17:00:05 <pwaring> #startmeeting DC26 orga team meeting. https://deb.li/dc26meet
17:00:05 <MeetBot> Meeting started Tue May  5 17:00:05 2026 UTC.  The chair is pwaring. Information about MeetBot at https://wiki.debian.org/MeetBot.
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17:00:07 <pwaring> #topic Roll call
17:00:10 <pwaring> as always, say hi if you're here
17:00:15 <tumbleweed> Hi
17:00:17 <lenharo[m]> hi! \o/
17:00:23 <NorimitsuSugimoto[m]> Hi !
17:00:50 <DLange> Hello
17:01:02 <EnkelenaH> Hi
17:01:05 <gwolf> ohai!
17:01:15 <eamanu> Hola hola!
17:02:15 <martinbayo[mds]> Hola!
17:02:19 <nattiemh[m]> ¡Hola!
17:03:00 <pwaring> #topic DC25: Videos
17:03:51 <tumbleweed> no news is silence, as usual
17:04:00 <tumbleweed> but some of the video team is currently in hamburg
17:04:34 <pwaring> #topic DC26: Sponsors
17:05:17 <martinbayo[mds]> We are still searching local sponsors … little progress so far :(
17:06:54 <DLange> How much time do we have before the T-Shirt deadline?
17:07:09 <pwaring> we do have that as a later item
17:07:29 <pwaring> covering swag in general
17:08:31 <pwaring> #topic DC26: Bursaries and visas
17:09:06 <pwaring> there were some questions about bursaries earlier (before the meeting)
17:09:06 <martinbayo[mds]> about visas
17:09:57 <martinbayo[mds]> We are working on the second batch of 4 invitation letters (we expect to receive the signed invitation letters this week) and a third batch will be sent this week.
17:10:17 <tumbleweed> bursaries deadline was Friday
17:10:30 <tumbleweed> I've pinged both utkarsh2102 and peb, I think they're close
17:10:39 <tumbleweed> but no ETA
17:11:41 <santiago> a late hi!
17:13:48 <pwaring> anything else on bursaries and visas?
17:15:05 <pwaring> #topic DC26: Registration
17:17:28 <tumbleweed> As soon as bursaries spits out some numbers, we can open on-site accommodation for sale
17:19:15 <martinbayo[mds]> in hotel UNL-ATE . We have capacity for 122 people.
17:19:40 <DLange> as in 61 rooms?
17:19:52 <gwolf> some are single, some double, some triple
17:19:54 <tumbleweed> I think it's a little more complex than that
17:20:02 <DLange> well, share the info :)
17:20:25 <gwolf> do we need the full details in the meeting? :-\
17:20:47 <tumbleweed> it would help if the numbers were in a a doc somewhere in your git
17:20:51 <tumbleweed> s/your/our/
17:20:59 <DLange> well A x 1, B x 2 and C x 3    would be easy if somebody knew their A B C
17:21:17 <gwolf> We might not have the exact details available
17:21:27 <gwolf> I mean --- the hotel committed to hosting 122 people
17:21:38 <gwolf> but they _do_ reserve part of their capacity to other needs
17:21:49 <gwolf> (it is a _gremial_ hotel, so they have to)
17:21:57 <tumbleweed> but presumably that number changes, based on where we put couples, etc.?
17:22:02 <gwolf> gremial → owned by a union
17:25:16 <pwaring> would you be able to get a breakdown by the next meeting?
17:25:27 <pwaring> not sure there's much to discuss on this atm
17:25:57 <tumbleweed> I assume this will be neede dto figure out how many beds we can sell
17:26:03 <gwolf> I guess, particularly as we will have more confirmations done...
17:26:06 <tumbleweed> it can happen async, yes
17:26:49 <pwaring> ok let's see what happens in-between meetings then
17:26:59 <pwaring> #topic DC26: Swag
17:27:23 <pwaring> (note: t-shirts and bags are a separate item next)
17:27:31 <DLange> damn :)
17:28:40 <gwolf> here we were mainly talking about the complexities of shipping stuff to Argentina, right?
17:29:01 <pwaring> yes at meeting-2
17:31:50 <santiago> (the topic could be more explicit then :-))
17:32:41 <gwolf> Anyway... Is there anything to report on this?
17:33:05 <pwaring> sounds not?
17:33:49 <pwaring> #topic DC26: T-shirts and bags
17:34:15 <martinbayo[mds]> We are finalizing the missing information to be able to define the local supplier.
17:34:22 <gwolf> There has been quite a bit of movement on this issue by the local team, I can say!
17:34:46 <martinbayo[mds]> One of the suppliers tells us that we can start ordering all the t-shirts by the end of May and confirm the sponsors for the back up to 30 days before the delivery date.
17:35:05 <DLange> asking again when the T-Shirt deadline is :) (more for sponsors logos than anything else)
17:35:29 <gwolf> So, if we want the delivery to be at the beginning of DebCamp...
17:35:36 <gwolf> Substract a month from there
17:36:04 <martinbayo[mds]> If we define this provider, 1 month earlier, therefore June 13th
17:36:48 <pwaring> so the deadline for registration to guarantee swap is end of May and deadline for sponsor logos 13th June?
17:36:55 <pwaring> *guarantee swag
17:37:30 <DLange> ok, that sounds much better than what we were told before
17:37:44 <DLange> may be we can get another sponsor or two that way
17:38:01 <gwolf> I _do_ highlight the words of Martín, “If we define this provider”
17:38:10 <DLange> sahilister, EnkelenaH: ^ note timing pls
17:38:11 <gwolf> It is a strong point for them
17:38:22 <gwolf> but we are still considering a second provider
17:38:32 <DLange> get prices, decide
17:38:48 <gwolf> martinbayo[mds]: How would deadlines be with the other provider?
17:38:58 <gwolf> DLange: That's what they have been working on for several days :-)
17:39:29 <martinbayo[mds]> gwolf (IRC): let me check
17:41:10 <martinbayo[mds]> If I'm not mistaken, May 13th
17:41:23 <gwolf> So it's basically decided for the other provider
17:41:35 <gwolf> as May 13 is just a week from today...
17:42:24 <DLange> note that you need to have the T-Shirt back ready for review a few days before sending them to the printer
17:42:25 <martinbayo[mds]> I think so, it would already be decided.
17:42:46 <DLange> experience tells us, there will be bugs in the sponsors' logos
17:43:19 <santiago> I understand that the local team has considered a buffer for a review
17:43:31 <pwaring> ok, is tehre anything else we need to do/decide on t-shirts, given that there is a supplier?
17:43:53 <pwaring> do we need to add dates to the registration form (i.e. book before 30 May to guarantee swag)
17:43:59 <DLange> define quantities and size distribution, get prices
17:45:06 <DLange> with the former we can help with data from previous conferences and the registration data for yours
17:45:07 <martinbayo[mds]> And with the final sizes, each person must confirm their t-shirt size.
17:45:11 <tumbleweed> the date that we display on the registration form is the confirmation deadline
17:45:16 <tumbleweed> currently 14 June
17:45:59 <DLange> seems to work well with provider #1 timing
17:47:36 <pwaring> ok, we can pick this up next time then with an update
17:47:54 <pwaring> #topic DC26: Rooms for attendees without a bursary
17:48:40 <pwaring> martinbayo[mds]: you added this to the agenda?
17:49:13 <martinbayo[mds]> I think tumbleweed (IRC)  clarified this a few minutes ago
17:49:48 <pwaring> yes I think it's the same thing that was brought up under registration
17:50:31 <pwaring> I'll move it under that topic for the next meeting
17:50:42 <pwaring> #topic DC27
17:51:04 <pwaring> is there anything we need to say about DC27? there was a question about power requirements on the list but that can be discussed outside the meeting
17:52:07 <NorimitsuSugimoto[m]> OK, someone can send it to me by email later.
17:52:29 <NorimitsuSugimoto[m]> There are two entries from the Japan Team.
17:52:42 <NorimitsuSugimoto[m]> Regarding the site visit:
17:52:48 <NorimitsuSugimoto[m]> We would like to include time for Japanese press coverage in the site visit itinerary. We are considering contacting newspapers and broadcasting stations based in Hokkaido.
17:53:18 <gwolf> When are you planning the site visit to be?
17:53:21 <NorimitsuSugimoto[m]> Those coming to Japan may be asked to speak with the press (in English is fine, they will probably be photographed as well.)
17:54:07 <NorimitsuSugimoto[m]> It's early September.
17:55:04 <NorimitsuSugimoto[m]> The exact date is still being finalized with nattiemh.
17:55:20 <NorimitsuSugimoto[m]> Next,
17:55:31 <NorimitsuSugimoto[m]> Let's talk about sponsors.
17:55:35 <gwolf> OK, thanks. Being so close to DebConf, it is somewhat unlikely I can be a part of this site visit.. but we have had interviews in the past, and it is often seen as a good thing™
17:55:36 <NorimitsuSugimoto[m]> We will soon begin drafting letters to be sent to potential sponsoring companies within Japan.
17:56:18 <NorimitsuSugimoto[m]> So, I'd like to know about the supporter quota.
17:56:31 <NorimitsuSugimoto[m]> It seems that funding was available in local currency at debconf24 Busan.
17:56:37 <NorimitsuSugimoto[m]> I have two questions.
17:56:51 <NorimitsuSugimoto[m]> - Is it acceptable for a company located in Japan to provide funding in the local currency, JPY?
17:57:11 <tumbleweed> yes
17:57:29 <tumbleweed> and typically we offer a slightly better price to local sponsors
17:57:30 <DLange> of course, it is even preferred (as you will be spending mostly in JPY)
17:58:03 <NorimitsuSugimoto[m]> thank you
17:58:08 <gwolf> note that we have not reviewed our sponsorship levels for 2027... It very well might be at the same price levels, but we _do_ need to have the discussion...
17:58:39 <gwolf> (even more, as I understand, given that Japan's exchange rate has fluctuated over what is usual for you)
17:58:51 <tumbleweed> that's usually one of the first tasks for a new team: setting prices and writing a sponsorship brochure
17:58:52 <pwaring> shall we discuss that more at the next meeting?
17:59:18 <DLange> no, that needs a proposal matching a budget draft
17:59:30 <NorimitsuSugimoto[m]> OK, thanks
17:59:43 <pwaring> NorimitsuSugimoto[m]: thanks for the update
17:59:50 <DLange> what was your second question, NorimitsuSugimoto[m]
18:00:39 <NorimitsuSugimoto[m]> It says at DebConf26 that it's under $3000.
18:01:11 <NorimitsuSugimoto[m]> Because Japanese people are meticulous, I feel that companies can't decide on a price unless it's clearly defined.
18:01:42 <DLange> we don't want supporters, we want sponsors (so Bronze, Silver, Gold, Platinum levels)
18:02:12 <gwolf> DLange: but it is a defined level...
18:02:13 <DLange> the supporter one is mostly for people that cannot afford a real sponsorship but want to contribute something regardless
18:02:19 <pwaring> supporters get their logo on sponsor webpage
18:02:24 <pwaring> which makes them sound like a sponsor
18:02:30 <gwolf> right
18:02:32 <DLange> so do not aim for supporters, aim for sponsor levels
18:03:17 <NorimitsuSugimoto[m]> Japanese companies are hesitant to spend more than 200,000 yen due to legal restrictions.
18:03:18 <gwolf> So, if that's the vision, shouldn't the "supporter" level be scrapped?
18:03:45 <DLange> 200.000 Yen is 1.250 USD
18:04:29 <NorimitsuSugimoto[m]> Companies in Hokkaido, in particular, tend to be smaller in scale, so they are likely to be reluctant to accept a bronze-level award.
18:04:46 <DLange> that would be _super_ bad if Sony, Softbank or NTT would be limiting themselves to such a low contribution
18:04:52 <NorimitsuSugimoto[m]> Companies in Tokyo are good, though.
18:05:02 <DLange> we want these, then
18:05:49 <NorimitsuSugimoto[m]> I now understand the role of the supporter slots.
18:06:09 <NorimitsuSugimoto[m]> It's not a good idea to make the amount too small.
18:06:40 <DLange> One Gold sponsor is 12 x 200.000 Yen, so aim for these, not for local small supporters. If the come, fine, we do not refuse their contributions. We are grateful for anybody that can chip in. But they are not what should bind much effort from you.
18:07:32 <DLange> The unwritten rule is that we ask for at least 500 USD for a supporter. Anything below that we redirect to https://www.debian.org/donations
18:08:13 <NorimitsuSugimoto[m]> I learned something new today, thank you for the information.
18:08:30 <pwaring> anything else on DC27?
18:08:37 <DLange> consider joining #debconf-sponsors, NorimitsuSugimoto[m]
18:08:48 <NorimitsuSugimoto[m]> That's all for today.
18:08:50 <pwaring> NorimitsuSugimoto[m]: it is good to ask these questions, especially if things aren't clear
18:09:06 <pwaring> #topic Meeting schedule
18:09:10 <NorimitsuSugimoto[m]> Thanks !
18:09:16 <pwaring> next meeting will be in 2 weeks, 19th May, 17:00 UTC as always
18:09:20 <pwaring> #topic AOB
18:09:23 <pwaring> anything else before we finish?
18:09:34 <pwaring> (sorry we are slightly over the 1 hour mark)
18:11:12 <DLange> all good, pwaring, productive meeting and - as IRC meetings go - not everybody types fast. You keep a good pace. Thank you!
18:11:22 <pwaring> ok, thanks everyone for coming and see you in two weeks!
18:11:24 <pwaring> #endmeeting