17:00:04 <pwaring> #startmeeting DC25 orga team meeting. Agenda: https://deb.li/dc25meet
17:00:04 <MeetBot> Meeting started Tue Oct  1 17:00:04 2024 UTC.  The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot.
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17:00:07 <pwaring> #topic Roll call
17:00:11 <pwaring> as always, say hi if you're here
17:00:21 <akashsanthosh[m]> Hoi
17:00:23 <DLange> cf. https://tracker.debian.org/pkg/gitlab vs. https://about.gitlab.com/releases/2024/09/19/gitlab-17-4-released/
17:00:39 <DLange> mispaste as in hi :)
17:01:04 <santiago> hi!
17:01:07 <weepingclown[m]1> hi :)
17:01:09 <EnkelenaHaxhiu[m]> Hello
17:01:11 <bensmrs> o/
17:01:16 <tumbleweed> \o
17:02:26 <h01ger> o/
17:03:08 <pwaring> #topic DebConf 24
17:03:13 <pwaring> anything remaining from DC24?
17:03:27 <nattie> (ohai)
17:03:57 <DLange> Kimchi cravings?
17:07:51 <DLange> (crickets, move on?)
17:07:52 <pwaring> DC25: Sponsors & Fundraising
17:08:44 <DLange> santiago, bensmrs: wanna say something or shall I?
17:09:06 <santiago> DLange, please, be my guest
17:09:20 <santiago> we could add add something afterwards, if needed
17:09:45 <DLange> we have a near complete brochure that will be translated to French
17:10:11 <DLange> the git repo needs to be updated for dc25 (that task is assigned)
17:10:40 <DLange> sahilister and EnkelenaHaxhiu[m] have committed to do the initial email batch to international sponsors
17:11:16 <DLange> we keep the sponsorship levels for dc25 the same as dc24 (because people have already gotten budget commitments with these levels)
17:11:38 <DLange> the levels will likely be adjusted a bit upwards for dc26+
17:11:39 <DLange> .
17:12:48 <santiago> .
17:13:09 <santiago> sounds like an accurate summary of the status from my PoV
17:14:46 <pwaring> #topic DC25: Accommodation
17:15:23 <nattie> I believe bensmrs is in contact with the overflow accommodation place
17:15:28 <bensmrs> 150 rooms have been booked at the student accomodation place
17:15:41 <bensmrs> unofficially, we’ll be able to go further
17:15:58 <bensmrs> I’m in touch with the campsite for 120 more accomodations
17:16:12 <bensmrs> We’re waiting for a quote that should arrive in less than 2 weeks
17:16:27 <weepingclown[m]1> nice
17:16:35 <bensmrs> in the end, we’re targetting 300 beds
17:16:54 <bensmrs> wrt other years stats, that should be enough to cover 500+ attendees
17:17:10 <DLange> where do the 200+ others sleep?
17:17:39 <DLange> I don't think we have a 2:3 hotel ratio
17:17:59 <bensmrs> Well, I just took previous years stats
17:18:09 <bensmrs> rooms vs attendees
17:19:12 <bensmrs> If you want us to accomodate more than 60% of the people, please tell
17:19:21 <bensmrs> but that’s not what the previous stats say
17:19:31 <DLange> well, we need a place for them, doesn't mean DebConf has to invite them
17:20:04 <nattie> i'm seeing some mismatch between "conference-provided" and "conference-paid" here
17:20:17 <weepingclown[m]1> I think if we are expecting 500+, then the expected number of beds should also probably go up
17:20:22 <nattie> not everyone stays in conference-provided accommodation, by far
17:20:25 <bensmrs> I mean… https://debconf24.debconf.org/register/statistics/
17:20:30 <bensmrs> Attendees registered: 166
17:20:36 <bensmrs> (accomodation)
17:20:36 <DLange> yes, my understanding of the location is that no hotels are nearby
17:21:07 <DLange> so we need to organize something or at least tell people where to go or shuttle busses or whatever
17:21:17 <bensmrs> I already know someone who booked a house near the event
17:21:25 <bensmrs> there’s plenty of options
17:21:44 <DLange> ok, if you can document them and they cover 200+, we are good
17:22:10 <bensmrs> I didn’t feel that was the case for previous editions, but my experience is *very* limited
17:22:26 <bensmrs> (nor did other people from local team, fwiw)
17:22:52 <tumbleweed> bensmrs: we have managed to avoid the need for busses in previous years
17:23:15 <tumbleweed> but they do come up frequently...
17:23:31 <DLange> esp. when we don't have accom for everybody in walking distance
17:23:33 * tumbleweed expects DC25 to be significantly bigger than DC24
17:23:52 <tumbleweed> some of the peolpe staying in hotels will hire cars, but probably only a handful
17:24:06 <bensmrs> and why would buses be bad?
17:24:20 <nattie> they're not bad, they're just a pain to organise
17:24:26 <nattie> and many have tried and failed before you
17:25:17 <tumbleweed> how many people stay on site vs offsite depends a lot on what accommodation we offer
17:25:52 <bensmrs> @ buses, if you say so… we’re pretty used to working with bus companies in my school.
17:26:21 <bensmrs> well, we’re maxing out on the accomodation on campus and at the campsite there
17:26:46 <bensmrs> and the campsite is not really at walking distance, except if 45 minutes is fine to you
17:26:56 <weepingclown[m]1> bensmrs: also, I suppose families, if any, would have to opt for the camphouses since the student accommodation is single room-single bed?
17:27:04 <bensmrs> but it’s 10 minutes away by bus
17:27:27 <bensmrs> the camphouses are bungalows
17:27:35 <h01ger> rented busses from accom to the venue? i'd rather suggest renting 200 bikes ;) regular bus service might work/help
17:27:40 <bensmrs> so typical bungalow setup
17:28:02 <bensmrs> 1 big room (couple) + 1 twin room or 1 big room (couple) + 2 twin rooms
17:28:24 <santiago> as someone how bikes, I can say the buses will be useful there
17:28:27 <bensmrs> yeah, we’re only considering renting buses outside of the regular bus service
17:28:40 <bensmrs> and we’re also considering a partnership with the local bus company
17:29:08 <h01ger> ic
17:29:20 <santiago> *who used the bike to move a lot there
17:29:25 <bensmrs> bikes could help, if you have strong muscles
17:29:36 <weepingclown[m]1> having options is nice
17:29:45 <bensmrs> slopes are *very* steep
17:29:47 <santiago> or take the longer path is an option for the bike too
17:31:13 <h01ger> how much longer is the longer path?
17:31:26 <h01ger> s#much longer#long#
17:32:05 <pwaring> ok, shall we update on accommodation next time?
17:32:10 <santiago> my point is we could think about bikes later. there could be some, maybe. but that shouldn't be the base transportation
17:32:17 <pwaring> we don't need to discuss the exact length of every bike path :)
17:32:30 <bensmrs> well, next time, there’s only be a confirmation for the campsite
17:32:39 <bensmrs> not sure we’ll continue bringing this up here
17:32:58 <bensmrs> we can discuss it on this channel outside of the meetings, ofc
17:33:07 <pwaring> let's do that then for now
17:33:20 <pwaring> #topic DC25: Website
17:33:54 <santiago> I don't think we have updates about the website, for now
17:33:58 <bensmrs> everything needs to be done
17:34:13 <bensmrs> it’ll be done as soon as we’ve finished the sponsor documents
17:34:32 <santiago> I have in my todo list to call for artwork proposals (that we will need for the website)
17:34:41 <weepingclown[m]1> I have a very simple MR there, hope someone can check it later, it's just updating some wiki links
17:34:49 <santiago> weepingclown[m]1, thanks!
17:35:18 <santiago> Haven't seen any notification. (need to check my watch settings)
17:35:45 <terceiro> santiago: talk to me when preparing that call, there are some aspects we can take into account to make it easier
17:35:58 <santiago> terceiro, ACK, obrigado!
17:38:37 <pwaring> #topic Meeting schedule
17:38:49 <pwaring> next meeting will be 15th October, 17:00 as usual, then 29th October
17:38:54 <pwaring> #topic AoB
17:38:58 <pwaring> anything else we need to discuss?
17:39:22 <pwaring> (also if people want to change the agenda before the meeting, please add/remove things to discuss)
17:39:25 <santiago> nop here
17:41:04 <pwaring> ok, thank you all for coming and see you in 2 weeks!
17:41:05 <pwaring> #endmeeting