Meeting minutes 2019-06-25

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https://wiki.gnome.org/GUADEC/2019/Meetings/20190625

=3D=3D Meeting minutes 2019-06-25 11:00 UTC =3D=3D

=3D=3D=3D Attendees =3D=3D=3D

 * Kristi=20
 * Stathis
 * Sebastian
 * Vivia
 * Tom=20

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

 * Last week's action items
 * Registration=20
 * Visa Invitation letter
 * Website content
 * Day trips proposals
 * Food Catering
 * Sponsors
 * Picknick
 * Teckids
 * Design
 * Badges

* Next meeting

=3D=3D=3D Last week's action items =3D=3D=3D

 * '''ACTION''': Kat and Caroline to work together on the badge design - in=
 progress
 * '''ACTION''': Stathis, Vivia: University contract - no update (next week=
)=20
 * '''ACTION''': Kat and Britt put together a plan for a photo policy and i=
mplementation of it - in progress (priority)=20
 * '''ACTION''': Kat follow up on privacy concerns over public speaker list=
 on openevent - in progress
 * '''ACTION''': Sebastian to publish old minutes on https://wiki.gnome.org=
/GUADEC/2019 and send emails - slowly happening=20
 * '''ACTION''': Kristi to talk to Neil about the potential keynote and upd=
ate the team, also will reply to the person - waiting from the papers team =
(closing keynote)=20
 * '''ACTION''': Kristi to follow up regarding sponsored dinners - in progr=
ess and Sebastian on sponsored dinner options- university proposed to look =
up options for evening events, sent out email yesterday for update but no r=
eply yet.
 * '''ACTION''': Sebastian to follow up with the university for the potenti=
al place of the D&I dinner (15-20 people)=20
 * '''ACTION''': Kat to move guadec-volunteers list to Discourse - https://=
discourse.gnome.org/t/adding-new-categories/1159 - in progress.
 * '''ACTION''': Vivia to ask Federico for more information on the content =
of the incident response training from Sage, whether it's based on US law o=
r EU law and when it take place - in progress
 * '''ACTION''': Kat to give Britt access to speakers by end of the week- d=
one=20
 * '''ACTION''': Kristi to file a task for promoting the uni and ask Britt/=
Claudio/whoever to publish some content- done=20
 * '''ACTION''': Kristi to coordinate with Molly sponsorship promotion and =
logos- sent the email to molly and claudio and they will coordinate
 * '''ACTION''': Kristi to CC Kat in discussions with Jona - in progress=
=20
 * '''ACTION''': Britt to talk to Molly about including sponsors in the app
 * '''ACTION''': Design: Kat to get the conversation going and introduce Ca=
roline to the printers
 * '''ACTION''': Catering: Vivia to confirm when we need to pay - todo
 * '''ACTION''': Catering: Vivia to confirm the food labelling & that there=
 will be a vegan and gluten-free options for coffee breaks and lunches & th=
en follow up on website update

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

 * Registration=20
   * https://etherpad.gnome.org/p/registrationGUADEC
   * '''ACTION''': Kristi to ask Kat how the accomodation will happen and t=
he payment proccedures.=20
   * '''ACTION''': Kristi to ping Kat and Britt for the photo policy to inc=
ulde that in the registration.

 * Visa Invitation letter
   * Claudio is looking and will taking care of he visa .
   * '''ACTION''': Stathis to assist Claudio with more information on visa =
regime to enter Greece.

 * Website content
   * '''ACTION''': Claudio to take care of it and update with the support o=
f others.
   * Now working on Visa letter.

 * Day trips proposals:=20
   * '''ACTION''': Kristi will ask for cheaper options(maybe like the first=
 option without the wine tasting)=20
   * '''ACTION''': We can ask them for football options (small field) eveni=
ng activity on the core days.=20

 * Food Catering
   * '''ACTION''': Vivia will follow up with the food catering this week on=
 when we will need to pay and food labeling and check gluten-free options f=
or coffee breaks and lunches=20

 * Sponsors:
   * '''ACTION''': Kristi to update Molly for the logos on the badges.
   * Reminder to contact Collabora too

 * Picnic:
   * '''ACTION''': in one of the core days we can organize picnics after th=
e core days like the football activity.=20
   * Where and What exactly we will organize.

 * Teckids:
   * '''ACTION''': Sebastian to reply them with an apology for the late res=
ponse.=20

 * Design
   * https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/37
   * '''ACTION''': all to have a look at the tshirts and share the thoughts=
 for their favourites  https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2=
019/issues/37

 * Badges
   * https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/56
   * General preference for second option
   * '''ACTION''': Caroline to propose sizes for second badge
   * '''ACTION''': Kat to look into suppliers forprinting
   * '''ACTION''': Kristi to ask Molly to update and ack with current spons=
ors that the logos will be on the programme rather than the badge (Platinum=
 will stay on badge as well)


 * Next meeting:
   * https://framadate.org/krfNSH5dnGy9uBfE
   * Poll already out for the meeting in the first week of July.=20

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