Meeting minutes 2019-06-13

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https://wiki.gnome.org/GUADEC/2019/Meetings/20190613

=3D=3D Meeting minutes 2019-06-13 8:00 UTC =3D=3D

=3D=3D=3D Attendees =3D=3D+
 * Kat
 * Kristi
 * Vivia
 * Sebastian
 * Stathis
 * Ben

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

 * Accommodation
 * Website
 * Design
   * ACTION: Stathis to look into cost of printing for:
 * Talk schedule
 * Workshops
 * Registration
 * Visa invitation letters - https://gitlab.gnome.org/Teams/Events/GUADEC/G=
UADEC2019/issues/15
 * Food Catering
 * Dates to remember from university - add these to gitlab as well
 * Sponsors
 * Volunteers for during the conference
 * Code of Conduct Incident Response training possibility from Sage Sharp (=
via Federico)
 * Next meeting

=3D=3D=3D Last week's action items =3D=3D=3D
 * '''ACTION''': Kristi working on ideas for things to do in Thessaloniki (=
based on bid document) - in progress
 * '''ACTION''': Tom/Kat need to ensure that additional fields are in opene=
vent - openevent updated, Kat to look into whether it's good enough now and=
 make an  executive decision on the next steps
 * '''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) - Stathis will c=
reate issue with info so we can get hold of the speaker if we need to
 * '''ACTION''': Stathis, Vivia: University contract - uni said it's in pro=
gress
 * '''ACTION''': Kat and Britt put together a plan for a photo policy and i=
mplementation of it - in progress
 * '''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 - done
 * '''ACTION''': Sebastian to publish old minutes on https://wiki.gnome.org=
/GUADEC/2019 and send emails - in progress
 * '''ACTION''': Sebastian to get Kat photos of the auditorium/rooms for th=
e photo policy - done https://people.gnome.org/~federico/misc/University-of=
-Macedonia/P1030437.JPG https://people.gnome.org/~federico/misc/University-=
of-Macedonia/P1030438.JPG https://people.gnome.org/~federico/misc/Universit=
y-of-Macedonia/P1030442.JPG https://people.gnome.org/~federico/misc/Univers=
ity-of-Macedonia/P1030453.JPG
 * '''ACTION''': Kristi to talk to Neil about the potential keynote and upd=
ate the team, also will reply to the person - Neil says he proposed it but =
didn't confirm it, Kat to talk to=20
 * '''ACTION''': Kat to follow up with Meg about members of the papers team=
 - no update
 * '''ACTION''': Kristi to follow up regarding sponsored dinners - in progr=
ess
 * '''ACTION''': Kat to reach out about workshop ideas - Flatpack, Design, =
GitLab integration, Docs - in progress; XR, Newcomer and GStreamer/GTK/Rust=
 confirmed
 * '''ACTION''': Kristi will ask the university to email guadec-organizatio=
n instead of emailing her directly - done
 * '''ACTION''': Stathis to ask the University exactly what the sponsor (an=
d who they are) wants printed on the lanyards - we need to print the lanyar=
ds ourselves, there is a company that wants to sponsor them
 * '''ACTION''': Kristi to send an email to university with our feedback on=
 day trips - done
 * '''ACTION''': Kat to send an email asking for help with updating and put=
ting information on the website - done, we had a number of responses and de=
cided to go with Claudio as the main point of contact

=3D=3D=3D Minutes =3D=3D=3D
 * Accommodation
   * Stathis met the manager and they are preparing the contract.
   * They need to know the Foundation address
   * Contact incoming

 * Website
   * Claudio has volunteered to keep an eye on it
   * Kat has set it up
   * Kristi an also submit updates now

 * Design
   * Postponed to next week
   * '''ACTION''': Stathis to look into cost of printing for:
     * Standard sized roller banners
     * A1/A2/A4 sheets

 * Talk schedule
   * In progress, no updates

 * Workshops
   * Flatpak - attendance was low last few years
   * Newcomer - could be better in hackfest days
   * GStreamer/GTK/Rust - confirmed
   * Design - in progress
   * Gitlab integreation - in progress
   * Docs - in progress
   * Non-violent communication - Kristi is looking into this
   * Imposter sindrome & unconcious bias - Jona Azizaj for 1:30-2h

 * Registration
   * Kristi talked to Andrea, not feasable for it to do what we want it to
   * We need to come up with a way to use a form in the end

 * Visa invitation letters - https://gitlab.gnome.org/Teams/Events/GUADEC/G=
UADEC2019/issues/15
   * '''ACTION''': Stathis will follow up for more information on visa invi=
tations - https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/15

 * Food Catering
   * University wants to know how to handle it
   * We need to put together: number of meals per day and types of meals
   * '''ACTION''': Vivia to confirm cost of meals to attendees
   * '''ACTION''': Vivia to confirm when we need to pay
   * Our requirements from the university:
     * Can the catering company label the food in English with ingredients =
and allergies
     * Deadline for us telling the University the number/types of meals
     * Can they provide vegan and gluten free meals (with proper seperation=
)

 * Dates to remember from university - add these to gitlab as well
   * University is closed for summer from 29th July to 18th August
   * We need to make sure we get all the answers for everything
   * Elections on 7th July so probably won't be able to get contact that da=
y

 * Sponsors
   * '''ACTION''': Sebastian to talk to Molly about exact costs for evening=
 events and concrete options

 * Volunteers for during the conference
   * '''ACTION''': Kat to move guadec-volunteers list to Discourse
   * Need to make sure option is there during registration

 * Code of Conduct Incident Response training possibility from Sage Sharp (=
via Federico)
   * '''ACTION''': Vivia to ask Federico for more information on the conten=
t of the incident response training from Sage, whether it's based on US law=
 or EU law and when it take place
   * Vivia will CC the guadec-organizaton list when replying

 * Next meeting
   * Have to have Caroline in the call
   * Poll is already out

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