17:59:24 #startmeeting 17:59:24 Meeting started Fri Apr 20 17:59:24 2018 UTC. The chair is h01ger. Information about MeetBot at http://wiki.debian.org/MeetBot. 17:59:24 Useful Commands: #action #agreed #help #info #idea #link #topic. 17:59:28 * petn-randall waves 17:59:36 #chair petn-randall 17:59:36 Current chairs: h01ger petn-randall 17:59:48 * h01ger waves back ;) 18:00:32 MeetBot: pingall IRC meeting commencing 18:00:32 IRC meeting commencing 18:00:32 azeem coldtobi dario` debacle DLange DNS edward fbartels fil Ganneff h01ger jcowgill joostvb jwnx[m] lamby larjona LStranger marga Mechtilde MeetBot nattie olasd petn-randall Rhonda satta serpent siamezzze thkoch_ tosch_ valhalla viccuad 18:00:32 IRC meeting commencing 18:01:00 Any topics we want to talk about? 18:01:15 h01ger: You probably have a few on the list. 18:01:25 content, sponsors, video, is what i can think of immediatly 18:01:45 * h01ger just came back from 2h shopping, gimme 3-5min to arrive 18:02:00 I'll add talk schedule, and visa applications to that list. 18:02:02 Does nattie need help at the frontdesk? I could ask my wife whether she wants to help 18:02:05 #topic please say hi/wave/foo if you are here && collecting agenda items 18:02:17 h01ger: No worries, it'll probably take a moment for everyone to notice the ping. 18:02:34 preliminary agenda: content / talk schedule, sponsors, video, visa, next meeting 18:02:57 * h01ger looks up last meetings log and the wiki todo section 18:03:57 oh wow, seems we didnt use meetbot for any meeting before 18:04:36 preliminary agenda: content / talk schedule, sponsors, video, visa, logo, next meeting 18:06:27 No nattie? 18:07:05 Good evening 18:07:19 hi lamby 18:07:38 * h01ger will wait 2 more minutes and then aim for 50min for those 6 topics 18:07:51 (though i have more time if needed) 18:08:22 preliminary agenda: status updates: general, content / talk schedule, sponsors, video, visa, logo, next meeting 18:08:52 preliminary agenda: status updates: general/misc, content / talk schedule, budget/sponsors, video, visa, logo, next meeting 18:09:08 preliminary agenda: status updates: general/misc, content / talk schedule, budget/sponsors, video, visa, logo, next meeting, aob 18:09:36 #topic general/misc status updates 18:10:03 we have 65 registrations now and a new sprint, debian-perl, it seems 18:10:38 we general can need use more help with frontdesk, i think, thkoch_ (but nattie is authoritive on this) 18:11:27 i've spoken with the cantina, and they look forward to cook for us, and are also fine with individual people paying their meals (=they can handle that) 18:12:10 though maybe we want to establish some system so people can pay once for all meals. (people will need to pay for their meals, i dont think we'll have food sponsoring, unless we get a lot more sponsors, but thats a later point) 18:12:36 cantina will/can also be open in the evenings and serve/sell beer, coffee and other beverages 18:12:48 thats all from me on misc :) 18:13:03 Everything will be cash, as this is .de, right? 18:13:22 (might be worth a note on the wiki. I come from a card-centric place so would just assume that would Just Work) 18:13:31 (* would assume incorrectly) 18:13:55 cantina will be cash, but iirc dock europe (accomodation) can be paid with card 18:14:16 * h01ger takes a note in the wiki 18:15:11 done 18:15:58 #topic content / talk schedule 18:16:10 how is that going? 18:16:47 petn-randall: azeem: marga: ^ 18:16:50 We've got a couple of cfp responses, however the deadline is until April 30. 18:17:29 However, I'd get up the schedule up shortly after that, since a lot of people already asked if their talk got accepted or not. 18:18:31 Which to some extent might also affect visa applications, I don't know if giving a talk is a pro/con for accepting a visa application by German authorities. 18:18:33 * h01ger nods 18:18:43 cool 18:18:50 * h01ger still needs to submit a talk or two 18:19:14 though if i fail with that i have more time during the minidebconf ;) 18:19:32 petn-randall: anything else / to add or next topic? 18:19:36 There's also at least one talk I recall that from the style didn't sound quite fitting, azeem, marga and I should discuss this though, and give feedback early. 18:20:21 cool 18:20:21 Part of the talk was "dirty tricks to get the developer to respond to your bug reports", we might need some feedback on this before we ACK/NAK the talk. 18:20:39 will there be lightning talks? 18:20:49 Yes, IIRC nattie wanted to organize them. 18:20:51 shall we have a newbee session? 18:21:04 shall we have a debconf/debian newbee session? 18:21:29 What is that exactly? For Debian newbies, or Debconf newbies? 18:21:59 both? :) 18:22:04 Heh :) 18:22:16 maybe its something more for wed/thu/fri 18:22:36 the minidebconf in brazil reminded me that this would be a good idea 18:23:17 I'd be up, but I don't think I can wear the orga hat for this, I already plan on giving a talk + workshop myself. 18:23:25 * h01ger nods 18:23:34 i have added it in the wiki todo section 18:24:21 #info we would like to have newbee sessions (maybe wed/thu/fri, maybe rather on sat or sun) - please shout if you want to (help) organize those 18:24:32 next topic? 18:24:33 sorry, am here 18:24:40 hey azeem 18:24:44 hi azeem 18:25:01 * h01ger waits a moment (with moving to next topic) so azeem can arrive/read backlog 18:25:16 should we make cfp reminder? 18:25:19 now would be the time 18:25:36 i think that would be great 18:25:47 (Usually spelt "newbie", just in case you were printing t-shirts :p) 18:25:47 cause thats also a registration reminder 18:25:49 question is what forum, the cfp went out to d-d-a 18:26:08 I think, are we spamming that too much if we send it there again? 18:26:21 lamby: thanks, fixed the wiki 18:26:45 azeem: Sounds good. Do you want to send one around? d-d-a, debconf, IIRC some de ML too. 18:26:51 azeem: i think its fine, it would be the 2nd or 3rd mail. (which imo is ok to announce a minidebconf.) 18:26:58 ok then 18:27:10 It would be the 2nd round, I only sent one round to various ML. 18:27:22 #info azeem will send out a cfp/registration reminder 18:27:23 Just make the deadline a bit more prominent :) 18:27:30 nattie: do we still have some spare beds? 18:27:40 (afaik we do, and maybe we can mention this in the cfp) 18:27:45 (afaik we do, and maybe we can mention this in the cfp reminder) 18:27:48 azeem: Any opinion on the timeline to get the schedule up? 18:28:09 I'd like to have it shortly after April 30, max a week later. 18:28:10 I think ASAP after the end of the cfp would be good 18:28:44 As someone who fills in CfPs a fair amount, having a dedicated "it is closing on X!"-titled message has 10x more impact in my mind than "Oh, the CfP is still open." 18:29:04 lamby: ack 18:29:08 * h01ger nods lamby 18:29:28 we could also start assembling the schedule shortly before the 30th and then only incrementally fix it up afterwards 18:29:43 azeem: May 1 is holiday in .de, we could do it in the evening. Or evening of May 2. I'd like to have marga on board, too, though. 18:30:06 may 4th/5th is exactly a fortnight before the minidc 18:30:22 azeem: We can, sure. I can imagine there being an influx of proposal just before the deadline, though. 18:30:25 (so a good date to publish it...) 18:30:38 (if possible :) 18:30:43 ok, let's see; I probably have some time over the long weekend though, so wouldn't mind to start early 18:30:50 petn-randall: yah 18:30:52 Sounds good. 18:31:06 also, maybe we should start tracking the proposals centrally? 18:31:19 wiki might be a bit too public, dunno, so a etherpad or so? 18:31:20 * h01ger thinks it would be good if the cfp reminder included a firm note saying the cfp will end on april 30th, for the benefit of being able to release the schedule in advance 18:31:31 right 18:31:31 I haven't heard any response from marga since the last IRC meeting, so I hope she's still on board. 18:31:53 Sure, I can prep a nextcloud document to share. 18:32:05 cool 18:32:43 next topic? 18:32:47 We have a single track due to the rooms, right? 18:32:57 yes 18:33:00 ^ my last Q on this topic 18:33:05 ok 18:33:11 well, last thing: 18:33:13 we could do another track in the ccchh room 18:33:26 unless there's another meeting before the end of cfp, we should also start thinking about slots 18:33:29 but that has only capacity for 30-40 people 18:33:36 though 60 if you squeeze 18:33:36 i.e. when do we start, when is lunch etc. 18:33:45 Indeed 18:33:54 azeem: it depends on us but we should decide now 18:34:14 start at 10, lunchbreak from 13-15, dinner at 1930? 18:34:15 h01ger: one option would be to have a self-scheduled unconference in the second room 18:34:26 I wouldn't start before 9 am. Personally, make the first slot 10 am. Then again not everyone is a night owl. 18:34:51 azeem: i personally dont like these unconferences. i always miss them.. 18:34:52 h01ger++ 18:35:00 petn-randall: to what? 18:35:04 schedule 18:35:28 Make lunch 90 mins, though. 18:35:34 azeem: also the ccchh room might also be used others (read ccchh members) for hacking, to use the laser or 3d printer, etc 18:35:34 It's on premise anyway, right? 18:35:39 we don't necessarily need 1 hour slots as there's not a lot of moving between rooms 18:35:52 azeem: so i would think it would be easier with a regular schedule.. 18:35:55 I guess the talks will be 45 +/- 5 minutes? 18:36:04 and video for that 2nd room is also something to consider 18:36:10 ok 18:36:12 are there that many good talk submissions? 18:36:13 either 20 or 45 minutes long. 18:36:36 ~10 by now? 18:36:45 h01ger: if it's an unconference, it wouldn't be from the submission pool 18:36:48 * h01ger likes 20 & 45mn slots. (and then 10 or 15min breaks after) 18:37:02 anyway, I think we have consensus to only have a single track on schedule? 18:37:12 azeem: sure. but are there enough submissions for a 2nd room? then we could consider making it a regular 2nd room, with video, etc 18:37:19 not yet 18:37:20 the venue has space, after all 18:37:25 I thinkk 18:37:29 azeem: so far yes 18:37:53 so lets drop the 2nd room idea for now, and *if* there are "too" many good submissions, we will reavluate? 18:37:57 maybe we should hash out the slot details after the meeting 18:38:03 yeah, sounds good 18:38:17 #agreed lets drop the 2nd room idea for now, and *if* there are "too" many good submissions, we will reavluate 18:38:33 ack 18:38:45 ack on the slots, but the overall dayplanning seems useful to me now 18:38:51 start at 10, lunchbreak from 13-15, dinner at 1930 ? 18:38:59 petn-randall said only 90min lunchslot 18:39:01 20:34 < petn-randall> Make lunch 90 mins, though. 18:39:09 it depends a bit on logitstics 18:39:34 can all attendees get and eat food in 90 minutes? 18:39:39 the cantina said they were flexible and once we've now decided i will mail them our wishes and see if they can deliver ;) 18:40:21 ok 18:40:35 should be possible (the room fits 60 people or so, to eat... though there will be 30 other guests too) 18:40:43 If it's all on premise, 30 mins to eat is fine, the rest is either chilling or waiting in line. 18:40:49 so i'd say 2h is better 18:41:02 ok, fine by me. 18:41:04 I think you're in the best position to judge this so let's go with that 18:41:10 agreed 18:41:13 start at 10, lunchbreak from 13-14.30, dinner at 1900 ? 18:41:25 h01ger: 20:39 < h01ger> so i'd say 2h is better 18:41:36 or what would be the alternative suggestion? i surely can ask the cantina about both options and take their advice 18:41:42 start at 10, lunch 13-15, dinner 19:30 18:41:50 sounds reasonable to me. 18:41:55 the last talk would end at 19:00 then? 18:42:03 I guess it makes sense to have full hour slots 18:42:19 depending on how we squeeze them in, 19:00 + discussion would be fine for me. 18:42:48 so 1h slots for the 45min talks, and 30 min slots for the 20min talks? 18:42:50 or we have 45 minute slots 18:43:16 but that is tight; OTOH nobody needs to change rooms 18:43:21 "Regular sessions may either be 20 or 45 minutes long (including time for 18:43:24 questions), other kinds of sessions (like workshops) could have different 18:43:27 durations." 18:43:36 #agreed "start at 10, lunch 13-15, dinner 19:30" is what h01ger will ask the cantina if thats possible/desirable 18:43:43 right, so it depends on whether we want breasks 18:43:52 ok 18:43:53 So according to the cfp, we have 20/45 min slots, I think the speakers will expect this kind of schedule. 18:43:54 let's move on 18:44:24 #agreed slot details still need to be sorted out, cfp said 20/45min slots 18:44:31 #topic budget / sponsors 18:44:46 so far we only have one sponsor, and one corporate attendee 18:44:56 15 mins extra is enough for the next speaker to set their stuff up, and also allows for slight overschedule. 18:44:59 breaks are good, if only to allow the video team to desequip / equip speakers 18:45:07 ok 18:45:09 can we move one? 18:45:13 ok 18:45:13 -e 18:45:21 sure 18:45:22 breaks are good for everyone 18:45:27 budget 18:45:34 https://wiki.debian.org/DebianEvents/de/2018/MiniDebConfHamburg/Budget 18:45:41 has all the numbers but is not yet a budget 18:45:58 #info help welcome to turn https://wiki.debian.org/DebianEvents/de/2018/MiniDebConfHamburg/Budget into a budget. the numbers are all there 18:46:06 so far we only have one sponsor, and one corporate attendee 18:46:12 we should have totals on that 18:46:21 roughly 2.5k? 18:46:31 and debian is covering video team expenses and some other stuff (travel) outside the budget 18:46:41 :) 18:46:52 azeem: less 18:47:03 most attendees will pay their beds, we only pay 3 18:47:11 but we need to make sure the beds are used 18:47:25 else dock europe will be unhappy / in worst case will ask us to pay for them 18:47:31 nattie: ^^ 18:47:35 what I got as feedback from companies is that the sponsor levels were quite steep and they would rather get some way to present them on-premise for the higher ones 18:48:21 azeem: shall we discuss this in detail after the meeting, without public logging? ;) 18:48:30 ok 18:48:54 more sponsoring would be nice to be able to print tshirts, and provide food.. and/or travel. 18:49:04 #topic video 18:49:21 the point is that the sponsors only get on the video, which might be cool for some 18:49:39 but not others 18:49:41 afaik video team is prepared for one room, mics need to be brought/fetched from berlin. olasd might need more and is the better person to talk to 18:49:52 azeem: ah 18:50:56 olasd: a comment from you on the feasability of recording a 2nd room would be nice, though not urgent :) 18:52:13 #info a comment from the video team on the feasability of recording a 2nd room would be nice 18:52:20 #topic visas 18:52:29 petn-randall: ^ 18:53:05 Since I ended up responding to all those people with talk proposals, I kinda ended up also taking care of visa applications. 18:53:30 :) thanks for doing that! 18:53:59 I've got two visa invitation letters from previous debconfs that I can use as template, however it would be great to have a conference logo, and maybe even a official looking stamp (bonus ;) 18:54:23 I'd like to send out those letters this weekend, since my weekday schedule is rather tight. 18:54:25 * h01ger just send a mail to valessio asking about a logo... 18:54:39 else, i'd say use the debian logo 18:54:46 valessio? Can you PM me their mail address? 18:54:57 petn-randall: do you want the LaTeX source of the previous letter templates? 18:55:10 azeem: Would also work for me, yeah. 18:55:16 petn-randall: . 18:55:19 I'll try to dig it up 18:55:34 thanks a bunch, azeem. 18:55:56 anything else about visa? 18:55:59 +s 18:56:00 Also does anyone know if mentioning the invitee is giving a talk is a good or bad idea? 18:56:12 should be fine, .de is not canada 18:56:34 I'd say it increases the chances, but then there might be delay if they ask if compensation of some kind is involved. 18:56:37 its common to come to conferences in .de and give talks on tourist visas 18:56:54 ok, I'll mention it then. 18:57:15 petn-randall: you can just mention it in the letter "you were selected to give a talk, however, there will be no compensation for this" or so 18:57:26 ack 18:57:31 what azeem said sounds good to me 18:57:33 Let me know if leader@debian.org name or signature helps visa applications "sound better". 18:58:00 anything else about visa? 18:58:07 AFAIR that's al. 18:58:13 s/al/all/ 18:58:24 #next meeting date 18:58:41 next week, wednesday at 2000 CEST? friday 2000 CEST? another time? 18:58:45 day.. 18:58:58 or dudle til sunday? 18:59:13 but then someone else than me needs to set it up.. (etoobusy, sorry) 18:59:17 both times work for me 18:59:26 video team has a meeting next wednesday at 2100 CEST 18:59:30 fwiw 18:59:36 it's 21 now 18:59:56 good motivation to keep it concise again 19:00:02 hehe :) 19:00:02 azeem: would next wednesday 2000 work for you? 19:00:22 probably 19:00:32 olasd: could you bring gear for a 2nd room? /me looks innocently like he never had heard a similar question... 19:01:11 oh, well, i guess i could also set up a quick doodle, between next wed/thu/fri, 18, 19 and 20 CEST 19:01:16 olasd: If you need help bring it from berlin to HH, I could help. If you let me know early enough. 19:01:22 or do we agree on wednesday, 2000 CEST? 19:01:23 we'd need a computer to mount capture cards in, a pair of tripods, and someone to make new SDI cables 19:01:29 also audio gear 19:01:41 and already trained volunteers 19:01:54 sounds like more VOC stuff could help, but volunteers is indeed an issue 19:01:57 next thursday would be better for me 19:02:17 it's doable, but it turns a leisurely minidebconf into a rushed almost-debconf 19:02:20 but I'll try to make Wednesday as well 19:02:21 #info a 2nd room would need a computer to mount capture cards in, a pair of tripods, and someone to make new SDI cables, also audio gear and trained volunteers 19:02:31 olasd: ack, i hear you 19:02:42 #info it's doable, but it turns a leisurely minidebconf into a rushed almost-debconf 19:02:57 petn-randall: does thursday 2000 CEST work for you? 19:03:12 it seems there's no need/advantage to entangle this with the video meeting 19:03:37 h01ger: yes 19:03:43 having your meeting after the video meeting could also yield a more firm answer wrt the two rooms question 19:03:45 (date works for me) 19:03:50 #topic next meeting 19:04:11 #agreed next meeting, thursday, april 26th, 2000 CEST/18 UTC 19:04:33 #topic any other business 19:04:45 any other business which cannot be discussed after the meeting ;) 19:04:52 the slots question is still open 19:05:05 and how many free beds there still are 19:05:36 h01ger: nattie should know about the beds, she did the inbox on that. 19:05:52 oh, and i skipped the logo topic. but i just mailed valessio to ask for an update 19:06:01 ok 19:06:02 petn-randall: i know :) 19:06:20 okidoki, i guess 19:06:26 thank you! 19:06:32 #endmeeting