DebConf17/Meetings/2017-07-16

Present: abdelq, tvaz, taowa, valessio, lavamind, pollo

1. Venue / accommodation

• Still looking for powerbars and extension cords ...
  • Worst case scenario we'll buy a bunch
  • [ACTION] pollo, taowa to check for rental prices
• Onsite overbooking: we found enough people among self-paying folks to move to RVC, so the situation is now under control
• [ACTION] lavamind to arrange to rent a couple of boxes of blankets from Red Cross
• [ACTION] tvaz to add to wikipage where to buy cheap sleeping bags
• Final numbers at the hotel: 3 rooms!

2. Food / alcohol

• Le Dîner haven't found someone to serve alcohol the during DebConf. They have someone to work during the conference party at the tower. We need to find another person for that day as well.
• [ACTION] Pollo to contact Guillaume Legault \& others for the alcohol contract
• Jerome to send tvaz contacts for the bar service during the conference
• [INFO] Serving beer on tap IS VERY HARD
• [ACTION] tvaz to contact the catering company recommended by the Tower for beer \& wine (permis de vente no profit)

FINAL MEAL SCHEDULE: ([ACTION] tvaz to add that to the wiki)

• Breakfast 7h45-9h45
• Lunch 13h00-14h30
• Supper 19h00-20h30

• [ACTION] tvaz to check what's the permis we have for each date and write down in the wiki.
• [ACTION] pollo to contact Benelux and check beer situation

3. Content / OD

• valessio added OpenDay event on FB and Meetup
• twitter account @debconf need update/posts?
• The talk schedule is still WIP
  • There is CSS work to do on that page
• Ad-hoc activities probably go to a whiteboard or chalk board or on a glass pane @ FD

4. Registration / FD

• Ordering supplies (from Amazon)
  • Shopping list: https://storm.debian.net/shared/O_wnxU9l5SU8nTMzZ3Aztqb8f-hSGnRDKckrghFJbzw
• Welcome document
  • OPUS + weekly pass (people should keep the receipt in order to ask reimbuserment)
  • [ACTION] lavamind to start work on the welcome document this week
• Volunteer system
  • abdelq did a large push today already
  • there is still work to be done
  • we'll be able to test it out tonight
  • abdelq gives us a demonstration \o/
• Misc
  • House rules for accommodation? consider a separate document for onsite sleepers
  • Do we still do the "themed" rooms (eg. late sleepers \& early sleepers)?
    • Will decide within room assignations team w/ nattie

[ACTION] lavamind to add tvaz to the registration alias [ACTION] pollo to add search & details to the Food view in wafer admin

5. Artwork

• [ACTION] pollo to call Mexican t-shirt supplier to be sure we'll have them in time
• [ACTION] valessio to produce the video loop
• [ACTION] valessio to prepare the attendance certificate from last year's template
• [ACTION] valessio to make a dc18 cube
• badge is simple and ready
  • lanyards and plastic sleeves are ordered
  • [ACTION] pollo to arrange printing \& cutting and will take fil as helper
• The team is OK to turn down SFL offer to make custom t-shirts with our logo + SFL logo

6. Visa

• The reminder was a good move, several people woke up because of it
• At least 5 people have been turned down, probably many more

7. Daytrip

• Email to Parc Maisonneuve, waiting for an answer, but everything seems easy
• [ACTION] tvaz to ask Le Dîner if it's ok to serve the souper over there that day

8. Childcare

• lavamind following-up on this
• Three kids confirmed (two families)
• Our insurer requires police background checks but Mtl Childcare Collective doesn't do them for political reasons
  • We don't want to oblige them to go through with background checks so we'll accept not to have official insurance
  • We will make sure with parents that all planned activities with the kids are approved

9. Misc

• C\&W party, any news?
  • Nicholas started a wiki page and planning is ongoing
• DC17 A-H team: anything we locals need to know/help?
  • The team had a meeting last week, we discussed preparations for the conf, upcoming BoF and the next meeting
• Watch Streaming on web video page
  • The same the last conference #DC16 on click room url

10. Next meetings

• Friday July 21st at 13h00 at Maisonneuve
• Wednesday 26th at 13h00 at Maisonneuve
• July 30th at 10h00 at Maisonneuve

Actions summary

• lavamind to arrange to rent a couple of boxes of blankets from Red Cross
• lavamind to start work on the welcome document this week
• tvaz to add to wikipage where to buy cheap sleeping bags
• tvaz to contact the catering company recommended by the Tower for beer \& wine (permis de vente no profit)
• tvaz to check what's the permis we have for each date and write down in the wiki.
• pollo, taowa to check for powerbar & extension cord rental prices
• pollo to contact Benelux and check beer situation
• pollo to contact Guillaume Legault \& others for the alcohol contract
• pollo to call Mexican t-shirt supplier to be sure we'll have them in time
• pollo to arrange printing \& cutting badgers and will take fil as helper
• valessio to produce the video loop
• valessio to prepare the attendance certificate from last year's template
• valessio to make a dc18 cube
• tvaz to ask Le Dîner if it's ok to serve the souper at Daytrip in the park