18:59:48 #startmeeting 18:59:48 Meeting started Mon May 4 18:59:48 2015 UTC. The chair is marga. Information about MeetBot at http://wiki.debian.org/MeetBot. 18:59:48 Useful Commands: #action #agreed #help #info #idea #link #topic. 18:59:53 #topic Roll Call 18:59:57 . 19:00:00 hi 19:00:01 , 19:00:04 Hi o/ 19:00:04 Hallo everyone, please say something if you are around 19:00:07 <_rene_> here (partly) 19:00:18 https://wiki.debconf.org/wiki/DebConf15/Germany/Minutes/2015-05-04 19:00:23 Sorry for the last-minuteness of that 19:00:31 still on road but almost home 19:00:40 hi 19:00:44 Hi 19:01:18 Since Zugschlus seems to not be around right now, I'll do DayTrip first and maybe he'll turn up in a couple of minutes. 19:01:22 #topic DayTrip 19:01:25 thkoch, your show. 19:01:56 oi 19:01:57 marga: as said, I just posted my proposals to https://wiki.debconf.org/wiki/DebConf15/Germany/DayTripIdeas 19:02:20 I will add more details, prices tomorrow 19:02:23 thkoch, indeed, they seem interesting 19:02:30 thkoch, what are the next steps? 19:02:52 now I'd love some feedback, whether there is enough variation for everybody 19:03:05 What are the plans regarding lunch? 19:03:11 thkoch: I think multiple groups are ok, but we should probably convene for lunch if possible? If that does not work, I guess BBQ in the evening will help… 19:03:28 o/ I am around 19:03:34 madduck: I thought debian dinner is in the evening of the daytrip? 19:03:50 thkoch, conference dinner on Thu, BBQ at the hostel on Wed 19:04:20 hi 19:05:01 I'll add proposals for lunch to each daytrip option. But I propose mostly to take lunch packages from the venue and do picknick 19:05:10 thkoch, sure 19:05:18 thkoch, the question is if we will picnic together 19:05:24 or separately for each group 19:05:35 if at all possible, it would be nice to be able to do it together 19:05:58 People that go to Speyer can choose to take lunch bags or search lunch options in the city. Speyer is beautiful but I didn't see a place to host a larger group of people at once 19:06:29 No picknick together. Only the people in the same option can do picknick together 19:06:36 it may be difficult to get back from speyer, neckar and hd to meet for lunch only. the distances would be too far? 19:06:41 can't people go to Speyer and everyone else do their other things in the morning and we find some meadow or something by a lake or river where to meet at 1300 for lunch bags? 19:06:56 madduck: and what to do in the afternoon than? 19:07:23 we have lunch, lie around, swim, frisbee and return to hostel at 1600 for bbq? 19:07:30 basically laziness? 19:08:15 madduck: I could add "lazy option" as another proposal, basically a bit of Heidelberg walking and than lazy time :-) 19:08:43 ?en->de? meadow 19:08:52 wiese 19:08:59 s/a bit of Heidelberg walking and than // :p 19:09:13 Is there an accessible option? 19:09:25 its 20km from HD to speyer, cycling is 1h at least. plus walking around or visiting a museum? doesnt that become hectic to be back in time in HD? 19:09:38 thkoch: since we have the bbq that night, which is very social, I think a combined lunch is less important, so maybe just keep developing the options for now? 19:09:41 DC9 had also a town visit [on an evening, not related to other events] 19:09:53 cts: I doubt there are many people at DC that can do 20k in 1hr ;) 19:09:59 cts: what is the time limit to be back to HD for bbq? 19:10:31 madduck: cts Heidelberg->Speyer is 25km by bike so it'll take 2 to 2.5 hours 19:10:35 thkoch: I think it should be done an other day. Just to say thet people appreciate if they could visit the city 19:11:00 maxy's point is important 19:11:09 madduck, depends on how many mountains you have... I am just afraid it becomes a bit hectic to get back in time for lunch. for dinner (6pm?) there should be plenty of time, 19:11:10 cate: what should be done an other day? 19:11:11 We need at least one option that is wheelchair accessible. 19:11:17 do we have any people checking the accessibility option iun summit yet? 19:11:22 * madduck checks 19:11:37 well, we can't say "nobody checked it by May, so d'oh" 19:11:50 marga: accesible: visiting of the brewery, visits at speyer, arrival by car or train 19:11:52 I know at least Sven (my coworker) is going 19:11:58 do we know if "wheelchair accessible" will accomodate everyone? 19:12:08 * RichiH suspects yes, but do we _know_? 19:12:12 you've been to HD, long distance walking (castle?) in HD may not be too accessible. but going by train from/to speyer should be 19:12:14 RichiH, nothing will possible accommodate everyone 19:12:17 registration didn't get any mail about accessibility needs 19:12:24 marga: fsrvo 19:12:29 fsrvo? 19:12:38 for some reasonable value of 19:12:46 21:10 < marga> We need at least one option that is wheelchair accessible. 19:13:01 RichiH: what is the problem with that? 19:13:20 I think two options will be wheelchair and blindness accesible 19:13:43 #info Thomas has been working on some options that are tracked in https://wiki.debconf.org/wiki/DebConf15/Germany/DayTripIdeas, he accepts feedback and will further develop this options in the upcoming weeks 19:13:46 Thanks thkoch! 19:14:01 marga: your welcome, thx for feedback! 19:14:02 yeah 19:14:13 #topic feedback from venue scouting 19:14:21 I guess Zugschlus is not coming, so it's DLange's time? 19:14:22 azeem: no problem, i just am not very familiar with what else might be needed 19:14:36 I am her 19:14:37 sorry 19:14:40 RichiH and me have been working based on Zugschlus's results 19:14:46 oh, hi Zugschlus 19:14:51 so your deck :) 19:15:01 no, go ahead, you have to work with it 19:15:05 ok 19:15:12 the short version is that everything looks good network & server-wise 19:15:44 we may be able to pull more fiber trough the outside to get full 10G to the hacklabs, but that's optional and more in "because we can" 19:16:00 Mr. Rodine should be back next week so I can do more scouting and measuring 19:16:05 yeah, we need some creative cable pulling but looks like we can get at least 1G everywhere 19:16:34 Can you define creative? 19:16:48 like pulling cables along the outside of the building 19:16:49 for the job fair we can use the ca. 20 standing tables we get from the venue and the space will suffice 19:17:48 on the vendor exhibition side we only have a net space of 8x5m approx. due to fire safetly lanes we need to keep free (but can use them for people's walking space etc.) 19:18:00 DLange, please #info this kind of stuff as in: 19:18:02 #info for the job fair we can use the ca. 20 standing tables we get from the venue and the space will suffice 19:18:12 DLange: are those lanes in the middle or towards the walls? 19:18:15 #info on the vendor exhibition side we only have a net space of 8x5m approx. due to fire safetly lanes we need to keep free (but can use them for people's walking space etc.) 19:18:17 for that we have no tables, so we need to rent equipment 19:18:27 DLange, I don't think we need to 19:18:36 DLange, we said that we would allow them to have a booth 19:18:51 DLange, we didn't say we would cover the costs of materials related to the booth 19:19:01 I expect sponsors to bring their own booth thingies 19:19:06 including tables??? 19:19:11 do you think it will fit in 8x5m? 19:19:12 i don't think this will work like we want, marga 19:19:13 on the limited space you can't have everybody bring their own 19:19:19 FYI (if you didn't attend -team meeting nor read the minutes). Venue is going to be full, we stop lodging people at 400 lodging people. Possibly we allocate people in the second hostel (check minutes of last -team meeting) 19:19:31 booth stuff they bring is usually 10m² or more 19:19:32 btw, i got email today that there is one leg of the network which can only do 1G. it would be trivial to toss in a WWDM for 1310/1550, but i am not sure they are very willing 19:19:41 tables were provided by FFE? 19:19:42 if we want to confine them to equal spaces, we need to provide 19:19:44 we have 6-7 vendors in that space, won't work if they bring more than roll-up displays 19:19:55 #info 1G internet speed is a given, 10G will need some more work 19:19:58 RichiH: which leg? 19:20:05 that wouldn't be a booth, then 19:20:19 what about the YH lobby? 19:20:25 that is the lobby 19:20:26 one thing we may well have to consider is renting a tent for a separate space outside 19:20:29 ok 19:20:31 My impression from the venue is, that we can use a lot more room for booths than just the entry hall: second dining room, entrance area to the big hall 19:20:35 azeem, I think this is the space taht we are talking about 19:20:46 what about the courtyard? 19:20:48 thkoch, the entrance area is the space for the jobfair 19:20:52 azeem, it could rain 19:20:54 azeem: what if the weather is bad/ 19:20:55 right 19:21:07 Zugschlus: switch 'bs-zoohd' 19:21:13 marga, DLange, but thkoch is right, the Paris room and the space before it! 19:21:14 we can fit them all in the space but we need to rent standing desks (1,8m wide or so) and some matching chairs and some plants and visual walls 19:21:17 well, it could be a backup plan for good weather to make things less crowded 19:21:17 we can also use that 19:21:20 RichiH: ouch. 19:21:28 Yes, "outside Paris" could work for one booth. 19:21:37 which one is Paris? 19:21:45 the one in line with berlin+london 19:21:51 a pretty useless room 19:21:54 marga: why not paris? 19:21:56 There's also room in the hallway from the cafeteria to Heidelberg, for maybe one or two, right? 19:22:06 other than "entry area for london" 19:22:09 doubtful, due to fire rules, marga 19:22:10 madduck, well, maybe one in outside-Paris and one in Paris? 19:22:19 marga: or 2+2 19:22:24 i think that should be fine 19:22:25 well, we can spread vendors' spaces around the venue if we want 19:22:27 Not for real booths 19:22:40 DLange, I would spread them out and have them have real booths 19:22:41 but we don't want real booths, do we? we want a standard for all 19:22:51 Craming small tables in the lobby will not work. 19:22:54 we can rent a tent as a second dinner room and use one dinner room for booths 19:22:57 in that case they could bring their own stuff and we just allocate "max. spaces" to make sure everybody finds a sufficient space 19:23:18 if we decide on that, I'm very much o.k. with it 19:23:35 we should at least offer to provide them some bare minimum in case they are coming from e.g. overseas and can't/won't ship a booth 19:23:37 DLange, the thing is the firesafty? 19:23:40 we so far - planned for the assigned space in the lobby area only 19:24:03 i.e. are the other places we are mentioning possible, taking into account fire safety? 19:24:16 marga: Zugschlus and/or thkoch would need to have a walk around the venue and look for safe 2x3m or larger spaces 19:24:38 Fluchtwege need to be open but the rest we can build stuff in or have vendors bring "booths" in 19:25:47 OTOH too much spread might make some sponsors grumpy that they are "at the end of the world" 19:25:57 i think spread is risky 19:26:00 at FOSDEM most of vendors used only tables. We are not FOSDEM, so tables should work. But they need probably to attach posters to walls 19:26:10 at DENOG6, some sponsors complained about shitty positioning 19:26:12 We promised booths 19:26:19 and Zugschlus can confirm that that's a tad wacko 19:26:21 cate: there's no vendors at FOSDEM, really 19:26:40 Don't we have a venue plan? Where is it? 19:26:45 azeem: ?? 19:26:52 marga: we can just offer footprint and if people need a table and two chairs from us instead, they should tell us 19:26:58 cate: what? there's projects and maybe O'Reilly 19:26:59 #info we also may need for FSFE Europe (want to sell shirts and other swag) 19:27:11 did you ever see an HP booth at FOSDEM? 19:27:14 space somewhere in there ^ 19:27:19 cate: at FOSDEM, there's only one vendor: o'reilly 19:27:25 FSFE is kind of a gray area 19:28:05 Alright, we should move on 19:28:16 agreed 19:28:16 I'm fine with FSFE, but we should organize some Debian merch as well 19:28:27 This is pending work from me (and madduck, but I'm at fault for not driving it) contacting sponsors and asking for their needs 19:28:31 thkoch: The fire plans are in the git 19:28:36 I have madduck and you all sort that one out, I just would like to know whether they get space (they asked for 4m wide desk space, will bring their own desks) 19:28:56 #action marga and madduck need to contact sponsors and inquire about their interest/needs regarding Job Fair and Sponsor Booths 19:29:13 #topic Conference Dinner 19:29:19 azeem: they offered to sell shirts from debconf/debian. Whatever we have for them (in addition to their swag) 19:29:22 * Zugschlus confirms 19:29:54 hm, do we know whether we do spaced out or lobby only now= 19:29:57 ? 19:30:06 thkoch: git/debconf-team/dc15/venue/plans/3202-FRP_EG_01-10-2013.pdf has the ground floor with rescue stuff 19:30:14 DLange, no, we need to get feedback from sponsors. 19:30:34 Anyway, about the conf. dinner... We are stuck here as we are waiting on chair approval of the budget extension 19:30:51 marga: we said mid-may, so don't worry. But yes, let's get on it this week. 19:31:09 cate, can you represent the chairs on this? Is there anything pending from our side to get this approved? 19:31:10 DLange, marga: FSFE know they get space, not as much as they want/need, and also not with the sponsors 19:31:15 probably with registration desk 19:31:26 ok 19:31:41 marga: no. I think the approval will be send soom 19:32:07 Only some worries about extra sponsored people, but now the numbers are getting clearer 19:32:08 #info FSFE can bring 8 tables (3 needed for themselves out of these) 19:32:23 i really hope that we can improve the budget process for dc16 19:32:38 it seems a tad annoying 19:32:51 #info Pending approval from chairs, hopefully to come in soon. We should finalize this by mid-may 19:33:03 #topic Rooms reserved for Job Fair 19:33:16 This was something controversial last week, so we postponed discussion 19:33:56 The issue is: should we reserve some of the small meeting rooms for job-fair-sponsors to conduct interviews in? How would it work with having more companies than available rooms? 19:34:19 i thought we actually agreed on the way forward 19:34:22 Personally, given that the Job Fair is outside of food hours, I think the cafeteria should be fine for this. 19:34:28 madduck, nope, we agreed to disagree 19:34:29 i think we have plenty of rooms available, and if DLange thinks it'll be good, let him request a few rooms and take care of it 19:34:41 we wanted to figure out how/who coordinates the rooms 19:35:00 C033-039 or B24 (Speisesaal) please 19:35:09 the question is do we pre-assign rooms to sponsors who request them (if we have any?) 19:35:09 speisesaal is not available 19:35:16 What is C033-039? 19:35:25 normal rooms 19:35:27 Are those people's rooms? I thought it was meeting rooms? 19:35:28 i think rooms should be booked ad-hoc 19:35:29 and if too many request it, we can still say sorry 19:35:35 no people's rooms 19:35:36 i think we either need to give one room to every sponsor or we need a fair, and quick, way to reserve rooms 19:35:43 DLange, meeting rooms? 19:35:46 there are no real meeting rooms near the job fair 19:35:51 C033-C036 are bedrooms 19:35:55 RichiH: 3 rooms, and registration desk has a phone; first come first servce 19:35:56 Bedrooms, then 19:35:59 C033-C039 are bedrooms 19:36:04 Bedrooms can't be used, we are going to be full. 19:36:05 No way 19:36:06 no way bedrooms. we need those 19:36:19 marga: people can have the rooms after job fair 19:36:23 madduck: who will answer that phone? 19:36:28 registration desk 19:36:39 did we ask them if they have time? 19:36:48 or let FSFE do it for us 19:36:51 they get a free booth 19:36:54 :) 19:36:55 nah 19:37:06 or give DLange a cell phone 19:37:08 DLange, no, really, no bedrooms 19:37:11 sure, have them discuss with with mysql why, exactly, they suck ;) 19:37:18 I thought this was about meeting rooms, like Lisabon/Amsterdam/etc 19:37:19 * RichiH is not against this whole thing, mind 19:37:36 but unless we can offer _Really Good_ service, i fear the net effect will ne negatice 19:37:40 negative, too 19:37:43 marga: we need something close to the job fair 19:37:46 I don't see why the rooms have to be really close 19:37:55 RichiH, full ack 19:37:58 What's wrong with the cafeteria again? 19:37:58 they can just say "see you in 5 minutes, there" 19:37:59 so the only other options seems to be B24 (Speisesaal) 19:38:00 madduck, ? 19:38:03 neither. I think the small rooms in the A wing are fine 19:38:13 that's somewhat semi-private though 19:38:20 (all in one big room) 19:38:35 in any case that would only work for sponsors who come with 2+ people to the fair I guess 19:38:42 so probably not all of them, dunno 19:38:47 which small rooms in the A wing? Paris and next-to-paris? 19:38:51 A001 through A013 are bedrooms 19:38:56 also: walking time of 10mins won't do 19:38:58 marga: if you wanted to inverview with, say, hp, you may not want a coworker to see you 19:39:02 there are small meetings rooms on the first floor IIRC 19:39:08 Alright, I think we might be wasting our time on something that might not be wanted. How about we add the question about people needing space for private conversations or not to our sponsor survey? 19:39:17 marga: ack 19:39:21 good plan 19:39:33 and let's reserve 3 small meeting rooms, just in case 19:39:36 small meeting rooms are brussel and iirc lissabon, off a stairwell, well hidden 19:39:43 We could use the spielzimmer 19:39:44 #action Marga to add the question regarding additional private space to the sponsor survey. 19:39:55 And the fernsehen zimmer 19:40:04 marga: while you're at it, the other thing for sponsors were b/w logos 19:40:05 NO THAT IS MY GUITAR HERO LAIR 19:40:10 madduck: we need to know which ones 19:40:17 s/guiater hero/mao/ 19:40:29 move on? 19:40:30 DLange, not right now, all rooms are reserved anyway. 19:40:31 Yes 19:40:34 DLange: you will 19:40:38 ok 19:40:43 #topic Arrivals, local transport 19:40:51 There was some investigation regarding possibly having the arrival PDF be used as a valid ticket for local transport 19:41:04 Lissabon, Brussel (Spielzimmer), Fernsehzimmer, and the strange room along tourist point 19:41:07 still in negotiations here, marga 19:41:16 it's not as cheap as we might want 19:41:19 here? With whom? 19:41:34 marga: i am negotiating with the local transport people 19:41:37 that was figure of speech 19:41:50 #info madduck is negotiating with local transport people 19:42:02 madduck, anything else to share? :) 19:42:11 for the whole week or for arrival/departure? 19:42:12 i am telling them that they don't want the bus driver to sell 30 tickets 5 times a day and should instead just give us cheap tickets in QRcode form 19:42:21 RichiH: only arrival/departure 19:42:31 we don't want to make it easier for people to leave the venue 19:42:32 are there city ticket from db available? 19:42:35 or give them a reason 19:42:36 madduck: they'll say there are ~ 10 vending machines with english front end 19:42:41 cate: no, only for BahnCard holders 19:42:42 E.g. the combination of train + local transports 19:42:45 ah 19:42:48 madduck: I have pictures of a vending process 19:42:58 It's actually: yes, but only for bahncard holders 19:42:59 Zugschlus: they tried that and I turned it around. ;) 19:43:13 madduck: how did you do that? 19:43:24 i told them that our international, jetlagged people are too stupid to follow instructions and thus need special hand-holding 19:43:27 can we have a welcome point at the train station? we could hand out tickets there (multi pass is cheaper than single tickets) 19:43:30 alright, no, not quite that, but… ;) 19:43:36 madduck: you won't get anywhere with rn "wir scheißen auf unsere fahrgäste" v 19:43:40 cts: are you volunteering? ;) 19:43:47 cts: we could, but who will staff it? 19:43:47 cts, actually I think in HD multipass is not cheaper 19:43:51 and for how long? 19:43:52 volunteers 19:43:53 not the whole week, but yes 19:43:54 We asked about it when we were there last year 19:44:17 marga: people are talking about a contact point at the station now, I think 19:44:19 marga: it is, you just need to buy it at rnv vending machines, not at DB vending machines 19:44:28 Zugschlus, ok. 19:44:56 #info One possibility would be to have a welcome committee at the station, handing out tickets, during the busiest days (Fri, Sat, Sun) 19:44:57 marga: but it's 2,40 euros versus 2,24 euros 19:45:02 madduck, an equivalent to "city ticket" is available for sale to non-bahncard-holders (~2.4 �), but only together with the train ticket 19:45:19 Zugschlus: arguably, those savings are irrelevant 19:45:24 RichiH: absolutely 19:45:25 Yeah 19:45:28 pixelpapst: so we should let people know; good poing! 19:45:33 but the vending machines are easy to use 19:45:35 * RichiH sees value in picking up and pooling people early, though 19:45:39 This would be more a helping-out thing than a saving thing 19:45:40 anybody who can install debian will be able to buy a ticket 19:45:41 I don't think we need a welcoming commitee. From numbers people come spread in different days 19:45:48 otoh, given good instructions, people should be able to find us 19:45:52 i'll lok it up 19:45:57 and we will have a phone number to call, anyway 19:45:59 Most arrival DebCmp: 140 people, than max 90 per days 19:46:08 21:47:03 < Zugschlus> anybody who can install debian will be able to buy a ticket 19:46:12 well said 19:46:17 a welcome desk at the station would be awesome, but it'll be hard to staff 19:46:22 #info We should inform people on how to buy their train tickets to include the bus fare in them so that they don't have to buy the bus ticket on arrival 19:46:40 let's mark it down on the "nice-to-have ideas" list 19:46:45 Sure 19:46:48 Alright, let's move on 19:46:55 #topic Bistro Selection 19:46:56 #info zugschlus has taken pictures of the vending process on the DB vending machines (english languae) 19:47:07 Zugschlus, thanks! :) 19:47:18 madduck, DLange: any progress here? 19:47:27 not really 19:47:30 sort of ;) 19:47:45 Club Mate is secured, Fritz Kola is being negotiated 19:48:04 I am waiting for DLange to create a list and then I will conclude this 19:48:10 Ok 19:48:11 and we need to make a wish list for additional food and submit that to Mr Rodine 19:48:26 Right, I think we are ok, but we need to not forget this 19:48:29 I also have a startup at hand that does catering 19:48:30 fassbrause should also be reasonably near 19:48:39 and would be able to provide pretty much *everything* 19:48:46 then we have all the weird stuff, except for bionade ;) 19:48:48 including things like salads and fresh wraps 19:48:55 madduck: are they bound to any particular brewery? 19:49:04 the hostel? no. 19:49:16 madduck, and the hostel wouldn't care? 19:49:17 madduck: you told me we're not allowed to make competition to the bistro... 19:49:26 I am trying to make the startup deliver fresh snacks for us with 24 hour notice so that we can be flexible 19:49:32 we are descending down the road of petty vanity very quickly, but a few crates of schneider weisse aventinus would be nice 19:49:33 DLange: they would deliver to the hostel 19:49:42 marga: ^ 19:49:47 they are B2B 19:49:54 the overflow one? 19:50:10 no 19:50:18 B2B is "business to business" ;) 19:50:29 Lieferanten 19:50:34 anyway, move on 19:50:38 though! 19:50:40 coffee… 19:50:41 so the hostel will buy whatever we tell them to 19:50:49 Zugschlus: pretty much, yes. 19:50:51 within limits. 19:50:52 roughly yes 19:50:53 nice 19:51:15 they are not going to engage with {x|x>2} supliers 19:51:25 so we can give them one additional supplier maybe ;) 19:51:37 ooo( debconf getränkevertrieb gmbh ) 19:51:38 i am trying to also convince the coffee cart to come 19:51:50 but in negotiations with them 19:52:02 it became clear that the most cost effective means for us to do this 19:52:03 madduck: What are the planned hours for the bistro? 19:52:10 maxy: 1200–0200 19:52:26 the most cost-effective means regarding also that the hostel will want a cut 19:52:35 is that we actually provide our attendees with debconf coffee mugs 19:52:37 what would people drink in the morning? 19:53:02 Zugschlus, there's breakfast till 10 and there are selling-machines 19:53:11 an initial quote on the coffee mugs is 1.77 € mug 19:53:14 #info Holders of a BahnCard traveling 100+ Km will have the "City ticket" included for free. For all others there's "city mobil" ( https://www.bahn.de/p_en/view/offers/national/regional/citymobil.shtml ). 19:53:17 (no club mate for breakfast ) 19:53:27 madduck: 1200 is the lunch hours, so if you want to make it start at 13 it would be the same for us. 19:53:28 Zugschlus: buy it the day before. 19:53:40 madduck: warm club mate yuck ;-) 19:53:47 (or ask the .ar people for real mate ;) 19:53:57 maxy: yeah, I'll try to make them open it before lunch and take a lunch break 19:54:00 no promises 19:54:11 anyway, no decisions needed, I think 19:54:13 that was the status update 19:54:18 questions? ;) 19:54:23 else move on 19:54:38 #topic Open Topics 19:54:42 Anything else? 19:54:47 Do we need more beds? 19:54:59 a#action marga & maxy bring a bucket of real mate 19:54:59 do you have any? 19:55:02