DebConf16/Minutes/Archive

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DebConf16 planning meetings until (but not including) 24 June 2015

- - -

Date: 2015-05-27 Chair for this meeting: indiebio

  • Budget

ACTION: nkukard to get an early budget nkukard and madduck have a meeting on saturday to go over the budget and the ledger stuff Email response to team by next Wednesday:

  • Design

ACTION: tammy to send the .svg file, modified to include 'DebConf' instead or in addition to Debian. Tammy is busy with book deadlines at present. superfly to help with sourcing open source font(s)

  • Brochure

ACTION: wendar to talk through the latest changes madduck to critique it. Note sections to add from a long ago discussion: - add to the benefits that we microblog every sponsor with logo - child care might be a perk of interest, might need discussing (current visa issues, should be improved by next year) - the currency exchange rate thing needs to be decided - and the levels gauged indiebio's thinking about sponsor perks possibles: 

- VIP sponsor dinner - discuss the challenges, what would corporates want from Debian? No jobseekers, no distractions, just getting down to business.

- Include list of possible ideas, and ask sponsors to indicate what they value. No costs attached, and state clearly that as these needs additional planning and cooperation from the sponsors, they are not guaranteed, T's and C's apply.

  • Sponsor list

Table: on git, wendar to make into an overview table. Sponsor contacts have separate files to maintain history. nkukard's been adding contacts

  • Accommodation

contracting - pending food - some residence - breakfasts? clare@appetitecatering.co.za for lunches and snacks? dinners - at the venue? the Riverclub is keen, but hard to beat UCT's prices.

  • Conference schedule/attendee app: giggity?

Other: include refs (and update these!) https://wiki.debconf.org/wiki/Previous_Debian_Conferences or http://en.wikipedia.org/wiki/DebConf

- - -

Date: 2015-04-22 Chair for this meeting: nkukard

The bid page: https://wiki.debconf.org/wiki/DebConf16/Bids/Cape_Town IRC channel: #debconf16-capetown Meeting minutes: http://whiteboard.debian.net/9fcb2.wb Team roles: https://wiki.debconf.org/wiki/DebConf16/LocalTeamRoles Timeline: https://wiki.debconf.org/wiki/DebConf16/Timeline

  • Timeline 
 - Hows it looking, are things still on track? anything lagging?
  • Budget: nkukard 
 - Report back
 [todo] nkukard still to get in contact with madduck, maybe weekend of the 25th
  • Finances & stuff 
 [ongoing] tumbleweed and nkukard to investigate money stuffs
  • Accommodation: indiebio 
 - Report back & update on any developments
 [todo] indiebio to harass them personally
 [todo] we need to put deadlines on our timeline for payment & confirmation


  • Sponsors indiebio,wendar (nkukard: budget) 
 - Report back
 # wendar and madduck were working on a draft to make things easier than previous years
 # nkukard requested to join project
  • Logo / Design Brainstorming: superfly, indiebio, tammy 
 - Report back
 # superfly + tammy to collaborate --> 2 or 3 concepts to present at the braai
  • Website: superfly 
 - Report back
 # superfly + tammy to collaborate


- - -

Date: 2015-04-15 Chair for this meeting: nkukard

The bid page: https://wiki.debconf.org/wiki/DebConf16/Bids/Cape_Town IRC channel: #debconf16-capetown Meeting minutes: http://whiteboard.debian.net/9fcb2.wb Team roles: https://wiki.debconf.org/wiki/DebConf16/LocalTeamRoles Timeline: https://wiki.debconf.org/wiki/DebConf16/Timeline

  • Timeline 
 - Hows it looking, are things still on track? anything lagging?
 # on track, Wendar updating the page
  • Budget: nkukard 
 - Report back
 [todo] nkukard still to get in contact with madduck, maybe weekend of the 25th
  • Finances & stuff 
 [ongoing] tumbleweed and nkukard to investigate money stuffs
  • Accommodation: indiebio 
 - Report back & update on any developments
 [todo] indiebio to harass them personally
 [todo] we need to put deadlines on our timeline for payment & confirmation


  • Sponsors indiebio,wendar (nkukard: budget) 
 - Report back
 [meeting] -sponsors meeting next week Tues 2015-04-21 @19:00 UTC
 [todo] indiebo,wendar,nkukard to look at the brochures of the past years, make our own plan, resonate it on IRC and then bring it to the -sponsors meeting
  • Hangover156: nkukard, madduck 
 - Report back
 [todo] nkukard to email -team
  • Braai 
 - 9 May (not mother's day): hodgestar, confluence, indiebio, nkukard, tammy, superfly + mrsfly + 3 miniflies (ages 5.5, 2.5 and 0.5)
 [todo] everyone, I need partner details and ages of kiddies, thanks -nkukard


  • Logo / Design Brainstorming: superfly, indiebio, tammy 
 - Report back
 # superfly + tammy to collaborate
  • Website: superfly 
 - Report back
 # superfly + tammy to collaborate

- - -


DebConf launch at CLUG, Tuesday 14 April 2015, websites to walk through:

The bid page: https://wiki.debconf.org/wiki/DebConf16/Bids/Cape_Town IRC channel: #debconf16-capetown Meeting minutes: http://whiteboard.debian.net/9fcb2.wb Team roles: https://wiki.debconf.org/wiki/DebConf16/LocalTeamRoles Timeline: https://wiki.debconf.org/wiki/DebConf16/Timeline

  • Sponsor meeting TONIGHT (for DC15, but also meet global team) on IRC: #debconf-sponsors@irc.oftc.net, 20:00 UTC. It is 22:00 SAST, as far as I am aware of.

John Webb, accomm for families: Woolsack


Date: 2015-04-15 Chair for this meeting: nkukard??

  • Braai! 
- Which date best? Add your name to the date that best suits you (if all equal, add to both):

25 April (long weekend): indiebio, tammy

10 May (mother's day): indiebio, tammy

9 May (not mother's day): hodgestar, confluence, indiebio, nkukard, tammy, superfly

(I asked and the 9th is a valid option!!)


  • sponsors-team meeting, Tues 2015-04-21 @19:00 UTC



- - -


Date: 2015-04-08 Chair for this meeting: indiebio

  • Sponsor discussion:

http://whiteboard.debian.net/DC_sponsor_Q.wb

  • Design discussion:

http://whiteboard.debian.net/Design_q_dc16.wb

  • Conference Management Software 
- Progress?
  • Venue questions: 
- NEB: "Ayesha Dalwai, our Departmental Manager, is wanting more information regarding this conference, i.e.  what would the Foyer be used for and how much of the time over that two week period would it be used?  Would it be exclusively for teas and lunches or more than that?  Why are so many venues required?  Would the Leslie Building not be a better option?"

The foyer would be used in much the same way students use it now: for small group discussions and groupwork. We do not require exclusive use of the areas. I imagine there would be about 100 people at any given time? It would be used continuously throughout the two weeks. It would be used for more than teas and lunches. It would be used for registration, although we might use a dedicated lockable room for it.

The main reason we aim to use NEB is because half of the local team is based in EBE so we know the building and how it works. We could use Leslie, but don't know it as well. As most of the delegates are engineers we just felt more at home in the NEB rather than Leslie, to be honest. We require a few meeting rooms for dedicated break away 'hack' sessions where project teams work on challenges, similar to engineering work meetings currently scheduled in the NEB.

- - - Date: 2015-04-01

Chair for this meeting: ???

  • Dates 
 - Finalise dates for dc16 by dc15. - DebConf, DebCamp, DebianDay. Can we do this now already?


  • Meeting Time 
 - Discuss moving the meeting 1 hour earlier - agreed. (Same time for summer savings, hour earlier for SA)


  • Website: <not discussed> 
 - colour scheme: ginggs and indiebio was joking around to have a colour wheel, so each user can choose their own background and text! It can be done with javascript, but I guess it's up to the website people... might get messy?
 - madduck asks: do you guys already have a way to track requirements and wishlist items to investigate with wafer or symposion?
 - registration: each person on their own, or families or partners could register themselves just once?
 - discuss: decoupling the cms from the website: http://opensource.com/business/15/3/decoupling-your-cms

overheard: (I understand that you don't want to manage accomodation payments through the Verein, and hence I won't ask for a combined invoice, which would be great for us but a hassle for the orga) - we could manage this with a small fee for the admin (which would probably go towards payment costs, not people!)

- - -


Date: 2015-03-25 Chair for this meeting: nkukard


  • Timeline 
 - Things are looking good for now, we'll add to it as we go along
  • Budget: nkukard 
 - Postponed till end of month
 [todo] nkukard still to get in contact with madduck
  • Accommodation: indiebio 
 - Report back
 [todo] Have a local team meeting over lunch at UCT catering
 [todo] indiebio to explore contracting with Phelo
 [todo] (later) explore how enforced the no-alcohol policy is for mature people.
  • Sponsors 
 - Report back
   - indiebio read through the DC15 sponsors brochure and it looks good
 [todo] indiebio will look into the sponsor brochure and touch base with madduck after Easter. indiebio is also going to ask her lawyers about the payments.
        - 200k budget EUR, one platinum sponsor, indiebio mentioned 1/10th
 [todo] cate suggests we get a meeting with -sponsors to finalize levels and perks: email interim questions to debconf-sponsors-team@lists.debconf.org 
 [todo] wendar, superfly & volunteers then to work on the text
 [todo] cate suggests brochure should include ZAR and EUR/USD prices
  • Hangover156: nkukard, madduck 
 - Report back
 [todo] madduck to send email to list about it
 [todo] nkukard to poke madduck about the above

 - Report back
 - Potential colour scheme: http://pbrd.co/1Bo7X29
 [todo] tumbleweed to bug his designer
  • Website: superfly 
 - Report back
    • Conference management systems 
 [todo] superfly to mail list about getting a wafer instance up and running
 - We need to organize a meeting for the site, including wafer vs. summit ... etc

[todo] list pro's and cons of different conference management systems and add collaboratively before and during meeting, ref https://da.etherpad.mozilla.org/conf-mgmt-software-advice [todo] tumbleweed to find previous comparison done by debconf (before wafer existed). Use that as base for refresh/new? comparison 

 - wendar's list: https://da.etherpad.mozilla.org/conf-mgmt-software-advice

[todo] wendar & tumbleweed will spin up an instance of symposium to check it out


Other/General 

 [todo] meetbot minuting stuffs? - nkukard and indiebio to take offline
 - we're announcing dc16 at the CLUG meeting on 14 April: what to mention? teamroles, timeline, general overview. For people who want to help, but not sure how, can start by joining the debconf-team email (DC15 organising) and irc (#debconf-team) to see what's going on

- - -

Date: 2015-03-11 Chair for this meeting: indiebio

- - Topic cut-off times on left - -

  • General

[todo] meetbot/ tibit minuting stuffs? - nkukard and indiebio to take offline Channels and mailing lists the team should be on: 

  - mailing list:debconf16-team@lists.debian.org, debconf-team@lists.debconf.org
  - IRC: #debconf16-capetown, #debconf-team
  • 00:02 - Timeline: # no lead yet - no one looking into this as is quite early

https://wiki.debconf.org/wiki/DebConf16/Timeline 

 - Report back: Progressing well
 - Has [inprogress] [todo] [done], need more structure in terms of who is responsible, next actions needed, in a visually sensible way.

[todo] indiebio to compare timeline and DCx stuff, maybe take offline with wendar as lead? 

 - Use this timeline and/or LocalTeamRoles (https://wiki.debconf.org/wiki/DebConf16/LocalTeamRoles) to give a rough outline of jobs and places people can get involved in by early April.
  • 00:04 - Budget: nkukard 
 - Report back
 - No feedback yet. Waiting for end of March when things have calmed down to get madduck to show me what he has (it should be complete by then).
 - Observing DC15 budget, currently in approval phase (madduck)
  • 00:09 - Accommodation: indiebio 
 - Report back: Finally made contact with UCT Accommodation, phelokazi.mbebe@uct.ac.za. Response generally positive.
 - Catering has to be included in accommodation. Options (2015 prices, pppd, VAT incl): Breakfast: R46.00 Mid-morning snack: R26.00 
   Lunch: R51.00 Packed Meals (Lunch & Dinner) R66.00 Dinner R56.00 Braai: R138.00
 - Concern: no alcohol policy in residences. Hope to work around this with good behaviour, possibly breakage deposit?
 - Concern: no family accommodation on (upper) campus. indiebio will investigate other UCT options, e.g. All Africa House. Guesthouses close by also an option.
 - Email discussion: link: https://lists.debian.org/debconf16-team/2015/03/msg00020.html

[todo] Have a local team meeting over lunch at UCT catering [todo] indiebio to explore contracting with Phelo [todo] (later) explore how enforced the no-alcohol policy is for mature people.

  • 00:14 - Sponsors: # no lead yet 
  # madduck added some todos into the brochure.tex file debconf-data/dc15/sponsorship-brochure
  # Hodgestar to send indiebio a list of sponsors contacted for PyConZA
  # We can maybe add local context to this http://media.debconf.org/dc15/fundraising/debconf15_sponsorship_brochure.pdf
 - We're working on design theme/logo before brochure.

[todo] start work on brochure end March/early April 

 - wendar, superfly volunteers to work on the text
 - We should aim to be well known to sponsors by around October/November 2015
 - The fiscal year of dc16 starts on 1 March 2016
  - madduck takes the task to bootstrap the dc16 debconf-data repo and copy the dc15 brochure there: link: ssh://git.debian.org/git/debconf-data/dc16
  • 00:23 - Hangover156: nkukard 
 - Report back on progress
 - Postponed to next DC15 meet I believe, ran out of time. Madduck said he'd a question to the team to see what they thought.
 - madduck to send email to list about it. 

 - Reportback on progress
 - Colours: Main colour? Two secondary colours (incl Debian Red)?
 - Font: previous DebConf font? Andika Basic: https://wiki.debconf.org/wiki/DebConf15/Germany/LogoContest. superfly might play with it.
 - Two logos: Square + "DebConf16 Cape Town" + whatever else
  • 00:45 - Website: superfly 
 - Report back

[todo] superfly to mail list about getting a wafer instance up and running

  • 01:00 - Other/General 
 - Debian is not mainstream, and not commercial. 
   # madduck to send indiebio a copy of his book


- - -


Date: 2015-03-04 Chair for this meeting?: nkukard

  • Timeline: # no lead yet - no one looking into this as is quite early 
 - Report back
   # nothing yet
 - How do we feel about a colab effort
   # we already doing this and its working at the moment, we can bring it up later if needed
  • Budget: nkukard 
 - Report back
   # nkukard said he's not got any progress at present, he'll get in contact with madduck as his budget doc looks pretty cool. nkukard will get in contact when DC15's budget is done and things aren't so hectic
  • Website: superfly 
 - Report back
   # Hodgestar suggested getting a wafer demo site up and transferring the skin
     # Good idea to send ALOT of wine to cate, cate says he likes this idea
     # Its a good idea to rope in cates expertise with what we choose to use, he's done massive work on summit lately
     # A system that endures many DebConf's would be a good idea
     # Front end: From a design perspective, we can change the colours, load different logo's, change the font.
     # Back end: Summit and website are a PITA to stitch together, we should probably look into making this easier
     # Works been done on wafer to make adding design easier
     # madduck mentioned if we come up with a solution that cate signs off from registration perspective and which does all the event submission and workflow stuff and allows video team workflow integration, and compiles content out of markup, I think it'll just be adopted
     # Conference management software: https://da.etherpad.mozilla.org/conf-mgmt-software-advice?
     # To investigate: Why did PyConZA abandon Symposium in favour of a home-grown solution? Hodgestar notes symposium was an utter mess but may have gotten better
     # Website and requirements to be discussed in another meeting specifically for it, table requirements ... etc. indiebo and superfly to organize?
     # superfly and indiebio to take website design offline
 - So what does everyone think?
     # Our site should support multi-day schedule views with direct links to days
 - The outcome of design involvement
     # Still pending, taken on by indiebio and superfly
     # They'll work on placeholders
  • Accommodation: indiebio 
 - Report back
   # indiebio: No progress yet - no reply to email, and the fires messed up my available time this week, sorry.
   #  we have 2015 prices, will try get more info for next meeting, we'll use 2015 + inflation
 - Question about exclusivity, do we want exclusive use of the accommodation?
   # We do, but no response received from emails above
  • Sponsors: # no lead yet 
  # Indiebio has been reading DC15 mails
  # madduck added some todos into the brochure.tex file debconf-data/dc15/sponsorship-brochure
  # Hodgestar to send indiebio a list of sponsors contacted for PyConZA
  # We're going to wait to harass people due to financial year end
  # We can maybe add local context to this http://media.debconf.org/dc15/fundraising/debconf15_sponsorship_brochure.pdf
  • Orga docs: indiebio 
  - Report back
  # Made a rough start:indiebio.co.za/blog/event-organising madduck input?
  # We should get people in sync, indiebio and madduck to discuss in
  • Hangover156: nkukard 
 - Report back on progress
  # nkukard derped and forgot to get a timeslot to discuss this at the DC15 meeting, he will contact marga and get a slot for the next meeting and report back
  • Other/General 
 - Debian is not mainstream, and not commercial. 
 - The purpose of DebConf is (Discussion needed) to showcase the uses and application of Debian related software
   # madduck to send indiebio a copy of his book
  • End 
 # Try to focus more on topic in future :)
 # nkukard to look into #meetbot and define escalation methods, e.g. next meeting, extra meeting (X prepares a status message), after-meeting discussion plus points if you implement that in meetbot

 - indiebio: May I suggest we only think of logo design during the actual meeting
   # swirl with table mountain lining or whatever, and keep the, no doubt, heated content discussion of my email for last, possibly after meeting?)
 - Recruitment
   # need designer
 - Does Debian have a typeface (Helvetica, Monospace, whatever?)
   # ask Azeem; mbanck@debian.org azeem on oftc
 - Where can I get the debian logo in, I guess, a gimp file format?
   # also ask Azeem
 - Do DebConf16 have 'social media' sites? There's IRC... What are the open source equivalents to Facebook, Twitter... How do we feel about having a twitter account? google plus? LinkedIn? facebook, twitter (@DebConf), g+ exist.
 - Is there a conf page on debian.org or is the website the only place that needs updating/maintaining? I'm assuming that our website just gets redirected from debconf16.debconf.org: dc16.dc.o will host your website, it expects the HTML in a git repo/.
 - How do people feel about blogs? personal blogs, also  http://planet.debian.org. We could have a blog page on the website, but just linking to other blogs written about relevant topics. Also, blog.debconf.org and blog.dc.o/debconf16 will be your space.
 - Press coverage page, e.g. http://debconf15.debconf.org/coverage.xhtml (or http://debconf15.debconf.org/media.xhtml)





-


Date: 2015-02-25 @19:30 UTC Chair: nkukard? (the speed runner)

Agenda: 

 - need volunteer to handle this, or colab effort
 - colab effort more than likely, to be discussed when people add stuff and we see how it progresses

 - logos are placeholders until we come up with ideas
 - will the website be optimized for mobile? if we go with the system superfly is using, yes. should look good on mobile now


  • nkukard: budget 
 - Any objections to nkukard working on the budget with madducks guidance and taking into consideration his work on it for dc15?
 - nkukard wants to import our costings into something similar for dc16
 - probably not that high costs from venue perspective
 - probably no minimum occupancy clause
 - indiebio says we should have more info pretty soon

 - Accomodation:
   - do we want exclusive use of the accommodation?
   - once we get prices we can see the cost and maybe book out the whole place,  should be around R259 (€22.74, 2015 prices) per person, per night
   - there is social space
   - are there drunklords on premises? will they bother us?
  • nkukard: hangover156 
  - Topics
     - things learnt, what worked and what did not
     - reasons to invest more time
     - getting people to stick around after dc's
  - nkukard to bring up at dc15 meeting too
  - DC15 Draft final report
    - try for 5 pages max / different formats
    - plans about a pre-DC15 sprint to document debconf?
  - nkukard added the above to his hangover156 doc
     

 - is everyone on the new ML above? if not join it guys!
 - nkukard to post minutes on both bid and new ML
 - bid ML will be closed, so join the new one quick! - madduck to ask listmaster about this

From last week:

  • sponsors...? 
 - moved to next week meeting
  • logo 
 - moved to next week meeting
  • orga docs 
 - moved to next week meeting
  • indiebio has a real IRC client! 
 - indiebio thanks tumbleweed, ginggs, confluency and "who else"
 - madduck thanks google

Other/general? 

 - Rotating meeting chairs, nkukard says it works well for him and the meetings he attends, thoughts? main goal is to keep things on track and on topic

Meeting ended @20:25 UTC


DC16 9th May Braai Please RSVP with your partners listed and any kiddies + ages so relevant arrangements can be made - 9 May (not mother's day): hodgestar, confluence, indiebio, ginggs, nkukard + mrsnkukard + 1 minikukard (ages 4), tammy, superfly + mrsfly + 3 miniflies (ages 5.5, 2.5 and 0.5), highvoltage, Mr and Mrs Robinson0

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