13:15:00 <pwaring> #startmeeting DC24 orga team meeting. Agenda: https://deb.li/dc24meet
13:15:00 <MeetBot> Meeting started Tue Apr  9 13:15:00 2024 UTC.  The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot.
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13:15:04 <pwaring> #topic Roll call
13:15:09 <pwaring> as always, say hi if you're here
13:15:23 <jmkim> hi o/
13:15:33 <tumbleweed> \o
13:15:47 <nattie> hola
13:16:34 <h01ger> hi
13:18:07 <pwaring> #topic DC24: Registration
13:18:19 <pwaring> ideally we want to open registration ASAP, but I think we're waiting on CFP and a press release?
13:18:30 <sahilister> hello
13:18:51 <pwaring> although it looks like the website has a CFP now
13:18:57 <pwaring> though with no deadlines
13:20:06 <tumbleweed> I am not aware of anything blocking registration
13:20:25 <tumbleweed> 1 May as the last date to apply for bursary is still reasonable
13:20:39 <tumbleweed> We just need an annoucement, and to open registrations
13:21:15 <pwaring> okay, is someone willing to volunteer to write the announcement please? it can probably be largely copied and pasted from last time with a few details changed
13:21:43 <nattie> i'm happy to do the usual proofreading on that
13:22:17 <tumbleweed> OK, let's start a pad and get it done after the meeting?
13:22:53 <pwaring> yes that sounds good
13:23:08 <pwaring> I have last year's announce in my mailbox so can c&p it in after the meeting
13:23:11 <tumbleweed> https://pad.riseup.net/p/dc24-registration-open
13:23:29 <santiago> hi!
13:23:51 <nattiemh[m]> Grand! (Sorry, WiFi acting up, so now looking from phone)
13:24:04 <anupaannjoseph[m]> Hi o/
13:24:15 <gwolf> pwaring: CFP is ready and waiting for registration
13:24:38 <pwaring> gwolf: there are still FIXME dates on: https://debconf24.debconf.org/cfp/
13:24:58 * gwolf cannot follow meetings now in this timezone... Taking children to school
13:25:04 <santiago> pwaring, that CFP is not the one the content team prepared
13:25:17 <santiago> I could handle a MR to update it
13:25:34 <pwaring> thanks, I think we need them to be consistent otherwise it's confusing
13:25:35 <gwolf> Yes, dates are FIXME because we were supposed t open the CFP in Feb20
13:25:46 <gwolf> santiago++
13:26:25 <pwaring> so plan is: write announcement (now / after meeting), then open registration and send out the email
13:26:46 <pwaring> anything else we need to cover on registration?
13:27:36 <tumbleweed> hrm, the swag deadline is suprisingly early
13:27:49 <changwoo[m]> hi o/
13:27:53 <weepingclown[m]1> o/
13:28:09 <tumbleweed> it would be nice to get a couple of photos of the dorm rooms up on https://debconf24.debconf.org/about/accommodation/
13:28:11 <pwaring> tumbleweed: I guess we can always push dates back (but bringing them forward would be unfair)?
13:28:13 <tumbleweed> but that's not a blocker
13:28:17 <tumbleweed> pwaring: yeah
13:28:34 <pwaring> I think earlier dates is better, because we know people will leave it until after the last minute anyway...
13:29:00 <tumbleweed> urgh, the bursary policy page is still out of date
13:29:13 * tumbleweed attempts to wake up the bursary team
13:30:00 <pwaring> #topic DC24: Accommodation
13:30:07 <pwaring> there are some hotel quotes
13:30:15 <pwaring> #link https://docs.google.com/spreadsheets/d/1s5wG9qCKFuCMYbNpcqUVSffrNi9K3XplwveA5mlbOuI
13:30:27 <jmkim> we have had a plan for getting the nearby hotels, for the couples and families grouped by different gender
13:30:40 <jmkim> About the nearby hotels, all the hotels I get quotes are about 20~25 mins by a bus,
13:31:03 <jmkim> cheaper hotels are telling us that their reservation for July will open on June
13:31:47 <jmkim> Low quality motel: about 82,000 KRW (61 USD) per one room for one night
13:32:07 <jmkim> High quality hotel: about 130,000 KRW (97 USD) per one room for one night
13:32:48 <jmkim> Well, the high quality hotels policy is first-com first-serve, do we need to set the quantity roughly and make a pre-reservation now?
13:33:03 <jmkim> or we can estimate the room quantity and the dates (each room's check-in and check-out) during the registration, I guess.
13:34:20 <nattiemh[m]> I'm a little surprised that the cheaper places wouldn't accept a large booking in advance, but there's probably some logic to that which I'm not spotting
13:35:11 <tumbleweed> what groups are expecting to need these hotels?
13:35:22 <jmkim> during the period of summer vacation, cheaper places want to gather the people who failed to reserve the high quality hotels
13:35:48 <tumbleweed> couples attending on bursary can be accommodated in separate rooms, even though it's not probably what they'd want
13:36:16 <tumbleweed> and we can direct people who want to stay in a hotel to book it themselves (unless these hotels aren't bookable online?)
13:36:37 <tumbleweed> is there any group that we are expecting to *have* to put in hotels?
13:38:42 <jmkim> Because of the dorm's policy, male and female building is physically seperated, and the policy will be affected to the kids who the gender is different with their parent
13:39:05 <jmkim> so I guess these rooms would be allocated for the families
13:39:09 <jmkim> *guessed
13:39:46 <jmkim> as an another alternative of the guest house in the venue, which we already have 3 rooms
13:39:49 <terceiro> which century does the dorms definition of gender com from?
13:40:17 <tumbleweed> typically children don't have bursaries (although sometimes they do). Families bringing children can book hotels themselves
13:41:09 <pwaring> given that this is only going to affect a very small % of registrations, can we stick a line in the budget for it for now and see how bookings go?
13:41:17 <changwoo[m]> yeah gender separated dorms are not familiar in americas or europe, but very common in asia
13:41:18 <pwaring> we've got a lot of hotels to choose from so it seems unlikely they will all sell out
13:41:25 <tumbleweed> terceiro: yeah, I was struggling to phrase the same question. Are our trans attendees going to be able to be accommodated in the dorm they identify with?
13:41:47 <tumbleweed> pwaring: yes, that is an option
13:42:06 <tumbleweed> I think it's good to be clear about what is and is not provided in the sponsored / paid accommodation
13:42:22 <tumbleweed> i.e. if families can't stay together, we can just say that
13:43:22 <pwaring> and we can say that if you don't want to stay in the dorms for any reason, hotels are available [insert links to book direct] (for anyone who pays themselves)
13:43:23 <highvoltage> some DebConfs are better for family travel, some aren't, it's fine as long as people know upfront
13:43:46 <tumbleweed> yes basically, that
13:43:59 <pwaring> okay, let's go with that for now then
13:44:01 <changwoo[m]> same words about the gender separation appeared in meetings weeks and months ago also. that's why we allocate additional hotel rooms.
13:44:04 <nattiemh[m]> We have pointed people at nearby hotels previously
13:44:05 <tumbleweed> if there are any attendees that we are sponsoring *and* need hotels, then we need to budget for that
13:44:36 <jmkim> tumbleweed: about the trans attendees, the main reason I acquired the guest house was for trans attendees,
13:44:44 <jmkim> who their gender in their passport is different with theirs, which they can face in trouble with the dorm guards
13:44:47 <pwaring> there's a line in the budget for it, which is a later agenda item
13:44:59 <tumbleweed> jmkim: OK, good to know
13:45:05 <tumbleweed> so, if we need more space than that, we'll need some hotels
13:45:34 <tumbleweed> for the rest (families) should we recommend people book hotels themselves?
13:45:57 <pwaring> assuming the hotels have registration online and an English option
13:47:28 <nattiemh[m]> Should do
13:47:40 <nattiemh[m]> Though again, they may not open reservations until later
13:48:03 <jmkim> we can recommend people book hotels themselves, and if someone have in trouble in booking, i can process them
13:48:05 <pwaring> several of the hotels are bookable now from a quick check
13:48:19 <pwaring> and they are on sites like booking.com which are international
13:48:39 <jmkim> https://debconf24.debconf.org/about/accommodation/
13:48:52 <jmkim> we have list of few hotels here
13:49:03 <pwaring> okay, let's leave it there for now then?
13:49:30 <pwaring> we've got several money-related items to cover
13:50:12 <pwaring> #topic DC24: Sponsors & fundraising
13:51:01 <sahilister> we have some more sponsors :)
13:51:17 <sahilister> and that's about it IG
13:52:20 <pwaring> great :)
13:52:28 <pwaring> #topic Invoices and payables
13:52:37 <pwaring> #link https://docs.google.com/spreadsheets/d/1BePmZRFEk4nuM6Y3ZicsmW7qTPgP8szzxHdzt__7dJc
13:52:50 <weepingclown[m]1> :)
13:52:58 <jmkim> I made a spreadsheet for payables for near to far future
13:54:11 <jmkim> I want to verify, would the "When" (column H) and the "Payment ratio" (col J, K) will work like this spreadsheet?
13:56:22 <jmkim> the spreadsheet is not very finalised, comments and verification is strongly needed
13:57:42 <jmkim> Like catering, conf dinner, day trip we seems have to get the invoice after the registration
13:57:48 <tumbleweed> do you think you'll have enough sponsorship rasied locally to make the early payments?
13:59:36 <jmkim> No, although local team will do the fundraising in short, the funds will be needed even for early payments
14:00:54 <tumbleweed> OK. Will you have doubleO invoice SPI for some funding to cover that?
14:01:05 <tumbleweed> Or do you want them to pay suppliers directly?
14:01:38 <jmkim> Some providers accepts oversea transfers, then SPI (or other TOs) can pay suppliers directly
14:02:16 <jmkim> If the provider only accepts local payment (electronical tax invoice), then doubleO can pay and request reimbursement to SPI
14:02:56 <tumbleweed> OK, we should share this sheet (or a similar schedule) with SPI so they can plan
14:04:17 <jmkim> alrighty, I will share this sheet with SPI
14:04:40 <pwaring> is there anything else we need to cover on this topic? (budget is a separate item coming up next)
14:04:47 <jmkim> We can continue discussing about this later I gess
14:04:49 <jmkim> *guess
14:06:17 <pwaring> #topic DC24: Budgeting (2nd round)
14:06:23 <pwaring> #link https://docs.google.com/spreadsheets/d/1k2pcSD5dEVl6PAJBLy6ApqyzkvQrj8SSQhroGQ9aykQ
14:07:01 <jmkim> Budget draft, second round o/
14:07:46 <jmkim> the budget significantly increased by the quotations local team gathered ..
14:07:54 <jmkim> Red is increased, blue is decreased
14:10:50 <tumbleweed> quite expensive equipment rental
14:11:30 <tumbleweed> historically, we have made the day trip self paid, to save money
14:13:32 <tumbleweed> we need to collect the team travel budgets (I bet many will go up)
14:14:43 <pwaring> shall we review again next week (since that's the next meeting)?
14:14:51 <changwoo[m]> for some daytrip courses, using travel agencies is an optimized way to use the government sponsoring program we already have.  but yes we can do by ourselves for other courses like city tours
14:15:48 <jmkim> the budget needs to be reviewed and verified, we can continue on next week
14:15:57 <pwaring> ok
14:16:03 <pwaring> #topic DC25
14:16:09 <jmkim> tumbleweed: noted all, local team will discuss together o/
14:16:12 <pwaring> is there anything we need to say on DC25?
14:16:37 <tumbleweed> changwoo[m]: that makes sense
14:17:15 <pwaring> #topic Meeting schedule
14:17:30 <pwaring> next meeting will be 16th April due to skipping a week, then we'll be back to every 2 weeks for 30th April
14:17:35 <pwaring> #topic AOB
14:17:41 <pwaring> is there anything else we need to discuss now?
14:17:45 <tumbleweed> santiago: anything to discuss on 25?
14:18:23 <santiago> I am trying to build a local team
14:18:43 <santiago> trying to onboard local students
14:19:01 <santiago> so they could attend dc24
14:19:43 <tumbleweed> great :)
14:20:03 <santiago> I am also trying to clarify status about accommodation. I hope I can update on that next meeting
14:20:16 <santiago> that's all for now
14:20:18 <tumbleweed> thanks
14:20:45 <pwaring> ok, thanks everyone for coming and see you in 1 week!
14:20:49 <pwaring> #endmeeting