DebConf15/Germany/HD contract

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[edit] DebCamp

[edit] Notes

  • Do we all need to be members [of the Landesverband]? Does our e.V. need to become a member? (I think that was waived, but it's not in the contract). -- RichiH (talk) 09:32, 28 April 2014 (UTC)
    • Just the e.V. needs to become a member of the Verband, and it's waived for the kick-off meeting.Madduck (talk) 09:49, 28 April 2014 (UTC)
  • Absolutely no alcohol on premises? Will this be waived for DebConf proper? -- RichiH (talk) 09:32, 28 April 2014 (UTC)
    • No alcohol to be brought onto premises. There will be beer and wine. And yes, I've already specified that we need an exception for the Cheese & Wine BoF (see below). Madduck (talk) 09:49, 28 April 2014 (UTC)
  • § 3.4 of their AGB gives them the right to back out 4 weeks before conference due to "unavailability". This is a standard clause e.g. when there's a fire, but I feel it ought to be clarified. Madduck (talk) 11:33, 29 April 2014 (UTC)
    • There will be a clarifying clause that this is limited to "force majeure" Madduck (talk) 13:52, 30 April 2014 (UTC)

[edit] DebConf

[edit] Notes

  • Avoid 5€ fee for sponsored attendees, e.g. by checking them in ourselves.
    • They argue that individual preparation is the expensive part, not the check-in, hence they want 5€ for everyone
  • All keys must be returned by 10:00, which is a bit unrealistic. Should be talked about.
    • No chance to get this changed, but it's also not that bad.
  • Can we provide our own coffee? (e.g. if we get a sponsor…)
    • They will discuss this internally, maybe a model can be found by which we pay them some flat fee or a percentage of sales
    • There is the possibility for big thermos containers with coffee/tea that are free for everyone Madduck (talk) 13:59, 30 April 2014 (UTC)

[edit] Old notes / done

  • High up-front payment (in June 2015)
    • Reduced to 50.000 € payable mid-June 2015 Madduck (talk) 13:59, 30 April 2014 (UTC)
  • Band in courtyard/basement, Our own music in the disco?
    • Given four weeks notice, we can open the disco (and play our own music) for two nights
    • Also four weeks notice, we can have bands either in the courtyard or in the disco, and we can use the equipment they have
    • They have two digital pianos which we can use as well, e.g. for a BoF room, or a band Madduck (talk) 13:59, 30 April 2014 (UTC)
  • Check-out possible after 10:00?
    • They are well aware that this won't work. They just want to get started. Final walk through the premises around 12:30 or so. Madduck (talk) 13:59, 30 April 2014 (UTC)
  • Can bistro stay open longer? Can we influence the selection?
    • Bistro stays open while there are sales. They will consult with us on selection, but they reserve the final word due to supplier agreements etc.
    • It's possible that we add 2–3 products to the selection if we bear the risk ourselves. Madduck (talk) 13:59, 30 April 2014 (UTC)
  • When can we set up HD III?
    • Friday afternoon
  • Change the date for the C+W party / make it flexible
  • They still reserve the two rooms for walk-in guests, this should be topicalised again
  • The name needs to be changed.
    • Done in latest Zusatzvereinbarung, leaving here until contract is new Madduck (talk) 14:48, 7 July 2014 (UTC)
  • We need a new contract with the lower up-front payment.
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