17:00:28 <pwaring> #startmeeting DC25 orga team meeting. Agenda: https://deb.li/dc25meet
17:00:28 <MeetBot> Meeting started Tue Oct 15 17:00:28 2024 UTC.  The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot.
17:00:28 <MeetBot> Useful Commands: #action #agreed #help #info #idea #link #topic.
17:00:33 <pwaring> #topic Roll call
17:00:37 <pwaring> as always, say hi if you're here
17:00:41 <tumbleweed> Hi
17:00:42 <akashsanthosh[m]> Hoi
17:00:45 <EnkelenaHaxhiu[m]> Hi
17:00:45 <jmkim> o/
17:00:55 <DLange> Howdy
17:01:04 <santiago> hi!
17:01:34 <tumbleweed> DLange: media.debconf.org published
17:01:54 <DLange> thanky tumbleweed
17:02:23 <disaster2life> heya!
17:02:51 <nattie> hola
17:03:26 <pwaring> #topic DC24
17:03:28 <pwaring> https://x.com/jdpoc/status/1844738791606493495/photo/1
17:03:32 <pwaring> #undo
17:03:32 <MeetBot> Removing item from minutes: <MeetBot.items.Link object at 0x7f4b8ee0e7f0>
17:03:37 <pwaring> https://storm.debian.net/grain/D9CCYDZey9Byu6sNgEMrm5/
17:03:48 * pwaring curses multiple c&p buffers
17:03:53 <pwaring> we have feedback!
17:04:00 <jmkim> DC24 team missed last meeting. Sorry!
17:04:10 <bensmrs> o/
17:04:29 <pwaring> is there anything we need to say about DC24 now, or is it all wrapped up?
17:04:32 <tumbleweed> jmkim: thanks for summarizing th feedback like that
17:04:35 <jmkim> DC24 feedbacks collected, hopefully helpful for future years ..
17:04:50 <DLange> yes, very well done, thank you jmkim!
17:05:23 <DLange> we still need to get the bookkeeping finished
17:05:29 <jmkim> Some accounting things left on my side
17:06:04 <pwaring> ok, we'll keep it on the agenda for now then
17:06:31 <jmkim[m]> No other things for now!
17:06:51 <pwaring> #topic DC25: Sponsors & fundraising
17:07:05 <santiago> we have a first version of the in-English brochure
17:07:24 <DLange> #link https://media.debconf.org/dc25/fundraising/debconf25_sponsorship_brochure_en.pdf
17:07:25 <santiago> visible at https://media.debconf.org/dc25/fundraising/debconf25_sponsorship_brochure_en.pdf
17:07:40 <santiago> thanks DLange for publishing it
17:07:46 <santiago> the .fr translation is still to be done
17:07:54 <DLange> can we get the flyer soon?
17:08:01 <bensmrs> fr version tomorrow :)
17:08:05 <santiago> we have found some unexpected issues with the translation tooling
17:08:07 <bensmrs> what needs to be in the flyer?
17:08:10 <pwaring> I think tomorrow counts as soon :)
17:08:19 <DLange> just the page with the costs and perks
17:08:24 <bensmrs> santiago: not *that* unexpected :)
17:08:35 <bensmrs> DLange: ok then, will be ok for tomorrow also
17:08:39 <DLange> see, e.g. https://media.debconf.org/dc24/fundraising/debconf24_sponsorship_flyer_en.pdf
17:08:42 <santiago> bensmrs, well, OK, you are right :-)
17:09:14 <santiago> I think that's all on our side
17:09:27 <bensmrs> fwiw, I’ve done quite some work to make brochure edition easier for next editions
17:09:42 <DLange> for some values of easier :D
17:09:52 <bensmrs> I mean, now there’s a LaTeX class
17:09:56 <santiago> thanks a lot to bensmrs for the hard work about the layout and improving the \latex class and etc
17:10:04 <pwaring> #topic DC25: Venue
17:10:16 <bensmrs> Venue rooms are booked
17:10:26 <bensmrs> site visit will determine if more rooms are to be booked
17:10:36 <disaster2life> woo! big rooms?
17:10:46 <bensmrs> for now, we have 3 amphitheaters and 4 large classrooms
17:11:12 <weepingclown[m]1> o/
17:11:26 <santiago> from my experience, those 3 big conference room should be big enough. but we will see with the site visit
17:11:27 <bensmrs> disaster2life: one 400-person+ amphi (I think it can go to 500, will need to check with security), one 200+ amphi, and one 150+ amphi, IIRC
17:11:30 <nattie> what sort of capacity?
17:11:43 <tumbleweed> bensmrs: that sounds like enough
17:11:44 <nattie> ah ok
17:11:49 <bensmrs> the classrooms are 40+-ish
17:11:51 <disaster2life> sounds like a lot of people
17:12:20 <bensmrs> a lot of people is what we’re expecting :)
17:12:33 <weepingclown[m]1> bensmrs: that sounds quite big enough :)
17:12:37 <tumbleweed> are the classrooms the hacklabs?
17:12:43 <tumbleweed> or are they BoF classrooms
17:13:02 <bensmrs> will see after site visit
17:13:03 <tumbleweed> 4 BoF spaces would probably be sufficient
17:13:19 <disaster2life> I assume 2 would be reserved for silent and noisy?
17:13:40 <weepingclown[m]1> hopefully?
17:14:19 <bensmrs> we’ll see, it’s still pretty early for these details :)
17:14:47 <tumbleweed> sounds good
17:15:10 <pwaring> anything else on venue?
17:15:54 <bensmrs> No, the rest is waiting for site visit
17:15:58 <pwaring> #topic DC25: Accommodation
17:16:28 <pwaring> last time we were waiting to hear from the campsite
17:16:30 <bensmrs> student dorms are booked (I think they already were at the last meeting)
17:16:41 <bensmrs> we’re waiting for the campsite invoice
17:17:27 <bensmrs> I’ve visited the bungalows and we have discussed a lot about the rooms, because (as in usual bungalows), the twin rooms have beds very close to each other
17:17:34 <bensmrs> ~40cm space
17:18:00 <bensmrs> so most of the twin rooms will be occupied by only one person, except families and people *really* close that wouldn’t mind
17:18:40 <disaster2life> with the dorm singles that would accomodate the whole spectrum?
17:18:51 <bensmrs> wdym?
17:19:26 <akashsanthosh[m]> disaster2life: I think yes
17:19:27 <disaster2life> spectrum of people wanting alone space to people wanting shared space
17:19:39 <bensmrs> sure
17:19:52 <bensmrs> we’ll also contact local hotel, just in case
17:19:56 <bensmrs> hotels*
17:20:31 <weepingclown[m]1> seems to be in very good progress then, nice work!
17:20:40 <disaster2life> that seems good
17:20:46 <pwaring> #topic DC25: Food
17:21:14 <bensmrs> we’re in touch with the local catering association
17:21:18 <nattie> yay!
17:21:26 <nattie> they know how to feed vegans, right?
17:21:35 <bensmrs> they’ll not be available for the dinners during debconf
17:21:39 <bensmrs> maybe during debcamp
17:21:49 <bensmrs> also complicated on sundays and public holidays
17:22:01 <taffit_> (July 14th^)
17:22:19 <bensmrs> for the dinners, we already planned to do specific animations, involving other caterers
17:22:23 <gwolf> o/
17:22:27 <gwolf> sorry for arriving late...
17:22:28 <bensmrs> for the weekends, we’ll manage
17:22:33 <nattie> thats gonna be a lot of meetings with caterers
17:22:34 <nattie> but OK
17:22:41 <bensmrs> they know what vegan means :)
17:22:51 * gwolf alternates beween backlog and ongoing talk...
17:23:02 <weepingclown[m]1> which is already good...
17:23:08 <bensmrs> and we have a good network of caterers, because the schools and its partners is quite used to organizing stuff like that
17:23:16 <nattie> (i ask especially because i've just got back from an event that was a prime example of how *not* to feed vegans - and i'm not talking about Cambridge, for the avoidance of doubt)
17:23:19 <santiago> nattie, I am sure the local catering association knows how to feed vegetarians, but not vegans. that is something to be handled
17:23:21 <bensmrs> we’ve got a contact who knows *plenty* of caterers
17:23:36 <bensmrs> also, important thing!!! the lunchs will NOT be a buffet
17:23:38 <bensmrs> only the dinners
17:23:40 <weepingclown[m]1> bensmrs: what do you mean by "we'll manage"? as in looking for othet caterer options?
17:24:10 <tumbleweed> ... when in france :)
17:24:22 <bensmrs> we’re in a school and other people are eating during lunch
17:25:05 <nattie> maybe we'll handle the lunches like in Portland?
17:25:15 <bensmrs> nattie: sure! I’m pretty attached to inclusivity, there will be food for everyone
17:25:19 <disaster2life> wait so lunches will be ordered indivually?
17:25:24 <gwolf> bensmrs: that's OK. We don't need buffets. They are nice, but by no means necessary
17:25:37 <bensmrs> santiago: yep, a special mention to veganism will need to be done
17:25:48 <gwolf> bensmrs: even for people not showing up? That'll be a lot of waste....
17:25:55 <gwolf> </badjoke>
17:25:56 <bensmrs> there are way more vegetarians than vegans in France, but we’ll be able to tell them
17:26:11 <pwaring> anything else on food?
17:26:17 <gwolf> I trust that having a santiago on the team will help the vegan issue
17:26:22 <bensmrs> weepingclown[m]1 @ we’ll manage <- other caterers, and stuff we can collectively do, like crêpes parties
17:26:29 <santiago> I've personally "fought" about having vegetarian food there, and I am sure they will manage to have vegan friendly
17:26:47 <bensmrs> disaster2life @ individually, yeah, you have a tray and you are served by the nice people working there
17:27:09 <bensmrs> gwolf @ buffets <- good to know
17:27:27 <pwaring> #topic DC25: Website
17:27:30 <bensmrs> gwolf @ waste <- oh they know how to handle it, we have VERY STRICT laws in France
17:27:31 <pwaring> https://debconf25.debconf.org/
17:27:39 <bensmrs> hey! I wasn’t finished :D
17:27:43 <disaster2life> bensmrs: so that's how food works, noted! :p
17:27:52 <santiago> lol
17:27:59 <gwolf> :-]
17:28:01 <bensmrs> nah I’m finished
17:28:06 <bensmrs> website still on hold
17:28:16 <bensmrs> quite some work for local team lately
17:28:22 <bensmrs> will do asap
17:28:34 <santiago> I've just discussed with terceiro (before the meeting :-P) about the requirements for the artwork
17:28:36 <weepingclown[m]1> any help needed?
17:28:50 <weepingclown[m]1> with the website
17:29:15 <santiago> weepingclown[m]1, I would say the first thing to do is to call for artwork
17:29:17 <bensmrs> I think we’ll need help, but probably too early, I’d say?
17:30:25 <akashsanthosh[m]> bensmrs: Me free after Jan 30 prolly, ping me up if anything needed
17:30:44 <bensmrs> great
17:30:57 <weepingclown[m]1> santiago: I think it'd probably be mostly reusing previous templates, right? we can look into that later
17:32:02 <santiago> weepingclown[m]1, I think the artwork+logo relates to the website
17:32:11 <pwaring> anything else on DC25 before we wrap up?
17:32:55 <santiago> and we should use a color palette already "understood" by wafer
17:32:58 <weepingclown[m]1> santiago: I meant "later" as in soon :p
17:33:06 <bensmrs> for the rest, we’ll soon contact the public transportation company to give everyone a free unlimited pass
17:33:22 <tumbleweed> swapping the pallete out is pretty simple
17:33:24 <bensmrs> for day trips, I’ve put some people to work on finding restaurants
17:34:10 <weepingclown[m]1> "free unlimited pass" sounds very nice
17:34:27 <gwolf> +1
17:34:28 <bensmrs> And I’ll very soon contact the ferry company for the Ushant day trip, to get a nice pricing
17:34:33 <weepingclown[m]1> free as in free beer and not libre, right? :p
17:34:36 <pwaring> #topic Meeting schedule
17:35:06 <bensmrs> pwaring is in a hurry today :P
17:35:13 <pwaring> next meetings will be 29th October, 12th November, 17:00 UTC as usual (though 12th November will be after the clocks change in most places)
17:35:30 <pwaring> #topic AOB
17:35:32 <pwaring> anything else?
17:35:37 <bensmrs> All good
17:35:52 * gwolf cheers
17:36:03 <bensmrs> There’s not that many things that non-local people can do I’m afraid
17:36:05 <santiago> FTR, I won't be available for the 29th meeting. sorry
17:37:15 <bensmrs> the goal is to speedrun into having everything wrapped up locally pretty soon, then we’ll be able to involve more people
17:37:33 <bensmrs> obviously, non-locals are *really* welcome to give us da precious money
17:37:42 <bensmrs> or find sponsors that can :)
17:37:57 <tumbleweed> yeah, we always need all the help we can get for that
17:38:19 <bensmrs> France is not the cheapest country, every donation counts to give you the best experience
17:38:44 <weepingclown[m]1> last year I tried mailing my employer but couldn't find the right contacts in the end
17:39:06 <weepingclown[m]1> this is year I am not even trying, the HR is on the lookout for me as it is xD
17:39:12 <bensmrs> :D
17:39:19 <pwaring> ok, thank you all for coming and see you in 2 weeks!
17:39:22 <pwaring> #endmeeting