DebConf7/Meetings/Minutes/2006-09-09
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[edit] Debconf 7 local team meeting
9th September 2006
Present:
- Stephen Quinney (steveq)
- Steve Kemp (skx)
- Moray Allan (moray)
- SteveMcIntyre (Sledge)
- Kevin Campbell (kevc)
- Mark Brown (broonie)
- Neil McGovern (Maulkin)
- Steve Gran (sgran)
- Mark Hymers (mhy)
- JonDowland (Jon)
- PhilHands (fil)
- Pete Nuttall (psn)
Chair: none
Minutes: Jon, mhy, psn
[edit] 1. Teviot
- PROVISIONAL times: Saturday 9th June -> Sunday 24th June
- 9th : Setup
- 10th -> 15th: Debcamp
- 16th : Debian Day (arrivals for debconf)
- 17th -> 23rd: Debconf
- 24th : Leave and teardown
- ACTION: kevc to contact Teviot RE: 9th,10th
Will pay deposit once company is set up (see 8) - finalised times to be announced within one week of meeting
- Agreement was talks from 17th -> 23rd; not including 20th
- 20th is no talks; may be day trip
- Cleaning needs to be arranged. Can we just pay Teviot to sort it out themselves?
- 24 hour access
- Do we need the whole building?
- Conference badges needed for ID
- Need to pay security guard (GBP 8 per hour)
- What staff are Teviot providing?
- Bar staff
- Kitchen staff
- Security staff
- Manager on site?
- 30ish rooms in Teviot
[edit] 2. Food
* we'd like to use vouchers; up to amount of money per voucher
- estimate 4 per voucher?
* People can pay extra over that amount * buying in bulk in advance should mean discounts * Times for canteen; lunch/dinner * Lunch 12pm - 2pm * Dinner 6pm - 8pm * Prices; estimate 8pppd; gives us about 25600 for debconf
* 2800ish for debcamp
* not including formal dinner (see item 7) * Vegetarian / Vegan options * Where can people eat? Canteen only? * Teviot's attitude to bringing in food (hack snacks)? * Should we use 1pppd of food budget to buy these in ourselves cheaply?
[edit] 3. Local team
* People as present * Need front desk presence * Need contact details for 'on-call' person * More Edinburgh-local people will be involved later
[edit] 4. Accommodation
- 400 people; probably need to put 350 in hostels
- Hostels c.GBP12pppn (per person per night) commercial
- Probably 10pppn with discount
- Two hostels 150/200 people each
- Estimate: GBP28000 for debconf
- How much for Debcamp? GBP4200? Estimated 50 people on average
- Suggestions for other non-sponsored hotels; maybe talk to them for possible discounts
- ACTION: Check suitable accomodation for people in wheelchairs: kevc
- ACTION: contact hostels: Maulkin
[edit] 5. Travel
* Past spending: Debconf 6: requested: USD77000, granted: USD53000 * Find out maximum subsidy we're willing to pay from each country / city by looking at costs of budget airlines * Once information is found, give to Orga team for further consideration
[edit] 6. Networking
* mhy and sgran to do local co-ordination * ACTION: kevc to get building plans from Teviot and send to mhy * QUERY: Can we use Teviot's infrastructure * Need to get all this in writing from them in case of problems * ACTION: mhy to estimate switch, cabling requirements * ISPs * Blackcat * Blueyonder * uni connection (JaNET) a no-go due to AUP * mhy to liaise with Ganneff for orga team * mhy to talk to ho1ger about wireless access points * Server room * QUERY: Where does the cabling come back to? * Thick walls; many APs * QUERY: PAT testing? * QUERY: Need to double check cabling is OK. * equipment traditionally obtained/loaned free * bandwidth requirements * 10Mb/s min, as symmetric as possible * video team want 3Mb/s up
[edit] 6. A/V Provision
* Rigging is there already
* QUERY: Can we use their projectors or can we bring in our own ones?
* Two tracks:
* Debating hall (top floor): 250 people
* Smaller talk room: 150 people
* Screen
* Projector
* ACTION: Find a PA and mixing kit - Maulkin
* Video / audio desk area
* BOF space - everywhere else; no AV provided
* Bar has a fixed AV thing - might be BOF suitable
* high quality AV is desirable
* sound the biggest problem in past confs
[edit] 7. Social events / things to do
* Ceilidh
* Conference dinner
* Thursday 21st
* (Maybe) only if someone sponsors it specifically
* Estimated GBP10000: 25pp * 400
* ACTION: List of general interesting things to do - Moray
* Maybe place on a board at entrance
* webcam pointing at board (sync w/ online)
* Day trip
* Do we want to pay for buses etc?
* Distillery
* via some other place?
* Dungeons
* Castle
* Zoo (penguins)
* ACTION: Who to look at ideas for day trips? kevc to find someone
* Only if paid for by a sponsor
* Disabled access / travel
[edit] 8. Finance / Sponsorship / Organisation
* estimated final figure: 91K + travel => 120K GBP (rough)
* Jon has a shortlist of potential sponsors to be contacted
* DC7 corp
* directors: Sledge, fil, Maulkin
* use fil's accountant (who will arrange auditing)
* ACTION Maulkin: incorporate/setup company
* AJ has good experience from LCA; wants us to try new things
* what do sponsors get for their money (compare: summer of code)
* sub-let room(s)?
* charge + bursary?
* low bursary application rate; dissuade people
* quick turnaround for offering bursary (for flight booking etc.)
* consult orga team
* corporate rate
* suggested 500 would be easily acceptable to corps
* ACTION Maulkin: talk to bdale about feasibility
* consult orga team
* note that our figures include accom. + food, most confs don't
* hacklab whiteboards: bugs to fix and hacking ideas go on, coordinated working
* sponsored prizes for productive hacking / goals being met?
[edit] 9. Miscellaneous points
* No smoking in enclosed spaces in Scotland; need to warn people about this
* Information TVs
* Misc expenses
* Vans/Transit, fuel
* DV tapes
* posters
* T-shirts; Design for them
* distinct orga Ts; possibly distinct volunteer Ts
* t-shirt printing potentially cheap in Mexico
* Plastic bags (from sponsors?)
* Contents: see wiki
* in particular, a UK plug adaptor
* 1.50GBP estimated bulk purchase cost
* can we get them tested/EEC approved?
* Insurance
* Liability insurance; check with venue
* Equipment insurance; in case servers are stolen
* Debian tartan? kilts cost lots of money; several local team members have said they'll go for kilts
