* Cleaning needs to be arranged.  Can we just pay Teviot to sort it out themselves?
* 24 hour access
** Do we need the whole building?
** Conference badges needed for ID
** Need to pay security guard (GBP 8 per hour)
* What staff are Teviot providing?
** Bar staff
** Kitchen staff
** Security staff
** Manager on site?
* 30ish rooms in Teviot

== 2. Food ==

 * we'd like to use vouchers; up to amount of money per voucher 
		- estimate 4 per voucher?
 * People can pay extra over that amount
 * buying in bulk in advance should mean discounts
 * Times for canteen; lunch/dinner
   * Lunch 12pm - 2pm
   * Dinner 6pm - 8pm
 * Prices; estimate 8pppd; gives us about 25600 for debconf
	 * 2800ish for debcamp
   * not including formal dinner (see item 7)
 * Vegetarian / Vegan options
 * Where can people eat?  Canteen only?
 * Teviot's attitude to bringing in food (hack snacks)?
   * Should we use 1pppd of food budget to buy these in ourselves cheaply?

== 3. Local team ==

 * People as present
 * Need front desk presence
 * Need contact details for 'on-call' person
 * More Edinburgh-local people will be involved later

== 4. Accommodation ==

* 400 people; probably need to put 350 in hostels
* Hostels c.GBP12pppn (per person per night) commercial
* Probably 10pppn with discount
* Two hostels 150/200 people each
* Estimate: GBP28000 for debconf
* How much for Debcamp? GBP4200?  Estimated 50 people on average
* Suggestions for other non-sponsored hotels; maybe talk to them for possible discounts

* '''ACTION''': Check suitable accomodation for people in wheelchairs: kevc
* '''ACTION''': contact hostels: Maulkin

== 5. Travel ==

 * Past spending: Debconf 6: requested: USD77000, granted: USD53000
 * Find out maximum subsidy we're willing to pay from each country / city by looking at costs of budget airlines
   * Once information is found, give to Orga team for further consideration

== 6. Networking ==

 * mhy and sgran to do local co-ordination
 * '''ACTION''': kevc to get building plans from Teviot and send to mhy
 * QUERY: Can we use Teviot's infrastructure
   * Need to get all this in writing from them in case of problems
 * '''ACTION''': mhy to estimate switch, cabling requirements
 * ISPs
   * Blackcat
   * Blueyonder
   * uni connection (JaNET) a no-go due to AUP
 * mhy to liaise with Ganneff for orga team
 * mhy to talk to ho1ger about wireless access points
 * Server room
   * QUERY: Where does the cabling come back to?
 * Thick walls; many APs
 * QUERY: PAT testing?
 * QUERY: Need to double check cabling is OK.
 * equipment traditionally obtained/loaned free
 * bandwidth requirements
   * 10Mb/s min, as symmetric as possible
   * video team want 3Mb/s up

== 6. A/V Provision ==

 * Rigging is there already
 * QUERY: Can we use their projectors or can we bring in our own ones?
 * Two tracks:
   * Debating hall (top floor): 250 people
   * Smaller talk room: 150 people
     * Screen
     * Projector
     * '''ACTION''': Find a PA and mixing kit - Maulkin
     * Video / audio desk area
 * BOF space - everywhere else; no AV provided
 * Bar has a fixed AV thing - might be BOF suitable
 * high quality AV is desirable
   * sound the biggest problem in past confs

== 7. Social events / things to do ==

 * Ceilidh
 * Conference dinner
   * Thursday 21st
   * (Maybe) only if someone sponsors it specifically
   * Estimated GBP10000: 25pp * 400
 * '''ACTION''': List of general interesting things to do - Moray
   * Maybe place on a board at entrance
     * webcam pointing at board (sync w/ online)
 * Day trip
   * Do we want to pay for buses etc?
   * Distillery
     * via some other place?
   * Dungeons
   * Castle
   * Zoo (penguins)
   * '''ACTION''': Who to look at ideas for day trips? kevc to find someone
   * Only if paid for by a sponsor
   * Disabled access / travel

== 8. Finance / Sponsorship / Organisation ==

 * estimated final figure: 91K + travel => 120K GBP (rough)
 * Jon has a shortlist of potential sponsors to be contacted
 * DC7 corp
   * directors: Sledge, fil, Maulkin
   * use fil's accountant (who will arrange auditing)
   * '''ACTION''' Maulkin: incorporate/setup company
 * AJ has good experience from LCA; wants us to try new things
   * what do sponsors get for their money (compare: summer of code)
     * sub-let room(s)?
 * charge + bursary?
   * low bursary application rate; dissuade people
   * quick turnaround for offering bursary (for flight booking etc.)
   * consult orga team
 * corporate rate
   * suggested 500 would be easily acceptable to corps
   * '''ACTION''' Maulkin: talk to bdale about feasibility
   * consult orga team
 * note that our figures include accom. + food, most confs don't
 * hacklab whiteboards: bugs to fix and hacking ideas go on, coordinated working
   * sponsored prizes for productive hacking / goals being met?

== 9. Miscellaneous points ==

 * No smoking in enclosed spaces in Scotland; need to warn people about this
 * Information TVs
 * Misc expenses
   * Vans/Transit, fuel
   * DV tapes
   * posters
   * T-shirts; Design for them
     * distinct orga Ts; possibly distinct volunteer Ts
     * t-shirt printing potentially cheap in Mexico
   * Plastic bags (from sponsors?)
     * Contents: see wiki
       * in particular, a UK plug adaptor
         * 1.50GBP estimated bulk purchase cost
         * can we get them tested/EEC approved?
 * Insurance
   * Liability insurance; check with venue
   * Equipment insurance; in case servers are stolen
 * Debian tartan? kilts cost lots of money; several local team members have said they'll go for kilts

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[[Category:DebConf7]]