17:00:05 <pwaring> #startmeeting DC26 orga team meeting. https://deb.li/dc26meet
17:00:05 <MeetBot> Meeting started Tue Jun 23 17:00:05 2026 UTC.  The chair is pwaring. Information about MeetBot at https://wiki.debian.org/MeetBot.
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17:00:08 <pwaring> #topic Roll call
17:00:11 <pwaring> as always, say hi if you're here
17:00:20 <NorimitsuSugimoto[m]> hi
17:00:22 <lenharo> hi! I'm here!
17:00:34 <gwolf> I'm always here. And it happens that “here” is at a DebConf meeting today.
17:01:07 <eamanu[m]> Hello!
17:01:12 <leommartinez[mds]> Hi
17:01:56 <Rhonda> Hi
17:03:12 <martinbayo[mds]> Hola!
17:03:13 <pwaring> #topic DC25: Videos
17:04:18 <gwolf> tumbleweed does not seem to be around right now
17:04:27 <tumbleweed> Hello
17:04:27 <gwolf> and he is the person who usually reports on this item
17:04:33 <gwolf> oh, sorry for that!
17:04:39 * tumbleweed just noticed the time
17:04:50 <tumbleweed> Yeah, no further progress
17:05:06 <tumbleweed> but there are other things going on in DC26 video land at the moment
17:05:07 <gwolf> There was movement on this a couple of weeks ago, right? That you had decided to publish all files still missing?
17:05:15 <tumbleweed> yeah, but it hasn't happened yet
17:05:19 <gwolf> ok
17:05:26 <tumbleweed> we've jsut got budget approved to buy blackmagic hardware mixers for DC26
17:05:28 <pwaring> #topic DC26: Bursaries and visas
17:05:46 <martinbayo[mds]> Regarding visas, we are checking the visa status of each person to whom we sent the invitation letter.
17:06:32 <gwolf> FWIW we got at least one (two?) visa requests quite late
17:06:42 <martinbayo[mds]> We are waiting for two electronic invitation letters from the university
17:06:47 <gwolf> I understand those are being processed as well, crossing fingers...
17:06:59 <Santiago[m]> belated hi!
17:08:14 <pwaring> #topic DC26: Registration
17:08:36 <tumbleweed> I saw there was somebody asking about invitation letters, still
17:08:53 <gwolf> IIRC two people from China
17:08:53 <tumbleweed> I assume we are still waiting for them?
17:09:07 <tumbleweed> ah, right
17:09:09 <gwolf> I think those are the ones related to martinbayo[mds]'s last line
17:09:09 <tumbleweed> I missed that
17:09:40 <tumbleweed> people have been confirming registrations slowly
17:10:07 <tumbleweed> 40 confirmations in the last week
17:10:18 <tumbleweed> I assume a lot of this is people registering very late
17:10:33 <leommartinez[mds]> 245 now confirmed
17:12:03 <tumbleweed> I don't have any more on registration, and nattie doesn't seem to be around
17:12:20 <pwaring> #topic DC26: Administrative issues being taken care of
17:12:25 <pwaring> not sure what this refers to
17:12:31 <gwolf> OK, I'll take this one
17:12:51 <gwolf> martinbayo[mds] asked me to present this, as it requires heavier English than what he is comfortable with ;-)
17:13:22 <gwolf> So... We have an unforseen issue at ACOFICH, the organization we expected to take care of our Argentinan money issues...
17:13:26 <martinbayo[mds]> thanks
17:13:48 <gwolf> Yesterday the Faculty notified us they had a fiscal mistake and ACOFICH lost their tax-exempt status, if I understand correctly
17:14:05 <gwolf> So everything we do via ACOFICH will be taxed an extra 35% we had not considered
17:14:13 <leommartinez[mds]> correct
17:14:30 <gwolf> The local team requested an emergency meeting with the University authorities. They have started finding alternatives for the problems derived from this
17:14:34 <tumbleweed> oh, yikes!
17:14:38 <terceiro> wow
17:14:48 <terceiro> how much is going through ACOFICH?
17:15:06 <tumbleweed> all local expenses, we were expecting
17:15:10 <gwolf> Our general policy will be to try to pay directly to the providers, and in parallel finding other organizations via which we can enter some money (but it will have a cost... less than 35% hopefully!)
17:15:53 <gwolf> This morning they had a meeting with the faculty and they confirmed the DebConf is _not_ at risk, we “only” need to find a way to route money to local providers (to which we were expecting to use ACOFICH)
17:15:58 <gwolf> Some specific cases:
17:16:43 <gwolf> - Audio and video provider, Live On, can receive directly the money, adding 15% to the original budget, which increases 8% our budget (I'm not sure I understand the 15→8% logic, please explain! I'm just translating)
17:17:00 <gwolf> The daily food catering service, we will meet on Wednesday to discuss the issue
17:17:17 <leommartinez[mds]> the 15% included ACOFICH fee
17:18:04 <gwolf> For the conference dinner, the provider we were considering cannot get paid if not via ACOFICH, so we are discussing other place/catering. It _could_ be the catering we will use for our everyday food, with a special menu, and in a different location
17:18:44 <gwolf> About the hotel, we are discussing with the ATE Union, which owns the hotel, to make a contract directly with them to receive the hotel / lands usage
17:19:20 <tumbleweed> this all sounds like a lot of work for the local team, that you weren't expecting to have to do. <hugs!>
17:19:27 <Santiago[m]> isn't taking the money vialibre an option anymore?
17:19:28 <gwolf> Daytrip, tomorrow we have a meeting 9AM with the provider. If we cannot receive outside money, we will tell attendees that the daytrip has to be paid in cash (for which we would accept USD, Euro or ARS), to be paid individually
17:19:59 <gwolf> We are still missing to ingress ~US$35000, we are talking with several organizations to find the best way to get that money in
17:20:34 <gwolf> Tramatierra can accept up to US$10,000; it will have some banking costs, plus a fixed US$600 in fees to the accountant
17:20:37 <gwolf> That's it!
17:21:14 <leommartinez[mds]> Santiago[m]: They ask for 20% fee (ACOFICH was 5~7%), and have some bureocracy that could last weeks.
17:21:25 <gwolf> (so... we are missing still US$25,000, or is it US$35,000 + Tramatierra's 10,000?)
17:21:26 <Santiago[m]> noted
17:22:14 * tumbleweed wonders if this means we can do the hotel payments VAT-free
17:22:35 <martinbayo[mds]> We are talking with APUL and other unions to see about bringing in the money
17:22:39 <leommartinez[mds]> gwolf: is US$25,000 + Tramatierra's US$10,000
17:22:55 <gwolf> leommartinez[mds]: OK. that's (a little bit) better :-]
17:23:01 <martinbayo[mds]> tumbleweed (IRC): i hope
17:24:40 <tumbleweed> well, obviously we will do everything we can to help (which is probably very little :( )
17:24:49 <martinbayo[mds]> With Tramatierra, we only have the bank transfer fees and the accountant's fee, which they estimate will be $600 USD.
17:25:19 <gwolf> I think that is the gist of what localteam had to report on this issue. We can basically cross our fingers. Things will sort out (with a non-negligible stress fee to be paid straight by our friends :-( )
17:25:38 <martinbayo[mds]> It's a situation no one wants, but we're going to put all our energy into it.
17:26:32 <tumbleweed> yeah
17:28:02 <pwaring> #topic DC26: Key Signing Party
17:28:31 <gwolf> OK, this is a simple one, IIRC :-]
17:29:01 <bensmrs> I took waaaaaaaay too much time on the template, but it should be ready in a few hours, greeted by a KGB notification :)
17:29:19 <gwolf> Basically, I sent the mail reminding people to note their OpenPGP keys in the registration data, but forgot to mention (thanks bensmrs!) about a deadline for it
17:30:28 <bensmrs> The change on Wafer is ok, although a forced participant numbering should be added on fingerprint export, to avoid None identifiers
17:30:29 <gwolf> Yesterday I sent a MR adding the date information to it (!59)
17:30:30 <leommartinez[mds]> is it today?
17:30:57 <gwolf> No, it will be by mid-DebCamp (2026.07.16 9AM Argentinian time)
17:31:04 <leommartinez[mds]> ook
17:31:09 <leommartinez[mds]> * ok
17:31:19 <gwolf> We will surely send further mails... I just said bensmrs I don't want to over-spam
17:31:34 <gwolf> but asked to mention the point in the meeting as it has *some* visibility
17:31:43 <gwolf> So I'll try to...
17:32:00 <gwolf> #info KSP participation deadline is 2026.07.16 9AM GMT-3
17:32:09 <bensmrs> yeah, a mention on -discuss a few days before the KSP freeze will be enough
17:32:23 <bensmrs> or -announce, fwiw
17:32:24 <gwolf> I don't know if my #info is actioned by meetbot, maybe it's better if pwaring repeats it... :-]
17:32:27 <gwolf> of course!
17:32:52 <gwolf> And (thanks!) bensmrs has updated and improved his great LaTeX layout class+script for it
17:32:56 <pwaring> it should be logged by anyone mentioning it
17:33:11 <gwolf> OK
17:33:14 <bensmrs> hey, you haven’t seen it yet, gwolf
17:33:19 <gwolf> that's it, /methinks
17:33:25 <gwolf> bensmrs: I haven't, but I know you!
17:33:47 <bensmrs> maybe you’ll hate it, but I spent too much time on it, so I won’t care :)
17:34:13 <pwaring> ok that's everything on DC26
17:34:13 <gwolf> Maybe I'll hate you, but we will have time to discuss it with a beer or a mate and looking at Laguna Zetúbal.
17:34:18 <pwaring> #topic DC27
17:34:46 <NorimitsuSugimoto[m]> There is no discussion today.
17:34:50 <NorimitsuSugimoto[m]> This weekend, there's an open-source event in the capital city of Hokkaido, the same state where DebConf27 will be held.
17:35:01 <NorimitsuSugimoto[m]> We will promote Debian and DebConf27 at that event.
17:35:20 <NorimitsuSugimoto[m]> Also, we have a meeting with Asahikawa City next Monday.
17:35:32 <NorimitsuSugimoto[m]> The meeting will cover event preparations, venue site visits and booking procedures, and hotel site visits.
17:35:38 <NorimitsuSugimoto[m]> That's it.
17:36:04 <pwaring> great, thanks for the update
17:36:09 <pwaring> #topic Meeting schedule
17:36:21 <pwaring> next meeting will be Tuesday 30th June (1 week), 17:00 UTC
17:36:25 <pwaring> #topic AOB
17:36:28 <pwaring> anything else before we finish?
17:36:41 <gwolf> (please somebody approve !59 on dc26 website ;-) )
17:36:57 <pwaring> (I've just checked the MeetBot docs and anyone can use most commands, only startmeeting, endmeeting, topic and agreed are reserved for the chair)
17:37:13 <gwolf> #agreed
17:38:23 <leommartinez[mds]> gwolf: done
17:38:38 <Rhonda> Thanks for the updates. :)
17:38:51 <pwaring> ok, thanks everyone for coming and see you in one week!
17:38:52 <pwaring> #endmeeting