GUADEC Meeting Minutes 2018-05-28

Benjamin Berg <[email protected]> Tue, 29 May 2018 16:27:00 +0200
Newsgroups	gmane.comp.gnome.guadec
Message-ID	<[email protected]>
Hi,

please find the Minutes of yesterdays meeting below. Voting for the
next meeting happens on https://framadate.org/EAbF4wfUtPdiil9b

== Attendees ==

 * Ismael
 * Florian
 * Benjamin

== Action Items ==

 * Ismael to run it past Nuritzi to give the Board the chance to object
   (context: Military owned party venue)
 * Benjamin to work on registration page
 * Ismael will reach out to the Manchester organisation to ask how the
   bottles were handled
 * T-Shirt design needs to be done, Ismael will reach out to the design
   team on #gnome-design
 * Benjamin to ping Kat about which Lanyards we should buy as she
   likely has an opinion
 * Ismael to ask the engagement team about communication
 * Ismael to add information on how to get a taxi to the website

== Action Items (already done) ==

 * Ismael to work on a rough schedule for the website
 * Benjamin to talk with Kat about getting an accurate schedule online
   (or at least confirmed talks)
   -> Kat and Ismael are already working on the website update
 * Ismael to forward the information to guadec-organization and get
   into contact with Neil and Alberto again
 * Ismael to set up a framadate for next week

== Minutes ==

 * Ismael came back to life
 * Club de Cacharreo association as local legal counterpart 
   * Spanish side does not insist on a contract
   * We still have a few k€ from Manchester that can be transfered (or
     directly spent)
   * Ismael will work on the Budget to figure out if we need to
     transfer money in advance
   * Benjamin to forward the information to the Board
 * Follow up of current active actions:
   https://gitlab.gnome.org/Community/Engagement/GUADEC/boards
 * status of program schedule
   * AGM will be on saturday
   * ACTION: Ismael to work on a rough schedule for the website
   * ACTION: Benjamin to talk with Kat about getting an accurate
     schedule online (or at least confirmed talks)
 * status of registration
   * Benjamin to work on a nice lunch selection tomorrow
   * Pricing should be available tomorrow
   * Benjamin to add entry for nursery information (checkbox) and ask
     people to send an email
   * Should go online ASAP, latest on Sunday
   * still needs to replace the Manchester skyline :-)
   * ACTION: Benjamin to work on registration page
 * status of budgets
   * Ismeal will create a budget proposal for the team to review
 * status of events
   * There were some issues with the availability of venues
   * Ismael has reserved an alternative venue, the pricing needs to be 
     finalized
   * The venue is owned and managed by the miliatry. However, we will
     have the place for us.
     * ACTION: Ismael to run it past Nuritzi to give the Board the
       chance to object
 * status of keynotes
 * Merchanding and welcome pack
   * We don't have restrictions about colors or similar. Historically
     we had red t-shirts for volunteers
   * Ismael likes the idea of having GUADEC bottles again
   * Benjamin: There is no expectation to have merchandise other than
     t-shirts
   * ACTION: Ismael will reach out to the Manchester organisation to
     ask how the bottles were handled
   * ACTION: T-Shirt design needs to be done, Ismael will reach out to
     the design team on #gnome-design
   * Stickers can be printed locally or we could source them through
     the Engagement team (open a ticket on Gitlab)
   * We can get lanyards here:
     https://www.grupobillingham.com/lanyards-de-stock
     * We just need to decide which ones we want
     * Pockets maybe:
       https://www.grupobillingham.com/portaacreditacion-10-x-9-cm-transparente
   * ACTION: Benjamin to ping Kat about which Lanyards we should buy as
     she likely has an opinion
 * communication (from Engadgment?)
   * ACTION: Ismael to ask the engagement team
   * Benjamin: It might be a good idea to do some communication
     directly using blogs considering the tight schedule
   * Things we could write about:
     * People should book accomodation
     * People should register (once opened)
 * Sponsorship
   * Mozilla has requirements for sponsorship
   * https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/34
   * There seem to be question on whether we are compliant and how to
     check that we are
   * ACTION: Ismael to forward the information to guadec-organization
     and get into contact with Neil and Alberto again
   * Ismael has found a volunteer to check the website for
     accessibility
 * Bus service
   * Ismael: We need to book the bus a few days before the conference
   * The public bus service is really bad on the weekend but quite good
     during the week
   * Florian: Should we have a small bus running multiple times?
   * Ismael: Running a bus costs about 80€ for each trip, so we could
     run a bus multiple times
   * Ismael: A taxi would cost around 6-7 Euro for one ride to the
     Campus
   * ACTION: Ismael to add information on how to get a taxi to the
     website
 * Next meeting:
   * ACTION: Ismael to set up a framadate for next week

Benjamin

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