Meeting minutes 2019-05-14

Sebastian Dröge via guadec-list <[email protected]> Thu, 16 May 2019 18:09:05 +0300
Newsgroups	gmane.comp.gnome.guadec
Message-ID	<[email protected]>
https://wiki.gnome.org/GUADEC/2019/Meetings/20190514

= Meeting minutes 2019-05-14 20:30 UTC =

== Attending ==

 * Sebastian
 * Vivia
 * Kat
 * Luna (bittin)
 * Kristi 
 * Britt
 * Tom
 * Stathis

== Old action items ==

   * ACTION: Look at proposals, prepare for discussion in meeting next week (DONE)
   * ACTION: Sebastian update Gitlab tickets about video recording (DONE)
   * ACTION: Vivia to check with university regarding keynote speaker travel booking (DONE) AND signing a contract (TBD)
   * ACTION: Kristi to see the organization of AGM (TBD)
   * ACTION: Visa Invitation letter (TBD)
   * ACTION: Things to do in Thessaloniki (Vivia, DONE) Bid (Kristi, TBD) 
   * ACTION: Ping Tom for Attandes mailing lists (DONE)
   * ACTION: Carlos for newcomers (TBD)
   * ACTION: Bastian for video artwork (DONE: he will be working on this) 

== Agenda ==

 * Updates since last week
 * Publishing meeting minutes
 * Papers Team & paper submissions
 * Time/date for next call

== Minutes ==

 * Updates since last week
   * Last week reviewed board.
   * Kristi working on ideas for things to do in Thessaloniki
     * Many things can be taken from the [[https://wiki.gnome.org/GUADEC/2019/Bids/Thessaloniki?action=AttachFile&do=view&target=Bid+GUADEC+2019+Thessaloniki.pdf|bid document]]
   * See also above

   * Tom has been working on the registration form
     * See also https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/49
     * Stripe payments set up, working on integration w/ website
     * Need to make sure to capture all information that's needed for the badges during registration
       * Payment must be compulsory online
       * CoC checkbox must be compulsory
       * ACTION: Tom, Kat: Need to look into adding custom fields in the registration as there will be people who won't follow the directions and won't fill in the survey
     * ACTION: Kat and Caroline to work together on the badge design
     * Tickets: cost of registration (student, hobbyist, professional), accommodation, food
     * There will be 3 tickets: the ticket itself (in different categories), accommodation and lunch

  * Update from Keynote speaker
    * Flight booked
    * Abstract received
    * ACTION: Stathis to check about accommodation (where he'd like to stay, at a hotel or with everyone else)

  * University contract - could be done in the next week or so
    * ACTION: Stathis, Vivia

  * Accommodation
    * Need contract signed with the hostel and to sent the payment
    * ACTION: Stathis will follow up

  * Contracts
    * TODO: venue, accommodation
    * Done: video, photographer

  * Photo policy
    * Need to come up with a plan (separate section in the rooms, lanyards, ...)
    * Plan for three coloured lanyards
    * To add cost of shipping them to GNOME.Asia
    * Britt to share photo of lanyard vendor from LAS and colour suggestions and photo
    * Area of conference room which is "no photos" zone
    * ACTION: Kat (and?) Go over policy from previous GUADECs
    * ACTION: Britt to manage photographer - Kristi to put Britt in contact with him

  * OpenEvent problem: when speakers register and submit proposal - privacy concerns about list of (potential) speakers being public
    * ACTION: Kat asked, to follow up

  * Sponsors confirmed?
    * Sponsorship brochure on website
    * Molly will take care of following up with sponsors
    * ACTION: Kristi: Either Molly will attend calls or send emails to the private guadec-organization list

  * Pre-pre registration event for newcomers (https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/42)
    * ACTION: Kristi talked to Carlos, he'll get back with details some time this week

 * Publishing meeting minutes
   * ACTION: Sebastian to publish old minutes on https://wiki.gnome.org/GUADEC/2019
   * ACTION: Sebastian to send email about minutes being published

 * Papers Team & paper submissions
   * We ended up with two teams
   * ACTION: Kristi/Sebastian will share with Kat who is on the team they put together
   * Continue using voting system from previous years but replace online votes with spreadsheet

 * CoC update
   * Kristi sent the link to the CoC team and they're ok with it
   * CoC team will let local team know if any changes are needed

 * Registration
   * Team will test "live" version before announcing it as open

 * Time/date for next call
   * Send around a new poll to decide on a time
   * https://framadate.org/JaNdNUTa3v5GEPU6

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