17:00:15 <pwaring> #startmeeting DC25 orga team meeting. Agenda: https://deb.li/dc25meet
17:00:15 <MeetBot> Meeting started Tue Oct 29 17:00:15 2024 UTC.  The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot.
17:00:15 <MeetBot> Useful Commands: #action #agreed #help #info #idea #link #topic.
17:00:23 <pwaring> #topic Roll call
17:00:27 <pwaring> as always, say hi if you're here
17:00:29 <bensmrs> o/
17:00:30 <akashsanthosh[m]> Hoi
17:00:38 <lenharo> hi o/
17:00:43 <jmkim[m]> o/
17:00:54 <DLange> hi if you're here
17:01:11 <weepingclown[m]1> o/
17:01:34 <terceiro> hi o/
17:02:01 <tumblingweed> Giving my apologies now
17:02:06 <EnkelenaHaxhiu[m]> Hi
17:02:44 <jmkim> o/
17:03:50 <pwaring> #topic DC25: Sponsors & Fundraising
17:04:29 <DLange> we have final-ish(?) versions of the brochure and flyer
17:04:33 <bensmrs> As you *might* have noticed, there were a few adjustments lately
17:04:39 <bensmrs> but the versions now pushed should be final
17:04:56 <terceiro> bensmrs: do we still need to update media.debconf.org?
17:05:10 <bensmrs> yep, the files have changed since yesterday
17:05:12 <nattie> (hi)
17:05:19 <terceiro> ok I will do that right now
17:05:23 <bensmrs> thanks!
17:06:36 <gwolf> o/  (sorry for being late)
17:06:57 <DLange> once that is done, the initial sponsor messages can be sent out
17:07:31 <DLange> please also - everybody - think of whether your employer or your best friend at $corporation can be a sponsor and nudge the sponsors' team
17:07:59 <DLange> Google has already committed (Silver)
17:08:06 <DLange> that's sponsor #1 for DC25
17:08:54 <jmkim[m]> \o/
17:09:07 <lenharo> \o/
17:09:14 <pwaring> anything else on sponsorship?
17:10:27 <terceiro> media.debconf.org updated
17:10:36 <bensmrs> great!
17:11:16 <weepingclown[m]1> TIL media.dc.o
17:11:30 <pwaring> #topic DC25: Venue
17:11:59 <bensmrs> Not sure there’s anything to say until site visit
17:12:39 <pwaring> ok, we can skip this item then
17:12:46 <pwaring> #topic DC25: Accommodation
17:13:14 <peb> bensmrs:[2024-10-29 18:11:59] <bensmrs> Not sure there’s anything to say until site visit
17:13:15 <bensmrs> I *just* received the invoice for the campsite, like 10 minutes ago, so I haven’t had the time to review it yet
17:13:18 <peb> when would that be?
17:13:36 <bensmrs> site visit is from nov 21st
17:13:39 <nattie> peb: after Toulouse
17:13:54 <peb> bensmrs, nattie: from or on nov 21st?
17:14:08 <peb> I'd like to be there for the visit
17:14:11 <bensmrs> well, some people will stay several days
17:14:23 <bensmrs> at least 21-22
17:14:56 <bensmrs> it’s useless to visit during the weekend, as the venue will be closed
17:15:05 <peb> any date is fine with me
17:15:11 <bensmrs> So Nov 21-22
17:15:17 <peb> I just would like to be kept on tabs
17:15:24 <peb> same for invoice and quotations
17:15:40 <peb> if Debian France is supposed to be the legal entity for the event, we clearly need Debian France to be on the loop :)
17:15:42 <bensmrs> I know :)
17:15:51 <bensmrs> that’s why you’re on the local channel
17:15:59 <bensmrs> and you’re pinged when we talk about money
17:16:02 <peb> you can Cc me on mails you send to suppliers et al, too
17:16:03 <DLange> I suggest to not pay invoices that early
17:16:08 <peb> DLange: full ack
17:16:13 <bensmrs> ok peb
17:16:18 <DLange> a down payment (reservation fee) is fine
17:16:36 <peb> bensmrs: it's also about legal responsibility, not just money
17:16:41 <bensmrs> yes @ invoices, but there is always à 10%-30% advance
17:16:46 <peb> also I volunteered to help as I'm in Lorient
17:16:47 <olasd> it's a quote, not an invoice, fwiw
17:16:56 <bensmrs> quote
17:16:58 <bensmrs> yes
17:17:01 <bensmrs> my mistake
17:17:16 <DLange> leave finances to peb, bensmrs
17:17:33 <pwaring> anything else specifically on accommodation?
17:17:34 <bensmrs> I never claimed to do otherwise
17:17:59 <peb> bensmrs: I think what DLange  means is don't bother too much about conditions like advance payments etc
17:18:06 <peb> I can manage these aspects :)
17:18:32 <bensmrs> It was clear from the start, don’t worry
17:19:01 <bensmrs> You’re asking what’s new, I’m saying I just received an email, that’s why you’re not yet in the loop…
17:19:04 <peb> so, don't hesitate to Cc peb@d.o or president@france.debian.net (or tresorier@france.debian.net or bureau@france.debian.net) when you send mails
17:19:10 <peb> I'll be able to chime in if needed :)
17:19:24 <bensmrs> Sure, and no mail has yet been sent, so we’re all good
17:20:09 <pwaring> #topic DC25: Food
17:20:30 * gwolf waits for food...
17:20:37 <bensmrs> Where did we stop last time?
17:20:59 <weepingclown[m]1> I remember talks about vegan food
17:21:04 <bensmrs> Ok I re-read it
17:21:08 <akashsanthosh[m]> Vegans vs Veg ?
17:21:48 <bensmrs> Well nothing more for now, we’re collecting all the options we can for caterers for when the school’s restaurant will be closed
17:22:22 <weepingclown[m]1> is there a lot of options to choose from?
17:22:51 <peb> bensmrs: I guess weekends and July the 14th?
17:22:51 <akashsanthosh[m]> Other than food and food ?
17:22:55 <bensmrs> Not really, but we need to talk to caterers to know if they are able to make food for that many people
17:23:12 <dprevot> akashsanthosh[m]: It’s France! Tons of options!
17:23:17 <bensmrs> peb: yes, and also evenings
17:23:42 <bensmrs> basically the school restaurant is ok for breakfasts and lunchs during weekdays
17:23:47 <peb> bensmrs: do we want to rely on the school's cantina if they're only able to cover ~ half of the meals in terms of availability?
17:23:52 <gwolf> Some people were worried that having a changing set of caterers (I understand that was "on the table") would spell danger of famine for vegans
17:24:42 <gwolf> (because getting a caterer to properly understand what we need for each categoy is often... tough)
17:24:46 <peb> I admit having only one service provider for the whole event would be a better option IMHO
17:24:48 <peb> but YMMV
17:24:56 <weepingclown[m]1> bensmrs: if the school restaurant is reliable for the most part then that should make the whole thing much less of a hurdle
17:25:32 <bensmrs> I agree peb, but… well I’m the one looking for caterers and I haven’t found one that fits this criterion yet
17:25:36 <weepingclown[m]1> oh yes, if there is one provider to handle it all, even better
17:25:50 <bensmrs> weepingclown[m]1: I also agree
17:25:58 <peb> bensmrs: do you need help to poke all options? I'm available to spend time at the phone if needed :)
17:26:26 <DLange> actually changing from DebCamp to DebConf has a nice feel as well, not always the same types of food for two weeks
17:26:34 <peb> DLange: right
17:26:39 <bensmrs> Yeah, we can talk about that some time
17:26:46 <peb> if it's 7 days one and ~8 days the other it's fine with me too
17:26:51 <peb> bensmrs: you have my number, right?
17:27:01 <peb> otherwise I can send it to you
17:27:15 <peb> so that we can do signal/sms for things like that
17:27:17 <bensmrs> I have your nickname, so that would be easy to get :)
17:27:41 <pwaring> anything else on food?
17:27:50 <bensmrs> DLange: agree, but the school caterers know how to do several types of food :D
17:27:55 <bensmrs> They are cooks!
17:28:13 <DLange> so are hopefully the other caterers :)
17:28:17 <gwolf> bensmrs: we always have cooks for DebConf...
17:28:29 <gwolf> ...but we always have a group of people unhappy about food choices
17:28:31 <DLange> I was not looking forward to French carpenters trying to expand their business with us :)
17:28:32 <bensmrs> I’m sure they are DLange
17:28:44 <bensmrs> Oh there will always be unhappy people…
17:29:02 <pwaring> #topic DC25: Website
17:29:09 <peb> ok, let's try to sort out with bensmrs, myself and any other volunteer who speaks french later :D
17:29:17 <bensmrs> But yeah… the food is a WIP
17:29:28 <bensmrs> sure peb
17:30:22 <weepingclown[m]1> I wonder if we still need the covid-19 section on the website?
17:30:28 <weepingclown[m]1> or maybe whether we should have it "as is", maybe make it more generic?
17:30:30 <weepingclown[m]1> covid shouldn't be all the problem there is and it's past the "covid era" per se
17:31:00 <nattie> we had several people get ill
17:31:04 * olasd shakes head
17:31:04 <nattie> it's not over
17:31:13 <gwolf> weepingclown[m]1: while I would in principle agree with you, many people don't.
17:31:50 <weepingclown[m]1> I don't want to get rid of it, just.. should it address more than just covid?
17:32:06 <gwolf> we got several comments to feedback@ stating we were not serious enough about COVID
17:32:24 <gwolf> (and I would _in principle_ agree... if people were more responsible)
17:33:30 <weepingclown[m]1> on that note we probably need clearer guidelines for covid situations et al, but that's not a topic for now
17:33:36 <olasd> weepingclown[m]1: proposed updated wording would be welcome, I think
17:33:51 <terceiro> i.e. "patches welcome"
17:33:53 <olasd> handwavey "we should do better", *shrug*
17:34:31 <pwaring> anything else we need to discuss on the website? it will obv be a work in progress over time
17:34:46 <weepingclown[m]1> we should brainstorm later? it's probably too much for my little brain alone xD
17:35:25 <olasd> pwaring: wafertest was updated to the debconf25 website, people who want admin access should talk to the website people (tumbleweed et al.)
17:35:25 <gwolf> olasd++
17:36:13 <olasd> I think that's it on reportable progress...
17:36:16 <pwaring> great
17:36:31 <pwaring> #topic Meeting schedule
17:36:42 <pwaring> next meeting is 12th November, then 26th November, same time and place
17:36:45 <pwaring> #topic AoB
17:36:50 <pwaring> anything else we need to discuss before we finish?
17:37:03 <tumblingweed> I'm back :)
17:37:16 <bensmrs> bring an umbrella for site visit
17:37:20 <tumblingweed> But I have nothing
17:37:28 <olasd> raincoats > umbrellas
17:37:33 <bensmrs> a sturdy one
17:37:36 <peb> I've started to discuss with a french insurance company to be able to provide for some insurance for the organizers
17:37:36 <nattie> how about a hat?
17:37:50 <peb> we have some legal duties on this matter in France, I'm trying to make these things clearer
17:37:56 <bensmrs> well I have just a tshirt, but I’m sure some people fear the rain
17:38:14 <bensmrs> nice peb
17:38:21 <gwolf> nattie: are your hats >1m wide?
17:38:33 <olasd> nattie: singular? that's underwhelming
17:38:45 <nattie> gwolf: no, that's in your country :)
17:38:47 <gwolf> you might ask Carina for hers ;-)
17:39:05 <nattie> we should offer Carina a sombrero
17:39:12 <olasd> (no AoB :P)
17:39:21 <pwaring> ok, thanks everyone for coming and see you in 2 weeks!
17:39:24 <pwaring> #endmeeting