Meeting minutes 2019-06-03

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https://wiki.gnome.org/GUADEC/2019/Meetings/20190603

=3D Meeting minutes 2019-06-03 10:00 UTC =3D

=3D=3D Attending =3D=3D

 * Kat
 * Kristi
 * Vivia
 * Stathis
 * Tom

=3D=3D Old action items =3D=3D

 * '''ACTION:''' Kristi working on ideas for things to do in Thessaloniki (=
based on bid document) - Done
 * '''ACTION:''' Tom/Kat need to ensure that additional fields are in opene=
vent - av can help us out, Tom to coordinate with av
 * '''ACTION:''' Tom/Kat to discuss alternatives for openevent as custom fi=
elds can't be added - no updates
 * '''ACTION:''' Kat and Caroline to work together on the badge design - Pe=
nding on a rough event outline
 * '''ACTION:''' Stathis to check about accommodation for Keynote speaker (=
where he'd like to stay, at a hotel or with everyone else) - prefers hotel =
- Stathis to confirm booking and share details with the speaker
 * '''ACTION:''' Stathis, Vivia: University contract - no update, Vivia fol=
lowed up,  will call/talk to a human
 * '''ACTION:''' Kat and Britt put together a plan for a photo policy and i=
mplementation of it - no update (no Britt in call)
 * '''ACTION:''' Kat follow up on privacy concerns over public speaker list=
 on openevent - no updates
 * '''ACTION:''' Sponsorship: Kristi to talk to Molly. Either Molly will at=
tend calls or send emails to the private guadec-organization list - Kristi =
will follow up with Molly
 * '''ACTION:''' Sebastian to publish old minutes on https://wiki.gnome.org=
/GUADEC/2019 and send emails - no updates, will pick up in the next dates
 * '''ACTION:''' Sebastian to get Kat photos of the auditorium/rooms for th=
e photo policy (This may help - https://www.flickr.com/photos/128617711@N04=
/albums /72157648544597423 Tom) - no updates
 * '''ACTION:''' Kristi to talk to Neil about the potential keynote and upd=
ate the team, also will reply to the person - no reply from Neil
 * '''ACTION:''' Kat to follow up with Meg about members of the papers team=
 - no update
 * '''ACTION:''' Kristi to send Sebastian Molly's email address - done
 * '''ACTION:''' Kristi to follow up regarding sponsored dinners - in progr=
ess
 * '''ACTION:''' Kat to reach out about workshop ideas (Sebastian to do the=
 GStreamer one) - Newcomer, Flatpack, Design, GitLab integration, XR design=
, Docs - in progress, XR and GStreamer confirmed
 * '''ACTION:''' Kristi will ask the university to email guadec-organizatio=
n instead of emailing her directly - no update

=3D=3D Agenda =3D=3D

 * Last week's action items
 * University to sponsor lanyards
 * Day trips and visiting Thessaloniki
 * New talk proposal submissions
 * Next meeting

=3D=3D Minutes =3D=3D

 * University to sponsor lanyards
  * University have a sponsor who would like to pay for lanyards
  * Need to discuss with Molly because of the disparity in the cost of spon=
sorship vs. exposure compared to other sponsors
  * '''ACTION:''' Stathis to ask the University exactly what the sponsor (a=
nd who they are) wants printed on the lanyards

 * Day trips and visiting Thessaloniki
  * Email sent to guadec-organization,=20
  * Someone local will help with suggestions for vegan and vegetarian optio=
ns
  * =E2=82=AC100 is too expensive for maany attendees, but the cheaper opti=
ons look great
  * Maybe look at a beach trip with free stuff to do around a location (lik=
e a beach bar)
  * '''ACTION:''' Kristi to send an email to university with our feedback o=
n day trips

 * New talk proposal submissions
  * Not possible, paper submissions closed

 * Accommodation
  * '''ACTION:''' Stathis will visit the hostel tomorrow to figure out what=
's happening

 * Website
  * '''ACTION:''' Kat to send an email asking for help with  updating and p=
utting information on there

 * Design
  * We need to start thinking about signage, banners, etc.

 * Next meeting
  * Add "Diversity and inclusion activities" to the agenda
  * '''ACTION:''' Kristi will send out poll today

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