DebConf13/Meetings/20121022

DebConf team meeting, Monday 22. October 2012, 18h00 UTC, #debconf-team on irc.debian.org

Date / Time

Monday 22. October 2012, 18h00 UTC

 $ date -d '@1350928800'

Meeting length: maximum one hour.

Meeting preparation material

• Budget draft is in debconf-team
  • dc13/finance/budget_dc13_draft1_lecamp.pdf
  • dc13/finance/budget_dc13_draft1_interlaken.pdf
• DebConf13/VenueComparison
  • pocock has provided a spreadsheet for fundraising and both venue's expenses
  • Interlaken
    • Interlaken info page with different possible venues
    • Interlaken bid checklist page based on Bamler's hostel + Jungfrau Park
    • Quotes and other resources in SVN

Agenda

Introduction

• Who will publish a summary to the mailing list?

DebConf12

• Final report status
• If DC12 team present: Bags all sent? Anything else remaining to be done? -- If DC12 people not present, who will contact them to check on these points?

DebConf13

• Budget
  • Status update (rafw,hug)
  • Quick opinion-gathering on ruling in or out some budget-reduction options:
    • Accept or rule out general registration fee?
    • Accept or rule out money-raising by "bed upgrades"?
    • Accept or rule out reducing overall length of DebCamp+main DebConf?
    • Decide now that probably won't pay for some/all meals?
    • Decide now to reduce expectations on paying for attendee accommodation?

• (gaudenz, bremner) Travel sponsorship -- are we following the proposal to do it at a better time this year?

• Fundraising -- we are now late
  • Sponsorship brochure status (gismo)
    • Ready to be sent out?
  • Report from Raphael and anyone else?
  • Who will arrange a sponsorship team meeting and follow up on the points listed below?

• Venue options update
  • LeCamp (heiserhorn)
    • Any news since last list update?
    • Q&A about the contract, make everyone up to the same level of information
    • What would need to change to make the Le Camp contract acceptable to the whole team? (Cost / payment deadlines / flexibility?)
  • Interlaken (pocock)
    • Status update (negotiations, budget, …)
    • Friday, 26 October visit:
      • Who is going? (pocock, holger, gaudenz, hug, ???)
      • What should those on the visit be looking for / asking about?
      • What are important points to discuss while there?
  • What other options can be investigated? (Gaudenz suggests Fiesch and Melchtal)
  • How to proceed
    • Timeline, Decision cirteria

• (gwolf) Penta replacement
• Website status/volunteers
• BSP / Le Camp visit
  • Who is coming? We should try to have as many debconf-team members present as possible.

Items for list threads

• Fundraising
  • When is next sponsorship team meeting?
    • List of sponsors ?
    • Subsidies from Swiss cantons/tourism marketing agenices
    • what documents and statistics can we show to prove that DebConf is a desirable thing to have? These agencies want to know the bottom line: how much money 300-500 geeks will bring? Can anyone provide documents or statistics to support this?
    • we agree to make formal applications to multiple locations in parallel? Who is authorised to submit the applications? Can't have overlap, etc
• (darst) Can someone from dc13 write up and explain what we talked about (in private messages) about debconf13.ch, mainly about money?