17:00:02 <pwaring> #startmeeting DC26 orga team meeting. https://deb.li/dc26meet
17:00:02 <MeetBot> Meeting started Tue Jun 16 17:00:02 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
17:00:17 <santiago> hi!
17:00:29 <lenharo> hi! Hola! Olá!
17:00:34 <EnkelenaH> Hi
17:01:19 <santiago> lenharo you could add a こんばんは to the list :-P
17:01:27 <lenharo> sure!
17:01:39 <tumbleweed> Hello!
17:02:12 <gwolf> ohai!
17:02:28 <martinbayo[mds]> Hola!
17:02:39 <pwaring> #topic DC25: Videos
17:02:51 <tumbleweed> no news
17:02:58 <DLange> late hi
17:03:01 <tumbleweed> but the video team did come alive this morning on DC26 planning issues
17:03:07 <tumbleweed> so that's good news
17:03:11 <tumbleweed> let's move on
17:03:12 <pwaring> #topic DC26: Bursaries and visas
17:03:15 <NorimitsuSugimoto[m]> hi
17:03:45 <pwaring> last time bursary reminders were sent and visa letters had been issued
17:03:55 <tumbleweed> I think all bursaries are accepted / denied / cancelled at this point
17:04:04 <tumbleweed> we've been prodding everyone to reconfirm their attendance
17:04:32 <pwaring> do we need to say anything else on visas?
17:04:44 <pwaring> hopefully given how close we are most people have their visa...
17:04:52 <martinbayo[mds]> Visas: On Friday they applied for 1 more visa, they already have everything they need to do it, today is the first business day
17:04:53 <gwolf> We received a last request this week
17:05:13 <gwolf> (I'm talking about what martinbayo[mds] said, but he has more knowledge/context than me)
17:05:48 <pwaring> ok, we can probably move on then if it's in hand
17:05:52 <pwaring> #topic DC26: Registration
17:06:04 <pwaring> last time room assignments were being made
17:06:04 <martinbayo[mds]> We have a delayed case because the consul is requesting information that no one else has requested.
17:07:26 <tumbleweed> afaik much room assignment has happened
17:07:30 <martinbayo[mds]> That's the room layout I'm going to talk with the hotel in a little while.
17:07:55 <martinbayo[mds]> and have a near-final budget
17:07:58 <tumbleweed> we still have a number of people with rooms that haven't confirmed or paid yet. If they don't confirm they may lose their bed
17:08:58 <DLange> tell them that :)
17:09:21 <gwolf> there is a bit of uncertainty re: room assignment because we (content-team) haven't assigned some spaces
17:09:27 <gwolf> but it's a circular dependency in a way
17:09:36 <gwolf> so... we will push this very soon™
17:10:29 <pwaring> anything else we need to say on registration?
17:11:49 <DLange> Do we close it or do we allow onsite registration / walk-ins?
17:12:11 <gwolf> I don't see why we would close it!
17:12:48 <gwolf> People need to wear their badges to be on premises, but AFAICT (correct me if I'm wrong), anybody can register right there and get their badge...
17:12:58 <DLange> Typically because the walk-ins could not be fed. Dunno how flexile the caterer is.
17:13:31 <gwolf> We won't give them meal tickets, of course. But there is a university cafeteria available.
17:13:33 <tumbleweed> walk-ins can always self-cater if that's the only option
17:13:35 <_rene_> or overcrowding
17:13:44 <santiago> we have some strong constraints last year. not sure about this one
17:13:49 <_rene_> and.. yes, no meal tickets
17:15:06 <gwolf> FWIW, some people (locals mostly) will come for a single day or few-days only... I would not care _that much_ about overcrowding
17:15:08 <martinbayo[mds]> This year they will need a badge to be on campus and at the university.
17:15:56 <tumbleweed> that's a fairly common requirement
17:16:40 <santiago> martinbayo[mds], do you see any problem for people registering directly on-site?
17:17:13 <tumbleweed> usually it's students or staff who see the event happening and want to attend
17:17:52 <martinbayo[mds]> I don't see any problems. There's a meeting at the faculty tomorrow, and I'll confirm it.
17:18:05 <DLange> oki, good
17:18:25 <gwolf> martinbayo[mds]: FWIW, if UNL students want to join some talks, they could just enter, right? (I mean, they have a UNL ID anyway!)
17:18:53 <gwolf> of course, we'd invite them to register, but... I don't think it'd even be necessary!
17:19:22 <EnkelenaH> Are the students being informed about the event already? I guess most people there know right?
17:19:46 <martinbayo[mds]> i think people can register for the event (on the day) to receive a badge and access to the service, and avoid insurance issues.
17:19:47 <DLange> we like to have a head-count. And know who's onsite for our laptop retention policy
17:20:18 <martinbayo[mds]> EnkelenaH: We're working on it; more details will be available tomorrow.
17:21:10 <EnkelenaH> Nice, hope it is not exam times or so for them
17:21:21 <gwolf> EnkelenaH: keep in mind most students of UNL are not in the computing field. Only some in FICH study computing
17:21:54 <EnkelenaH> Oh :)
17:22:08 <gwolf> And even the closest program for us, TUSL (Technical Universitary level on Free Softwaer) is distance-only...
17:22:09 <DLange> #installfest :o)
17:22:27 <gwolf> but anyway, yes, lets tell them all and invite them all!
17:23:29 <pwaring> #topic DC27
17:23:40 <martinbayo[mds]> We also invited two nearby universities, one in Rosario and the other in Santa Fe, where computer science is also studied.
17:23:55 <gwolf> martinbayo[mds]: Excellent 😃
17:24:22 <pwaring> NorimitsuSugimoto[m]: do you have anything you want to say / discuss about DC27?
17:24:39 <NorimitsuSugimoto[m]> Japan team, we are currently preparing grant applications to submit to the city and state governments.
17:24:45 <NorimitsuSugimoto[m]> Therefore, we are being asked to submit two types of lists.
17:24:52 <NorimitsuSugimoto[m]> 1. (To be submitted in advance) List of Debian Project officers
17:24:58 <NorimitsuSugimoto[m]> This information is available on the following webpage.
17:24:58 <NorimitsuSugimoto[m]> https://www.debian.org/intro/organization.en.html
17:25:04 <NorimitsuSugimoto[m]> Q: Since this is publicly available information, is it correct that no permission such as DPL is required to submit this information?
17:25:27 <tumbleweed> yes, I would say that's correct
17:25:42 <NorimitsuSugimoto[m]> thanks
17:25:46 <NorimitsuSugimoto[m]> then,
17:25:54 <NorimitsuSugimoto[m]> 2. (Submitted after the event) List of DebConf participants
17:26:17 <tumbleweed> that's OK. We just disclose to attendees that we'll have to provide this
17:26:25 <tumbleweed> (it has happened a number of times before)
17:26:25 <gwolf> Right. We have been requested for that information in the past by other venues
17:26:32 <gwolf> right
17:26:46 <gwolf> Please ask _what_ information is required
17:27:03 <DLange> as in which data fields
17:27:08 <gwolf> Just the names? The nationalities? The mail addresses? Eye color? Full biometrics and social media profiles? :-]
17:27:16 <DLange> easier to collect them for us then
17:27:20 <gwolf> We would aim to share as little information as possible...
17:27:22 <NorimitsuSugimoto[m]> To receive the subsidy, we need the participant's name and information about the country they visited.
17:28:35 <tumbleweed> name and home country?
17:28:48 <NorimitsuSugimoto[m]> yes
17:29:15 <gwolf> completely within reason!
17:29:44 <gwolf> We have a couple of people that share only their pseudonym with us. But that's something we can deal with on a case-to-case basis.
17:29:50 <_rene_> home country or nationality? (fine difference, in many cases the same, but...)
17:30:56 <NorimitsuSugimoto[m]> Which one is correct? I'll check the documents from the city hall.
17:31:15 <NorimitsuSugimoto[m]> In any case, I'll make sure to write on the website what information about participants will be submitted to the city and state offices.
17:31:20 <santiago> the "correct" one depends on the city hall ;-)
17:32:01 <NorimitsuSugimoto[m]> I'll ask the city hall.
17:32:07 <NorimitsuSugimoto[m]> Thank you
17:32:23 <tumbleweed> last year we added a separate page to the registration form for this information
17:32:26 <tumbleweed> we can use that again
17:32:33 <gwolf> NorimitsuSugimoto[m]: If possible, it would help us if they were able to share with us the use they will give to this information
17:32:48 <gwolf> We _will_ share it, but we prefer knowing what it will be used for.
17:33:08 <NorimitsuSugimoto[m]> I got it
17:33:12 <tumbleweed> (or I thought we did, maye I was misremembering)
17:33:52 <tumbleweed> https://salsa.debian.org/debconf-team/public/websites/wafer-debconf/-/blob/9640e2dfc495dffee9b73039b436741ed37bb5d9/register/forms/personal.py#L128-144
17:34:20 <NorimitsuSugimoto[m]> That's all I wanted to discuss today.
17:34:27 <NorimitsuSugimoto[m]> thanks
17:34:28 <gwolf> thank you very much NorimitsuSugimoto[m]
17:34:50 <martinbayo[mds]> sorry, i have to go, thanks to all !
17:34:50 <pwaring> #topic Meeting schedule
17:35:01 <pwaring> next meeting will be Tuesday 23rd June as we are on weekly meetings now
17:35:17 <pwaring> we only have 3 meetings until DebCamp, at which point meetings move to daily on-site (AIUI)
17:35:43 <disaster2life> bweh that sounds way too soon
17:36:18 <pwaring> #topic AOB
17:36:22 <pwaring> anything else before we finish?
17:36:44 <tumbleweed> nope!
17:36:57 * gwolf keeps fingers behind his back
17:37:20 <pwaring> ok, thanks everyone for coming and see you in one week!
17:37:21 <pwaring> #endmeeting