20:03:21 #startmeeting 20:03:21 Meeting started Thu Sep 8 20:03:21 2016 UTC. The chair is lavamind. Information about MeetBot at http://wiki.debian.org/MeetBot. 20:03:21 Useful Commands: #action #agreed #help #info #idea #link #topic. 20:03:28 #topic Welcome 20:03:44 please wave if you're here for the meeting! o/ 20:03:44 * LeLutin \o 20:03:47 0/ 20:04:14 wow that's it ? 20:04:17 o-o-o-o-o 20:04:18 * nicoo particulates 20:04:18 wave 20:04:44 o-' 20:04:46 o/ 20:04:58 o/ 20:05:07 o/ 20:05:08 welcome abdelq :) 20:05:09 o/ (here but but zzz soon) 20:05:12 Hi! 20:05:19 abdelq: you are from Montreal right? 20:05:26 Yes 20:05:38 abdelq: join us in #debian-quebec if you want to chat after the meeting 20:05:40 . 20:05:51 abdelq: you should come to the Debian installfest I'm hosting on the 24th! 20:06:06 Alright. 20:06:09 This month? 20:06:13 https://sogeecom.org/installfest 20:06:14 yup 20:06:19 #topic Catering status 20:06:19 ok 20:06:31 tvaz, you have the floor :) 20:06:45 I've answered the questions from 4 catering services, so they are able to send us quotes. Among them, only one (Avec Plaisir) sent a quote so far, it's in our owncloud. 20:07:03 But this one didn't take the time to prepare a real quote, they just sent me their available menu which is in their website. And prices are much higher than our current budget allows. 20:07:29 hi all, sorry I'm late 20:07:37 so for now we have that old nice detailed quote 20:07:41 and that expensive one 20:07:47 still waiting for some answers 20:07:53 and the Chartwells one 20:07:55 yes 20:08:00 I did talk to the lady last week 20:08:06 Chartwells is the local service from the college 20:08:09 she asked me what we wanted 20:08:32 I told her we wanted buffet prices and and real detailled menu 20:08:41 haven't heard back from her sinec 20:08:44 pollo_, I'd ask you if you mind if I take the communication with Chartwells 20:08:55 tvaz: I would not mind 20:09:04 pollo_, then we concentrate everygthing in the alias 20:09:14 btw, I requested a catering alias to admin@dc.o 6 days ago. Still waiting. 20:09:18 lavamind: can you action me on giving tvaz the infos for Chartwells? 20:09:21 pollo_: #action tvaz will take over dealing with Chartwells 20:09:25 #action tvaz will take over dealing with Chartwells 20:09:26 pollo_, ok, so I'll present myself to them 20:09:47 don't expect them to be friendly :( 20:09:52 that's all for catering 20:10:04 #topic Venue status 20:10:08 pollo_, no worries, 20:10:25 the venue people they are still working on the draft of the contract 20:10:48 did they give you an eta? 20:10:54 is there a term sheet of sorts? 20:10:59 I think they are trying to coordinate with Chartwells somehow, and they're not moving because we don't have a sign contract with them 20:11:06 lulz 20:11:25 I mean, I sent them 4 emails and called them and all 20:11:43 possible that it's summer time and they are not staffed properly? 20:11:47 I'll talk to them next week and see what's holding up 20:12:05 universities here are deserted ;) 20:12:10 lavamind, that's quite sensitive, this chartwells influence 20:12:23 madduck: summer vacation is over since a few weeks at the college 20:12:23 madduck: during the summer yes, but not atm. Anyway, I really think we should have a draft without any Chartwells mention 20:12:49 pollo_: I agree 20:12:50 we need to be 100% assured that we can have an external catering service 20:12:53 it'd be of course better to have one contract for both, i.e. one contractual partner, but… 20:13:01 as they said in our first conversations 20:13:23 tvaz: we can, 100% sure, just not sure about the "penalty" if we don't choose them 20:13:41 is there a term sheet of sorts? or are they going to hit us with a standard contract and we basically have to renegotiate all this? 20:13:42 anyway I'll try to clarify that in the next few days 20:13:44 lavamind, ok, let's keep an eye on this 20:13:57 #info lavamind to follow-up about the draft venue contract 20:14:07 fyi, maisonneuve is giving us a 20% deal on the contract. The thing is, Chartwells give back a % of their profit back to Maisonneuve 20:14:08 #action lavamind to follow-up about the draft venue contract 20:14:33 Maisonneuve is thus pushing us to go with Chartwells to make some more $$$ 20:14:42 #topic Fundraising status 20:14:46 aviau: ping 20:14:48 we had a meeting! 20:14:58 we have another one next week I think 20:15:01 yep 20:15:18 we are waiting for aviau's go to start sending emails to the sponsors 20:15:19 I worked a lot on the brochure and flyer, especially the French translation 20:15:37 what more needs to happen there? 20:15:38 no, we're waiting for the brochure to be final 20:15:47 ... ain't it? 20:15:53 * tumbleweed checks 20:16:01 the next item on the agenda should clear up the current confusing 20:16:09 who care if there is a few blank lines in the French translation 20:16:18 the problem is not the translation 20:16:30 what's the next item on the agenda? 20:16:41 With final logo, I can help with artwork/design to brochure 20:16:55 slow alioth is slow :( 20:16:58 valessio: we don't really need the final logo for the brochure 20:16:59 azeem: http://deb.li/il9wc 20:17:03 I'm on dialup 20:17:07 but nm 20:17:27 we can update the logo on the brochure afterwards, but it's not a blocker 20:17:29 azeem: "Open Day or Open Weekend?" 20:17:35 thx 20:17:48 IMO one question to resolve is whether to have booths for gold sponsors on open X 20:18:00 or has that been decided? 20:18:01 azeem: yes that is on the agenda as well 20:18:05 ok 20:18:09 next topic 20:18:12 sorry 20:18:21 unfortunately fundraising team lead is absent again :( 20:18:37 lavamind: so the only thing left for the brochure is the openweek/perks thingy? 20:18:50 will we talk about this open weekend/day thing during this meeting, or has that been decided? 20:18:51 pollo_: afaict yes from my side 20:18:56 is the flyer finished? 20:19:04 azeem: the flyer is also done 20:19:07 does the layout now work completely in French? 20:19:08 great 20:19:29 #info we decided that we will attach the flyer with our contact emails, and put the brochure URL in the message body 20:19:32 french is not a blocker IMO for a global fundraising drive 20:19:37 +1 20:19:42 +1 20:19:54 well, we'll decide on the perks today. I'll finish the brochure tonight 20:19:55 well it's not because the translation is done 20:20:06 * tumbleweed is still waiting for the git pull I started 5 mins ago to check it :P 20:20:24 anything to add on fundraising ? 20:20:33 will we talk about this open weekend/day thing during this meeting, or has that been decided? 20:20:40 pollo_: I will help you on the brochure 20:20:50 madduck: next item on the agenda 20:20:55 sorry 20:20:56 madduck: please check the agenda, it's the *next* topic 20:20:57 np 20:21:01 :p 20:21:03 * madduck is on android… 20:21:24 #topic Open Day or Open Weekend? 20:21:39 OK so I brought this up after proof reading the brochure 20:22:09 I think we should scrap the Open Weekend in favor of an Open Day 20:22:11 the original version of the brochure publicised an Open Weekend 20:22:26 and do a big music show that night :D 20:22:35 pollo_: that's what I always thought it was, aka Debian Day 20:22:48 what is the rationale for one day instead of the weekend? 20:22:55 pollo_: why? We can always expand to weekend later, so this is a sensible next step, but I wonder what the arguments are. 20:22:56 imho this is just a relic from cp the 2015 brochure 20:23:02 I think that's just a leftover from text of dc16. I remember we decided in an earlier meeting to have an open day and asked venue to revise quote to add a day 20:23:17 you mean, not as part of the main conf? 20:23:27 between Camp and Conf yeah 20:23:36 yeah in between camp and conf 20:23:39 DLange: right now layout looks fine in both languages 20:23:54 thanks for checking tumbleweed! 20:23:57 what's the rationale? and what's the actual difference? 20:24:14 madduck: I don't think we are going to be able to fill a whole weekend 20:24:15 I am not challenging the decision, just want to follow… 20:24:25 we *could* consider the first official day of the conf as an open day as well, and thus have a weekend, but it depends on content 20:24:26 better concentrate on a nice Day than a bleh weekend 20:24:55 sure. And if the Day is on Saturday, it'll be easy to extend to Sunday later should we have the content and need the slots. 20:24:57 with that argument make it a fantastic morning brunch :) 20:25:00 I think the Debian Day should be something different from both Conf & Camp 20:25:02 so Debian Day will be Saturday, and Sunday will be the first day of DebConf? 20:25:20 azeem: that is the current plan 20:25:23 we struggled to "open" debconf16, because there wasn't an obvious first day to open it on. It'd help if we considered the open day to be the first day of the conference 20:25:23 ok 20:25:40 the only issue I see is in communications to Debian. An Open Day is boring with an empty venue. Sure, DebCamp people will be around, but… 20:25:41 tumbleweed: +1 20:25:54 if this is not "part of the conf", they might choose to sight-see that day 20:26:03 and people will not arrive in time. 20:26:06 madduck: next item on the agenda is which dates we are publicising :p 20:26:10 madduck: we can just tell them the conf starts on Open Day, as tumbleweed mentionned 20:26:16 this has been one of the two main problems with Debian Days in the past. 20:26:21 I think you can totally call it part of the conference 20:26:26 pollo_: I would do that. 20:26:35 and if there are no talks that someone wants to attend on that day, there are hacklabs, pubs etc 20:26:36 I'm fine with Aug 5 being part of the conference 20:26:37 lavamind: looks like we all agree! 20:26:50 there's also the bursaries thing. People get sponsored for DebCamp or DebCamp + DebConf. So if you make open {day|weekend} outside of that we need to extend the bursary logic 20:26:51 yeah, and stuff like the DPL talk and a keynote etc. will be good content from the conf to be had on an open day 20:27:06 not an issue but needs to be noted and calculations in wafer adjusted 20:27:09 even lightning talks 20:27:10 the main question is whether it should be arrival day for regular Debconfers, or whether that should be Friday 20:27:21 azeem: exactly. 20:27:24 #agreed August 5th, aka Debian Day, aka Open Day, is part of DebConf and announced as such 20:27:33 \o/ 20:27:52 azeem, madduck: well if people don't want to miss day #1, they should arrive on Friday 20:27:53 so, weekend vs day ? 20:28:01 or else they'll miss some of the fun 20:28:10 pollo_: you could start in the afternoon as well e.g. 20:28:11 pollo_: the conference starts friday night! ;) 20:28:34 lavamind: I don,t understand 20:28:46 and we really want as many Debian people as possible on Open Day 20:28:47 that will get you a lot of moaning from people that would like to fly in after a work week (so fly out on Friday evening or Sat. morning) 20:28:48 pollo_: do we prefer and open day or two days 20:28:54 or else it's hard on the organisers 20:28:55 just sayin (we had that in DC16) 20:29:22 and for dc15 20:29:32 ack 20:29:40 DLange: it might help that we are west of most attendees 20:29:49 if we think we can fill two days with interesting content for the public, I'm fine with open weekend, otherwise we should concentrate on open day 20:29:53 you can fly in from europe, after work on a friday and arrive in time 20:29:55 we could do open day on Sunday then 20:30:04 and have another day of Camp 20:30:05 pollo_: that loses a day 20:30:09 indeed 20:30:14 that said, it *is* convienient for the public to be able to drop in on either of the days 20:30:23 but Sunday to Sunday sounds fair to me 20:30:26 it's best to say that the conf starts saturday and let everyone else figure out their priorities and possibilities 20:30:29 for ZA, if you were coming from the US, you needed 1.5 travel days 20:30:56 and the help of some beers 20:31:08 I stopped in Germany for the beers 20:31:11 I think this needs further discussion 20:31:22 azeem: this will delay the brochure 20:31:25 so europeans will actually be able to fly out friday night and be there saturday morning (with a jet lag, but…) 20:31:26 1. when will the opening ceremony be? 2. when will the job fair be? 20:31:36 the brochure currently announces open weekend 20:31:46 azeem: we can start at 11 AM on Saturday 20:31:46 lavamind: maybe that could be phrased neutrally, dunno 20:31:56 have the opening ceremony 20:31:58 job fair only makes sense when everybody is there 20:32:01 and then go to lunch 20:32:02 azeem: uhm really not sure about that 20:32:04 so not on an arrival day 20:32:11 for both dc15 and dc16 were there difficulties filling in the schedule for open weekend? 20:32:20 also feed back on job fair was to have it on a weekday 20:32:41 * lavamind wonders why ppl are talking about the job fair 20:32:42 LeLutin: there were for dc16. But thaht was probably a special case, as well 20:32:53 madduck: only from the HR people that don't want to work on weekends :) 20:32:55 lavamind: it's currently part of Open Weekend, so it's relevant. 20:32:58 lavamind: job fait == Open Day 20:32:59 ok, let's cut out the job fair 20:33:12 madduck: but that means a lot of ppl won't be able to make it since they work 20:33:12 teh brochure does not say 20:33:15 it needs to be decided too, azeem. 20:33:21 isn't the job faire one of the more important sponsorship perks? 20:33:31 the brochure does not specify when the job fair takes place 20:33:32 pollo_: they get sent from work, and the attendees are all there. 20:33:40 eh, I meant cut out from this discussion 20:33:44 not from DebConf 20:33:46 tumbleweed: I think it is. 20:33:47 lol 20:33:50 madduck: not if you are Joe #3 working at IBM and looking for a job... 20:33:52 madduck: how about for dc15 (difficulties with getting content for open weekend) 20:34:06 LeLutin: I don't think we had 20:34:11 azeem: ack 20:34:12 maxy: ? ^^ 20:34:15 pollo_: but we are staging a job fair for attendees, not Joe #3 from Montreal who isn't attending. 20:34:24 LeLutin: maxy or azeem would know. 20:34:27 LeLutin: https://debconf15.debconf.org/openweekend.xhtml 20:34:38 LeLutin: nah, you just put the content that sounds more interesting for the wider audience onto the (open) weekend 20:34:47 not really much else to do 20:34:52 LeLutin: in the end, I think it's okay to put some more specific talks on those days, even if it's open. 20:34:58 no reason to "shield" visitors from our actual work. 20:34:59 well we could have workshops aimed for the public 20:35:14 we can 20:35:15 pollo_: we could spread out those workshops on two days 20:35:16 great idea if you can get people to run them ;) 20:35:17 Sort of, the problem with the openweekend is that it sells to outsiders and not to the dds in the conference. 20:35:23 right, we can have open weekend peter out by slowly going for regular talks 20:35:38 maxy: it can do both though. I think for dc15 we just all weren't clear on the meaning. 20:35:41 we had somewhat informal "fix your installation" helpdesks at DC15 20:36:02 people won't want to stay two days anyway and rather go home earlier on sunday, if they come at all. 20:36:09 I don't think that was accepted. 20:36:12 workshops are a great idea but they need somebody (not the main organizers) preparing and doing them 20:36:26 azeem: I have experience with getting people to do those 20:36:29 maxy: not accepted by who? 20:36:45 In the official schedule 20:36:55 By content, I mean 20:37:22 anyway, I think we should go for 1 day (Satursday) and _if_ we have tons of things, do a second day 20:37:23 well, I am sure content can come up with a new strategy if we decided this is what we want? 20:37:32 * DLange fixed a few installations that weekend so ... seems to have gotten the word out to Heidelberg students and the kitchen staff :) 20:37:48 pollo_: agreed 20:37:51 pollo_: sounds useful in order to get the brochure going 20:37:56 pollo_: +1 20:38:03 in the end, what is needed is somebody keeping sponsors uptodate anyway 20:38:08 and we need to talk job fair at the next meeting, if not today. 20:38:24 I'd do it today 20:38:27 #agreed DC17 will hold Open Day on Saturday Aug 5th 20:38:34 since next topic is booths on Open Day 20:39:08 is there a reason why the job fair is not a whole day? 20:39:17 we could just have it the whole Open Day 20:39:21 #action lavamind and pollo to fix the brochure today, after which it will be Ready(tm) 20:39:24 the stamina of the people manning the booths 20:39:26 no, that sucks for the sponsors 20:39:27 depends on space available, pollo_ I'd say 20:39:39 can't do that more than 4 hours and still enjoy it 20:39:49 people will look around once, not continually bump into the job fair 20:39:51 also you want to make it feel busy 20:39:53 and you'd rather have busy 3 hours than mostly standing around. 20:40:06 android typing is slow ;) 20:40:18 even 2 hours might be fine, it's hard to say 20:40:25 anything else re: open day ? 20:40:28 hmm, all right. I think Job Fair should be on Open Day and we should scrap the booths then 20:40:41 advance agenda item? 20:40:43 ah yeah right, the open day booths perk 20:40:58 \#agreed first 20:41:04 does everyone agree to scrap this perk, at least from the brochure ? 20:41:11 next topic… 20:41:19 Are you planning to have the both in parallel with events? 20:41:22 can we agree that job fair is saturday (afternoon?) 20:41:25 lavamind: only if the job fair is that day 20:41:44 I'm not too sure about what booths are exactly.. 20:41:56 that way it does not feel like we are taking away a perk 20:41:58 pollo_: I don't care when is the job fair, it should be whenever is best for the sponsors 20:42:18 is there a reason to not have booths if sponsors want them? 20:42:28 that may be open day or not, I don't know honestly 20:42:31 we don't make any guarantees other than to let them display themselves centrally… 20:42:41 madduck: tumbleweed told us it kinda failed last year 20:42:48 My question also goes for the job fair, are you planning to have events in parallel? 20:42:57 it wasn't fantastic for dc15 either, but it didn't hurt… 20:43:06 last year was dc15 20:43:12 maxy: if it's on open day, yes 20:43:17 are there downsides to offering booths? 20:43:30 maxy: but the things in parrallel should be public oriented, like workshops 20:43:32 it's just the question of how is the booth different from a job faire stand? 20:43:33 it took quite some organiziing 20:43:45 and sponsors unhappy with attendence is a net negative 20:44:07 and/or sponsors abondoning their booths due to lack of interest from attendees 20:44:10 tumbleweed: space? but that's of course negotiable. at dc15 space was too limited. 20:44:34 tumbleweed: not really different, imo, epescially since the physical space planned for booths and the job fair is the same 20:44:35 tumbleweed: but swag was being distributed at job fair too, so there isn't really a difference 20:44:42 except for being able to advertise two perks 20:44:47 :) 20:44:52 and making booths higher in the scale… 20:44:59 I think if people ask for booths (additionally to the job fair) we can always make it a (priced) option 20:45:00 gold for booth, silver for job fair… 20:45:21 DLange: yes. But no reason not to hint that we might be able to offer that… 20:45:25 but I'd not offer them in the brochure as the experience so far is ... they are work and have little benefit to anybody 20:45:28 but I guess that is for the fundraising team to decide. 20:45:40 DLange: +1 20:46:01 can we agree on booths only if asked for and job fair on Open Day? 20:46:08 +1 20:46:11 I think we should also drop the booths perk, and some time before the conf, contact the gold /platinum sponsors to inquire about interest 20:46:13 we can even offer it to the gold+ sponsors on top once we have a grip on things 20:46:24 sounds good 20:46:24 but I'd also leave it out now 20:46:44 +1 20:46:58 now we can skip the next topic ;) 20:47:03 #agreed Drop the booths from the perks table, and inquire directly with gold / platinium sponsors for interest before the conference 20:47:19 you need to agree the job fair still 20:47:26 for the minutes? 20:47:27 #topic Budget / accounting status 20:47:36 lavamind: what about the fair? we are going to get a lot of questions on that 20:47:52 the job fair ? other than it will happen ? 20:48:01 yes, the date 20:48:02 the details will need to be hatched out next. 20:48:11 we don't need to decide on a job fair date now 20:48:28 no work on budget yet 20:48:36 aviau gave no sign of life on that side 20:48:53 this task is over due https://kanban.debian.net/project/2/task/16 20:48:53 I guess I'm going to have to do it 20:49:12 pollo_: I can assist… 20:49:21 what's up with aviau? 20:49:31 #action pollo to hash out draft budget, taking over from aviau 20:49:34 aviau was eaten by a grue 20:49:35 madduck: if you can give me the alias to all the team, that be great 20:49:48 pollo_: there is no team I know of. 20:50:00 madduck: organising a gaming conf + university first week I guess 20:50:13 nkukard, myself, and now you ;) 20:50:16 madduck: I mean all the DebConf teams to poll them 20:50:30 debconf-team@lists.debconf.org ? 20:50:35 what worries me isn't that he's busy, but that he's not giving us any updates, we have to poke him all the time, I feel 20:50:54 madduck: you think that is enough? Shouldn't we write to each alias/ML? 20:50:57 there is an accounting alias, but its still doing dc16 stuff 20:51:04 lavamind: have you let him know of those worries? 20:51:09 madduck: twice 20:51:11 pollo_: no, I think that is enough. 20:51:34 oh, great then. I should have a preleminary budget by next meeting 20:51:37 pollo_: then I guess the best is to move on with his stuff and rejoice if he rejoins 20:51:39 it'd be good to ask content, video etc. for their budget estimates, but the big line items (sponsorship, venue and catering) need no -team input I guess 20:52:08 #action pollo to gather budget estimates from the various teams 20:52:24 from content we are in need of a budget for the proposed invited speakers. 20:52:26 yeah. pollo_ I suggest to outline the budget and then decide which teams to approach. 20:53:00 and infra may need some budget depending on the network situation at CdM 20:53:01 pollo_: luca also offered help on this front 20:53:35 luca's help would be great. 20:53:39 I'll draft something and poke around to see if people have comments before next meeting 20:53:43 anything else on budget / accounting ? 20:53:58 dc16? 20:54:01 all silent on the dc16 front 20:54:07 we're waiting for UCT to reply... 20:54:16 #topic Logo 20:54:25 WE WANT THE POLLS RESULTS!!! 20:54:27 ok before we discuss the results of the poll 20:54:58 someone reached out to me and asked that we delay choosing a logo because they couldn't submit their work in time 20:55:10 I didn't promise anything but I said I'd bring it up 20:55:21 i'd say no. 20:55:24 ... we asked people to vote 20:55:25 so: do we go ahead and decide or delay until next meeting ? 20:55:45 decide, if the poll results are there? 20:56:04 I'd go ahead and tell her/him we are canadian sorry 20:56:05 the poll is closed and the results are in, that's not the issue 20:56:10 heh 20:56:29 canadians, submit your designs by Tuesday. 20:56:31 the issue is someone was interested in contributing but couldn't within our time frame 20:56:53 lavamind: ask them to please try again next year? 20:57:12 lavamind, there was a perninent reason why the work was not submitted on time? 20:57:13 or contribute other artwork that can be used for the venue 20:57:15 lavamind: we need to move on with logo IMHO. We already delayed it once 20:57:16 madduck: ideally I'd like to keep this contributor on board 20:57:21 doesn't have to be the logo 20:57:26 we would be wasting everyone's vote if a new proposal should be considered 20:57:30 lavamind: ask him/her to help with banner design then 20:57:48 many other things are needed (signs to t-shirts to banners to sponsor roll-ups) 20:57:54 right 20:57:57 the pool was open for a reasonable time frame 20:57:57 lavamind: yeah, but s/he'll understand that we have a process and tight timeline to follow? 20:58:41 #agreed going ahead to decide on the logo today, a lot of other artwaork is going to be needed anyway 20:58:46 SO 20:59:01 the winner of the poll is 20:59:08 https://wiki.debconf.org/wiki/File:Debconf-17-swril.png 20:59:27 with the typo in the url! ;) 20:59:34