17:00:03 <pwaring> #startmeeting DC25 orga team meeting. Agenda: https://deb.li/dc25meet
17:00:03 <MeetBot> Meeting started Tue Jul  1 17:00:03 2025 UTC.  The chair is pwaring. Information about MeetBot at http://wiki.debian.org/MeetBot.
17:00:03 <MeetBot> Useful Commands: #action #agreed #help #info #idea #link #topic.
17:00:07 <pwaring> #topic Roll call
17:00:10 <pwaring> as always, say hi if you're here
17:00:14 <bensmrs> o/
17:00:28 <nattie> hola
17:00:42 <martinbayo[mds]> Hola
17:00:58 <EnkelenaH[mds]> hi
17:01:11 <sre4ever> goede dag
17:01:17 <disaster2life> hi if you are here
17:01:18 <Giyeonbang[m]> o/
17:01:20 <leomartinez> hi
17:01:40 <DLange> hi to disaster2life and everybody else
17:02:06 <disaster2life> o/
17:02:23 <santiago> hallo!
17:03:05 <pwaring> #topic DebConf 26
17:03:11 <tumbleweed> late hello
17:03:22 <gwolf> o/
17:03:41 <martinbayo[mds]> We had the meeting with local authorities, they have responded very positively and have offered a lot of support
17:03:41 <martinbayo[mds]> Next Thursday we have meeting with faculty authorities (venue) , and we hope have dates for DC26.
17:03:41 <martinbayo[mds]> on Friday we have meeting with Hotel administration
17:03:53 <lenharo> hi
17:04:03 <gwolf> ...just before boarding the plane! :-}
17:04:22 <martinbayo[mds]> yes !
17:04:55 <nattie> adventurous!
17:05:13 <pwaring> great, anything else on DC26?
17:05:24 <martinbayo[mds]> I think that's what's relevant.
17:05:24 <martinbayo[mds]> If you don't have any questions, we can continue.
17:06:00 <pwaring> #topic DC25: Budget
17:06:09 <pwaring> last time a final result on bursaries was in progress
17:06:46 <tumbleweed> that's all done
17:06:54 <pwaring> \o/
17:06:55 <tumbleweed> bursaries are over
17:07:05 <gwolf> \o/
17:07:08 <tumbleweed> alothough there is some unspent bursary budget, but too late to do anything about that
17:08:13 <pwaring> anything else on budget?
17:08:58 <olasd> my plan to spend some time reconciling debian france and (lack of) dc25 books got preempted, but I haven't noticed any obvious drifts (and we have had some last last-minute sponsor income...)
17:09:19 <tumbleweed> yeah, if anything, things are trendingin the right directions
17:09:21 <weepingclown[m]> o/
17:09:32 <tumbleweed> income is below forecast, though
17:09:42 <olasd> you mean attendee income?
17:09:56 <tumbleweed> yeah
17:10:11 <tumbleweed> we've been pushing quite hard on invoice payment
17:10:13 <tumbleweed> so not much of that left
17:10:40 <tumbleweed> accommodation is 12k short
17:10:44 <tumbleweed> but we have 20k of outstanding invoices
17:10:52 <tumbleweed> not sure how mcuh of that is cancelled attendees, I really should check...
17:11:25 <olasd> overall as (debianfr) treasurer I don't feel any urgency
17:11:30 <olasd> :-)
17:11:31 <gwolf> tumbleweed: but that does not affect the number of confirmed attendees, right?
17:11:50 <tumbleweed> gwolf: we're at the physical limits :P
17:12:02 <gwolf> (I mean, it would be a real shame to tell people they no longer fit, but have their vacant space pushing out others)
17:12:04 <tumbleweed> accommodation and just the venue in general are both packed above capacity (but only just)
17:12:37 <tumbleweed> we're hoping for a few no-shows
17:12:51 <bensmrs> gwolf: that’s why we have people spending 6+hours a day making sure it doesn’t happen
17:13:09 <gwolf> 👍
17:13:30 <bensmrs> If anything, as tumbleweed wrote, a few no-shows could be nice :D
17:14:15 * gwolf will do his best not to comply with bensmrs' request.
17:14:59 <bensmrs> who would invoke the GPG chant if you weren’t here?
17:15:06 <pwaring> shall we move on to registration / content? (since that covers numbewrs too)
17:15:11 <bensmrs> we shall
17:15:13 * gwolf avoids the use of GnuPG FWIW.
17:15:14 <olasd> pwaring++
17:15:16 <pwaring> #topic DC25: Registration: Content team
17:15:33 <gwolf> We have been busy :-)
17:15:38 <bensmrs> VERY BUSY
17:16:12 <gwolf> Academic track is underway. All authors have been contacted and given their final reviews, this Thursday is the limit for the submitted camera-ready papers
17:16:23 <bensmrs> Looks like tracking unregistered speakers was fun also :)
17:16:29 <tumbleweed> we have a couple of speakers who failed to register / confirm
17:16:30 <gwolf> tassia[mds] and LucasKanashiro[mds] have been breaking their brains getting the schedule on track
17:16:42 <gwolf> Yes... that always happens :-Þ
17:17:08 <gwolf> this year it's even more fun due to the limits: I understand that if they failed to confirm so far... no hopes for them to participate
17:17:28 <bensmrs> I can confirm your understanding
17:18:01 <gwolf> I don't know if others can provide more information
17:18:08 <gwolf> but that'd be the sum-up of it.
17:18:23 <bensmrs> Don’t want to sound pressing, but do we have an ETA for the schedule?
17:18:26 <LucasKanashiro[mds]> We have a first version of the schedule, we will present to the team tomorrow before publicizing it
17:18:33 <bensmrs> great
17:18:57 <LucasKanashiro[mds]> And adjust whatever is needed
17:19:25 <pwaring> sounds like everything is in hand, anything else on content that we need to discuss?
17:19:51 <gwolf> we know people will complain about too many concurrent activities
17:20:05 <gwolf> ...but we had no option :-|
17:20:13 <gwolf> either that, or losing many valuable talks...
17:20:20 <bensmrs> People always find ways to complain
17:20:21 <tumbleweed> as long as nobody has to be in two places at once...
17:20:30 <pwaring> such is the risk with multiple tracks
17:20:33 <gwolf> tumbleweed: that's what we have a videoteam for.
17:20:36 <tumbleweed> :)
17:20:55 <pwaring> #topic DC25: Child care
17:21:05 <tumbleweed> err quick content question
17:21:16 <tumbleweed> with ~450 registered attendees
17:21:25 <tumbleweed> what are we going to do with the "plenary" sessions?
17:21:31 <bensmrs> yeah let’s not say how many
17:21:43 <bensmrs> well, the “plenary” room is approved for 400 people
17:21:45 <bensmrs> that’s all
17:21:47 <tumbleweed> OK
17:21:49 <tumbleweed> then we're fine
17:21:52 <tumbleweed> I thought it was well belowe that
17:21:54 <bensmrs> Fire safety reasons
17:21:57 <gwolf> Lets hope 50 people decide not to join the sessions...
17:22:15 <bensmrs> so, child care
17:22:24 <bensmrs> My fellow childcaremasters don’t seem to be here
17:22:30 * disaster2life volunteers to sleep in :p
17:22:47 <bensmrs> We were quite disappointed to so many parents cancelling child care while we’ve been working on it for 3 months
17:22:55 <bensmrs> s/to/that/
17:23:10 <bensmrs> but that’s how it is
17:23:16 <tumbleweed> you think that was a communication issue? did they lose confidence?
17:23:30 <highvoltage> sorry there's not much time left to make new babies either
17:23:33 <bensmrs> No idea, I hope we’ll discuss that at the DC BoF
17:23:47 <gwolf> I can answer to my case: We requested it because it was offered, but wanted to see how it would be before deciding
17:23:56 <bensmrs> although being in a strictly regulated country as France doesn’t help
17:23:57 <santiago> I am sorry for my part of that
17:24:01 <olasd> highvoltage: childcare doesn't cover infants
17:24:16 <olasd> (well, <3y/o babies)
17:24:25 <gwolf> and... well, it was not attractive to the kids. Plus, my wife is not in DebConf's target... They will be mostly doing some low-intensity tourism in the microregion.
17:24:51 <bensmrs> our disappointment is not targetted at parents, gwolf
17:24:52 <EnkelenaH[mds]> how many kids are actually getting that?
17:25:06 <tumbleweed> maybe the lesson there is that we need to be clear in what we can provide upfront, if we're going to even try childcare...
17:25:06 <gwolf> highvoltage: If one person can make a baby in nine months, and we have 450 attendess.. we could have at least two babies made in time!
17:25:10 <bensmrs> EnkelenaH[mds]: I don’t think we even have 4 kids in child care
17:25:13 <tumbleweed> (I know that was really hard in France)
17:25:14 <olasd> EnkelenaH[mds]: by my last count, one.
17:25:56 <tumbleweed> :(
17:26:02 <gwolf> I'm also sorry for my part in it... we did ask to several of the people over time, but I completely understand it took such effort :-(
17:26:06 <DLange> cancel it and save money?
17:26:24 <DLange> like ask the last child or their parents?
17:26:27 <olasd> DLange: it's a targeted sponsorship so it's zero cost (and it's not fair to the parents who have come to rely on it)
17:26:32 <bensmrs> DLange: a huge part of the work was getting public subsidies for it
17:26:55 <olasd> the actual cost to DebConf was the 3 month legwork to make it happen
17:27:08 <DLange> aah, ok, that wasn't public info
17:27:33 <bensmrs> No, we haven’t made all our paperwork public :)
17:27:37 <pwaring> anything else we need to discuss on child care?
17:27:42 <bensmrs> nope
17:28:16 <santiago> <tumbleweed> maybe the lesson there is that we need to be clear in what we can provide upfront, if we're going to even try childcare... > I am not sure we were able to anticipate the venue constraints...
17:28:29 <tumbleweed> right
17:28:40 <bensmrs> It’s not really a venue constraint for once
17:29:01 <bensmrs> rather a “oh, but it’s illegal for us to come here and handle childcare”
17:29:12 <santiago> I meant that
17:29:13 <tumbleweed> yeah, France...
17:29:25 * tumbleweed wouldn't have expected that at all
17:29:36 <santiago> thanks again for all the hard work on that
17:29:41 <tumbleweed> +1
17:29:43 <nattie> +1
17:29:48 <leomartinez> +1
17:29:50 <gwolf> Well, TBH childcare is always a hard point... I guess we only _really_ used it in DC15 (and I wasn't there, so I don't even remember)
17:29:57 <bensmrs> We’re a bit bitter, but in the end it will help, and that’s all that matters
17:29:57 <gwolf> and it does drain a lot of effort!
17:29:59 <pwaring> #topic Day trip
17:30:13 <gwolf> Right, thanks a lot to all of you who worked for it...
17:30:14 <nattie> it is still possible to go see the otters!
17:30:25 <nattie> (for those who care about otters)
17:30:54 <santiago> IOW: sign up for Option C, there is still time!
17:30:59 <bensmrs> Although the limit has been lowered to 110 people
17:31:02 <weepingclown[m]> today's the last day for that, right
17:31:08 <bensmrs> but please register because the 110 tickets are paid for
17:31:10 * tumbleweed will make that so, now
17:31:38 <olasd> the Day Trip D data has been mangled and sent to the ferry operator; Day Trip C has been booked and there's a few spaces available; Day Trips B and A are still open too.
17:31:52 <olasd> I think that's it
17:32:10 <bensmrs> We know it’s a bit tough to have to close daytrip registration BEFORE debcamp even started
17:32:16 <bensmrs> but again, strictly regulated country…
17:32:25 <disaster2life> wait theres otters O.O
17:32:28 <tumbleweed> bensmrs: we made it work!
17:32:41 <olasd> I think we did okay
17:32:47 <tumbleweed> but yeah, I guess a clear schedule for the attendees would have been nice
17:32:57 <tumbleweed> something that made signup a little fairer
17:33:02 <tumbleweed> (and didn't overlap with visas)
17:33:45 <EnkelenaH[mds]> if you already have 110 tickets paid, why not let the next 18 people sign in whenever until its filled?
17:33:55 <olasd> EnkelenaH[mds]: that's what is happening
17:33:55 <bensmrs> That’s what we’re doing!
17:34:02 <EnkelenaH[mds]> great
17:34:12 <tumbleweed> ... and, it's done
17:35:11 <olasd> next?
17:35:12 <pwaring> anything else on day trips, given that they're about to close? :)
17:35:14 <olasd> ha
17:35:15 <gwolf> Anyway, all of these experiences will help for our next DebConf in Brest.
17:35:20 <pwaring> #topic Meeting schedule
17:35:28 <santiago> what a joke!
17:35:44 <pwaring> no more IRC meetings now, everything will (presumably!) take place on site as usual in DebCamp/DebConf
17:35:58 <olasd> no orga left, you're on your own ;-)
17:36:10 <santiago> I'm still waiting for the next DC in Oaxtepec
17:36:12 <tumbleweed> a handful of us will be in Plouzané on Friday
17:36:23 <pwaring> #topic AOB
17:36:26 <pwaring> anything else before we finish?
17:36:31 <bensmrs> bars ain’t gonna taste test themselves!
17:36:39 <santiago> magic buses have been booked!
17:36:43 <tumbleweed> \o/
17:36:45 <disaster2life> wooo buses!
17:36:45 <bensmrs> oh it’s very true
17:36:45 <tumbleweed> more registration things
17:36:56 <tumbleweed> santiago: I refuse to believe that they exist until I see one
17:37:06 <tumbleweed> badges are in progress... I think?
17:37:07 <santiago> :)
17:37:13 <santiago> badges are in progress, yes
17:37:14 <bensmrs> We like buses, we have both unlimited public transportation tickets and magic buses
17:37:18 <tumbleweed> welcome email is in progress?
17:37:21 <disaster2life> re: buses, are they low floor?
17:37:24 <tumbleweed> FD phone number?
17:37:32 <bensmrs> we have FD phone number
17:37:33 <olasd> fd phone number has been in my phone for 10 days
17:37:37 <tumbleweed> \o/
17:37:40 <santiago> venue plan for welcome email is in progress
17:37:45 <tumbleweed> olasd: shall we get it onto the website?
17:37:49 <nattie> magic buses!
17:37:52 <gwolf> santiago: Move to Mexico, you can organize it. But first lets get Argentina done.
17:37:58 <tumbleweed> on site cheese storage?
17:38:06 <bensmrs> And there’s https://wiki.debian.org/DebConf/25/GettingThere to help people getting to the venue
17:38:17 <santiago> there will be fridges in the rooms :p
17:38:27 <tumbleweed> bensmrs: very nice!
17:38:36 <santiago> bensmrs++
17:38:38 <disaster2life> decentralised cheese storage until cheese and wine?
17:38:42 <bensmrs> FTR, C&W will NOT happend at the venue
17:38:48 <bensmrs> happen*
17:38:52 <pwaring> ok, thanks for coming everyone and enjoy DebConf!
17:38:52 <bensmrs> it will be at another place
17:38:56 <pwaring> #endmeeting