DebConf13/Meetings/20130425

DebConf13.ch Face-to-face Meeting Agenda - 25. April 2013

When and where

Place: Adrianos Meetingroom, Theaterplatz 2, Bern Time: 19h00 - 22h00

Agenda

Major points

(30) Registration

• Open issues
• Open registration, if this still hasn't happened until now.

(20) DebCamp

• How do we proceed with the Le Camp initial contact and negociation for DebCamp, _fast_ ?
• Who goes? When?

(10) Sponsoring effort

• Status of the Loterie Romande dossier, next steps
• Future leads

Team roundtable

Hospitality

• Pictures of Le Camp
• Travel arrangements
• Discounts for Public Transportation
• Room allocation ? When, by whom, how? (Proposal: f2f)
  • cate: I think this is one of the global tasks (like herb, talk selection, scheduling), but it need local support.
• Bar

Finances and Sponsorship

• Inflated budget status
• Handling of Sponsoring requests

Fun

• DebianDay
• DayTrip
  • CERN ?
• Debian Birthday Party
• Opening / Closing Ceremonies

Front Desk

• Need help ? When, where, how ?
  • few more local people in @registration
  • art work ("I'm going to DebConf 13")
  • [global]: we need to setup herb team
• Start thinking t-shirt, badges, etc. (design, logistic, costs, etc.)

Tech

• Status

Videoteam

• Anything needed now for that ?

Volunteers

• Hosting for pre-DebCamp ?

(10) Next meetings

• F2F
• IRC

Minutes

Welcome, presences

Present: Kevin, Alfusainey, Didier (OdyX), Arne (Y_Plentyn), Luca (gismo), Axel (XTaran), Gaudenz

Major points

Registration Status

• Penta
  • Ready for use,
  • Some bugs are pending for r1, especially for layout,
  • "Communal" is not really felt good by multiple team members with different mother tongues.
  • "Long" discussion about the survey,
• Annoucement mail
  • The crowd here at the f2f meeting is clearly in favour of the shorter version of the announcement mail, modulo the requirement to make it clear that the venue is available from Sat 10th to Sun 18th and that sponsoring is also for this period (this point is clear in the longer version), on the arguments that:
    • this will bring more people to read the wiki page,
    • a long mail will not get read in entirety anyway.
• Target date: this week-end at the latest, pretty please.
• TODO: Gaudenz to move the two existing questions from Registration to "Sponsored accomodation survey" in Penta.
• TODO: OdyX to send a short mail to debconf-team with all public information for the registration opening for one-day review.
• TODO: ???? to update the website to:
  • put the Registration page to the website or at least update it to point to the wiki page;
  • update the dates with registration deadline and annoucement for sponsored accomodation

DebCamp

• How do we proceed with the Le Camp initial contact and negociation for DebCamp, _fast_?
• Who goes? When?
• Status
  • gaudenz coordinated with hug and phoned to Le Camp today (2013-04-25).
  • Peupliers is already booked, but the rest is still free
  • Some thoughts put on how making the best possible DebCamp
  • Proposal: We rent the House Nr. 8 and Zwingli plus the main building for 1-2 days.
    • Provides space for 67 persons, 101 with the main building
    • We can afford at least 3 days of DebCamp with 20k CHF, possibly more if they agree to a better deal
    • Ask Le Camp for an offer for the whole week (from Monday) for this and see if we can afford this with 20k, if not aks for a shorter contract
    • There is no consensus among the meeting participants wheter to have a longer debcamp with less people or a shorter debcamp with more people (we can't have both with 20k)
    • Is there a possibility to make it stepwise (ie only rent one building for half of debcamp)
• TODO hug to ask Le Camp for an offer for DebCamp

Sponsoring effort

• Status of the Loterie Romande dossier, next steps
  • OdyX to send it this week-end, after short review period
• Future leads
  • XTaran will ask LUGS
  • gismo will ask (at least) the CH consultants from <http://www.debian.org/consultants/>
  • Banks?
  • Universities?
• Bags
  • Arne will go forward with the idea to have the platinum and gold logos, plus DebConf artwork and the bag sponsors logo

Team roundtable

Hospitality

• Pictures of Le Camp: solved.
• Accomodation arrangements: Hôtel du Théâtre. Solved through the /Accomodation wiki page.
• Discounts for Public Transportation:
  • Y_Plentyn will check https://wiki.debconf.org/wiki/DebConf13/Travel
  • Keep an eye on reserving the Yverdon-Le Camp bus to make sure the capacities are sufficient.
  • Keep an eye on group-booking trains (10% discount from 10 people on <http://www.sbb.ch/en/leisure-holidays/groups/group-tickets.html>)
• Room allocation? When, by whom, how? (Proposal: f2f)
  • cate: I think this is one of the global tasks (like herb, talk selection, scheduling), but it need local support.
  • Proposal from the crowd: half- or fullday face-to-face to get that sorted out with pen, paper and physical room plans: up to those who do it to decide. At least two volunteers to do that f2f.
• Bar and Kiosk
  • where? How big?
  • Michele, Michael and Benedikt are willing to act as the "bar team", they will meet to get this started
  • Gaudenz/Michele will act as a contact to the "Bar team"

Finances and Sponsorship

• Inflated budget status
• Handling of Sponsoring requests
  • herb@debconf.org, not a local thing, but that team needs to send a call for help if need be.

Fun

• DebianDay
  • rafw would welcome help there.
  • gismo will check with rafw for a *defined* plan before the next f2f meeting.
• DayTrip
  • Ideas
    • CERN - Technology
    • Creux du Van - Mountains
    • Bern Altstadt - Old city
  • Needs team which compares options by the same metrics
  • OdyX volunteers to work on it, will try to involve his cousin
  • Alfu and Y_Plentyn volunteer too
• Debian Birthday Party
  • sponsoring might be offered by someone
  • depends on DebianDay if we still want to have both on the same day
  • we need enough beers
• Conference Dinner
  • Le Camp
  • Combine with the birthday party ?
• Opening / Closing Ceremonies
  • Talks team, nothing needed now

Front Desk

• Need help? When, where, how ?
  • few more local people in registration@debconf.org?
    • Y_Plentyn & Alfu volunteer, registration@ should ask for help if needed.
  • art work ("I'm going to DebConf 13")
    • OdyX handles the communication with the artists to get those soon.
  • [global]: we need to setup herb team
• Start thinking t-shirt, badges, etc. (design, logistic, costs, etc.)
  • • Priority is designs, OdyX will get in contact Leandro
    • formorer proposed to produce them in Germany; Y_Plentyn can act as contact

Tech

• Status
  • XTaran and hug will meet Tuesday evening to discuss network stuff, kevinmoilar is happy to let them handle that.

Videoteam

• Anything needed now for that?
  • Not that we know.

Volunteers

• Q: Hosting for pre-DebCamp for attendees / organisers / etc.

A: Ask on the debconf-discuss list, you'll probably get an answer :-)

Varia

• TODO: Gaudenz and ? do geoplanning (assignment of the buildings) of the venue and put that up for discussion on -team. We have a rough idea on how to do the major things (talkrooms, hacklabs), but the details need to be sorted out

Next meetings

• F2F: OdyX doodle for a date in 2nd half of may
• IRC see the wiki