DebConf7/Meetings/Minutes/2006-10-30

Timeline for DebConf8 location decision

• Timeline: bid submissions until 31 December, questions to bids until 31 January, decision to be made by 8 February. This timeline should only be delayed if none of the options presented at a given stage would work.
• If there is some delay we can't avoid and we run into March, this still gives enough time for DebConf8 people to get involved in DebConf7.
• Bids should be submitted by sending a message to debconf-team, with full details to be posted on wiki.debconf.org.
• Holger will announce this timeline/process to debian-devel-announce, debconf-announce, times.debian.net.

Local team report: venue

Report from Moray:

• We got an official quotation (£15800) from Teviot based on our requirements.
• The price could vary, depending mostly on the final canteen/bar opening times we agree, but a big increase is not expected (it might go down).
• This included an invoice for a deposit (£1500), which we should now pay.
• We are now happy to announce the venue/dates.

Local team report: accommodation

Report from Jon:

• Hasn't been much done recently, but they plan to work on this now the dates are fixed.
• We have lots of information about nearby hostels/capacities/prices, but we want to get a discount for a big booking.
• We have a proper quotation from one hostel so far; we should get more and compare prices.
• The Venezuelan team offers to help in this area if they can.

Sponsorship team report

Report from Steve:

• Sponsorship work ongoing.
• Had useful chats at Linux Expo in London this week, with IBM and some interested local companies.
• Currently targetting £90 000 budget for the conference, plus travel sponsorship money.

Timeline: CFP, registration, travel sponsorship

• Call for papers and open registration on 12 November.
• We need to decide travel sponsorship by about 15 March (maybe spread over two meetings) -- this would be three months before the conference, still time for people to find cheap flights.
• To make this possible, we need to close the call for papers for sponsored stuff by mid-February, review papers by the end of February.
• For now we'll announce the CFP will close 31 January. This gives us some flexibility if it's needed.

Plans for announcement of conference to developers, press, and of Debian Day to local press, users

• Moray will make sure we finish writing an announcement, and send it out tomorrow.
• The announcement needs to be fine for press to see, i.e. include enough information they won't misreport things or link to an announcement that isn't appropriate for outsiders.
• The CFP should definitely go to the press as well as developers.
• DebianDay should be announced separately to the UK/Edinburgh press (nearer the time, but we can also pre-announce now).
• We should also announce DebConf and DebianDay to appropriate LUGs etc., where we have contacts (not spamming).

Any other business

• Holger suggests getting LiMuX to come to DebianDay, pointing out that Edinburgh is twinned with Munich (as well as with Vancouver).

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