DebConf13/Meetings/minutes-20120814

When and where

• Le Camp, Vaumarcus
• 2012-08-14, 14:00

Discussion Points

Between parenthesis the current answer from le camp.

• presentation of the offer from Le Camp (let them explain how they calculated everything and what their offer actually includes)
• try to negotiate price
  • Food price is still quite high
  • Idea from IRC: cook ourselves for the first half of DebCamp (as long as we are < 40 persons or so)
  • Food as a forfait, as a price per meal or as a price per attendant?
  • Comparision (official prices without any discounts):
    • Fiesch price difference self cooking to full board: 30.-
    • Melchtal full board with normal lunch: 36.- with pic-nic lunch: 33.-
    • Sportzentrum Sumiswald: price difference bed with breakfast to full board: 33.-
• more beds / camping
  • Current status: No camping allowed in Le Camp area. Eventually install big tent for extra beds.
    • Also ask what are the reasons for not allowing camping. If it's just the fear of additional costs, we'll likely can make some deal.
  • Camping on adjectant field, conditions for food and sanitray installation usage
    • Check if there are any horizontal fields around at all.
  • What's the deal with the rooms that say they accomodate X to 2*X -- are the optional beds just the upper bunks, or are they kids beds or some such [this may already be known, so not sure it justifies a question here -- fil]
  • How many camper vans (or caravans) could be fit on the parking slots or along the path in the woods? Power-connection possible for them?
• when do we need to sign a final contract (le camp proposed end of August)
• when do we need to give a deposit and how much do we have to pay (le camp proposed a delayed payment of deposit until December 2012)
• in case we want to cancel debconf13 how much do we need to pay (le camp proposed as in the "conditions generles" :20% more than 6 month, 30% 3-6 month, 50% less than 3 month, 90% less than one month)
• define alcohol permit status (Le Camp as a non-profit private organization does not need a license), someone with more french skills should check the law.
• define how do we sell beverages and the percentage they ask (I made calculation for that but I would like to discuss with others before stating them here)

Conclusions

Here is a short summary of the most important points. We will receive the contract proposal with all the point at the end of the week.

• For 4880 CHF per night (13 night, 58240 CHF) we can have 2600 guest-nights (an average of 200 beds per day) over the whole conf duration.
  • If the total amount of beds used during the conf is over 3156, the extra beds will be charged 20.10 CHF (per night)
• Camping will be allowed on Le Camp site only if 300 people will be reached.
  • Extra people camping will be charged 9 CHF per day
• We have 2 options for food
  • Normal one, 40 CHF per day per person (breakfast, supper and dinner)
  • Lighter one, 34 CHF per day, 3 meals but the lunch will be non cooked food (ham, salami, cheese bred,..)
  • The two type can be complementary, we can have on the same day i.e. 100 normal meals and 100 light
  • We therefore can have the Debian Day on another location without having to pay food in Le Camp.
  • No for cooking on our own the first days.
• We well take care of beverage during meals and outside meals. The ask 30% of our profit (so not including the price of the beverage we pay to the supplier).
  • We have to use their usual supplier. (at least for everything they can supply, other special things might be negotiated, but no promise this will work)
  • There will be no need for alcohol license (they can already sell alcohol without license)
• They ask 20k for end december, 20k for end february and 20k for end may.
• In case we want to cancel debconf13 :20% more than 6 month, 30% 3-6 month, 50% less than 3 month, 90% less than one month (percentage of the contract we will sign)