13:00:12 #startmeeting DC24 orga team meeting. Agenda: https://deb.li/dc24meet 13:00:12 Meeting started Tue Jun 11 13:00:12 2024 UTC. The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot. 13:00:12 Useful Commands: #action #agreed #help #info #idea #link #topic. 13:00:15 #topic Roll call 13:00:19 as always, say hi if you're here 13:00:22 o/ rolling 13:00:39 Hola 13:00:52 hi 13:00:56 o/ 13:01:02 o/ 13:01:14 o/ 13:01:35 Hi 13:01:57 Sorry, on a phone. Walking towards the laptop, arriving in about half an hour 13:01:59 Hi if I'm here 13:02:06 Will be on from laptop shortly 13:02:07 Hi 13:02:31 o/ 13:03:39 tumblingweed has given us a challenge. Let's see to be done before he reaches the laptop 13:03:49 #topic Registration 13:03:53 https://debconf24.debconf.org/register/statistics/ 13:04:15 is there anything we need to say on registration? we're up to 325 fully registered 13:04:32 in between meetings there was some discussion about cutoff dates for swag etc. 13:04:38 We need to firn up numbers 13:04:48 Which means badgers and deadline ls 13:05:56 We're talking of making the 19th a confirmation deadline 13:06:22 which means you'd need to send badgers around ... tomorrow 13:06:26 by confirmation do we mean people have to confirm their registration and (if applicable) bursary 13:06:36 Yes 13:07:13 should we say 18th given that we allow people to confirm in any timezone (i.e. some will be confirming on 19th effectively) 13:07:41 2nd round bursaries already have a deadline of 19th 13:08:06 ok, can we agree 19th as confirmation deadline then? 13:08:10 (communicated to the recipient) 13:08:11 everyone happy with that? 13:08:44 For everyone who didn't receive a bursary 13:08:44 (hi from laptop now) 13:08:45 (people can presumably still register afetr that, but with no bursary or guarantee of swag) 13:08:58 We need to leave some time to decide and pay 13:09:27 19th is probably good, if we communicate denials soon 13:09:50 We need to set also the deadline for the guarantee of swag, i guess 19th is good 13:09:54 And obvs a few people who are late won't be a problem 13:10:40 I think having the same deadline for confirmation and swag is probably sensible 13:10:50 Yes 13:10:51 more deadlines = more confusion 13:10:55 +1 13:11:04 +1 13:11:12 swag will be ordered early next week as per the Korean team meeting 13:11:21 so that seems to work out approximately 13:11:27 o/ didn't note meeting already began 13:11:40 #agreed 19th June set as deadline for confirmation and guarantee of swag 13:11:46 anything else on registration? 13:13:45 #topic Accommodation 13:14:05 I let dorm the quantity of the rooms for acquiring yesterday 13:14:06 last time we discussed there being a few people who hadn't specified their gender at registration, so couldn't be assigned a room 13:14:29 * jmkim[m] uploaded an image: (95KiB) < https://matrix.org/_matrix/media/v3/download/matrix.org/GsaARSDnWfhIQjnHkJXhFjdu/image.png > 13:14:38 I realized this estimation is ~166% over estimated than the current stats 13:14:57 jmkim: are those numbers rooms or people? 13:15:16 ^number of rooms 13:15:43 Nattie: you have a number estimate yet? 13:15:52 o/ 13:16:36 jmkim: some people have ordered single rooms presumably 13:16:40 I need to recalculate, and we can discuss on this channel later on this week 13:16:53 and sometimes we need to isolate snorers et al. :) 13:16:58 at last count, 16 people requested single rooms 13:17:28 I mean total dorm and hotel rooms 13:17:54 i don't have that this very instant, but can convey those numbers shortly after the meeting 13:18:58 ok, do we need to discuss accommodation further at this point? 13:19:06 or shall we leave it until after the meeting 13:19:28 Shall we talk general plans? 13:19:31 One thing, when will be the proper time for assigning the rooms? 13:19:46 jmkim: Soon 13:19:56 Nattie: you're planning on using hotels for after hours arrivals, as I understand 13:20:11 nattie: ack o/ 13:20:20 And for couples who overflow the guest house 13:20:26 tumblingweed: yes, or at least floating the idea 13:20:32 Everyone else in dorms 13:21:03 the dorm regulations are so strict, i think in practice it's unlikely they'll budge on anything 13:21:34 quite possibly 13:21:40 So we'll have to send a badger to everyone to check their arrival times 13:21:55 Esp if after 1am 13:22:07 already being drafted 13:22:22 like everybody coming with the European evening flights to ICN 13:22:23 curfews(0100-0500), our professor trying to reduce the time by discussing with the office, but seems negative 13:22:35 if they have any updates, i will bring 13:22:44 jmkim: late arrivals are the thing 13:22:58 so that people can get in the first time with their suitcases 13:23:04 jmkim: if even your professor can't make them budge, then i suspect we should go with an alternative plan 13:23:45 are we having late arrivals in hotels and then next day move them to dorms? 13:24:10 for now the able thing is, some of the pre-registered people can be free from the curfew time 13:24:18 That's the idea, if the dorm can't receive them 13:24:23 ^some means around 5~10 people 13:24:35 changwoo[m]: that's the idea 13:24:42 jmkim: and that is agreed upon by the people in charge of the dorm? 13:24:46 tumblingweed: ^5 13:24:52 There will also be a couple of people who miss trains and arrive late 13:25:10 And we don't know until a few hours before 13:25:15 If at all 13:25:54 weepingclown: still discussing, we will get a form for requesting the free-curfew for some people 13:25:55 We can always say go to a hotel that charges less than x 13:27:55 professor is also discussing about the entrance guide for the curfew arrival people who stay in the dorm 13:28:14 o/ from a laptop 13:28:43 ^^e.g. pre-registered curfew-free people (aka local team?) to guide them 13:28:50 so we did not make an efficient meeting, tumbleweed :) 13:29:02 jmkim: good idea, please pursue that 13:29:36 yup 13:29:42 shall we review this again next week? there are several other items on the agenda 13:29:55 sure 13:29:58 #topic Day trip 13:30:23 We are currently planning to use the day trip agency, 13:30:51 we have sponsorship earmarked on it, so we may as well spend it all (and no more) :) 13:31:03 and they told us it will take around 100,000 KRW per person at least 13:31:10 is there an idea of the options yet, or will that come later? 13:31:59 there are some prepared options, not prepared in english yet 13:32:20 Can the attendees pay by themselves? 13:32:31 I meant, for reducing the budget 13:32:42 * weepingclown[m]1 is off for my class, I'll read up the messages later 13:32:44 bye :) 13:33:02 jmkim: we are used to attendees paying for themselves, yes 13:33:27 earmarked sponsored amount is not enough. for example it doesn't cover lunches.. 13:33:48 we have had a regular caterer provide boxed lunches for day trips, a few times in the past 13:33:54 tumbleweed: can it be prepared with the system? e.g. wafer or stripe? 13:34:05 daytrip payment system? 13:34:14 jmkim: yeah... we haven't done it yet, but we can. It's not complex 13:34:22 we've just taken cash in past years 13:35:03 Currency is local? 13:35:11 jmkim: try to come up with something just renting a bus 13:35:33 70 EUR is just overpriced for a random day trip 13:35:39 tumbleweed: good, then we can have self-paid options 13:35:56 there are no facilities with high entry fees around Busan as much as I know 13:36:27 given that day trips don't need to be agreed now, shall we update at the next meeting? 13:37:07 DLange: Noted 13:37:16 thank you 13:37:17 pwaring: yup 13:37:44 #topic Conference dinner 13:38:04 * jmkim[m] uploaded an image: (551KiB) < https://matrix.org/_matrix/media/v3/download/matrix.org/BpjMHOQpzeRbeylkpvlgVayE/image.png > 13:38:30 This is a prepared conference dinner menu, and going to be confirmed 13:38:48 More reviews? o/ 13:39:19 maybe one or two more vegan options? 13:39:28 and maybe a vegan dessert? fruit is lovely, of course... 13:39:58 is the first item a salad bar? 13:40:14 yes, it's salad bar 13:40:32 *nods* 13:41:06 I am not sure having more vegan or replacing the non-vegan to the vegan options will affect to our quotation 13:41:18 Will pass to our conference dinner member in charge 13:42:02 Yes, me with our local catering team will be site-visit & contact company for conference dinner. 13:42:25 Giyeonbang[m]: send all pics 13:42:35 especially of the food 13:42:50 OK. I see. 13:43:20 But maybe we cannot see the foods yet. 13:43:39 anything else on conference dinner? 13:43:46 Can we request to the caterer for food photos? 13:43:47 P.S. site-visit means PKNU site-visit. 13:44:22 ^^Giyeonbang[m] 13:44:22 don't create effort for them 13:44:26 I am not sure. But I will be forward to related team. 13:44:35 yup, we can discuss locally later 13:44:38 (i was really being tongue in cheek about the food pics. bonus if you do get them, but no actual pressure) 13:45:09 nattie, DLange: ack o/ 13:45:31 ACK 13:45:51 #topic Sponsors & fundraising 13:47:34 well done at raising some more late sponsorship (which we're still waiting to post to the site) 13:47:57 yes, lucky strike 13:48:39 we'll still be 80 ~ 100k USD over budget 13:49:48 In Busan locally, I am having multiple offline meetings for gathering more sponsors 13:50:02 \o/ yeah 13:50:37 We started to post the posters and included the sponsorship QR code 13:50:49 I hope it can help for fundraising .. 13:51:42 I heard from local swags meetings, they need to have a sponsor logo deadline for t-shirts and bags 13:52:30 should we set the same deadline of 19th June (and let the sponsors know that today/tomorrow)? 13:52:41 It will take a month as i heard, so should be very shortly e.g. June 19th 13:52:44 They said Monday next week but I guess that will be 20th now as they need quantities to order as well 13:52:45 Is it ok? 13:53:00 and they don't even have a design they wanted to share yesterday... 13:53:33 let's look for next week o/ 13:53:54 we need to thoroughly review the design and for that we need the last sponsor logo (see email I sent today) 13:54:07 that is more important than ordering a day earlier or later 13:54:49 ok, let's say we review the design before the next meeting (18th June) 13:55:01 sounds good 13:55:05 #topic Budgeting 13:55:09 is there anything to say on the budget? 13:55:20 Ok, seems designing of the sponsorship perks (t-shirts and bags) is very urgent 13:55:25 pwaring +1 13:55:28 yes 13:55:34 and calculating quantities of shirts 13:55:43 nattie: do we have the spreadsheet of calculations from last year? 13:55:56 and can we remember if we had too many / few of anyhting? 13:56:18 not offhand, but i can ask the swag person from last year 13:56:31 I have the sheets from 19 and 22 13:58:00 #action nattie and tumbleweed to send previous swag calculations 13:58:48 #topic DebConf 25 13:59:02 do we need to say/discuss anythiong on DC25 at this point? 13:59:02 tumbleweed: can we get the sheets? i will pass to the swags local team people 13:59:43 dc22: https://storm.debian.net/shared/7GIvIKky1t5Pda1g5EmS017Mk7HNr34TznPuZB_FXKT 14:00:34 o/ 14:01:13 just to say we are negotiating with the venue administration, and I would like to thank bensmrs and olasd for their hard work these days 14:01:44 great 14:01:44 nothing more to say, for now 14:01:52 santiago: How much risk do you think there is for the bid here? 14:02:04 are they just being bureauctratic or are we fighting for our lives? 14:02:40 tumbleweed, difficult to say. bensmrs could have a better idea. to be honest, I didn't identified the risk of them not accepting more easily to hold the conference 14:03:15 there is some bureaucratic requirements, especially French security stuff to be taking into account 14:03:46 it's not uncommon for us to be able to book university spaces, and then they suddenly realise that there's a conference happening and cause problems 14:03:46 They are very finicky, but IMO nothing we can’t get past 14:04:13 for DC16, it required us to get academic support within the university. That made the problems go away 14:04:35 We’ll see in the coming days. They will give a final approval/rebuttal by EoMonth 14:04:40 what I mean is if we get the approval from the venue administration, we then need approval from the government... 14:06:12 right, so still a few big hurdles 14:06:28 the head of computer science department supports us now, hopefully that will help 14:07:19 that should be very useful, yes 14:07:22 ok, shall we get an update next week's meeting then? 14:09:13 #topic Meeting Schedule 14:09:24 next meetings will be 18th June, 25th June, 13:00 UTC as always 14:09:26 #topic AOB 14:09:37 anything else that we need to discuss in the meeting (as opposed to in-between)? 14:10:52 I remember someone asked Cheese & Wine party? 14:11:08 do we have a leader for the cheesy celebrations? 14:11:39 it's probably time to send a call for cheese, soon 14:12:47 Macy Lin 14:12:48 i've registered the cheese and wine 14:13:16 but i will happily have Macy and urbec added as co-coordinators (i registered it to make sure it was in the schedule) 14:13:44 Good 14:14:06 ok, thanks for coming everyone, see you next week! 14:14:07 #endmeeting