DebConf9/Meetings

Post DebConf9 meeting, 9 September 2009, 19 UTC

• Final report status
  • Sections received so far
    • Stats and numbers
  • Sections being worked on
    • Budget
  • What else, and who else? DebConf9/FinalReport
• What's left to do?
  • Travel reimbursement status
  • Corporate sponsorship status
  • Other remaining payments, money transfers, etc
  •  ???
• Looking toward DC10
  • Status update from DC10 local team
  • Next steps; for each, discuss timeframe + people
    • pre-registration Penta hacking
    • Sponsor pack
    • Re-soliciting perennial sponsors
    • Soliciting new sponsors (esp. from NYC and the rest of US)
    • US, foreign, tech press

Global team meeting, 13 July 2009, 19 UTC

• How are we going to manage attendees paying their own food?
• Insurance status?
• Proceedings
• Day trip
• Junta HW (printer) / laminating device / duct tape / batteries / etc
• Accommodation status update
  • who does it during debcamp while Noodles is not there yet
• Budget status
  • How soon does FFIS need to start transferring money? h01ger asks: to whom
  • Handling cash at DebConf (Attendees who don't pay before start of DebConf, and also paying us for non-sponsored food from the caterer.)
  • can we sponsor more people?
• minibus renting
• People arriving on the 15th: where/when to meet?

<fill in more from past meetings>

• Next meeting - At the venue! (?)
• AOB

Local team meeting, 8 July 2009, 19 UTC

• Daytrip
• Formal dinner
• Open Day (does this meet the sponsors' requirements?)
• Paying for things in Cáceres through FFIS/cash on hand. Make sure we know how we'll do this.
• Hardware from Junta, see mails to the list (cameras, computers, printer, ...)
• Insurance status? DebConf9/Insurance
  • Ben needs a document til thursday at latest
• Printing proceedings (150 copies of 10-100 pages with color covers) -- is there a local copy shop
• Next Meeting
• AOB

Global team meeting, 6 July 2009, 19 UTC

• Accommodation
  • See Noodles' questions from on-list.
• Budget
• Network
  • decision: 1km or 1.5km cat5 cable to buy
• Conference Dinner
• Open Day
• Talk schedule
  • Andreas went VAC, who finishes it?
• Rename official+unofficial talks to something else?
  • We decided on-list to call them "DebConf" and "Featured DebConf" talks.
• Printed proceedings
• VoIP and Telefónica ? Should fil provide it for us?
• Press stuff
• Next Meeting
• AOB

Local team meeting, 29 June 2009, 19 UTC

• Security
• Daytrip
• Formal dinner
• Open Day (does this meet the sponsors' requirements?)
• Paying for things in Cáceres through FFIS. Make sure we know how we'll do this.
• Hardware from Junta, see mails to the list (cameras, computers, printer, ...)
• Sending stuff to Cáceres (madduck's email). (ed: there was an address given for server shipping on the list, will that work for here too?)
• Best time of day (and place?) for group photo? Time of day is needed to add it to the schedule.
• Insurance status? DebConf9/Insurance
• Next Meeting
• AOB

Global team meeting, 22 June 2009, 19 UTC

• Talk schedule
• Printed proceedings
• Open Day
• Making sure people have paid
• Money Tracking (making sure attendees paid, making sure we know which sponsors have money deposited in the bank accounts)
• Insurance for equipment (and liability)
• Payment for partial debconf week? (see list message)
• Fixing categories of participants.
• Next Meeting
• AOB

Local team meeting, 15 June 2009, 19 UTC

• Local updates
  • ISP/Network
  • Video Equipment
  • Venue
  • Housing (+possible overflow for extra people) (Do we have to book the entire FdS?)
  • Food (where/COSTS???) (Will the caterer take money from attendees?)
  • Visas
  • Accessibility
• Dinner (plans, costs,)
• Day Trip (plans, costs,)
• Budget updates?
• Insurance
• People who might arrive early. Can they help?
• Next Meeting
• AOB

Global team meeting, 8 June 2009, 19 UTC

• Reconfirmation progress - numbers of attendees.
• T-shirts: Numbers
• Sponsorship team report
• Accommodation and food status
• Fees status: what does "Professional" include.
• How do we bill for food or other on-site payments?
• What do we do about penta registration problems: "please select one" and maybe food category.
• Open Day status

Local team meeting, 1 June 2009, 19 UTC

• Local updates
  • ISP/Network
  • Venue
  • Housing (+possible overflow for extra people)
  • Food (where/COSTS???)
  • Visas
  • Accessibility
• Local sponsorship updates: How much more is expected?
• Budget updates! Needed so we know how much is left over for travel sponsorship...
• About local sponsor Open Day talks.
• Next meeting?
• Any Other Business
  • fil requests that the local team decides if they think it's going to be useful for him to: turn up early to help with setup, and/or hire a vehicle, and if so what sort of vehicle (car,people carrier, van), and where from (madrid, locally?), and how to organise extra drivers -- sorry I cannot make the IRC meeting -- if you don't need extra help I'll just aim for day#1 of DebCamp, but am willing to come several days earlier if it would help -- I don't speak Spanish though :-( Perhaps this should be done as a more general "Offers and requests for help" page on the wiki, to match local-team needs to people that can help supply them?

Global team meeting, 25 May 2009 May, 19 UTC

• Updates from teams
  • (Incoming) sponsorship team
  • Budget team
  • Talk selection team (one person waiting on this to be able to reconfirm)
  • Room allocation team
  • Sponsorship allocation team
  • local teams
• Budget status: estimate of how much we will be able to afford.
• Questions about Holger's trip one two / status on DebConf9/VenueToDo
• Which venue do we want to use?
• Accommodation - how much overflow will we need
• Attendee's information vanishing from penta: http://lists.debconf.org/lurker/message/20090513.215720.2b51c43d.en.html and follow-up.
• Debian Open Day
• Possibly look over DebConf9/ToDo if we have time/desire. What do we need to assign someone to work on?
• Next meeting?
• Any Other Business

Local team meeting, 18 May 2009, 19 UTC

• Local updates
  • ISP/Network
  • Venue
  • Housing (+overflow for extra people)
  • Food (where/COSTS???)
  • Visas
  • Accessibility
• Go through the points on DebConf9/VenueToDo
• Budget updates from localteam.
• See what localteam things there are on DebConf9/ToDo
• Noodles needs information on which rooms are available, in order to do room assignments.
  • Total number of beds, number of single/double/triple/etc, which buildings, which floors, (room numbers). wheelchair accessable rooms
  • Which venue will be used during DebCamp (MT from my understanding).
  • What we can do for overflow space
  • Noodles would also like a pony.
• Next meeting?
• Any Other Business

Minutes: http://meetbot.zgib.net/meetbot/debconf-team/2009/debconf-team.2009-05-18-19.00.html

Global team meeting, 11 May 2009, 19 UTC

• More penta admins?
• Budget Team Info
  • Everyone: how much is left/where is DC8 money?
• Updates from teams
  • Sponsorship / sponsorship allocation teams status
  • Talk selection / scheduling teams status
  • T-shirts
  • Video
  • Room allocation
• Local Updates (if any at this meeting)
  • ISP/Network
  • Venue
  • Housing (+overflow for extra people)
  • Food
  • Visas
  • Accessibility
• Possibly look over DebConf9/ToDo if we have time/desire. What do we need to assign someone to work on?
• Left-over action items?
• Next Meeting?

Minutes: http://meetbot.debian.net/meetbot/debconf-team.2009-05-11-19.00.html

Local team meeting: 4 May 2009, 19 UTC

• We mostly discussed things from the 27 April meeting, from the local team perspective.
• Email summary: http://lists.debconf.org/lurker/message/20090505.124942.8294580d.en.html

Minutes: http://meetbot.debian.net/meetbot/debconf-team-2009-05-04-19.01.html

Global team meeting: 27 April 2009, 19 UTC

• Decisions since last meeting:
  • local legal entity - decided FFIS and logo placed in sidebar as "Supported by"
  • Rooms allocation: Jonathan McDowell (Noodles)
• Organizational meeting follow-up: which teams need more people?
• Updates from teams
  • Budget status
  • Sponsorship / sponsorship allocation teams status
  • Talk selection / scheduling teams status
  • T-shirts
• Registration/CFP status
• Local team updates
  • ISP connection status
  • Venue status
  • Housing status
  • Visa letters status
  • Accessibility of the venue/lodging.
• Set dates for reconfirmation.(any other important date for http://debconf9.debconf.org/dates.xhtml ?)
• Travel sponsorship: -- people who didn't know to fill in the 'amount requested' before the deadline
• booth at OpenDay for which sponsor categories? (rt #929)
• Recommended list of hotels, people wants to book ASAP and attendees like being all together in the same hotel.
• Next meeting?

Organisational meeting: 20 April 2009, 20 UTC

• Intro: we've had meetings about what needs to get done, but not much about who is in charge of what.
• Who takes the lead in managing each of these tasks:
  • housing
  • network
  • venue
  • visa stuff
  • talk scheduling (already volunteers on mailing list)
  • sponsorship solicitation (pretty good here already)
  • sponsorship allocation
  • prodders
  • Mailing list triaging of requests
• What organisational structure will we have?
• Next meeting: apr 27th ?

Sponsorship team meeting: 14 April 2009, 20.30 UTC

• Budget
• Current agreed sponsorship
• Contacting previous sponsors
• Contacting other potential sponsors
• Contacting potential sponsors in Spain
• What realistically achievable? (Need to look at cutting costs?) 'Sponsorship' from existing Debian funds?
• sponsor asked for a booth for the whole debconf week

Proposed local/global team meeting: 14 April 2009, 12 UTC

• Local team updates (see last global team meeting minutes for some questions to ask)
• When is the next big global team meeting?

Global team meeting: 7 April 2009, 19 UTC

Note: same local time in Europe, new time in US

• Budget status
• Sponsorship team status
• DebConf8 final report status
• Local legal entity
• Local team updates if possible
• Registration/CFP status
• Visa letters status

Sponsorship team meeting: 30 March 2009, 20 UTC

• Budget
• Current agreed sponsorship
• Contacting previous sponsors
• Contacting other potential sponsors
• Contacting potential sponsors in Spain
• What realistically achievable? (Need to look at cutting costs?) 'Sponsorship' from existing Debian funds?

Budget meeting: 25 March 2009, 21 UTC

• Network connection costs
• Venue costs
  • Junta or other known contribution?
• Accommodation costs
  • Junta or other known contribution?
• Equipment costs (A/V, networking, etc)
  • Junta or other known contribution?
• Security costs
  • Junta or other known contribution?
• Food costs
  • Junta or other known contribution?
• Other non-travel costs: t-shirts, proceedings, day trip
  • Junta or other known contribution?
• Conference-paid travel costs
• How much money needs to be raised?

23 March 2009, 20 UTC

• Sponsor pack
• DebConf8 final report
  • Report (and bag?) and new sponsor pack sent to previous sponsors?
• Sponsor status
  • #929 wants a booth...
• Budget status
• Local legal entity (debian.es?)
• Local team updates
  • Venue/accommodation status
  • Network status
  • A/V equipment available in venues
• Registration / Penta
• CfP
• Visa letters
• Logo status
• Website status
• RFH
• Next meeting (with cek _&_ anto)

9 March 2009, 20 UTC

• Registration / Penta
  • blurb about caceres looks plagiarised
  • does penta have EUR instead of USD already?
  • 300 EUR professional fee
  • rt#911, rt#699, rt#244
• CfP
  • ready to be send, if penta & registration mail is ready
  • rt#564
• Local team updates
  • Venue/accommodation status
  • Network status
• Sponsor status
• Sponsorpack
• status Logo
• status website
• budget
• RFH
• Next meeting (with cek _&_ anto)

23 February 2009, 20 UTC

• Local team updates
  • finalize timeline
  • Venue/accommodation status
  • Network status
• Sponsor levels
• Sponsor status
• Sponsorpack
• CfP
• Registration
• Logo
• new website design, see http://bugfixes.eu/preview.html
• Community sponsoring/pledge, like the Libre Graphics folks (Paul Wise)
• budget
• Next meeting (with cek _&_ anto, pleeease)

2 February 2009, 20 UTC

• DebConf8 leftovers - see http://wiki.debconf.org/wiki/DebConf8/Meetings
• Sponsorpack for DebConf9 / Sponsors status
  • levels
  • deadline for tshirts + stuff
  • anything else
• Website content management
• Local team updates
  • Venue status
  • Network status
• Timeline (registration / call for papers / etc)
  • CfP should start on January 15th
  • Penta should be open for registration on January 15th too
• define time+date for next meeting

1 December 2008, 21:00 UTC

• Meet the localteam
• Call for papers
• Decide timelines for registration, confirmation, acceptance
• RT permissions?
• MediaWiki arithmetic check?