11:00:08 <pwaring> #startmeeting DC27 orga team meeting. https://deb.li/dc27meet
11:00:08 <MeetBot> Meeting started Thu Nov  5 11:00:08 2026 UTC.  The chair is pwaring. Information about MeetBot at https://wiki.debian.org/MeetBot.
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11:00:10 <pwaring> #topic Roll call
11:00:13 <pwaring> as always, say hi if you're here
11:00:20 <DLange> hi \o/
11:00:26 <disaster2life> heyo!
11:00:35 <NorimitsuSugimoto[m]> hi
11:00:37 <karora> Hello!
11:00:51 <luke[mds]> i
11:02:05 <ShunsukeYoshida[m]> Hi
11:02:23 <martinbayo[mds]> Hola
11:03:01 <sudo[m]> ▽HI
11:03:03 <sudo[m]> * HI
11:03:06 <lenharo[m]> hi people
11:03:23 <pwaring> #topic DC26: Bursaries
11:03:30 <pwaring> not sure if there's anyone around for DC26 stuff
11:03:40 <minmin[mds]> hi
11:03:42 <tumbleweed> hello
11:03:56 <DLange> there is now :)
11:04:04 <pwaring> :)
11:04:17 <tumbleweed> the deadline for submitting bursary requests has now passed
11:04:26 <tumbleweed> (and the deadline for claiming a request)
11:04:31 <tumbleweed> a few are still trickling through
11:04:57 <tumbleweed> a handful outstanding
11:05:29 <pwaring> #topic DC26: Finances
11:05:35 <DLange> the email said "20 December 2024", so I would let 20 Dec be the deadline
11:05:46 <tumbleweed> fair enough
11:05:57 <tumbleweed> typically we let people claim late, anyway
11:06:03 <tumbleweed> it just gets more manual
11:06:10 <martinbayo[mds]> I reviewed the budget we had for DC26 to analyze the discrepancies—though some of these differences are simply characteristic of the situation in Argentina.
11:06:22 <martinbayo[mds]> For instance, regarding meals, we were ultimately charged based on the number of portions actually consumed rather than the number originally requested. Furthermore, we were not charged VAT.
11:06:28 <martinbayo[mds]> As for the hotel, we were billed per person per room, whereas the initial quote was based on room type.
11:06:51 <martinbayo[mds]> These factors significantly reduced costs, in addition to avoiding certain university-related taxes.
11:06:55 <DLange> aka pleasant surprises
11:06:56 <tumbleweed> right
11:07:08 <tumbleweed> martinbayo[mds]: can we get the final local reimbursements into git?
11:07:49 <martinbayo[mds]> I began working on that yesterday, though I haven’t finished yet.
11:08:03 <tumbleweed> thanks
11:08:11 <nattiemh[m]> (hola)
11:08:13 <pwaring> anything on finances?
11:08:36 <tumbleweed> I think we're done on them
11:08:48 <martinbayo[mds]> In conclusion about i was looking , I  think it would be helpful for future DebConfs to have a budget template that includes only the basic, strictly necessary line items.
11:08:48 <pwaring> #topic DC27: Budget
11:09:08 <tumbleweed> martinbayo[mds]: yes, that sounds helpful
11:09:21 <NorimitsuSugimoto[m]> There is no progress.
11:09:47 <NorimitsuSugimoto[m]> I am occupied with other things and haven't been able to find the time.
11:10:04 <NorimitsuSugimoto[m]> Once that is complete, we will proceed.
11:10:23 <NorimitsuSugimoto[m]> Please next.
11:10:37 <pwaring> #topic DC27: Important dates
11:11:01 <NorimitsuSugimoto[m]> The local team is currently considering the schedule.
11:11:19 <NorimitsuSugimoto[m]> Question: Would a schedule that allows for registration to begin around the end of January 2027 be acceptable?
11:11:54 <NorimitsuSugimoto[m]> or February ?
11:12:08 <NorimitsuSugimoto[m]> We would appreciate your feedback.
11:13:17 <pwaring> earlier is generally better I think
11:13:23 <tumbleweed> yeah
11:14:05 <NorimitsuSugimoto[m]> Thanks
11:14:32 <NorimitsuSugimoto[m]> We plan to post a draft schedule for the Local Team on the Debian Wiki. Once it’s up, We would appreciate it if you could take a look and share your comments.
11:15:18 <NorimitsuSugimoto[m]> We have received information suggesting that, given the current arrangements, the hotel booking deadline might need to be set three months in advance.
11:16:25 <NorimitsuSugimoto[m]> That's all
11:16:52 <pwaring> #topic DC27: Volunteer member in local team
11:16:59 <disaster2life> that is a long deadline, so bursaries at least for the main hotel would have to be processed early?
11:18:23 <lenharo[m]> I guess don't need the names, just numbers for deadline... so bursaries could be late.
11:19:52 <pwaring> I'm not sure who added this volunteer member agenda item?
11:19:52 <NorimitsuSugimoto[m]> I am reading ...
11:20:35 <disaster2life> would hope they are flexible with hotel room assignments and the such, if so that would be much easier
11:20:38 <NorimitsuSugimoto[m]> I have been told by the team members coordinating this that it is, in effect, a measure to reduce hotel costs. They are considering opening up bookings to the general public, rather than keeping the facility reserved for exclusive use.
11:22:34 <NorimitsuSugimoto[m]> I will check with the hotel representative to see if any adjustments can be made—for instance, regarding costs or to accommodate those who might wish to book at a later time.
11:23:08 <NorimitsuSugimoto[m]> I added "volunteer member"
11:23:33 <NorimitsuSugimoto[m]> The Japan team currently has few volunteer members with technical expertise in areas such as networking, video streaming, and artwork.
11:24:05 <NorimitsuSugimoto[m]> We are preparing to recruit additional local staff.
11:24:23 <NorimitsuSugimoto[m]> The draft is now complete, so we are currently preparing the online application form and the website where it will be hosted.
11:25:07 <NorimitsuSugimoto[m]> anything else?
11:27:36 <DLange> Sounds complete for now, thank you
11:27:38 <pwaring> #topic DC27: Website
11:28:14 <NorimitsuSugimoto[m]> We plan to add a "Japanese" menu item to the top navigation on debconf27.debconf.org, along with a page for recruiting local team volunteers and a webpage tailored for potential Japanese corporate sponsors.
11:28:43 <NorimitsuSugimoto[m]> Question: Do you have any reservations about adding a page that is exclusively in Japanese? (I believe there was a Spanish-language menu page for Argentina.)
11:29:21 <pwaring> we had a Korean menu for DC24
11:29:32 <pwaring> so I don't think it's a problem
11:29:51 <pwaring> https://debconf24.debconf.org/ko/overview/
11:29:56 <NorimitsuSugimoto[m]> OK
11:30:14 <pwaring> and the same for 26 as you mentioned
11:30:41 <NorimitsuSugimoto[m]> thanks url
11:30:45 <santiago> A late hi!
11:31:16 <pwaring> #topic DC27: Logistics
11:31:40 <ShunsukeYoshida[m]> We plan is link to the Debian Wiki.
11:32:09 <NorimitsuSugimoto[m]> At present, there are no results. We are currently in the preliminary research phase.
11:32:57 <NorimitsuSugimoto[m]> We are trying to proceed with the application process for the Jibasan center, but it appears there is no specific form for long-term use (a two-week period).
11:34:14 <pwaring> anything else on logistics?
11:34:16 <NorimitsuSugimoto[m]> We are preparing a request using a free-form document.
11:34:30 <NorimitsuSugimoto[m]> no
11:35:06 <pwaring> ok that wraps us up for DC27
11:35:10 <pwaring> #topic Meeting schedule
11:35:18 <pwaring> next meeting will be Thursday 19th November, 11:00 UTC as always
11:35:22 <pwaring> #topic AOB
11:35:25 <pwaring> anything else before we finish?
11:36:12 <EnkelenaH> Univention drops the first coin into the conf kinchaku
11:36:26 <ShunsukeYoshida[m]> Hi team! I have a proposal regarding DebConf27 sponsorships.... (full message at <https://matrix.org/oftc/media/v1/media/download/AfR5mhX7aojODs0M3txPR6dFM-woJAFm9TaxD2_Kw29D-elRwndAPR8ETKj7Pi-PDHm24707qovNTQAgfW8EFWZCeh85f86gAG1hdHJpeC5vcmcvVkhqaWpKZHBvSkFjc0JVYURSQmRUcVZp>)
11:36:56 <pwaring> we can't see that on IRC, so I'm reposting it: 'Hi team! I have a proposal regarding DebConf27 sponsorships.
11:36:59 <pwaring> I’d like to reach out to several Japanese web media outlets to help us announce the event, CFP, and registration. To do this effectively, I’d like to introduce a "Media Sponsor" category.
11:37:03 <pwaring> Based on my experience with PyCon JP, this mechanism works really well—media outlets provide promotional support (publishing our news) in exchange for having their logo on our sponsor page (no financial exchange).
11:37:07 <pwaring> Would there be any issues with adding a "Media Sponsor" tier to our sponsorship structure? Let me know your thoughts!'
11:37:11 <pwaring> (otherwise it doesn't get into the minutes)
11:38:18 <pwaring> unless it's really urgent, I can add this ot the next agenda?
11:39:21 <ShunsukeYoshida[m]> Yes OK.
11:39:35 <pwaring> done
11:40:08 <pwaring> anyone can also add things to the agenda, just please login first so we know who has done it :)
11:40:26 <pwaring> ok, thanks everyone for coming and see you in two weeks!
11:40:28 <pwaring> #endmeeting