DebConf14/Meetings/20140520

Meeting at Portland State University at 6:30 pm PST on 20 May 2014 We were hosted by Dr. Bart Massey at Portland State University to meet and work on DebConf14 necessities.

Roll Call

Present:

• Gerald Turner
• Benjamin Karensa
• Kees Cook
• Bart Massey
• Steve Langasek
• Patty Langasek
• Tony Mancill

Status Report on Attendee Registrations

• Per Steve, we are approximately 5% under projected expected. Standard Deviation and correlation were not provided.
• Registration is open in Summit

Status Report on Summit

• Registration is open. Authentication issues with Alioth not integrating SSO as well as expected, but should be sorted out now. No current issues or complaints.
• Sponsorship is now closed. Application cycle is finished and bursaries is working in Summit to rate the candidates for sponsorship.
  • Process to end originally 23 May, but likely going to be wrapped up 25 May 2014.
  • Steve is going to be out of town so can't provide reports after 24 May. But, Kees has access to everything and can help bursaries team in issues.
  • Steve will address reports before leaving to ensure most is completed, but Kees will handle last-minute requests and priorities.
• Hacking needed for Reporting Sponsorship
  • Current requests from FAW:
    • Statistics and summaries
    • CSV export
    • At-a-glance grid for ranking priorities
    • Recording in summit sponsorship approval?
• Steve made a call for helping with Summit over the next week.
  • Steve will put information for hacking on the mailing list for those who are available to help with hacking over the next 2 weeks.
• Hacking needed for Call for Papers
  • Volunteer to help Steve - Kees
• Hacking needed for Front Desk
  • Roommate change requests:
    • Associate roommate request with sponsorship table. Once sponsorship is closed (now), roommate information cannot be requested through PSU's interface.
    • As a result, roommate requests are needing to be manually added directly in the database.
  • Registration team needs to be able to directly register people without creating accounts in Alioth.
    • Don't want children registered in Alioth.
    • Discussed possibilities to get around non-attendee registrations to ensure correct headcount without requiring difficult hurdles.
    • 3 records need to be created/maintained with each registration. Manually doing this is a non-starter for Front Desk (as it stands now).
  • Gerald Turner to help. Patty to introduce to nattie.
• iCal feed in Summit?
  • There is support today. Steve has been asked for penta xml support and xcal.

Actions

• Kees to help with Call for Papers for Summit
• Gerald to help with Front Desk Summit hacking.
• TODO: iCal feed and xCal feed.

Local Information in wiki

• Tony to talk to coworkers about putting up local PDX stuff.
• Picture walk through to get to PSU from airport via MAX - Bart will help.
• Due Early - mid August
• Update outdated information as we find it!

Network Status

• Kees has not heard back from Tamarack. Originally told we have 15 public ports. Everything sounded fine to PSU IT for running as many ports as we intend to.
• Still waiting for testing opportunity.
• Need wireless infrastructure hardware; need 3-6 access points.
  • Borrow from PSU? Ask Jonica, Dave Burns, etc. Bart to get Kees in touch.
  • Borrow switches from Free Geek?
  • Borrow equipment from Tony's employer?
  • We need to control and set up ourselves.
  • Need wired and wireless access capabilities.
  • Patty to get equipment list from Phil Hands.
• Network Team

Actions

• Steve to give volunteer options for networking
  • Phil Hands
  • Micah
• BKarensa volunteers to help Kees, too.
• Find a way to get equipment/put out a call for equipment.
• Call for Equipment by July - what we don't have accounted for needs purchased.

Open IM regarding taking payments

• Currently have 6% credit card transaction fee. On amounts we're discussing, the percentage could have a very dramatic impact on our coffers.
• Paypal is not supported by SPI currently, but there are general concerns about it.
• Stripe?
• Square?
• We do NOT want to handle payments through Front Desk if at all possible.
• Dead link on Donations page currently.
• Let Europeans pay to local European non-conversion currency for donations and payments, so there isn't interference with banking system.

Actions

• Kees to get in touch with Stripe to get information about click and pay.
• Need to update dead link on site and maintain it.

Backup Venues for Conference Dinner

• Conference Dinner Park Rental - Bart
• Conference Dinner at OMSI?
  • Bart says to email Kristi about possibly getting a good deal through OMSI.
• Kees to talk to a few people about indoor options, too.

Actions

• Steve handshaked into OMSI, to find out possibilites.
• Kees to send further OMSI contact information to Patty for investigation and quotes.
• Kees to talk to others about more indoor options.

Walk through of DebConf for local volunteers/organizers

• Next month, simulate conference.

Next Meeting Date

• Need to meet more frequently, possibly every 2 weeks to end.
• 3 June 2014, Lucky Lab SE, 6:30 pm
• 17 June 2014, Lucky Lab SE, 6:30 pm