Re: [guadec-list] GUADEC organisation moving to Discourse for 2020

[Ekaterina Gerasimova via guadec-list]

On Fri, 30 Aug 2019 at 22:24, Anastasios Lisgaras via guadec-list
 wrote:
>
> Hello,
>
> My opinion is that mail lists should be coexist, and don't need be
> removed it just to use only the Discourse/forum.

It's not a good idea to have multiple methods of communication in my
experience - we've had that before with GUADEC and it didn't work -
and you can set up your Discourse account to work like a mailing list
from what I understand.

> --
> Kind regards,
> Anastasios Lisgaras
> Open Source Software Engineer.
> Keybase: https://keybase.io/tas_sos
> GnuPG Fingerprint: 5003 03E8 CA50 1878 06D9  3AEA FC25 8330 FE34 8E41
>
> On 8/26/19 5:00 PM, Ekaterina Gerasimova via guadec-list wrote:
> > Hi all,
> >
> > GUADEC organisation will move from mailing lists to Discourse in 2020.
> >
> > You can follow the #guadec tag in the Community category for public
> > organisation discussion:
> > https://discourse.gnome.org/tags/c/community/guadec
> >
> > The local team will be reachable by email at guadec-...@discourse.gnome.org
> >
> > Volunteers will have a private group for scheduling and
> > communications. Signup for the volunteers group will happen in the new
> > year: https://discourse.gnome.org/c/community/guadec-volunteers
> >
> > Please note: to receive notifications of new topics and replies, you
> > need to set the tag/category to "watched" in
> > https://discourse.gnome.org/u/kat/preferences/tags and
> > https://discourse.gnome.org/u/kat/preferences/categories
> >
> >
> > Kat
> > ___
> > guadec-list mailing list
> > guadec-list@gnome.org
> > https://mail.gnome.org/mailman/listinfo/guadec-list
> >
>
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[guadec-list] GUADEC organisation moving to Discourse for 2020

[Ekaterina Gerasimova via guadec-list]

Hi all,

GUADEC organisation will move from mailing lists to Discourse in 2020.

You can follow the #guadec tag in the Community category for public
organisation discussion:
https://discourse.gnome.org/tags/c/community/guadec

The local team will be reachable by email at guadec-...@discourse.gnome.org

Volunteers will have a private group for scheduling and
communications. Signup for the volunteers group will happen in the new
year: https://discourse.gnome.org/c/community/guadec-volunteers

Please note: to receive notifications of new topics and replies, you
need to set the tag/category to "watched" in
https://discourse.gnome.org/u/kat/preferences/tags and
https://discourse.gnome.org/u/kat/preferences/categories


Kat
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Re: [guadec-list] T-shirts ?

[Ekaterina Gerasimova via guadec-list]

On Sat, 24 Aug 2019, 16:02 Anastasios Lisgaras via guadec-list, <
guadec-list@gnome.org> wrote:

> Hello,
>
> Would I like to ask if there will be have more t-shirts ?
> Because they are finished very quickly and there is only one design..
>

Hi, all of the stock for this year is out. There is a board initiative to
create an online store so there will be more options to buy stuff in the
future.

In general, our aim is to sell out by the end of the event as storing
leftover t-shirts and transporting them to future events is difficult.

Thank you.
>
> --
> Kind regards,
> Anastasios Lisgaras
> Open Source Software Engineer.
> Cell phone: +30 69 55 83 17 92
> Keybase: https://keybase.io/tas_sos
> GnuPG Fingerprint: 5003 03E8 CA50 1878 06D9  3AEA FC25 8330 FE34 8E41
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>
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Re: [guadec-list] Problem with registration

[Ekaterina Gerasimova via guadec-list]

Hi,

On Sat, 17 Aug 2019, 18:31 ,  wrote:

>
> Hello,
>
> I have been trying to buy my ticket for this year's conference but when
> trying to pay with my card from Eurobank (eurobank.gr) I get an error:
> "The card was declined". I have since tried to pay with another card I
> have (also from Eurobank), which was also declined. Searching the
> mailing list, I noticed that this has been reported before with cards
> from another Greek bank. Considering I cannot pay with these cards, is
> there another way I can register?
>

You can register at the pre-registration on Thursday night or at the venue
on Friday.

--
> Spiros Klouvas
> Computer Science student
>
>
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Re: [guadec-list] Poll for GUADEC time meetings

[Ekaterina Gerasimova via guadec-list]

I'm not going to be able to join, something came up at work

On Thu, 25 Jul 2019 at 10:29, Luna Jernberg  wrote:
>
> might join a bit late in a work presentation about Microsoft Outlook
>
> On Tue, Jul 23, 2019 at 2:56 PM Luna Jernberg  wrote:
>>
>> Will try to join in to the meeting live
>>
>> On Tue, Jul 23, 2019 at 2:52 PM Kristi Progri  wrote:
>>>
>>> Hi,
>>>
>>> Meeting for this week will be on Thursday at 10:00 UTC.
>>>
>>> Best,
>>> Kristi
>>>
>>> On 7/22/19 4:26 PM, Ekaterina Gerasimova via guadec-list wrote:
>>> > Thanks for sharing Luna!
>>> >
>>> > On Mon, 22 Jul 2019 at 13:25, Luna Jernberg  wrote:
>>> >> Voting for this weeks meeting, got the link from vivia on IRC and has 
>>> >> voted but posted on the ML too as no one has seem to done that yet: 
>>> >> https://framadate.org/Y5LhtXfHDYrCfBUZ
>>> >>
>>> >> On Thu, Jul 18, 2019 at 6:13 AM Luna Jernberg  
>>> >> wrote:
>>> >>> Reading the notes now, and will try to join next meeting live if i have 
>>> >>> time
>>> >>>
>>> >>> On Wednesday, July 17, 2019, Luna Jernberg  
>>> >>> wrote:
>>> >>>> Don't have time to join the meeting today reading the notes tommorow 
>>> >>>> morning
>>> >>>>
>>> >>>> On Wed, Jul 17, 2019 at 8:09 AM Luna Jernberg  
>>> >>>> wrote:
>>> >>>>> Reading the notes on Etherpad now, before a SUSE presentation i also 
>>> >>>>> missed yesterday
>>> >>>>>
>>> >>>>> On Mon, Jul 15, 2019 at 11:42 AM Luna Jernberg 
>>> >>>>>  wrote:
>>> >>>>>> Don't have time to attend the meeting tomorrow, but will read the 
>>> >>>>>> notes on Wednesday
>>> >>>>>>
>>> >>>>>> On Mon, Jul 15, 2019 at 11:31 AM Kristi Progri  
>>> >>>>>> wrote:
>>> >>>>>>> Hi all,
>>> >>>>>>>
>>> >>>>>>> Next meeting of GUADEC Team tomorrow (Tuesday) at 16:00 UTC.
>>> >>>>>>>
>>> >>>>>>>
>>> >>>>>>> Best,
>>> >>>>>>> Kristi
>>> >>>>>>>
>>> >>>>>>>
>>> >>>>>>>
>>> >>>>>>> On 7/10/19 5:41 PM, Kristi Progri wrote:
>>> >>>>>>>
>>> >>>>>>> Hi all,
>>> >>>>>>>
>>> >>>>>>> Here is the link for the meeting next week: 
>>> >>>>>>> https://framadate.org/QIHdJSco9hUQJVoR
>>> >>>>>>>
>>> >>>>>>>
>>> >>>>>>> Best,
>>> >>>>>>> Kristi
>>> >>>>>>>
>>> >>>>>>> On 7/8/19 11:25 AM, Kristi Progri wrote:
>>> >>>>>>>
>>> >>>>>>> Tomorrow(Tuesday) we will have another meeting, at 11 UTC.
>>> >>>>>>>
>>> >>>>>>> This week we will have two meetings: one tomorrow one on Thursday.
>>> >>>>>>>
>>> >>>>>>> Best,
>>> >>>>>>> Kristi
>>> >>>>>>>
>>> >>>>>>> On 7/8/19 10:28 AM, Kristi Progri wrote:
>>> >>>>>>>
>>> >>>>>>> Hi!
>>> >>>>>>>
>>> >>>>>>> Meeting for this week will be on Thursday at 9:00 UTC
>>> >>>>>>>
>>> >>>>>>> Here is the link of etherpad when you can read notes or add 
>>> >>>>>>> topics.https://etherpad.gnome.org/p/guadec
>>> >>>>>>>
>>> >>>>>>> Best,
>>> >>>>>>> Kristi
>>> >>>>>>>
>>> >>>>>>> On 7/4/19 1:38 PM, Luna Jernberg wrote:
>>> >>>>>>>
>>> >>>>>>> Joined todays meeting and updated the etherpad to reflect it: 
>>> >>>>>>> https://ether

Re: [guadec-list] Poll for GUADEC time meetings

[Ekaterina Gerasimova via guadec-list]

Thanks for sharing Luna!

On Mon, 22 Jul 2019 at 13:25, Luna Jernberg  wrote:
>
> Voting for this weeks meeting, got the link from vivia on IRC and has voted 
> but posted on the ML too as no one has seem to done that yet: 
> https://framadate.org/Y5LhtXfHDYrCfBUZ
>
> On Thu, Jul 18, 2019 at 6:13 AM Luna Jernberg  wrote:
>>
>> Reading the notes now, and will try to join next meeting live if i have time
>>
>> On Wednesday, July 17, 2019, Luna Jernberg  wrote:
>>>
>>> Don't have time to join the meeting today reading the notes tommorow morning
>>>
>>> On Wed, Jul 17, 2019 at 8:09 AM Luna Jernberg  wrote:

 Reading the notes on Etherpad now, before a SUSE presentation i also 
 missed yesterday

 On Mon, Jul 15, 2019 at 11:42 AM Luna Jernberg  
 wrote:
>
> Don't have time to attend the meeting tomorrow, but will read the notes 
> on Wednesday
>
> On Mon, Jul 15, 2019 at 11:31 AM Kristi Progri  wrote:
>>
>> Hi all,
>>
>> Next meeting of GUADEC Team tomorrow (Tuesday) at 16:00 UTC.
>>
>>
>> Best,
>> Kristi
>>
>>
>>
>> On 7/10/19 5:41 PM, Kristi Progri wrote:
>>
>> Hi all,
>>
>> Here is the link for the meeting next week: 
>> https://framadate.org/QIHdJSco9hUQJVoR
>>
>>
>> Best,
>> Kristi
>>
>> On 7/8/19 11:25 AM, Kristi Progri wrote:
>>
>> Tomorrow(Tuesday) we will have another meeting, at 11 UTC.
>>
>> This week we will have two meetings: one tomorrow one on Thursday.
>>
>> Best,
>> Kristi
>>
>> On 7/8/19 10:28 AM, Kristi Progri wrote:
>>
>> Hi!
>>
>> Meeting for this week will be on Thursday at 9:00 UTC
>>
>> Here is the link of etherpad when you can read notes or add 
>> topics.https://etherpad.gnome.org/p/guadec
>>
>> Best,
>> Kristi
>>
>> On 7/4/19 1:38 PM, Luna Jernberg wrote:
>>
>> Joined todays meeting and updated the etherpad to reflect it: 
>> https://etherpad.gnome.org/p/guadec
>>
>> On Wed, Jul 3, 2019 at 5:42 PM Luna Jernberg  
>> wrote:
>>>
>>> Will try to join as i have vacation from my dayjob and some spare time 
>>> then, will vote for next week now too
>>>
>>> On Tue, Jul 2, 2019 at 12:48 PM Kristi Progri  wrote:

 Hi all,

 This week we will have another GUADEC meeting on Thursday (4th of 
 July) at 12:00 UTC.

 Here is the poll for the next week:  
 https://framadate.org/yHnwSK7G3EfLYprs

 Best,
 Kristi

 On 6/28/19 10:40 AM, Kristi Progri wrote:

 Hi,

 The time for the next meeting is on Monday at 13:00 UTC.
 Here is the link of etherpad when you can read notes or add 
 topics.https://etherpad.gnome.org/p/guadec


 Kristi


 On 6/26/19 9:25 AM, Luna Jernberg wrote:

 Read the minutes on the Etherpad now: 
 https://etherpad.gnome.org/p/guadec and will try to join the meeting 
 next week as i have more spare time then

 On Tue, Jun 25, 2019 at 12:53 PM Luna Jernberg  
 wrote:
>
>  Don't have time to attend the meeting today, busy at dayjob but 
> reading the minutes later this afternoon in 3-4 hours when i get home
>
> On Mon, Jun 24, 2019 at 5:28 PM Luna Jernberg  
> wrote:
>>
>> Can't join at that time as i am still at dayjob then, but voted for 
>> next week and can more times then as i will have vacation from my 
>> dayjob then will try to read the etherpad the meeting after the 
>> meeting when i have time
>>
>> On Mon, Jun 24, 2019 at 11:58 AM Kristi Progri  
>> wrote:
>>>
>>> Hi all,
>>>
>>> Our next meeting will be tomorrow at 11:00 UTC.
>>>
>>> Please fill out the poll for the next week: 
>>> https://framadate.org/krfNSH5dnGy9uBfE
>>>
>>> Best,
>>> Kristi
>>>
>>>
>>> On 6/19/19 4:33 PM, Luna Jernberg wrote:
>>>
>>> Voted on the times i can for next week link for the people: 
>>> https://framadate.org/nw63pUpZDroEpcCl
>>>
>>> On Wed, Jun 19, 2019 at 6:39 AM Luna Jernberg 
>>>  wrote:

 Joining today

 On Mon, Jun 17, 2019 at 3:48 PM Luna Jernberg 
  wrote:
>
> Will join
>
> On Mon, Jun 17, 2019 at 3:24 PM Kristi Progri  
> wrote:
>>
>> The meeting for this week will be on Wednesday 7:00 UTC.
>>
>> Best,
>> Kristi
>> On 6/11/19 3:26 PM, Kristi Progri wrote:
>> > Hi all,
>> >
>> > Here is the 

[guadec-list] Call for help: GUADEC website content wrangler

[Ekaterina Gerasimova via guadec-list]

Hi all,

the GUADEC team are looking for a volunteer to help us update the website.

You would have the responsibility of
* reading over the existing content and improving it as needed
* either looking over meeting minutes or attending meetings and
identifying what needs to be added to the website
* putting together new content
* noticing that information is missing and asking the right person to
put it together (usually someone from the local team)
* pushing new content to the website
* making sure the content is proof read by a native speaker (either
you or someone else) before it is published

The website is in GitLab and super easy to edit:
https://gitlab.gnome.org/Infrastructure/guadec-web/tree/oscp-2019/content/pages

In short, your job would be to own the GUADEC website from now until
end of August and keep it as useful for attendees as possible.

If you would like to attend the next GUADEC team meeting, you can find
the poll for the date/time at https://framadate.org/zDLYgWrEFh3ZipTP -
all times are in UTC.

Thanks
Kat
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[guadec-list] Next GUADEC meeting 14th May at 19:30 UTC

[Ekaterina Gerasimova via guadec-list]

Hi all,

the next GUADEC team meeting will take place at 19:30 UTC on Tuesday, May 14th.

Agenda and more information are available at https://etherpad.gnome.org/p/guadec

Regards
Kat
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Re: [guadec-list] Next meeting on 2018-12-05 20:30 UTC

[Ekaterina Gerasimova via guadec-list]

The meeting has been postponed until Wednesday the 12th of December.
Please add agenda items as needed.
On Wed, 28 Nov 2018 at 22:25, Ekaterina Gerasimova
 wrote:
>
> Hi all, next GUADEC meeting will be on Wednesday 5th December at 20:30
> UTC. This is a short meeting as a follow up to today. The agenda will
> be:
>
> * Review action items
> * Keynotes
> * Review tasks
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[guadec-list] Next meeting on 2018-12-05 20:30 UTC

[Ekaterina Gerasimova via guadec-list]

Hi all, next GUADEC meeting will be on Wednesday 5th December at 20:30
UTC. This is a short meeting as a follow up to today. The agenda will
be:

* Review action items
* Keynotes
* Review tasks
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[guadec-list] Meeting minutes 2018-11-28

[Ekaterina Gerasimova via guadec-list]

https://wiki.gnome.org/GUADEC/2019/Meetings/20181128

= Meeting minutes 2018-11-28 20:30 UTC =

== Attending ==

 * Kat
 * bittin (Luna)
 * Caroline
 * Stathis
 * Tom
 * Vivia
 * Sebastian
 * popey (Alan)
 * fr0xk
 * oliverp
 * John

== Old action items ==

   * ACTION: Tom will file tasks and assign to Caroline to request
more graphics for the website TODO AFTER CALL
   * ACTION: Everyone to finish adding keynote submissions by next
week and review the week after DONE
   * ACTION: @vnikolaidou to look into cost for more substantial
snacks (costs to be kept private for now) DONE
   * ACTION: Local team to check for required sponsorship brochure
changes from last years brochure POSTPONED
   * ACTION: Local team to provide nice pictures of the city/venue to
Neil for sponsorship brochure DONE (not needed)
   * ACTION: Britt to encourage Sri upload relevant videos for keynote
selection DONE
   * ACTION: Kat to get feedback on keynotes from Stathis DONE
   * ACTION: Tom to setup OpenEvent and test paper submission IN PROGRESS
   * ACTION: Vivia to check with university about what kind of video
equipment they have available DONE
   * ACTION: Sebastian to check whether the approved budget is
sufficient to work with Ubicast DONE
   * ACTION: Stathis to upload the currently approved budget to nextcloud
   * ACTION: Britt to ping Nuritzi about getting access to the GUADEC
Tweetdeck DONE

== Agenda ==

 * Artwork
 * Review action items
 * Venue
 * Video
 * Hotel booking
 * Keynote
 * Review and assign board

== Minutes ==

 * Artwork
  * ACTION: Caroline to make a t-shirt design for FOSDEM to for booth
staff to advertise the dates and locations
 * Social media
  * https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/22
  * Britt has access to Twitter, can close the task now
 * Review action items
 * Venue
  * Waiting for committee approval from venue
  * Federico has photos of the venue
 * Video
  * Ubicast want hotel and flights covered
  * Ubicast will bring some equipment themselves
  * All attendees in favour of using Ubicast if the costs are within budget
  * ACTION: Sebastian to ask Neil to prepare contract for video recording
  * ACTION: Sebastian to estimate cost for Ubicast and compare to
budget, if cost is within budget then proceed to sign contract
 * Hotel booking
  * It's a lot of work
  * but also it's the only way to book the whole hotel
  * We need to pay €2
  * Risk is not high
  * Can manage bookings and payments through OpenEvent
  * Round up the price to the nearest round number to avoid making a loss
  * ACTION: Stathis to ping Kat to confirm dates and number of rooms
(aka booking details)
  * Can we cancel rooms closer to the date? Probably not
 * Keynote
   * See https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/35
   * ACTION: Stathis to follow up with speaker about keynote
 * Review and assign tasks
  * https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/boards
  * ACTION: Tom to file task for creating presentation templates
  * ACTION: Stathis to reply to Neil's accommodation questions on
https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/36
  * ACTION: Tom to get review on
https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/28 ,
merge and close
  * ACTION: Tom to talk the Sysadmin to Setup a GUADEC 2019 visitor
mailinglist https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/39
and talk to people about the webpage

 * Assorted stuff:
   * ACTION: John to send link with tourist information to the mailing list
   * Visa: university will handle the visa invitations
 * ACTION: Vivia to contact university to find out 1) what
university needs from attendee for a visa invitation letter and 2)
where the attendee should send that information
https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/15
   * WiFi: university already has decent infrastructure + they're
improving connection
   * ACTION: Britt file a ticket for Tom to add the Matrix channel for
GUADEC users to the website

   Next meeting: 2018-12-05 20:30 UTC
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[guadec-list] Meeting minutes 2018-11-08

[Ekaterina Gerasimova via guadec-list]

https://wiki.gnome.org/GUADEC/2019/Meetings/20181108

= Meeting minutes 2018-11-08 18:00 UTC =

== Attending ==

 * Tom
 * Vivia
 * Sebastian
 * Britt
 * Kat
 * Ben

== Old action items ==

   * ACTION: Tom will file tasks and assign to Caroline to request
more graphics for the website BLOCKED
   * ACTION: Everyone to finish adding keynote submissions by next
week and review the week after TALK TO STATHIS
   * ACTION: @vnikolaidou to look into cost for more substantial
snacks (costs to be kept private for now) DELAYED
   * ACTION: Local team to check for required sponsorship brochure
changes from last years brochure SEE TASK
   * ACTION: Ben to create a ticket for the sponsorship brochure to be
updated and information be collected DONE
   * ACTION: Local team to provide nice pictures of the city/venue to
Neil for sponsorship brochure SEE TASK
   * ACTION: Britt to encourage Sri upload relevant videos for keynote
selection BLOCKED
   * ACTION: Everyone to add information about suggested keynote
speakers to the ticket DONE

== Agenda ==

 * Keynotes
 * Website
   * Main
   * Paper submission
 * Venue - next steps
 * Video/Audio recording
 * Social Media
 * Next meeting

== Minutes ==

 * Keynotes
   * See https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/35
   * ACTION: Kat to get feedback on keynotes from Stathis
 * Website
   * Main
   * Paper submission
 * gicmo was going to look into this but hasn't had time for
reasons, Kat has asked av to follow up for now
 * OpenEvent needs to be set up on OpenShift
 * Venue - next steps
   * ACTION: Vivia to contact the venue about signing a contract.
 * Video/Audio recording
   * Sebastian contacted the CCC VoC, they would be interested but
have another event at the same time
   * Sebastian contacted Ubicast and they are happy to do that
   * We may need to provide volunteers if we have three tracks
   * We are looking at flight tickets for three people and the hotel
cost for them
   * ACTION: Vivia to check with university about what kind of video
equipment they have available
   * ACTION: Sebastian to check whether the approved budget is
sufficient to work with Ubicast
   * Booking is blocked on assigning necessary funds in the budget
 * Social Media
   * ACTION: Britt to ping Nuritzi about getting access to the GUADEC Tweetdeck
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Re: [guadec-list] GUADEC 2018 by numbers report

[Ekaterina Gerasimova via guadec-list]

On Thu, 15 Nov 2018 at 09:37, Ismael Olea  wrote:
>
> Just to left here I've updated the post at my blog with some details about 
> the conference: http://olea.org/diario/2018/10/05/GUADEC_2018_numbers.html
>
> I looked where to put the link to be easy to discover for next conferences 
> bidders and organizers at https://wiki.gnome.org/GUADEC/2018/ but found no 
> best place than https://wiki.gnome.org/GUADEC/2018/Feedback

What about on one of the "how to" pages about organising? Various
pages there should already contain the relevant information anyway :)

> Hope it helps.
>
> --
>
> Ismael Olea
>
> http://olea.org/diario/
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[guadec-list] Meeting minutes 2018-10-16

[Ekaterina Gerasimova via guadec-list]

= Meeting minutes 2018-10-16 19:00 UTC =

== Attending ==
 * Kat
 * Britt
 * Tom
 * Sebastian
 * Vivia
 * Stathis
 * Steve
 * Ben

== Action items ==

   * Old ACTION: Tom will file tasks and assign to Caroline to request
more graphics for the website
   * ACTION: Everyone to finish adding keynote submissions by next
week and review the week after
   * ACTION: Vivia to look into cost for more substantial snacks
(costs to be kept private for now)
   * ACTION: Local team to check for required sponsorship brochure
changes from last years brochure
   * ACTION: Ben to create a ticket for the sponsorship brochure to be
updated and information be collected
   * ACTION: Local team to provide nice pictures of the city/venue to
Neil for sponsorship brochure
   * ACTION: Britt to encourage Sri upload relevant videos for keynote selection
   * ACTION: Everyone to add information about suggested keynote
speakers to the ticket
   * ACTION: Stathis to ask the STAY HYBRID YOUTH HOSTEL if they can
reserve rooms for us, have a discount booking code or have GUADEC buy
rooms

== Minutes ==

 * [Spend 15 minutes figuring out why Jitsi isn't working]

 * Keynotes
   * https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/35
   * We have space for 1-2 keynotes
   * Each keynote will take up the place of 2-6 talks
   * [Discuss individual speakers, see private issue for more
information about options]
   * Britt is asking for more information about who the speakers are
   * Stathis suggests check out existing talks if we don't know the
people already
   * Postpone the decision to give people time to review the proposals
   * ACTION: Everyone to finish adding keynote submissions by next
week and review the week after

 * Sponsors
   * [Discussed and minuted in a private issue]
   * In summary, we can offer similar things in the 2019 brochure as
we did in 2018
   * ACTION: Vivia to look into cost for more substantial snacks
(costs to be kept private for now)
   * ACTION: Local team to check for required sponsorship brochure
changes from last years brochure
   * ACTION: Ben to create a ticket for the sponsorship brochure to be
updated and information be collected
   * ACTION: Local team to provide nice pictures of the city/venue to
Neil for sponsorship brochure

 * Accommodation
   * https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/36
   * We have an offer for a hotel with different rooms housing up to
184 (165 not using doubles) people
   * It is around 2.5km, 30min walk and there are frequent busses
   * Can we reserve the rooms for GUADEC attendees without booking
them ourselves?
   * We should tell the bus company about the
   * ACTION: Stathis to ask the STAY HYBRID YOUTH HOSTEL if they can
reserve rooms for us, have a discount booking code or have GUADEC buy
rooms

== Postponed for the next meeting ==
   * Website
 * Main
 * Paper submission
   * Venue - next steps
   * Video/Audio recording
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[guadec-list] Openevent for papers and registration

[Ekaterina Gerasimova via guadec-list]

Hi people,

For those of you who haven't seen it, we are thinking of switching
from regcfp (which has not been actively developed in some time now)
to openevent (which is actively developed and used by FOSSASIA). I
have talked to Sri (representing LAS) and to GNOME.Asia, both of whom
are interested in trying it out.

With openevent, we would have one ticketing website for all GNOME events.

Server and apps can be found at https://github.com/fossasia/open-event

You can test/use it at https://eventyay.com/

There is also a badge printing component to it: http://badgeyay.com/

They have a donation module which can be enabled and they seem eager
for us to work upstream with them for any plugins or changes that we
may want.

Kat
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[guadec-list] Next GUADEC meeting 16th October at 19:00 UTC

[Ekaterina Gerasimova via guadec-list]

Hi all,

the next GUADEC team meeting will take place at 22:00 EEST (21:00 CEST
/ 19:00 UTC / 12:00 PDT) on Tuesday, October 16th.

Agenda and more information are available at https://etherpad.gnome.org/p/guadec

Regards
Kat
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[guadec-list] Meeting minutes 2018-10-02

[Ekaterina Gerasimova via guadec-list]

= Meeting minutes 2018-10-02 =

== Attending ==
 * Kat
 * Ben
 * Britt
 * Nuritzi
 * Tom or Thanos
 * Vivia
 * Sebastian
 * John
 * Stathis

== Action items ==

   * ACTION: Kat to resend information about OpenEvent
   * ACTION: Tom will file tasks and assign to Caroline to request
more graphics for the website
   * ACTION: Stathis will add the information about the accommodation
into Gitlab

== Minutes ==

 * Engagement team integration (Nuritzi):
 * 2 local team people already on Tweetdeck
 * Nuritzi wants ideas on coordinating announcements and press
 * Engagemnt team is primarily on Telegram (ask Nuritzi for channel details)
 * Track tasking in Gitlab (tag with Marketing:
https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues?label_name%5B%5D=Marketing
)
 * First level of urgent contact via the Engagement channel on
Telegram, Tom can forward information to the channel
 * Second level of urgent contact should go to Nuritzi and Sri directly
 * We should have a point of contact, this will be Nuritzi (and
she will find a replacement (aka Britt) when she's afk at the end of
2018)

 * Meeting times (regular or adhoc)
   * Schedule regular meetings at 19:00 UTC on Thursdays every two weeks
   * Next call will be on Tuesday 16th of October then Thursday 1st of
November every two weeks (19:00 UTC)

 * Website (overview of the plans and what help we need)
   * We are going to use OpenEvent from this year as regcfp is now retired
   * Christian Kellner from the paper team will help with setting it up
   * We will do a thorough test run before going live
   * ACTION: Kat to resend information about OpenEvent

   * Britt asks whether more graphics, etc. are needed for the website
   * ACTION: Tom will file tasks and assign to Caroline to request
more graphics for the website

 * Venue
   * Local team will have a meeting on Friday
   * Currently pending appropriate approvals from the University to co-organise
   * The booking should be considered done
   * Kat: Is the venue open to the public?
 * Vivia: It will be just us in the venue because it is summer
   * We currently have a room for a 3rd track
 * Room sizes: 500 and 200/250 and 150
   * It looks like we have a childcare room available with a student
   * We need access to the venue on Thursday afternoon to set up

 * Video/Audio equipment
   * €2000 for recording and live streaming by the venue
   * Sebastian is in touch with the VoC team
   * Videoing is only needed on the first 3 days (for each room)
   * GUADEC 2016 was charged 500€ per day per room in the end by the
CCC VoC (this was not known in advance)
   * We should get a written agreement with the CCC VoC Team which
specifies what they will provide and what we will provide in return

 * Accommodation
   * We probably can't use dorms and it's not recommended by local team
   * We would like to host people in the same place
   * We would like smaller rooms, ideally twin rooms (two separate beds)
   * We have a proposal from a hostel
   * ACTION: Stathis will add the information about the accommodation
into Gitlab
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[guadec-list] Next GUADEC meeting 2nd October at 19:00 UTC

[Ekaterina Gerasimova via guadec-list]

Hi all,

the next GUADEC team meeting will take place at 22:00 EEST (21:00 CEST
/ 19:00 UTC / 12:00 PDT) on Tuesday, October 2nd.

Agenda and more information are available at https://etherpad.gnome.org/p/guadec

Regards
Kat
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[guadec-list] Using GUADEC workboards to manage tasks

[Ekaterina Gerasimova via guadec-list]

Hi all, since GNOME moved to GitLab, we started using the workboards
feature to organise GUADEC.

Also, in an effort to make GUADEC easier to organise and leverage
experience from previous GUADECs, we decided to create a template
project for cloning at the start of every year.

So the current situation is that we have a template project:
https://gitlab.gnome.org/Community/Engagement/GUADEC-Master/boards

And two year projects:
https://gitlab.gnome.org/Community/Engagement/GUADEC2018/boards
https://gitlab.gnome.org/Community/Engagement/GUADEC2019/boards

The template project is a work in progress and we need to add more
tasks there which are relevant year-on-year. So if you are adding
tasks to GUADEC2019, I'd appreciate a ping so that I can check if they
should be moved to the template project as well.

In general, for GUADEC2019:

For all tasks that you add, please try to define very clear
"acceptance criteria". When the acceptance criteria are fulfilled, the
task should be closed. You can look at existing tasks to get an idea
of what I mean.

The assignee is the person responsible for making sure the task is
complete. They might not be the person doing the work, but they are
the person we will be asking to report on the task during the meetings
and the first point of contact for that task.

If you are involved in organising GUADEC 2019, you will need access to
the 2019 project in GitLab, please sign into gitlab.gnome.org at least
once and then ping me with your username to be added to the project.

If you are a Foundation member, you should be using your GNOME
username and password for GitLab.

Happy organising
Kat
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Re: [guadec-list] GUADEC 2018 gitlab repository moved

[Ekaterina Gerasimova via guadec-list]

On Mon, 17 Sep 2018 at 13:02, Ismael Olea  wrote:
> On Mon, Sep 17, 2018 at 1:49 PM Ekaterina Gerasimova via guadec-list 
>  wrote:
>>
>> Hi all,
>>
>> https://gitlab.gnome.org/Community/Engagement/GUADEC has been moved to
>> https://gitlab.gnome.org/Community/Engagement/GUADEC2018
>
>
> This is great.
>
> Anybody knows if it's possible to export/import gitlab issues to prepare a 
> «GUADEC skeleton» to reuse each year?

We already started working on putting this together at GUADEC. You can
find the master list at:

https://gitlab.gnome.org/Community/Engagement/GUADEC-Master/boards

It's definitely incomplete, but we want to make sure that it always
has really clear acceptance criteria and responsibilities for each
task so progress is slow. alatiera is looking into how to clone the
master tasks to the 2019 event.

> --
>
> Ismael Olea
>
> http://olea.org/diario/
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[guadec-list] GUADEC 2018 gitlab repository moved

[Ekaterina Gerasimova via guadec-list]

Hi all,

https://gitlab.gnome.org/Community/Engagement/GUADEC has been moved to
https://gitlab.gnome.org/Community/Engagement/GUADEC2018

…in preparation for the next GUADEC :)
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Re: [guadec-list] GSoC intern video for YouTube channel

[Ekaterina Gerasimova via guadec-list]

Hi

On Thu, 12 Jul 2018, 10:39 Daniel Garcia Moreno,  wrote:
>
> Hi,
>
> I've a video from a GSoC student that can't come to GUADEC. We planned to put 
> the video yesterday during the interns lighting talks but we've problems with 
> the sound and the time so we can't do it.
>
> I've been talking with the student and she wants to publish somewhere, 
> because the presentation is done.
>
> So I think that we can put the video in the gnome or GUADEC channel.

We are keeping this in mind and planning to upload the video to all
the correct places alongside the other GUADEC videos once we start
publishing the other GUADEC videos.

> The student is Eisha Chen and she is working on Fractal.
>
> Here's the video:
> https://cloud.gnome.org/index.php/s/7cJdBRkNtiRRM2T
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Re: [guadec-list] Time for another meeting?

[Ekaterina Gerasimova]

On 25 April 2018 at 13:20, Rubén Gómez Antolí  wrote:
>
>
> El 25/04/18 a las 00:40, Nuritzi Sanchez escribió:
>> In order to help with scheduling, I created a poll for regular
>> meetings: https://framadate.org/1iVKoM3SwQVMY5r2
>
> Done.
>
>> Can you all fill it out with times that would work for a regular
>> meeting? I propose we do bi-weekly meetings for a while, until it's
>> closer to the date.
> For me, schedule option are not the best perhaps I selected some hours,
> it's no possible to add other schedule options like morning or nights
> (central europe time)?

I cannot reliably turn up in the evenings, so I would prefer some
options during the day as well.

> Best regards.
>
> Salud y Revolución.
>
> Lobo.
> --
> Libertad es poder elegir en cualquier momento. Ahora yo elijo GNU/Linux,
> para no atar mis manos con las cadenas del soft propietario.
> Porque la libertad no es tu derecho, es tu responsabilidad.
> http://www.mucharuina.com
> -
> Desde El Ejido, en Almería, usuario registrado Linux #294013
> http://www.counter.li.org
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Re: [guadec-list] Time for another meeting?

[Ekaterina Gerasimova]

On 16 April 2018 at 18:49, Ismael Olea <ism...@olea.org> wrote:
>
> I'm not sure I can attend a meeting this week. Could we delay it until next
> week?

Sure, is there any time that you cannot do next week or would prefer?

> On Mon, Apr 16, 2018 at 1:41 PM, Ekaterina Gerasimova
> <kittykat3...@gmail.com> wrote:
>>
>> Hi, I would like us to have another meeting this week to get updates
>> on statuses.
>>
>> I'd be most interested in updates about:
>> - accommodation
>> - sponsorship
>> - website information
>> - promotion/engagement/spreading the word
>> - GNOME Hispano
>> - evening events
>> - accommodation-venue travel
>>
>> Please pick a time (in UTC):
>> https://framadate.org/eb2WKmwDC7sP7XXM
>>
>> Time zone converter is available at:
>>
>> https://www.worldtimebuddy.com/?pl=1=2521886,100,2643743=4/17/2018%7C2
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>
>
>
> --
>
> Ismael Olea
>
> http://olea.org/diario/
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[guadec-list] Time for another meeting?

[Ekaterina Gerasimova]

Hi, I would like us to have another meeting this week to get updates
on statuses.

I'd be most interested in updates about:
- accommodation
- sponsorship
- website information
- promotion/engagement/spreading the word
- GNOME Hispano
- evening events
- accommodation-venue travel

Please pick a time (in UTC):
https://framadate.org/eb2WKmwDC7sP7XXM

Time zone converter is available at:
https://www.worldtimebuddy.com/?pl=1=2521886,100,2643743=4/17/2018%7C2
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[guadec-list] Keynotes

[Ekaterina Gerasimova]

Hi all, does anyone know where the keynote suggestions from last year
are? I couldn't find them on the wiki or in my mailbox. We wanted to
have a look at them to get some ideas to start with for 2017.

Also, please put any ideas that you may have for this year on
https://wiki.gnome.org/GUADEC/2018/Talks/Keynotes


Thanks
Kat
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Re: [guadec-list] Proposals for social events

[Ekaterina Gerasimova]

On 1 February 2018 at 20:13, Ismael Olea  wrote:
>
>
> On Thu, Feb 1, 2018 at 8:12 PM, Florian Müllner  wrote:
>>
>>
>> For the last few years, there has been an optional hiking tour on the
>> last Bof day. IMHO that has proved to be a rather nice way to come
>> down a bit after the high-energy conference and Bof days, so that's
>> something we should consider.
>
>
> That can be done:
>
> routes: hiking, biking, kayaking and maybe horsing
> speleology

That all sounds nice!

> diving in the natural park

I've actually been looking at this as something to organise the day
before GUADEC starts! There's already 4 people interested including
myself. My plan is to get some estimates and a rough plan, then ask
around to see if anyone else wants to join.

>>
>> Of course the weather will be an issue
>> there ...
>
>
> Well: nothing we can't fix with sunscreen, water and a hat :)
>
> --
>
> Ismael Olea
>
> http://olea.org/diario/
>
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Re: [guadec-list] Proposal to meet this week

[Ekaterina Gerasimova]

On 7 February 2018 at 13:48, Nuritzi Sanchez
 wrote:
> Hello,
>
> On Wed, Feb 7, 2018 at 11:39 AM, Alexandre Franke  wrote:
>>
>> >> moving kanban from Taiga to Gitlab
>> >
>> > Could you please ask whoever proposed this to set up a test instance
>> > so that we can have a quick look at what this is like in comparison?
>>
>> No idea who made the proposal but I saw there is already a GUADEC
>> project at https://gitlab.gnome.org/Community/Engagement/GUADEC so
>> people would just need to be added to it.
>
>
> I made the proposal. The kanban board view is:
> https://gitlab.gnome.org/Community/Engagement/GUADEC/boards just FYI. I
> migrated a single issue manually just so that there's something in there.
>
> I just added Kat and Alexandre to the dev board -- feel free to play around
> with it. If anyone else wants me to add them, just let me know. Ismael, Kat,
> and Alexandre can also add people.
>
>> On 6 February 2018 at 22:41, Ismael Olea  wrote:
>>
>> >
>> > Proposed time: Feb 8th, 18:00 UTC
>> >
>> > FYI
>
>
> Where should we meet? jit.si? Uberconference? Something else? You're welcome
> to use the Uberconference link we use for the engagement team if you want:
> https://www.uberconference.com/gnome-engagement

I have a strong preference towards using Free software to conduct Free
software business so meet.jit.si would be ideal. We used it for the
previous call and it worked well.

> Thanks!
>
> .
>
> Nuritzi Sanchez  |  +1.650.218.7388 |  Endless
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Re: [guadec-list] Proposal to meet this week

[Ekaterina Gerasimova]

On 6 February 2018 at 22:41, Ismael Olea  wrote:
>
> Well, in the past days I've proposed to meet this week to discuss some
> pending issues. Seems I haven't been so clear so I fixing now:
>
>
> Suggested agenda
>
> moving kanban from Taiga to Gitlab

Could you please ask whoever proposed this to set up a test instance
so that we can have a quick look at what this is like in comparison?

> look for a definitive timeline
> approve a set of social activities for fine tuning budgets and the
> sponsorships brochure, Taiga #18
> vote image/logo (see Taiga #6)
> talk about team and roles
> state of the conference software and workplan for seting it up for 2017
> state of the CfP text, Taiga #17
> state of the new code of conduct, Taiga #14
>
> You can add items at:
> https://wiki.gnome.org/GUADEC/2018/Meetings/NextMeetingAgenda
>
>
> Proposed time: Feb 8th, 18:00 UTC
>
> FYI
> --
>
> Ismael Olea
>
> http://olea.org/diario/
>
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Re: [guadec-list] Stuff from last GUADEC

[Ekaterina Gerasimova]

I've gotten in touch with a few people who might be able to help find
others to transport these things from FOSDEM, lets see what comes of
that.

On 9 January 2018 at 11:10, Sam Thursfield  wrote:
> Hello,
> There are various things distributed around Manchester from last
> year's GUADEC. I plan to bring it all to FOSDEM, but I can't really
> store it going forwards. So... is anyone going to be able to take some
> of this stuff over to Almería after FOSDEM ?
>
> What we have is...
>
> * a box of T-shirts

I've done a count of t-shirts and what it comes down to is that there
were too many printed for GUADEC. Bring them all to FOSDEM, worst case
I will take them. What I would like to do is send some round to other
events and maybe some can go directly to Almeria?

> * a Panasonic camcorder

This should go to Almeria, but I can store it if it can't.

> * a very large banner with the GUADEC logo and a skyline of some city
> or other on it (which is looking a bit tatty after several years of
> travelling europe)

This should really go to Almeria.

> * the badge/button machine (I think...)
> * various inputs for the badge/button machine

I've already volunteered to store this stuff, happy to do that, just
bring it to FOSDEM.

> * a tube of generic gray www.gnome.org posters, A1 size
> * 9 six-way mains power adapters (EU plug)
> * a rope
> * a football pump
> * a clapper board

Should probably go to Almeria.

> Sam
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Re: [guadec-list] conference software

[Ekaterina Gerasimova]

On 21 October 2017 at 01:50, Sriram Ramkrishna  wrote:
> Hola Tobi!
>
> On Fri, Oct 20, 2017 at 2:54 AM Tobias Mueller 
> wrote:
>>
>> Hi.
>>
>> On Fri, 2017-10-20 at 01:26 +, Sriram Ramkrishna wrote:
>> > LAS is looking to move to a new conference software.  We would like to
>> > move to OSEM (http://osem.io/).  I realize there was some talk about
>> > using whatever FOSDEM is using, but honestly that software is 8 years
>> > old and nobody supports it.
>> What software are you talking about?
>
>
> I believe it was called pentabarf.  Github says it hasn't been touched in a
> long awhile.
>
>> Frab? I don't have the impression that it's neither unmaintained nor not
>> supported. In fact, it sets standards when it comes to an open format
>> for the conference's schedules.
>> https://github.com/frab/frab
>
>
> Nope, is that what fosdem is using?
>
>>
>>
>> From what I can see, it's used very extensively by important European
>> conferences (FOSDEM, FrOSCon, CCCongress, PrivacyWeek, ...).
>>
>> >   There is 5-6 dedicated people for OSEM.
>> But is anybody actually using it? Besides the people themselves for
>> openSuSE Conference.
>
>
> I believe small conferences like SeaGL is using it, and large conferences
> like AllThingsOpen is using it.  There are probably some other ones.
>
>>
>> >   So, I'm hoping to make an executive decision and move to OSEM.
>> What's your reasoning so far?
>>
>
> Mostly because I have to spin up a website for LAS very quickly and start
> working on call for papers and a number of other things.  I have a short
> deadlines since I am driving fundraising for htis conference.  If we are
> going to make fundraising goal for a spring conference (eg May) I don't have
> a lot of time.  The website is the current focal point.
>
> That said, I don't want to use something and then have GUADEC something
> else.  It makes no sense to have two conferences using different software so
> I want to push to have both GUADEC and LAS/GINA use the same software.  The
> other issue is that whatever we pick we are our on our own, from what I
> understand GNOME sysadmins won't support any other conference software other
> than whatever we used this year.  I wasn't happy with the experience and I
> don't believe it is a scalable process.  OSEM is attractive as that I will
> have support from a team and considering that we are co-locating two
> conferences in the same location there is a slight bit of complexity.  If I
> have to find hosting outside the GNOME infra, at least let me get it with
> someone who is working to help me and is eager to help.  But if both
> conferences use OSEM then perhaps we can convince sysadmin to host it on our
> infra.
>
> Lastly, we also have this -
> https://github.com/openSUSE/travel-support-program, which will probably help
> the travel committee when it comes to dealing with travel subsidies.  If all
> of this comes integrated then we save a lot of time for everyone.

We assessed it some time ago and decided that it didn't work how we
needed it to.

> In any case, I'm not excited by conference software, I'm interested in the
> shortest time to getting something spun up and get things moving and having
> the most support.  The good thing is that LAS will test any software before
> GUADEC and smooth things over for the next team.
>
>> > Secondly, GNOME.Asia has already used OSEM for the past couple of
>> > years.
>> wait, what?  This is plain wrong.
>
>
> It was true at some point, the OSEM website has GNOME logo as someone using
> their software.
>
> So, can we make a decision? :)
>
> sri
>
>>
>> Cheers,
>>   Tobi
>
>
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[guadec-list] 2017 videos on YouTube?

[Ekaterina Gerasimova]

Could someone with access to the GUADEC YouTube account[1] upload the
videos for 2017 please?

I can do it if someone can share the password with me.

[1] https://www.youtube.com/user/GUADEC
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Re: [guadec-list] Posters and other printed materials from last year

[Ekaterina Gerasimova]

On 18 July 2017 at 09:08, Allan Day <a...@gnome.org> wrote:
> Hey Kat,
>
> Thanks for these. We already had the vast majority of them on the
> list, and some have been designed already. It certainly useful to have
> them though!
>
> Ekaterina Gerasimova <kittykat3...@gmail.com> wrote:
> ...
>> As for last year, we will need the lightning talk poster and the
>> unconference talk slot poster in A1. The unconference instructions
>> thing needs to be A4 (and might need updating based on where the
>> poster will be hung relative to the table with postits and pens).
>
> I'm not sure we'll be able to do A1 this year, and I'm not sure we'll
> have space for such a large sheet anyway. We'll go as big as we can
> though.

What size will they be printed at? Will you update them so that they
scale properly or should I do that?

>> Also, it would be a good idea to hang up a few schedule posters
>> around. Sample from last year is attached as well. We had these in A1.
>
> Yes, this is planned.
>
>
>> Also(2), the countdown sheets for volunteers to flash at the speakers
>> are also attached. It's good to have a spare set.
>
> Already designed and on the printing list!

I had a quick look at the print list and I can't see an "out of time"
sign on there. Also, it would be good to have a "1 minute" sign for
lightning talks.

> Allan
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Re: [guadec-list] GUADEC 2017 accommodation survey

[Ekaterina Gerasimova]

Hi Sam,

On 9 November 2016 at 18:07, Sam Thursfield  wrote:
> Thank to everyone who did the survey, we got 30 responses in the end
> which is definitely helpful.
>
> I've processed the results with state-of-the-art data analysis
> technology (i.e. Python) and got the following answers:
>
> Total responses: 30
> How many people would consider staying at the MMU Townhouses?
> 17 of 30 (56%)
> How many people would only consider staying at the MMU Townhouses?
> 5 of 30 (16%)
> How many people who would stay at the Townhouses could register before
> March 2017?
> 9 of 17 (52%)
> How many people who would stay at the Townhouses would pay £8.50 extra
> for breakfast
> 6 of 17 (35%)
> What nights would Townhouses guests stay?
>   thu27: 15 of 17 (88%), or 50% of total attendees
>   fri28: 16 of 17 (94%), or 53% of total attendees
>   sat29: 16 of 17 (94%), or 53% of total attendees
>   sun30: 16 of 17 (94%), or 53% of total attendees
>   mon31: 15 of 17 (88%), or 50% of total attendees
>   tue1: 13 of 17 (76%), or 43% of total attendees
>   wed2: 10 of 17 (58%), or 33% of total attendees
> How many people would only stay in the youth hostel?
> 3 of 30 (10%)
> How many people would only stay the hotel?
> 8 of 30 (26%)
>
>
> I'm not quite sure about is travel sponsorship fits into this.
> Obviously people who need sponsorship can't attend unless they receive
> it; but should I count such people in the survey results? I realise
> now that I should have added another question :-)

The TC provides accommodation rather than cash to those who are
sponsored for GUADEC (exception to the rule tends to be less than
1/100).

We prefer to go for the cheapest option per person as that allows us
to offer sponsorship to more people. We do normally expect 2 people to
share a room although there are usually about 3 or so who take single
rooms for reasons.

The yough hostel is probably not what we'd be looking for, especially
if it's shared bathrooms too. Anyone sponsored by the TC would be
expected to check out on the last day of the hackfests or pay for any
extra nights themselves.

> Let's conservatively estimate 120 people come to GUADEC next year
> self-funded, and 40 more attend with travel sponsorship.
>
> - 12 people would choose to stay in the hostel (10%)
> - 32 people would choose to stay in the Jury's Inn (26%)
> - 67 people would choose to stay at the University (56%)
> - 9 people would do their own thing
>
> Let's assume 40 more are booked into the University accommodation by
> the travel committee, so a maximum of 107 people would stay there.
>
>
> University
> --
>
> Our initial booking was for 150 rooms.
>
> Based on the survey I propose this booking for the University:
>
>  - Thu 27th: 84 beds (7 houses)
>  - Fri 28th: 96 beds (8 houses)
>  - Sat 29th: 96 beds (8 houses)
>  - Sun 30th: 96 beds (8 houses)
>  - Mon 31st: 84 beds (7 houses)
>  - Tue 1st: 72 beds (6 houses)
>  - Wed 2nd: 48 beds (4 houses)
>
> These numbers are below the estimate of 107 people, but we don't have
> much flexibility here so I think we have to be conservative. In March,
> we'd be able to reduce this booking by a maximum of 25% each night,
> which for the main nights means 72 beds minimum.  From March onwards
> all the rooms are paid and we lose money if any of them end up empty.
>
> We can expect around 50% of these people to register by March 2017,
> which is encouraging. So let's get registration going as soon as we
> can.
>
> I'm a little uncertain how the travel committee bookings work; the
> deadline for applications seems to be around May/June usually which is
> not ideal given the deadlines for this accommodation. Could be made
> earlier this year? That would make me more confident in reserving a
> block of these rooms for the travel committee.
>
> The University have said the minimum breakfast booking at weekends is
> 40 people. Based on the survey we'd be looking at 35 people booking
> breakfast, and the only option for breakfast is for GUADEC to pay up
> front for it and charge the money back at registration, We make a loss
> if we don't hit the minimum, and registration will be complex enough
> as it is, so I reckon we have to leave that out. There is a Co-op
> supermarket really nearby, and some cafés within a 10 minute walk.
>
> The canteen will be open for lunch, people can buy food directly from
> the & the minimum spend is only £270 or something which we'll easily
> achieve.
>
>
> Hotel
> 
>
> The hotel option seems popular too, and given the demand for hotel
> rooms in Manchester and the flexible terms the Jury's Inn offered I
> reckon we should go with that too. However let's reduce our booking to
> 80 rooms (still more than double what I think we'll need) rather than
> the 100 we proposed initially.
>
>
> Hostel
> -
>
> A few people like the hostel, I think that for 15 beds it's probably
> not worth doing a group booking, we could just let people book their
> own rooms 

Re: [guadec-list] GUADEC 2017 accommodation survey

[Ekaterina Gerasimova]

Hi Sam, you might be better of sending this to foundation-list as this
list is primarily used by volunteers and organisers :)

On 2 November 2016 at 13:19, Sam Thursfield  wrote:
> Hello
>
> We are looking at accommodation options for GUADEC 2017 in Manchester
> and we would like some feedback from you!
>
> Manchester's hotels fill up quickly in summer so we are going to do one
> or more group bookings now to ensure we have enough rooms for everyone.
>
> There are 3 potential locations we've found, each with its own
> drawbacks. I've put some details about each place here:
> https://wiki.gnome.org/GUADEC/2017/Accommodation
>
> If you are hoping to attend next year's GUADEC, please take a minute
> to fill the survey here: https://goo.gl/forms/DYcnQLiBBZSSQlH23
>
> If you prefer not to use Google Forms, just reply by email. The
> questions are as follows:
>
>  Which accommodation option(s) would you choose for GUADEC 2017?
>
>   [ ] Youth hostel (4-bed dorm, £33 per night)
>   [ ] University Townhouse (single room, £43 or more per night)
>   [ ] Jury's Inn Hotel (sharing a twin room, ~£51 per night)
>   [ ] Jury's Inn Hotel (single room, ~£94 per night)
>   [ ] I would organise my own accommodation
>
>  How early could you register for the conference & pay for
>  accommodation?
>
>   ( ) By 1st March 2017
>   ( ) By 1st June 2017
>   ( ) By 15th July 2017
>
>  Which nights would you expect to stay at GUADEC 2017?
>
>   [ ] Thursday 27th July 2017
>   [ ] Friday 28th July 2017 (core day #1)
>   [ ] Saturday 29th July 2017 (core day #2)
>   [ ] Sunday 30th July 2017 (core day #3)
>   [ ] Monday 31st July 2017 (BOF/workshop day #1)
>   [ ] Tuesday 1st August 2017 (BOF/workshop day #2)
>   [ ] Wednesday 2nd August 2017 (BOF/workshop day #3)
>
> The reason we're pushing this now is that the University accommodation,
> which is very nice and is right next to the venue, would require us to
> finalize the booking and pay in full by March 2017. If we made a big
> booking there and got the numbers wrong we would face a big financial
> loss, for example if we book 100 rooms for 6 nights and everyone only
> wants to stay for 5 nights, then GUADEC loses £4300. The other two
> options give us much more flexibility, but at a cost of being further
> from the venue and requiring people to share rooms.
>
> If anyone has other data that could inform our decision then please
> share! I think we haven't done group-booked accommodation for some
> years, but it has happened for example in A Coruña -- if anyone has
> numbers on how many people stayed each night at previous GUADECs
> it would help us a lot!
>
> Thanks
> Your friendly GUADEC 2017 local team
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Re: [guadec-list] GUADEC 2017: Length and Format

[Ekaterina Gerasimova]

On 27 July 2016 at 10:28, Allan Day  wrote:
> Debarshi Ray  wrote:
> ...
>>
>> >- Switch to two days of talks and two days of "hack days".
>> >- Advertise the conference as a four day event. The fact that the
>> > first
>> >two days are talks would be a minor footnote only; when people say
>> > they
>> >want to come, we give them the dates for the four days.
>>
>> Four days (2 + 2) sounds too short to me.

I would be happy to see a 2 day conference if there are 3 tracks. I do
think that the BoFs need 3 days or we need more rooms than we
currently have. The benefit of longer BoF days is that teams can work
hackfests in with GUADEC rather than have a separate event.
Additionally, fewer BoFs clash if slots are available over more days.

>> While a 8 day conference with 4 days of BoFs can be considered too
>> much, are we really struggling to fill up the slots over a 6 day (3 +
>> 3) schedule?
>
>
> Not that I'm aware of.
>
>>
>> Last time this was discussed, there was a concern about the lack of
>> good quality talk submissions. Did we explore the possibility of
>> having people from Elementary and Cinnamon attend GUADEC? Why do we
>> think that the quality of talk submissions have gone down? How about a
>> 5 day conference?
>
>
> I'm not particularly concerned about talk quality and that's not what's
> motivating this proposal.
>
>> I do like the idea of advertising the conference as one unit and
>> de-emphasizing the split between the core and BoF days. I am concerned
>> that going from 6 to 4 days would leave us with precious little time
>> for hallway and social interactions between people who barely meet
>> once every year.
>
>
> In my experience most people only attend for 3 or 4 days. One aspect of the
> proposal is to align the conference format with this pattern of attendance.
> Another aspect is to increase the amount of hallway time for those attendees
> who only attend for 3 or 4 days, since it will mean that they will spend a
> smaller proportion of their time sitting in talks.

Most sponsored attendees are coming for 6 days this year, with a few
people only able to make the weekend or weekend +1/2 days because of
work commitments. I think it's more important to make sure that the
core days do take place over the weekend.

> A possible modification to the proposal would be to tack on an additional
> "unconference" day at the end, making it 4+1 days. The unconference day
> would have minimal organisation, would be presented as being optional, and
> would primarily be for those who want to hang around a bit longer and hack.
>
> Thanks for the feedback, Debarshi!
>
> Allan
>
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Re: [guadec-list] Training workshops at GUADEC

[Ekaterina Gerasimova]

On 15 April 2016 at 21:44, Lasse Schuirmann <lasse.schuirm...@gmail.com> wrote:
>>> https://wiki.gnome.org/GUADEC/2016/Workshops/ContributeToAnOpenSourceProject
>>
>> I'd appreciate it if you made it clear in the title that this workshop is
>> about contributing *code* to a project.
>
> It's not necessarily, our newcomer issues often include documentation
> problems as well. What is not included is internationalization or not
> well defined topics as they pose a barrier to learning the workflow
> which is the main goal.
>
> I'd be happy to make the title more clearer if this is still required.

I think it is. You're not including localisation (including
team-dependent differences), engagement/marketing, documentation (user
and developer) workflows, cultural barriers, working on/with the
design team, and other teams and committees.

When we ran one of these workshops, we had about an equal split of
attendees go to coding, documentation, engagement and marketing.

>> On a more technical note, I think it would be much more valuable to the
>> GNOME project if the contributions during the workshop were using the GNOME
>> workflow, to a GNOME-hosted repository.
>
> I totally understand that, however I will not be able to offer this
> workshop with any GNOME repository. We, i.e. the coala community, have
> taken an extensive effort to provide newcomer friendly issues so
> newcomers can learn the workflow instead of being confused. I have
> never seen such an issue in GNOME. (And yes, I know gnome-love, it's
> still quite a barrier.)
>
> I will not offer this workshop with a GNOME repository because quality
> will suffer. Maybe somebody else can do it if that is an absolute
> requirement. Our workflow is derived from the GNOME one and features a
> rebase based process with a linear history.
>
> People will learn everything they need for contributing to GNOME and
> also learn about workflows using by other projects. The goal is
> specifically *not* about enabling them to contribute to coala but
> about giving them the knowledge to learn the workflow of any project
> and having tried out one of the more complicated ones goes a long way
> for this.
>
> If people can contribute to coala they can contribute to GNOME, the
> only difference is they push the patches with git bz instead to a
> branch of their fork.

I think that working with Bugzilla rather than pull requests is a
pretty big difference for someone who doesn't know what they're doing.
I admit that going from Bugzilla to Phabricator and re-remembering how
to use github took me a while even though I was pretty confident about
what I was doing. It's not trivial for someone who isn't used to it.
Of course, not all GNOME projects use git-bz at all.

Some other differences in workflow that I see here are that… GNOME
uses IRC, getting access to git is tricky, workflow tends to change
when one gets git access, there are other teams that developers pretty
much must talk to, no pull requests, no automatically run tests or
builds before merging/any automated builds are run after, and so on.

In my experience, the biggest barrier to actually starting
contributing is understanding our infrastructure and setting up
accounts. Together with the workflow differences, I believe that this
would be too different from contributing to coala to be much help
specifically for GNOME.

Another thing that we've done previously, is poll the attendees for
their programming language preference for the workshop (if I remember
correctly, it's always been python) and set up mentors so we can say
things like "if you get stuck with finding the right person to talk to
or need help figuring out how to start, you can ping Rupert and Wanda
in #gnome-hackers for help", which wouldn't make as much sense if
coala is the example project.

I'm sure that coala is an easier project to contribute to than GNOME,
but I'm not convinced that a coala-based workshop is what would be
wanted at GUADEC rather than a GNOME one, but that's not up to me to
decide. I was mostly surprised to see a proposal for coala.

> I hope this helps understanding.
>
> Lasse
>
>>> 2016-04-12 14:41 GMT+02:00 Ekaterina Gerasimova <kittykat3...@gmail.com>:
>>> > On 12 April 2016 at 17:49, Benjamin Berg <benja...@sipsolutions.net>
>>> > wrote:
>>> >> On Di, 2016-04-12 at 12:39 +0200, Lasse Schuirmann wrote:
>>> >>> Btw. can't you add a "Workshop" type of thing to the CfP system? One
>>> >>> thing
>>> >>> to rule them all, would be easier...
>>> >>
>>> >> Yeah, it would be more consistent. I am not sure it would simplify
>>> >> matters a lot from an organizational point of view though. So right
>>&g

Re: [guadec-list] Training workshops at GUADEC

[Ekaterina Gerasimova]

On 15 Apr 2016 7:49 p.m., "Lasse Schuirmann" <lasse.schuirm...@gmail.com>
wrote:
>
> Hi,
>
> I'm hereby proposing this workshop:
>
https://wiki.gnome.org/GUADEC/2016/Workshops/ContributeToAnOpenSourceProject

I'd appreciate it if you made it clear in the title that this workshop is
about contributing *code* to a project.

There is a very big misconception that coding is the only way to contribute
to Free software. We should not encouraged it, especially as GNOME as a
project really lacks contributions in other areas. Also, we've used similar
titles for workshops about contributing to all areas.

On a more technical note, I think it would be much more valuable to the
GNOME project if the contributions during the workshop were using the GNOME
workflow, to a GNOME-hosted repository.

> Lasse
> Sincerely,
>
> Lasse Schuirmann
>
> cont...@viperdev.io
> http://viperdev.io/
>
>
> 2016-04-12 14:41 GMT+02:00 Ekaterina Gerasimova <kittykat3...@gmail.com>:
> > On 12 April 2016 at 17:49, Benjamin Berg <benja...@sipsolutions.net>
wrote:
> >> On Di, 2016-04-12 at 12:39 +0200, Lasse Schuirmann wrote:
> >>> Btw. can't you add a "Workshop" type of thing to the CfP system? One
thing
> >>> to rule them all, would be easier...
> >>
> >> Yeah, it would be more consistent. I am not sure it would simplify
> >> matters a lot from an organizational point of view though. So right
> >> now, I doubt that it is worth the trouble.
> >
> > I don't think it's a good idea for the moment. Workshops and talks are
> > quite different with different requirements in terms of things to
> > consider when picking out good ones and who is a good person to pick
> > them out.
> >
> >> Benjamin
> >>
> >>> Sincerely,
> >>>
> >>> Lasse Schuirmann
> >>>
> >>> cont...@viperdev.io
> >>> http://viperdev.io/
> >>>
> >>> 2016-04-12 12:13 GMT+02:00 Benjamin Berg <benja...@sipsolutions.net>:
> >>>
> >>> >
> >>> > Hi,
> >>> >
> >>> > On Di, 2016-04-12 at 11:45 +0200, Lasse Schuirmann wrote:
> >>> > >
> >>> > > I'd certainly still be interested but won't have the time to
> >>> > > coordinate
> >>> > > everything around this as always. GSoC's going crazy right now
> >>> > > and I'm
> >>> > > doing stuff for too many orgs here.
> >>> > >
> >>> > > I hope I can work out a few rough proposals, post them here and
> >>> > > let you
> >>> > > choose which you like so I can refine.
> >>> > OK, someone will need to make a couple of executive decisions
> >>> > though,
> >>> > as I won't be the person actually doing the workshops. :)
> >>> >
> >>> > >
> >>> > > I think a few questions are missing for the workshops IMO:
> >>> > >
> >>> > > - How long should the workshop take? (Half day, day, two days
> >>> > > possible?)
> >>> > It is planned for 1 full day right now (i.e. August 11th).
> >>> >
> >>> > >
> >>> > > - What should participants be able to do after the workshop.
> >>> > > (Helps
> >>> > setting
> >>> > >
> >>> > > expectations right and usually also helps planning very much.)
> >>> > >
> >>> > > Few organizational questiosn:
> >>> > >
> >>> > > - Do we have any idea about the target audience? Very important
> >>> > > for
> >>> > > workshop holders to know.
> >>> > I am totally fine with you deciding on the exact audience.
> >>> >
> >>> > Ideally, I think it would be nice to have something that targets
> >>> > (local)
> >>> > students who are interested in free software and hopefully GNOME.
> >>> > So my
> >>> > guess is that it makes sense to expect some prior knowledge, but
> >>> > not much
> >>> > actual experience (e.g. they know what git is, but have never send
> >>> > a patch
> >>> > upstream).
> >>> >
> >>> > >
> >>> > > - Will you be able to organize material locally? That usually
> >>> > > includes
> >>> > lots
> >>> > >
> >>> > > a

Re: [guadec-list] Training workshops at GUADEC

[Ekaterina Gerasimova]

On 12 April 2016 at 17:49, Benjamin Berg  wrote:
> On Di, 2016-04-12 at 12:39 +0200, Lasse Schuirmann wrote:
>> Btw. can't you add a "Workshop" type of thing to the CfP system? One thing
>> to rule them all, would be easier...
>
> Yeah, it would be more consistent. I am not sure it would simplify
> matters a lot from an organizational point of view though. So right
> now, I doubt that it is worth the trouble.

I don't think it's a good idea for the moment. Workshops and talks are
quite different with different requirements in terms of things to
consider when picking out good ones and who is a good person to pick
them out.

> Benjamin
>
>> Sincerely,
>>
>> Lasse Schuirmann
>>
>> cont...@viperdev.io
>> http://viperdev.io/
>>
>> 2016-04-12 12:13 GMT+02:00 Benjamin Berg :
>>
>> >
>> > Hi,
>> >
>> > On Di, 2016-04-12 at 11:45 +0200, Lasse Schuirmann wrote:
>> > >
>> > > I'd certainly still be interested but won't have the time to
>> > > coordinate
>> > > everything around this as always. GSoC's going crazy right now
>> > > and I'm
>> > > doing stuff for too many orgs here.
>> > >
>> > > I hope I can work out a few rough proposals, post them here and
>> > > let you
>> > > choose which you like so I can refine.
>> > OK, someone will need to make a couple of executive decisions
>> > though,
>> > as I won't be the person actually doing the workshops. :)
>> >
>> > >
>> > > I think a few questions are missing for the workshops IMO:
>> > >
>> > > - How long should the workshop take? (Half day, day, two days
>> > > possible?)
>> > It is planned for 1 full day right now (i.e. August 11th).
>> >
>> > >
>> > > - What should participants be able to do after the workshop.
>> > > (Helps
>> > setting
>> > >
>> > > expectations right and usually also helps planning very much.)
>> > >
>> > > Few organizational questiosn:
>> > >
>> > > - Do we have any idea about the target audience? Very important
>> > > for
>> > > workshop holders to know.
>> > I am totally fine with you deciding on the exact audience.
>> >
>> > Ideally, I think it would be nice to have something that targets
>> > (local)
>> > students who are interested in free software and hopefully GNOME.
>> > So my
>> > guess is that it makes sense to expect some prior knowledge, but
>> > not much
>> > actual experience (e.g. they know what git is, but have never send
>> > a patch
>> > upstream).
>> >
>> > >
>> > > - Will you be able to organize material locally? That usually
>> > > includes
>> > lots
>> > >
>> > > and lots of sticky notes and threeish pieces of custom printed
>> > > paper per
>> > > participant. A projector with a few adaptors.
>> > Sorry, I didn't forward that list to you. We will provide a seminar
>> > room with the following:
>> >  * projector
>> >  * blackboard
>> >  * WiFi and 1-2 LAN ports
>> >  * multiway power extensions (1 socket per person)
>> >  * chairs/tables
>> >
>> > Adaptors are on my todo list to check and ping later. Anything else
>> > should be requested so we can organize something.
>> >
>> > Didn't think about paper/sticky notes before, sounds sensible to
>> > include that for all workshops.
>> >
>> > >
>> > > - Are there tables, arrangeable for group work?
>> > Yes.
>> >
>> > >
>> > > - For longer workshops, at least some water would be nice to
>> > > prohibit
>> > > dehydration.
>> > Good point. Noted.
>> >
>> > >
>> > > - It'd be great to have a BoF related or accompanying every
>> > > workshop. A
>> > > very critical point is to get people to try out the stuff even
>> > > after the
>> > > actual workshop. Knowing a place where they can come and hack
>> > > *and ask*
>> > > would be awesome. IMO we should encourage workshoppers to
>> > > organize a BoF.
>> > Oh, that is a good idea and easy to implement.
>> >
>> > >
>> > > - Would be nice to have feedback sheets so we can measure the
>> > > success and
>> > > impact of the workshops. This is one big experiement so let's not
>> > > forget
>> > > gathering data.
>> > Interesting, thought. For whatever reason I hadn't considered that
>> > yet,
>> > even though I have done exactly the same thing for other events.
>> >
>> > Added it to my list. Biggest task is to figure out the questions to
>> > put
>> > on the sheets.
>> >
>> > Benjamin
>> >
>> > >
>> > > Sincerely,
>> > >
>> > > Lasse Schuirmann
>> > >
>> > > cont...@viperdev.io
>> > > http://viperdev.io/
>> > >
>> > > 2016-04-12 11:30 GMT+02:00 Benjamin Berg > > > et>:
>> > >
>> > > >
>> > > >
>> > > > Hey,
>> > > >
>> > > > On Mi, 2016-01-27 at 14:27 +, David King wrote:
>> > > > >
>> > > > >
>> > > > > >
>> > > > > >
>> > > > > > >
>> > > > > > >
>> > > > > > > I have done some introductions to git and GNOME inspired
>> > Workflows,
>> > >
>> > > >
>> > > > >
>> > > > > >
>> > > > > > >
>> > > > > > > maintaining projects properly in two universities
>> > > > > > > recently and
>> > people
>> > >
>> > > >
>> > > > >
>> > > > > >
>> > > > > > >
>> > 

Re: [guadec-list] Social Events planning (Z10/AKK/football/billard?)

[Ekaterina Gerasimova]

On 7 April 2016 at 21:38, Benjamin Berg  wrote:
> Moin,
>
> was in the Z10, and our event has been moved to Saturday because there
> is a collision.
>   http://www.openstreetmap.org/node/261893140#map=17/49.00959/8.41514
>
> I also dropped by at the AKK earlier yesterday (sorry, was totally out
> in the meeting so I didn't mention it). As it wasn't a big deal I put
> in a motion to open the AKK for us on Thursday evening. We are allowed
> to BBQ outside, but it needs to be free and for conference guests only.
> It might also be possible to sell food, but that requires extra
> permits.
>http://www.openstreetmap.org/node/427730736#map=16/49.0112/8.4158
>
> So that would give us right now:
>  Thursday: BBQ at AKK
>  Friday: ?
>  Saturday: Z10 beer event
>  Sunday: ?
>
> That leaves us with Friday/Sunday. We could do a picnic/football
> combination on either of these days on e.g. Alter Rasen:
>
>  https://www-02.asta.kit.edu/en/angebote/sportplatz
>  http://www.openstreetmap.org/way/24821300#map=15/49.0164/8.4152
>
>
> Does all this sound sane?
> Does anyone have other ideas for either Friday/Sunday?
> Is there a preferred day for picnic/football?

Lets do football and picnic on Friday as some people will already
leave on Sunday. I think it would be good to have Sunday event-free as
having something every night can get a bit much and everyone will
probably appreciate a break by then. We can always resume listing
meeting places on the BoF evenings.

> In the last years we always had a billiard evening. I have two ideas
> right now (ruling out anything where smoking is permitted inside):
>  * Church-Chill Sports Bar (haven't been there myself)
>http://www.openstreetmap.org/node/2375926570#map=14/48.9995/8.4095
>http://sportsbar-karlsruhe.de/
>  * Lago Bowling
>http://www.openstreetmap.org/way/96860719#map=14/49.0084/8.3997
>http://www.lago-bowling.de/
>
> Benjamin
>
> PS: Some more info on https://etherpad.gnome.org/p/guadec-social-events
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Re: [guadec-list] Minutes 2016-02-24

[Ekaterina Gerasimova]

On 25 February 2016 at 13:34, Ekaterina Gerasimova
<kittykat3...@gmail.com> wrote:
> On 25 February 2016 at 13:07, Benjamin Berg <benja...@sipsolutions.net> wrote:
>> On Do, 2016-02-25 at 12:47 +0100, Tobias Mueller wrote:
>>> Hi.
>>>
>>> On Thu, Feb 25, 2016 at 11:18:53AM +0100, Benjamin Berg wrote:
>>> >
>>> >   * AGREED: regcfp will be our software for registration and CfP unless
>>> > this should be revisited for good reasons next week
>>> As for the CfP system:
>>> Do we know from the VoCCC how much a frab would make their and our lives
>>> easier?  Or do they expect it even?
>>>
>>> From what I can see from all the other CCC events the integration of the
>>> list of talks with the video page is reasonably good. So you can see the
>>> video from the talk in the schedule and vice versa.
>>
>> This simply requires an XML export of the schedule in the defined
>> format.
>>
>> https://c3voc.de/schedulexml
>> https://raw.githubusercontent.com/voc/schedule/master/validator/xsd/schedule.xml.xsd
>>
>> Looks pretty straight forward. Basically defines the conference, each
>> day, then the rooms and in there each talk.
>>
>>> I've seen it working for events ranging from a handful of talks (FifFkon),
>>> to a few dozen (mrmcd), up to a few hundred (FOSDEM, CCCongress).
>>> My feeling is that frab is pretty much the standard nowadays.
>>> The main feature I see is that it exports static HTML which is good
>>> for security and archival purposes.
>>> That alone makes me suggest to use Frab in the future for collecting
>>> submissions and managing the schedule.
>>
>> The advantages of regcfp:
>>  * Seems to work well for us (i.e. paper team, registration/badges)
>>  * People already know the system
>>  * We have the author supporting it for us
>>
>> I don't want to block a move to something else. However, I don't really
>> see schedule archives as a big enough reason to move considering we
>> would need someone to:
>>  * figure everything out (badges, cfp, schedule, registration, payment)
>>  * evaluate which solution is really better
>>  * set it up on our servers
>>  * be dedicated to maintain it in the runup to the conference
>>(and that should really be a non-core team person)
>
> From the papers committee point of view, the system needs to:
> * allow voting and do light processing on the results
> * allow a non-voter to see results and who or how many people have
> voted per paper, but not the votes
> * send automated mail to accepted/rejected papers
> * support having more than one speaker
>
>> And that has to happen before we open the CfP …

That reminds me, I want to open the call for papers in the first few
weeks of March, so we're waiting on the dates announcement.

>> Benjamin
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Re: [guadec-list] Minutes 2016-02-24

[Ekaterina Gerasimova]

On 25 February 2016 at 13:07, Benjamin Berg  wrote:
> On Do, 2016-02-25 at 12:47 +0100, Tobias Mueller wrote:
>> Hi.
>>
>> On Thu, Feb 25, 2016 at 11:18:53AM +0100, Benjamin Berg wrote:
>> >
>> >   * AGREED: regcfp will be our software for registration and CfP unless
>> > this should be revisited for good reasons next week
>> As for the CfP system:
>> Do we know from the VoCCC how much a frab would make their and our lives
>> easier?  Or do they expect it even?
>>
>> From what I can see from all the other CCC events the integration of the
>> list of talks with the video page is reasonably good. So you can see the
>> video from the talk in the schedule and vice versa.
>
> This simply requires an XML export of the schedule in the defined
> format.
>
> https://c3voc.de/schedulexml
> https://raw.githubusercontent.com/voc/schedule/master/validator/xsd/schedule.xml.xsd
>
> Looks pretty straight forward. Basically defines the conference, each
> day, then the rooms and in there each talk.
>
>> I've seen it working for events ranging from a handful of talks (FifFkon),
>> to a few dozen (mrmcd), up to a few hundred (FOSDEM, CCCongress).
>> My feeling is that frab is pretty much the standard nowadays.
>> The main feature I see is that it exports static HTML which is good
>> for security and archival purposes.
>> That alone makes me suggest to use Frab in the future for collecting
>> submissions and managing the schedule.
>
> The advantages of regcfp:
>  * Seems to work well for us (i.e. paper team, registration/badges)
>  * People already know the system
>  * We have the author supporting it for us
>
> I don't want to block a move to something else. However, I don't really
> see schedule archives as a big enough reason to move considering we
> would need someone to:
>  * figure everything out (badges, cfp, schedule, registration, payment)
>  * evaluate which solution is really better
>  * set it up on our servers
>  * be dedicated to maintain it in the runup to the conference
>(and that should really be a non-core team person)

From the papers committee point of view, the system needs to:
* allow voting and do light processing on the results
* allow a non-voter to see results and who or how many people have
voted per paper, but not the votes
* send automated mail to accepted/rejected papers
* support having more than one speaker

> And that has to happen before we open the CfP …
>
> Benjamin
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Re: [guadec-list] Facture FC 4332

[Ekaterina Gerasimova]

Hi all, just wanted to confirm that I reimbursed Pascal 760 EUR for
the t-shirts from the registration cash pile while still at GUADEC so
no further action is required on this.

On 9 August 2015 at 15:51, Pascal Terjan  wrote:
> Here is the receipt for the t-shirts
> Total amount I paid was 762,20 euros
>
> I don't remember where I was supposed to send it :)
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Re: [guadec-list] Receipt

[Ekaterina Gerasimova]

On 21 August 2015 at 14:51, Vladimir Benes vbe...@redhat.com wrote:
 On Fri, 2015-08-21 at 12:14 +0200, Ekaterina Gerasimova wrote:

 On 21 August 2015 at 11:35, Vladimir Benes vbe...@redhat.com wrote:
 Hi all,

 is this really the only receipt I can get out of website? Something more
 official is not available?

 What would you consider to be more official? Legal requirements for
 receipts in Europe are generally somewhat basic so the current receipt
 should satisfy them.

 something like:
 http://www.ucd.ie/registry/adminservices/fees/images/receiptnew.png
 or
 http://d2i3kjehnny98x.cloudfront.net/rel-1372917337/system/images/5533/original/Receipt-Hover.png

 address of issuer (or identification), date, purpose (I know somehow written
 in there), etc. I can copy paste that sentence but I am afraid it's
 something that may be not enough for my employer.

Could you check with your employer if that is the case? I expect that
there will be a number of other people submitting their expenses with
Red Hat, so it would be good to know what is needed for sure up front.
As far as I know, similar receipts in previous years have been enough.

 Can that be in pdf with at least GNOME Foundation marks? or something?

Anyway, as you have a good idea of what you would like to see, the
quickest way to resolve this to your satisfaction would probably be
for you to file a patch for the page. It can be found at
https://git.gnome.org/browse/guadec-web-regcfp/tree/views/registration/receipt.hbs

 thanks,
 Vlad

 Receipt

 Thank you, Vladimir Benes, for registering to GUADEC 2015!

 We received your payment of SEKXXX to the GNOME Foundation, as a
 registration fee for GUADEC 2015.

 See you in Sweden!

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Re: [guadec-list] [General Info] Plan for GUADEC 2015 videos

[Ekaterina Gerasimova]

On 18 August 2015 at 07:28, Luna Jernberg droidbit...@gmail.com wrote:
 Done leeching every video from 2013-2015 took around 1,5 day with my
 10mbit Telia connection from Red Hat Servers, so can help seed if you
 put up a torrent of anything later :)

As it seems to make sense for a torrent to be available, would you
like to set it up? :)

 On Sun, Aug 16, 2015 at 1:25 AM, Luna Jernberg droidbit...@gmail.com wrote:
 hope you don't mind me scraping the server with downloads via wget :)

 On Sun, Aug 16, 2015 at 1:15 AM, Luna Jernberg droidbit...@gmail.com
 wrote:

 Nice, hope someone will create a torrent aswell with all videos, also in
 other Opensource video news Debconf started today in Germany and started
 uploading their videos here:
 http://meetings-archive.debian.net/pub/debian-meetings/2015/debconf15/ i
 think everything will be uploaded when everything is done in 2-3 weeks :)
 aka end of August/Start of September 2015

 On Sat, Aug 15, 2015 at 9:12 PM, Bastian hougaard.jun...@gmail.com
 wrote:

 Montage and playlist are now on youtube:

 Montage: https://www.youtube.com/watch?v=cZyFv9n71tk

 Playlist:
 https://www.youtube.com/playlist?list=PLcb5uDX8FIoDeC6z7SeW0-KW3cHUKwIHU


 -Bastian



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[guadec-list] GUADEC 2015 feedback

[Ekaterina Gerasimova]

Hi all,

please add any feedback about GUADEC 2015 to
https://wiki.gnome.org/GUADEC/2015/Feedback


Thanks!
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Re: [guadec-list] GUADEC 2015 feedback

[Ekaterina Gerasimova]

On 11 Aug 2015 7:57 pm, Rosanna Yuen z...@gnome.org wrote:

 [removing foundation-list]

 Hi,

 Is there a reason that Dave Neary gets notifications for changes to this
page?

Because he subscribed to the parent page and all child pages. Anyone with a
wiki account can do that.

 Thanks,
 Rosanna

 On Tue, Aug 11, 2015 at 7:09 AM, Ekaterina Gerasimova 
kittykat3...@gmail.com wrote:

 Hi all,

 please add any feedback about GUADEC 2015 to
 https://wiki.gnome.org/GUADEC/2015/Feedback


 Thanks!
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 GNOME Foundation, Inc.
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Re: [guadec-list] gender field in registration system

[Ekaterina Gerasimova]

The reason this has been brought up is because there were been
complaints in previous years from people who were contacted and did
not want to receive the mail.

Coincidentally, the gender field is not being used for contacting
people this year as per the first email from Marina. I did not fill it
in and I have been contacted already. This sort of behaviour is what
polarises people over the issue. It doesn't help that the same email
has already been sent to gnome-women-list as well.

On 4 August 2015 at 20:11, Christopher Svanefalk
christopher.svanef...@gmail.com wrote:
 IANAL, but the way I read the law regarding unsolicited email, it simply
 means you should not be sending existing or potential consumers any
 solicitation for commercial products or services. In this case we are just
 sending a friendly notice that there will be a women's dinner, and a pointer
 who to speak to.

 If you really want to get deep with it, I am sure we are already violating
 50-some other regulations already that we are not even aware of, anyway.
 This one is not really even a violation.

 On Tue, Aug 4, 2015 at 7:55 PM Pascal Terjan pter...@gmail.com wrote:

 On 4 August 2015 at 17:44, Mattias Bengtsson
 mattias.jc.bengts...@gmail.com wrote:
  On tis, 2015-08-04 at 14:23 +0200, Alexandre Franke wrote:
  On Tue, Aug 4, 2015 at 7:08 AM, Marina Zhurakhinskaya
  marina...@gmail.com wrote:
   Hi Alexandre,
 
  Hey,
 
   Thank you for relating this. I think the downside of someone
   getting
   an invitation they are not interested in is relatively small, so
   it's
   probably not worth having a separate checkbox for opt in for an
   invitation. I know people prefer to keep the registration page
   short.
 
  That's because you're in a US-centric mindset. There's a difference
  between the law in the US and in Europe: US is opt-out by default,
  Europe is opt-in by default.
 
  European people see unsolicited contact as a very bad thing, and the
  usual Here's a piece of information about our thing, if you don't
  want to hear from us again just unsubscribe using the link at the
  bottom is actually not ok.
 
  Oh come on! It's just an E-mail. It's not like anyone's getting
  unwanted phone calls, it's also directly related to an event you have
  signed up for.

 But is there a way to say we don't want to receive any email?
 If not we can't use the address to send emails related to the conference
 or not.
 This is required by european law (at the time when the email is
 collected, and again in each email).


 http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=CELEX:32002L0058:en:HTML

  Also the thing about European vs American mindset... Neither Europeans
  nor US citizens are homogeneous groups. The opinions will surely differ
  more between citizens inside a country or continent than the aggregate
  opinion will differ between continents and countries.
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 Web: http://www.csvanefalk.com
 GitHub: https://github.com/csvan
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Re: [guadec-list] [travel] Invitation letter to GUADEC

[Ekaterina Gerasimova]

On 12/02/2015, Emily Chen emilychen...@gmail.com wrote:
 Usually, we need local organizor's contact information on the visa letter.

 Travel committee has GUADEC invitation letter, you can work with travel
 committee to create a visa letter for GUADEC 2015.

The invitation letter situation was a big mess last year and resulted
in https://wiki.gnome.org/Travel/Invitations

I suggest that someone on the local team is nominated to be an
invitation letter coordinator. The letter will either need to be
signed by the Foundation president or by one of the local team
members. Whoever is nominated will need to liaise between the board,
local team and, when needed, the Travel Committee.

 -Emily

 2015-02-12 18:04 GMT+08:00 Oliver Propst oliver.pro...@gmail.com:

 On Thu, Feb 12, 2015 at 10:29 AM, Emily Chen emilychen...@gmail.com
 wrote:
  Thank you Oliver.
 :)

  So for the visa letter, we will request it later  from travel
  committee?
 I think that would be a good yes. If the travel committee think the
 local team should write it then just write to back to me about it and
 I will make sure it gets done.

 --
 -mvh Oliver Propst


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Re: [guadec-list] Dates for GUADEC 2015?

[Ekaterina Gerasimova]

Hello,

On 08/02/2015, Ole Aamot o...@oka.no wrote:
 Sorry for interrupting, but have the local GNOME hackers in
 the GUADEC 2015 organizing committee decided on specific
 dates for GUADEC 2015 yet?

They should be announced within the next week, as soon as there's an
official booking confirmation for the venue. Unless something really
unexpected happens, it will be start of August. The call for papers
will go out about the same time that the dates are announced.

 I could not find this information on the Wiki pages

 https://wiki.gnome.org/GUADEC/2015
 https://wiki.gnome.org/AndreasNilsson/GUADEC2015Bid

 The GUADEC 2015 sponsorship brochure at

 https://github.com/gnome-design-team/gnome-marketing/blob/master/guadec/2015/sponsorship-brochure.pdf

 mentions that in 2015, GUADEC will be split in 6 days.

 Day 1 to 3: Conference days
 Day 3 to 6: Work days

 I guess the decision on dates first of all depends on
 what dates the potential speakers are available.

 https://wiki.gnome.org/GUADEC/2015/PotentialSpeakers

 So, did anyone ask potential speakers about dates?

 --
 /|
 \ o.O|  Ole Aamot, o...@oka.no, http://oka.no/
  =(_)=
UMeow!


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Re: [guadec-list] anti-harassment policy

[Ekaterina Gerasimova]

On 11 July 2014 21:41, Marina Zhurakhinskaya marina...@gmail.com wrote:
 On Thu, Jul 10, 2014 at 3:19 AM, Christophe Fergeau cferg...@gmail.com 
 wrote:
 On Mon, Jul 07, 2014 at 10:51:21PM -0400, Marina Zhurakhinskaya wrote:
 On Mon, Jul 7, 2014 at 2:22 PM, Christophe Fergeau cferg...@gmail.com 
 wrote:
 
  Sexual language and imagery are a common concern. If there are other
  types of concerns people think are worth listing, they can be added.
  E.g. it can be Sexual or violent language and imagery are not
  appropriate for any conference venue, including talks
 
  This is a common concern in some circles yes. What we seem to be doing
  here is assuming people are going to do bad (ie are going to be jerks),
  and to avoid this, we have to put ourselves in the position of censors.

 People will sometimes act as jerks either because they feel like it or
 because they don't realize how their actions affect others. This
 happens at technical conferences often. It happens at GUADEC rarely,
 but there have been a few incidents (most of them private).

 Uh? I was talking about explicitly banning public display of sexual
 imagery in the anti-harassment policy, I don't think these private
 incindents had something to do with this, did they?

 RMS's presentation had sexual language (in addition to being sexist).



 Having a policy doesn't mean we assume everyone will be a jerk, but we
 want to deter or know how to deal with a jerk-like behavior because it
 might happen.

 Well, public display of sexual imagery is not the only way of being a
 jerk, I'm not talking about the anti-harassement policy as a whole here.
 I can find plenty of offensive pictures which are not banned by the
 policy (for example, Muhammad pictures, especially caricatures would be
 a *very* bad thing to do). Why is the policy not banning that because
 some people could be jerks? Also, I remember
 https://www.youtube.com/watch?v=Z-moXUALZtw caused some issues in a past
 GUADEC, but still we do nothing about this in the policy, and we try to
 prevent potential abuse of sexual imagery?

 They fell under harassment in the earlier version. The latest version
 covers it more explicitly:

 Sexual language and imagery is not appropriate for any conference
 venue, including talks. Sexist, racist, or other exclusionary comments
 or jokes are not appropriate for GUADEC. Such content and remarks can
 be harassing to people by making them feel excluded by other
 attendees.




 http://geekfeminism.wikia.com/wiki/Timeline_of_incidents
 http://geekfeminism.wikia.com/wiki/EMACS_virgins_joke

  I'm sorry, but I don't think we should be doing that.
 
  I'd rather assume people will do good, tell them we trust them to behave
  appropriately, and possibly reminding them to be wary of others'
  sensibilities. This seems much more positive to me and more rewarding
  for our community.

 We assume people will be good and abide by the anti-harassment policy.
 We have people of different genders and from different cultures
 attending, which is why spelling out what it means to behave
 appropriately is helpful.

 This was again in the context of the ban of sexual imagery, I was
 not talking about the anti-harassment policy as a whole.


 
  Also, how do we define 'sexual'? Is
  http://www.quandjeseraigrande.net/wp-content/uploads/2012/02/Pub-Galeries-Lafayette-Jean-Paul-Goude1.jpg
   some sexual imagery which should be banned? (NB: this
  is an ad campaign from a big French department store prominently
  visible in Paris metro). Content which is OK in the US would probably be
  frowned upon/unsettling from some more 'traditionalist' countries or
  background. How do we set the bar here?

 I think we can set the bar to exclude images that convey a sexual
 message, because they are off-topic for GUADEC.

 What is a sexual message? Who will decide that? For some muslim,
 women's hair must be covered, or even most of the face (
 https://en.wikipedia.org/wiki/Veil#Islam ) « The principal aim of the
 Muslim veil is to hide that which men find sexually attractive. ».

 We can use Western society's idea of what conveys a sexual message.

I am surprised to see that you do not care about cultural differences,
especially given how many of the GUADEC attendees are newcomers from
non-Western societies and given that one of the major arguments
offered to the board was that the policy is supposed to make newcomers
feel safe.

Having seen the numerous opinions in this and other related threads,
it appears to be that Western society does not have a consensus on
what is harassment and what is not. Therefore, anyone can argue that
the policy does not apply to them because they are not from the same
part of Western society as you and their expectations are different
even for the defined points.

Thank you for bringing to our attention how incredibly diverse our community is.

 GUADEC is a private event, and we can decide what is appropriate for
 it. If sexual images or language are not 

Re: [guadec-list] anti-harassment policy

[Ekaterina Gerasimova]

On 10/07/2014, Alexandre Franke alexandre.fra...@gmail.com wrote:
 Hi,

 On Thu, Jul 10, 2014 at 9:28 AM, Christophe Fergeau cferg...@gmail.com
 wrote:
 Something I've been wondering in the last few days, can we concretely
 expel someone from the conference if they keep coming back in spite of
 us telling them they are no longer welcome and have been expelled? I'm
 afraid we won't be able to do much apart from kicking them out over and
 over when we notice they are present :(

 As you guessed, in such a case there is not much we can do. We could
 hire a bouncer but I hope everyone finds this as ridiculous as I do.
 If someone is really creating problems, we can (and should) call the
 police.

 So far I've only had time to reply to the technical questions that
 arised (phone numbers…) and not to the practical side of implementing
 a policy. Let me fix this.

 To begin with, I reverted the change by Pascal, as we didn't reach a
 consensus and publishing the policy Marina suggested is not ok. (Also
 I think some information I had on the page were missing, such as the
 number for SOS médecin)

 I've discussed this in private one-to-one conversations with several
 organization team members and everyone is uncomfortable with having
 such a policy. There are potential harassment victim in this group
 (female, black, fat…). The general feeling is that having a policy
 such as the long one Marina wrote:
 * intimidates everyone and establishes a climate of fear
 * is not more efficient than a shorter one such as the current
 https://www.guadec.org/policy/ version
 * encourages tl;dr (too long; didn't read) behaviour

 To be frank, I feel that pushing a lengthy policy is a form of
 harassment in itself and I'm getting tired of it.

 I see that board-list is CCed in this entire thread and I'm not sure I
 get the reason. If the board is the body that makes this decision,
 then we'll of course comply with the decision. Just know that the
 organization team disapproves the proposed policy.

As a board member, I'm not sure that I get the reason either. The
policy was put to the vote which was then abandoned, and the board has
now been asked to agree on the policy without a vote (which will not
happen as there is no consensus).

The responsibility for organising the event has been delegated to the
organising team, so I feel that it is up to you to choose what you
want to do.

Thanks for taking the time to organise the event and deal with the
issues that have arisen. I hope that they will not distract you for
much longer.

 --
 Alexandre Franke
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Re: [guadec-list] Am I sure to get it?

[Ekaterina Gerasimova]

On 13 June 2014 01:51, Dennis Hilmar dennis.hil...@gmail.com wrote:
 Hi,

 I was just looking around the GUADEC webpage  wiki to figure out if there
 was some kinda registration before coming. I couldn't find any.

 I would like to join the conference this year and I'm all the way from
 Denmark, so I just want to be sure I'm not getting rejected in the entrance
 :)

Hi, online registration will open within the next few weeks and it
will be possible to register at the door as well. (I recommend online
registration as it should be quicker.)

 I wasn't counting on sponsoring - sorry.
 This was the only mail I could find on the web page. After paying the flight
 tickets and hotel, I might have a little left for a sponsorship, but it
 won't be huge.

 I work as an engineer at Intel Mobile Communication, developing for Android
  Linux, but unfortunately I couldn't find a reason for them to sponsor my
 trip, so its all out of my own pocket.
 I wanna take this trip because my girlfriend just got accepted with
 accommodation. She is a GSoC student and I'm extremely proud of her :)

 --
 Mvh
 Dennis Hilmar

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Re: [guadec-list] Visa invitation letters

[Ekaterina Gerasimova]

On 12 June 2014 18:26, Marina Zhurakhinskaya marina...@gmail.com wrote:
 Hi all,

 Attached are two letter templates - one from Linux Logistique with an
 invitation and another one from the GNOME Foundation with the travel
 sponsorship information. Please let me know if you think any changes
 should be made to them.

The letter from Linux Logistique looks great. The one from the GNOME
Foundation maybe should mention partial travel sponsorship or
sponsorship towards their travel as it can often be partial
sponsorship and we won't know until after the tickets are booked in
many cases.

 I will then work with Srini, Tiffany, Alexandre, and Andreas to get
 these filled out and signed via private channels. Here is the
 information we'll need to fill out the letters.

 Information needed from the invitees:

 Name and address of the embassy or consulate general where you will
 apply for the visa (ones in India can be found at
 http://www.ambafrance-in.org/The-Competent-consular ):
 Full name:
 Last name:
 Pronoun (he or she):
 Dates of stay in Strasbourg (check in date - check out date):
 Place of stay in Strasbourg (arranged by the GNOME Foundation - Foyer
 de l'Étudiant Catholique - or something else):
 If talk accepted, its title:
 Date of birth:
 Passport number:

 Information needed from the travel committee:

 Full name:
 Amount sponsored for air travel:
 Number of nights sponsored for accommodations:
 Dates for the nights sponsored (check in date - check out date):

 Thanks,
 Marina

 On Thu, Jun 12, 2014 at 2:14 PM, Alexandre Franke
 alexandre.fra...@gmail.com wrote:
 On Thu, Jun 12, 2014 at 5:18 PM, Srinivasa Ragavan sraga...@gnome.org 
 wrote:
 As per the consulate, it has to be signed by a French National with
 local address  telephone number.

 It will indeed be signed by a representative of our local entity, most
 likely me as I'm the secretary.

 If the above is provided, I could
 help here, if you are looking for some help. Im a GNOME Foundation
 member for more than 10 years. I can prep the document and send to
 that person, who can sign, scan and email it back.

 Great! Thanks a lot. Tiffany will also work on this with you.

 With almost 6 weeks pending and the consulate in India needing 2-3
 working weeks, I'd like to put a rush on this if possible.

 Marina is currently putting the finishing touch on the template.
 She'll let you know as soon as she's done, and she will be there to
 guide you.

 Again, thanks to you three for taking care of that!

 --
 Alexandre Franke
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Re: [guadec-list] Am I sure to get it?

[Ekaterina Gerasimova]

On 13 June 2014 16:07, Dennis Hilmar dennis.hil...@gmail.com wrote:
 Thanks.

 I was wondering if it is possible for me to get in at FEC or is the whole
 thing reserved for the VIPs?

There will be a limited number of beds available at FEC which will be
bookable through the online registration form. For more information on
accommodation, see https://www.guadec.org/lodging/

 On Fri, Jun 13, 2014 at 5:11 PM, Ekaterina Gerasimova
 kittykat3...@gmail.com wrote:

 On 13 June 2014 01:51, Dennis Hilmar dennis.hil...@gmail.com wrote:
  Hi,
 
  I was just looking around the GUADEC webpage  wiki to figure out if
  there
  was some kinda registration before coming. I couldn't find any.
 
  I would like to join the conference this year and I'm all the way from
  Denmark, so I just want to be sure I'm not getting rejected in the
  entrance
  :)

 Hi, online registration will open within the next few weeks and it
 will be possible to register at the door as well. (I recommend online
 registration as it should be quicker.)

  I wasn't counting on sponsoring - sorry.
  This was the only mail I could find on the web page. After paying the
  flight
  tickets and hotel, I might have a little left for a sponsorship, but it
  won't be huge.
 
  I work as an engineer at Intel Mobile Communication, developing for
  Android
   Linux, but unfortunately I couldn't find a reason for them to sponsor
  my
  trip, so its all out of my own pocket.
  I wanna take this trip because my girlfriend just got accepted with
  accommodation. She is a GSoC student and I'm extremely proud of her :)
 
  --
  Mvh
  Dennis Hilmar
 
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Re: [guadec-list] Visa invitation letters

[Ekaterina Gerasimova]

On 11 June 2014 06:40, anish patil anish.develo...@gmail.com wrote:
 Hi Marina!

 Thank you and please let me know if i can help. I also have some experience
 with invitation letters.
 Note or my personal advice for visa applicants don't book tickets in advance
 because if they reject your visa then you would get some refund but often
 you would loose money for nothing.
 For EU visa application, ticket booking is mandatory but you can do that by
 blocking the tickets, you don't have to book it in advance.

For what it's worth, last time that I checked with KLM and Lufthansa,
if one's visa was rejected, then one could get a full refund from
both. Of course, one should always read the terms and conditions
carefully before booking.

 Thanks,
 Anish

 On Tue, Jun 10, 2014 at 7:24 PM, Marina Zhurakhinskaya marina...@gmail.com
 wrote:

 Hi,

 I have the examples of old invitations and will be able to work on the new
 one tomorrow night, at the latest.

 Thanks,
 Marina

 On Jun 10, 2014 9:21 AM, Shivani Poddar shivani.podda...@gmail.com
 wrote:

 I could help here :)
 Although, I'd need a little guidance as to what needs to be done, since
 its my first time :)
 Thanks,
 Shivani


 On Tue, Jun 10, 2014 at 4:44 PM, Alexandre Franke
 alexandre.fra...@gmail.com wrote:

 On Tue, Jun 10, 2014 at 9:21 AM, David King amigad...@amigadave.com
 wrote:
  Hi

 Hey,

  The travel committee has sent out most sponsorship acceptances now,
  and some
  people have replied mentioning that they need to apply for visas, and
  would
  need invitation letters.  There is a blank space for visa
  applications on
  the GUADEC wiki page:
 
  https://wiki.gnome.org/GUADEC/2014/Team
 
  Who has the responsibility of sending invitation letters?

 Nobody stepped up to take care of this. If anyone reading this want to
 do it, let the list know.

  It would be good to fill in the blank space on the wiki page, so that
  I can
  direct people to the right place.

 Indeed.

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Re: [guadec-list] Sponsor of GNOME.Asia is willing to sponsor GUADEC

[Ekaterina Gerasimova]

On 11 June 2014 16:17, Emily Chen emilychen...@gmail.com wrote:
 Perfect. Thank you Andreas.

 What is the process like for current GNOME.Asia Sponsor to sponsor GUADEC ?
 Can I ask them to sign on the contract of GNOME.Asia and GUADEC combined
 package page, scan it and send to guadec organizer list ?

I think that would be ok, and Rosanna would need to have contact
information for invoicing them.

FYI, guadec-list@gnome.org is public and guadec-organizat...@gnome.org
is private.

 -emily


 2014-06-11 18:20 GMT+08:00 Andreas Nilsson li...@andreasn.se:

 On 06/11/2014 10:35 AM, Emily Chen wrote:



 In GUADEC brochure,  GNOME.Asia level are:

 Platinum Gold Silver Bronze
 $12,000   $9,000 $5,200   $ 2,600

 Can GUADEC team help to correct the GNOME.Asia sponsors level for Silver
 and Bronze. Whom should I contact to update the brochure, so that I can send
 to Chinese company ?


 Updated!


 https://github.com/gnome-design-team/gnome-marketing/raw/master/guadec/sponsorship-2014.pdf

 I also adjusted the Combined sponsorship will save you
 Silver: 1200 instead of 1400
 Bronze: 500 instead of 600

 Let me know if there is anything else I can help with!
 - Andreas

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Re: [guadec-list] Potential keynoters

[Ekaterina Gerasimova]

Hi all,

On 5 June 2014 23:07, Alexandre Franke alexandre.fra...@gmail.com wrote:
 On Mon, Jun 2, 2014 at 3:03 PM, Ekaterina Gerasimova
 kittykat3...@gmail.com wrote:
 Hi all, I would like to propose upgrading Nathan Willis's talk to a
 keynote, assuming that he would be interested. It is titled Should we
 teach the robot to kill and is about the ethics of programming. The
 subject came up recently in media specifically with regards to
 self-driving cars.

 Great idea. Please do ask him.

Nathan has agreed to do a keynote.

 --
 Alexandre Franke
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Re: [guadec-list] Potential keynoters

[Ekaterina Gerasimova]

Hi all, I would like to propose upgrading Nathan Willis's talk to a
keynote, assuming that he would be interested. It is titled Should we
teach the robot to kill and is about the ethics of programming. The
subject came up recently in media specifically with regards to
self-driving cars.

On 23 May 2014 09:44, Joaquim Rocha joaquimroc...@gmail.com wrote:
 Hey folks,

 I propose Mikko Hypponen who has a nice talk on security and the recent
 events involving the NSA.
 Here is a video of that talk at re:publika this year (FYI the one I attended
 at CERN this year didn't have the Hoff):

 https://www.youtube.com/watch?v=EMIsuZsfEVg


 Cheers,

 Joaquim Rocha
 http://www.joaquimrocha.com


 On Tue, May 20, 2014 at 3:22 PM, Andreas Nilsson li...@andreasn.se wrote:

 On 05/20/2014 03:09 PM, Karen Sandler wrote:

 On 2014-05-20 06:08, Christophe Fergeau wrote:

 Hey,

 Some keynoters could be
 - Roberto di Cosmo ( Roberto Di Cosmo is a computer scientist and
 director of IRILL, the Innovation and research initiative for free
 software.)


 http://youtu.be/E0d8Df0ouxo


 - Tariq Krim (Tariq Krim is a French digital entrepreneur, creator of
 Netvibes and currently the founder and CEO of Jolicloud, a personal
 cloud content computing platform and Joli OS a free operating system
 based on the jolicloud platform


 http://youtu.be/Om7eX9O-vT0



 - Jan Wildeboer (Red Hat Evangelist at the EU commission)

 http://youtu.be/_xYYbuWXImk




 A suggestion that already came up in discussions was Matthew Garrett and
 since a few people thought it was a good idea I asked him if he would be
 interested (without promising him an invitation) and he would be! He plans
 to attend anyway (I think he already has his ticket). So someone just needs
 to formally invite him.


 http://youtu.be/zoHiiW30qMs



 Someone suggested Bradley Kuhn and he recently told me that he always
 loved coming to Guadec, so that's a possibility too (though he'd need
 funding and is coming from the US).


 http://youtu.be/TBt5zBy7fCI

 - Andreas

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Re: [guadec-list] Travel assistance for GUADEC 2014

[Ekaterina Gerasimova]

Hi all, please make sure to download a new copy of the sponsorship
application form before you apply. It has changed since last year and
is now available as an ODT and in plain text for your convenience.

I would also like to take this opportunity to remind everyone that
sponsored attendees are highly encouraged to volunteer during GUADEC:
https://wiki.gnome.org/GUADEC/2014/Volunteers

Thanks,
Kat

On 17 May 2014 09:37, Ekaterina Gerasimova kittykat3...@gmail.com wrote:
 The GNOME Foundation can offer travel sponsorship to individuals who
 want to attend GUADEC and need financial assistance.

 We are happy to announce that the Travel Committee is ready to receive
 applications for sponsorships to attend to GUADEC 2014.

 Application deadline: 2014-05-31. Please send in your applications
 now, do not wait until the deadline.

 The instructions are detailed at https://wiki.gnome.org/Travel
 Please read them carefully.

 Some additional comments:
 * Any information you send to the Travel Committee will be private.
 * Asking for sponsorship *does not* guarantee that you will be sponsored.
 * A good application with good information will be processed faster.
 * If you are offered help with accommodation, the Travel Committee
 will book your accommodation. You should state that you need
 accommodation, and leave the cost blank.
 * Always choose the most economical option whenever possible. People
 who need travel sponsorship should look for the best price (i.e.
 through a service like kayak.com). If the Travel Committee finds a
 cheaper price, that will be the price considered during the
 evaluation.
 * No personal emails. Keep travel-committee CCed on all of your replies.
   Neglecting to do this will delay your application.
 * There are direct flights to Strasbourg available, including through
 budget airlines. Other close airports are Frankfurt (Germany), Charles
 de Gaulle (Paris) and Baden-Baden (Germany).
 * If you are a Foundation member, you should mention it in your
 application. Preference will be given to Foundation members.
 * If your abstract was accepted to be presented at GUADEC, you should
 mention it in your application.  Preference will be given to people
 giving presentations at GUADEC.
 * If you are in the Google Summer of Code program or Outreach Program
 for Women (as student or mentor) you must mention it in your
 application. Preference will be given to GSoC or OPW interns and
 mentors. OPW and GSoC students usually get a percentage of their
 GUADEC expenses covered by their sponsoring organisation.
 * The Travel committee should confirm that we have received your
 application within 2-3 days. After that, we will process them
 together. So please do not panic (and have any butterflies in your
 stomach) if we take some time to respond with the status. Regardless
 of whether your application is accepted or rejected, you will always
 receive a response.

 You can find us in the #travel channel at irc.gnome.org.
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[guadec-list] Travel assistance for GUADEC 2014

[Ekaterina Gerasimova]

The GNOME Foundation can offer travel sponsorship to individuals who
want to attend GUADEC and need financial assistance.

We are happy to announce that the Travel Committee is ready to receive
applications for sponsorships to attend to GUADEC 2014.

Application deadline: 2014-05-31. Please send in your applications
now, do not wait until the deadline.

The instructions are detailed at https://wiki.gnome.org/Travel
Please read them carefully.

Some additional comments:
* Any information you send to the Travel Committee will be private.
* Asking for sponsorship *does not* guarantee that you will be sponsored.
* A good application with good information will be processed faster.
* If you are offered help with accommodation, the Travel Committee
will book your accommodation. You should state that you need
accommodation, and leave the cost blank.
* Always choose the most economical option whenever possible. People
who need travel sponsorship should look for the best price (i.e.
through a service like kayak.com). If the Travel Committee finds a
cheaper price, that will be the price considered during the
evaluation.
* No personal emails. Keep travel-committee CCed on all of your replies.
  Neglecting to do this will delay your application.
* There are direct flights to Strasbourg available, including through
budget airlines. Other close airports are Frankfurt (Germany), Charles
de Gaulle (Paris) and Baden-Baden (Germany).
* If you are a Foundation member, you should mention it in your
application. Preference will be given to Foundation members.
* If your abstract was accepted to be presented at GUADEC, you should
mention it in your application.  Preference will be given to people
giving presentations at GUADEC.
* If you are in the Google Summer of Code program or Outreach Program
for Women (as student or mentor) you must mention it in your
application. Preference will be given to GSoC or OPW interns and
mentors. OPW and GSoC students usually get a percentage of their
GUADEC expenses covered by their sponsoring organisation.
* The Travel committee should confirm that we have received your
application within 2-3 days. After that, we will process them
together. So please do not panic (and have any butterflies in your
stomach) if we take some time to respond with the status. Regardless
of whether your application is accepted or rejected, you will always
receive a response.

You can find us in the #travel channel at irc.gnome.org.
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Re: [guadec-list] guadec - data from superlectures

[Ekaterina Gerasimova]

On 4 September 2013 10:23, Jozef Mlich iml...@fit.vutbr.cz wrote:
 On Wed, 2013-09-04 at 10:47 +0200, Jiri Eischmann wrote:

 As far as I remember, the superlectures will provide web hosting for one
 year. After that, the availability is not guarantied. The superlectures
 can give us a hard copy of all recordings.

Hi, how much space do all the recordings take up? Would you be able to
find out how much bandwidth viewers are currently using?

Andrea (CCed) is our sysadmin and will be able to help get these onto
GNOME infrastructure.

Andrea, there have been some calls for them to be in a free format,
which I think is already the case for what we should be given.

 In case we want it, we should provide a storage (usb disk, ftp, etc.).

 I would like to backup it somewhere. In case Guadec have no storage I
 can backup it to some Red Hat server. (I will need some usb disk for it.
 Can anyone borrow some?)

 Can we provide some ftp? Let me know. Please send the url, user name,
 and password to Igor Szoke sz...@superlectures.com.


 --
   Ing. Jozef Mlích
   Ph.D. student
   Department of Computer Graphics and Multimedia
   Faculty of Information Technology
   Brno University of Technology
   Božetěchova 2, 612 66 Brno
   Czech Republic

   http://www.fit.vutbr.cz/~imlich

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Re: [guadec-list] Reg. travelers from Prague Airport on july 31st after 12:00 PM

[Ekaterina Gerasimova]

On 27 July 2013 16:44, Sindhu S sind...@live.in wrote:

 Hi!

 I apologize in advance if this is not the mailing list I should be posting
 queries like this but I have nobody to travel with and right now the routes
 from Prague to Brno seem a little complicated to me and it would help if I
 had someone to travel with.


We used to always have a wiki page for this, please feel free to start one
somewhere on https://wiki.gnome.org/GUADEC/2013/ and blog it.
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Re: [guadec-list] Reg. travelers from Prague Airport on july 31st after 12:00 PM

[Ekaterina Gerasimova]

On 29 July 2013 07:11, Sindhu S sind...@live.in wrote:

 Hi again!

 Another query...

 Will Taufer Dormitory be collecting and keeping international
 participants' passports? I think that's what they do at hotels, hence the
 query.



This is *not* normally the case. Usually, passports are just borrowed to
write down the details and then returned to you immediately.


Thanks.


 On Mon, Jul 29, 2013 at 2:19 AM, Sindhu S sind...@live.in wrote:

 Hi!

 I made a step by step page on getting from airport to brno as per my
 understanding here:
 http://sindhus.bitbucket.org/pages/prague-brno-resource.html
 Is all the info there correct?
 Some info that I don't know for sure are marked with (?) or asked with
 a question. Please let me know if you have answers to it :)

 Note: The page written in a way that my parents can track my movements
 with links that will be helpful to them :) Since they cant reach me on
 phone.

 On Mon, Jul 29, 2013 at 1:57 AM, Sindhu S sind...@live.in wrote:

 Sorry! it's tram 1 or 6 to venue and tram 12 to accomodation!


 On Mon, Jul 29, 2013 at 1:56 AM, Sindhu S sind...@live.in wrote:

 The document that I am looking at says Tram  or 6 but you say tram 12?

 Please confirm which is it.


 On Mon, Jul 29, 2013 at 12:38 AM, Sindhu S sind...@live.in wrote:

 Thank you!

 Noted down the information.

 I need to know just a few more things:

 1. Because I dont have a mobile phone which work in Czech...is there a
 facility of making ISD calls in Prague or Brno? perhaps a  phone booth or
 calling cards I can buy and use on a pay phone?

 2. So far as I can see student agency bus has wifi but can some one
 confirm me that from personal experience?

 This more of a note: I have given numbers of Taufer Dormitory and Brno
 University of Technology to my parents so that they have a way to reach 
 me.
 Just so you know :)

 Thank for helping me out with this!

 -Sindhu


 On Sun, Jul 28, 2013 at 11:00 PM, Rui Tiago Cação Matos 
 tiagoma...@gmail.com wrote:

 On 28 July 2013 19:28, Rui Tiago Cação Matos tiagoma...@gmail.com
 wrote:
  You need to get tram 12 in the Kralovo Pole direction and get out at

 Sorry, I should have said in the Technologicky Park direction.







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Re: [guadec-list] Media Partner

[Ekaterina Gerasimova]

On 8 July 2013 15:53, Debarshi Ray rishi...@lostca.se wrote:

  Rui,
  I am afraid that we really need as much media support as possible.
  About the free passes, we should issue as many as they need, probably one
  to three.
 
  Basically, we will have to add these sites if we want them to add us as
  well, and they are clearly supporting us.

 […]

  I am all for giving free passes, but please, lets not plaster the
 website with logos of everyone who claims to be a reporter.  It is
 strange to have 5 sponsors and an equal or higher number of media
 partners.

 […]


Agreed.

It would be good to invite Andreas Proschofsky as well, he has some
interest in GNOME and writes about it for derstandard.at
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Re: [guadec-list] Media Partner

[Ekaterina Gerasimova]

On 8 July 2013 16:52, Karen Sandler ka...@gnome.org wrote:


  Lets put matters in perspective. LWN has covered GUADEC in the past,
  and are likely to do so again this year. They come and silently do
  their job without asking for much in return.
 

 Have we actually been in touch with LWN? Do we know that someone is coming?


Nathan Willis is coming, although as far as I know, no one has gotten in
touch with LWN yet.
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Re: [guadec-list] Marketing Activities at GUADEC

[Ekaterina Gerasimova]

On 2 July 2013 17:39, Karen Sandler ka...@gnome.org wrote:

 On Tue, July 2, 2013 11:54 am, Allan Day wrote:
  I've asked around and it seems that we have enough volunteers to edit
  our posts during the conference. The next thing is to try and get
  enough people to actually write the copy.
 
  Please put your name down if you want to help with any of this:
 
  https://wiki.gnome.org/GUADEC/2013/Marketing
 
  Also, do we have any ideas for how to recruit other attendees to help
 with
  this?

 Is there any reason not to email the foundations list? It seems to me like
 the best list we have for something like this.



I was about to suggest that and also blog about it as some people don't
subscribe to the foundation list.


 On Thu, Jun 27, 2013 at 2:06 PM, Emily Gonyer emilyyr...@gmail.com
  wrote:
  I'm happy to write stuff for the conference as needed, and certainly
  happy to be an overall editor/reviewer as well :) And I agree an early
  heads up, starting about now of interviews with upcoming keynoters
  would be a good idea. Didn't we do interviews of the team last year? I
  think those went over well :)
 
   Emily
 
  On 6/27/13, Fabiana Simões fabianapsim...@gmail.com wrote:
  I'm happy to help write/review texts during the conference.
 
  I think one thing that is cool is to promote a certain hashtag people
  can use when tweeting about the event (or just wanting to check what
  others are saying). It's cool if the hashtag is indicated in the badge
  or in any posters and stuff.
 
  In order to draw interest and attendance around GUADEC, it would also
  be good to do some announcements about who the keynote speakers are on
  guadec.org and gnome.org.
  For the actual attendance part I think we would need the registering
  system up and working first though.
  Not only the keynotes, but also the actual schedule of the conference.
  This is the kind of thing that may attract attendees that are not core
  contributors. Would be nice to interview some of the speakers and make
  some buzz around the talks too, as we had last GUADEC.
 
  Best,
  Fabiana
 
  On 06/27/2013 11:56 AM, Andreas Nilsson wrote:
  On 06/26/2013 12:51 PM, Allan Day wrote:
 
  Thinking about this, we probably need the following:
 
* Keynote blog posts - x4
* Day summary blog posts - x4
* Live microbloggers - x8 (assuming one for each morning and
  afternoon)
  In order to draw interest and attendance around GUADEC, it would also
  be good to do some announcements about who the keynote speakers are on
  guadec.org and gnome.org.
  For the actual attendance part I think we would need the registering
  system up and working first though.
 
  Maybe presenting one keynote speaker each week. I'm happy to write the
  texts, provided someone can help me look for typos before I publish
  it.
  - Andreas
 
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  --
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  power and magic in it. -  Goethe
 
  Be who you are and say what you feel because those who mind don't
  matter and those who matter don't mind. - Dr.Seuss
 
  Not everything that can be counted counts, and not everything that
  counts can be counted. - Albert Einstein
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Re: [guadec-list] Cool Stuff at GUADEC

[Ekaterina Gerasimova]

On 24 June 2013 14:56, Jiri Eischmann eischm...@redhat.com wrote:

 Hi,
 I'm currently preparing an order of GUADEC t-shirts. Looking at the
 design [1]


Can the design please be modified to not have a solid background? Andreas
knows what I mean from the FOSDEM t-shirts. There are two practical reasons
for this: firstly, the less solid colour, the longer the t-shirt will last
and, secondly, solid designs don't stretch over boobs.

I and the vendor agreed that the most fitting colour is real
 turquoise. So we chose a kind of t-shirt that has this colour [2]. The
 problem is that this kind only has unisex cuts. Is unisex OK or should
 we look for kinds that have women's cut even at the cost of having to
 pick another colour?


Women's cut is a must because, frankly, men's (commonly called unisex) cut
t-shirts are uncomfortable as they're too tight in certain places or baggy
all over.


 I'd also like to ask if we want to produce other cool stuff that would
 be available for purchase at the registration desk. I've got reliable
 and cheap vendors to produce virtually everything. Stickers, buttons,
 pillows [3], mugs, hats,... It could be a nice additional income for
 GNOME Foundation and people would have some nice souvenirs to take home.
 But if we want to produce something, we will have to work on it soon.#


Baby clothing with just the GNOME foot has previously gone down very well,
while cushions were not quite so popular.


 Jiri

 [1]

 https://raw.github.com/gnome-design-team/gnome-marketing/master/t-shirts/guadec-2013.png
 [2]

 http://www.reklamnytextil.sk/index.cfm?module=Catalogpage=ProductProductID=80502
 [3] http://siji.cz/



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Re: [guadec-list] Cool Stuff at GUADEC

[Ekaterina Gerasimova]

On 24 June 2013 15:42, Jiri Eischmann eischm...@redhat.com wrote:

 Andreas Nilsson píše v Po 24. 06. 2013 v 16:23 +0200:
  On 06/24/2013 03:56 PM, Jiri Eischmann wrote:
   Hi,
   I'm currently preparing an order of GUADEC t-shirts. Looking at the
   design [1], I and the vendor agreed that the most fitting colour is
 real
   turquoise. So we chose a kind of t-shirt that has this colour [2]. The
   problem is that this kind only has unisex cuts. Is unisex OK or should
   we look for kinds that have women's cut even at the cost of having to
   pick another colour?
  I would say Atoll would be closer to what I envisioned.
 
 http://www.reklamnytextil.sk/index.cfm?module=Catalogpage=ProductProductID=80512
 
  There seems to be womens shirt available in this color.
 
 http://www.reklamnytextil.sk/index.cfm?module=Catalogpage=ProductProductID=83145

 Yes, Atoll is another option. I personally felt it was something between
 Atoll and Real Turquoise and decided for turquoise, but it could also be
 Atoll and if it's closer to what you envisioned, then the problem is
 solved.

  I would also like to hear Kat's thoughts on the color choice.
  If I recall correctly, the color choice of last years FOSDEM ladies
  shirt was quite popular (to the extent that several men complained about
  not getting the nice color :)

 BTW we're planning to order around 40 red t-shirts for organizers and
 volunteers, but if you have a better colour idea, it's welcome. I can
 order any colour that is in the catalogue.


With 13 volunteers over 8 days with 5-10 local team members, you should
expect to need 100-150 as a minimum, assuming you guess all the sizes
correctly and  no one gets sweaty. I recommend that you aim for 200 and
expect to have some left over. The leftovers can be given out on the last
day to other people who helped out with the organisation and so on in some
way or other as it's a nice thing to do.

For reference, at the Desktop Summit we had 400 volunteer t-shirts (granted
we had more volunteers) and had to have a second run printed on the second
day because we ran out.

 Also, I assume you want a proper pdf of this print with exact measures.
  I'll send that in a separate mail.

 Yes please, send it to me. The vendor will definitely need that.

  
   I'd also like to ask if we want to produce other cool stuff that would
   be available for purchase at the registration desk. I've got reliable
   and cheap vendors to produce virtually everything. Stickers, buttons,
   pillows [3], mugs, hats,... It could be a nice additional income for
   GNOME Foundation and people would have some nice souvenirs to take
 home.
   But if we want to produce something, we will have to work on it soon.
  There was some stuff for sale last GUADEC, it was quite successful I
  believe. The people involved in last years conference would have
  originals for at least mugs and pillows.
  - Andreas
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Re: [guadec-list] Cool Stuff at GUADEC

[Ekaterina Gerasimova]

On 24 June 2013 19:36, Jiri Eischmann eischm...@redhat.com wrote:

 Ekaterina Gerasimova píše v Po 24. 06. 2013 v 18:55 +0100:
  On 24 June 2013 15:42, Jiri Eischmann eischm...@redhat.com wrote:
  Andreas Nilsson píše v Po 24. 06. 2013 v 16:23 +0200:
   On 06/24/2013 03:56 PM, Jiri Eischmann wrote:
Hi,
I'm currently preparing an order of GUADEC t-shirts.
  Looking at the
design [1], I and the vendor agreed that the most fitting
  colour is real
turquoise. So we chose a kind of t-shirt that has this
  colour [2]. The
problem is that this kind only has unisex cuts. Is unisex
  OK or should
we look for kinds that have women's cut even at the cost
  of having to
pick another colour?
   I would say Atoll would be closer to what I envisioned.
  
 
 http://www.reklamnytextil.sk/index.cfm?module=Catalogpage=ProductProductID=80512
  
   There seems to be womens shirt available in this color.
  
 
 http://www.reklamnytextil.sk/index.cfm?module=Catalogpage=ProductProductID=83145
 
 
  Yes, Atoll is another option. I personally felt it was
  something between
  Atoll and Real Turquoise and decided for turquoise, but it
  could also be
  Atoll and if it's closer to what you envisioned, then the
  problem is
  solved.
 
   I would also like to hear Kat's thoughts on the color
  choice.
   If I recall correctly, the color choice of last years FOSDEM
  ladies
   shirt was quite popular (to the extent that several men
  complained about
   not getting the nice color :)
 
 
  BTW we're planning to order around 40 red t-shirts for
  organizers and
  volunteers, but if you have a better colour idea, it's
  welcome. I can
  order any colour that is in the catalogue.
 
 
  With 13 volunteers over 8 days with 5-10 local team members, you
  should expect to need 100-150 as a minimum, assuming you guess all the
  sizes correctly and  no one gets sweaty. I recommend that you aim for
  200 and expect to have some left over. The leftovers can be given out
  on the last day to other people who helped out with the organisation
  and so on in some way or other as it's a nice thing to do.

 My estimation was based on my experience from Desktop Summit 2011 where
 I volunteered and we only got one t-shirt (at least I did).
 If we want to give everyone a t-shirt for each day, I have no problem to
 produce 150 or more. It's just a matter of budget. The t-shirts are
 pretty cheap - €2.43 each.


That's pretty neat, we usually pay closer to €7-8 each! Yeah, you should've
gotten more at the DS, we could only give out 1-2 each on the first day,
but people could come back after the reprint run to pick up more.



  For reference, at the Desktop Summit we had 400 volunteer t-shirts
  (granted we had more volunteers) and had to have a second run printed
  on the second day because we ran out.
 
 
 
   Also, I assume you want a proper pdf of this print with
  exact measures.
   I'll send that in a separate mail.
 
 
  Yes please, send it to me. The vendor will definitely need
  that.
 
   
I'd also like to ask if we want to produce other cool
  stuff that would
be available for purchase at the registration desk. I've
  got reliable
and cheap vendors to produce virtually everything.
  Stickers, buttons,
pillows [3], mugs, hats,... It could be a nice additional
  income for
GNOME Foundation and people would have some nice souvenirs
  to take home.
But if we want to produce something, we will have to work
  on it soon.
   There was some stuff for sale last GUADEC, it was quite
  successful I
   believe. The people involved in last years conference would
  have
   originals for at least mugs and pillows.
   - Andreas
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[guadec-list] Accommodation booking (and registration)

[Ekaterina Gerasimova]

Hi, we've had a few requests for accommodation booking confirmations 
from sponsored attendees as these are needed for visa applications. How 
can we get these?


It would be best if these were issued on registration. If there are 
still problems with the website code, it is probably worth asking for 
some help from the community as we have a few people who are experienced 
with that area.

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Re: [guadec-list] Call for volunteers?

[Ekaterina Gerasimova]

On 27 May 2013 21:01, Ekaterina Gerasimova kittykat3...@gmail.com wrote:

 Rishi and I spoke earlier and here is a summary of what we concluded:
 * the volunteers page is now up at
 https://live.gnome.org/GUADEC/2013/Volunteers (as per previous years)
 ** we need a mailing list to add them to, this has been guadec-list last
 year, but guadec-local is also fine


guadec-list is being used for volunteer coordination.
TODO: add a page to guadec.org with basic volunteer information and point
it in the general direction of the wiki page.


  * the volunteer coordinator needs to be *local*


As far as I am aware, we are still lacking a 100% confirmed volunteer
coordinator.


 * volunteer coordinators from the last two years need to be asked to help
 out
 *** from 2011: Patricia Santana Cruz patriciasantanac...@gmail.com


Patri has been contacted, she replied privately to me to say that she was
unable to do anything pre-conference because of
exams.https://mail.gnome.org/archives/guadec-list/2013-June/msg4.html


 *** from 2012: still tracing, got as far as Santiago Saavedra who has more
 information


German Póo-Caamaño is helping out with this, but it does not look too
promising.


 * the volunteer coordinator needs one phone (usually with a pre-paid SIM)
 that can be passed to whomever is in charge of volunteers so that all
 volunteers can get in touch with them at any point
 * the volunteer coordinator phone needs to be pre-programmed with mobile
 contact numbers for all volunteers (this was a point of failure in some of
 the previous conferences) - volunteers usually use their own phones/SIMs
 because this is only in case of problems and walkie-talkies not working


rishi, any updates on getting a volunteer coordinator phone?


 * list of volunteer tasks needs to be decided on


At the moment, consensus is that we need 13 volunteers at all times and the
university will make 5 people available (not all at the same time).


 * do volunteers get free refreshments and registration? (as per previous
 years)


TODO, requires action from someone on the local team.


  * each volunteer needs one t-shirt per day, extras must be available


What is the status of t-shirt designs and printing? Along with this item,
how many local helpers will there be? This should at the very least be
all the organisers. I would roughly estimate that we need around 150-200
volunteer t-shirts based on the numbers.
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Re: [guadec-list] Call for volunteers?

[Ekaterina Gerasimova]

On 11 June 2013 19:42, Debarshi Ray rishi...@lostca.se wrote:

  * the volunteer coordinator needs one phone (usually with a pre-paid
 SIM)
  that can be passed to whomever is in charge of volunteers so that all
  volunteers can get in touch with them at any point
  * the volunteer coordinator phone needs to be pre-programmed with mobile
  contact numbers for all volunteers (this was a point of failure in some
 of
  the previous conferences) - volunteers usually use their own phones/SIMs
  because this is only in case of problems and walkie-talkies not working
 
 
  rishi, any updates on getting a volunteer coordinator phone?

 Getting a pre-paid SIM is easy, and arranging a phone to go along with it
 shouldn't be hard. So, I was not treating this as something that has to be
 done *now*. Do you want us to have the phone and SIM in our hands right
 now?


It would be good to tell the volunteers what the number is around a week
before the conference starts at the latest, so it's not urgent yet.
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Re: [guadec-list] Reminder: next IRC meeting Wednesday, 5 June 2013

[Ekaterina Gerasimova]

On 3 June 2013 11:31, Ekaterina Gerasimova kittykat3...@gmail.com wrote:

 On 3 June 2013 11:25, Florian Nadge fna...@gmail.com wrote:

 Hi,

 This is just a reminder that the next irc meeting will take place:
 Wednesday, 5 June
 4 p.m.
 irc.gimp.net
 guadec

 topics:
 - update on canteen (menza)
 - update on conference rooms (xmlich/fnadge)
 - update on registration (rui)
 - update on collabra sponsorship (rishi)
 - other topics to be suggested ?


 Volunteer tasks, especially pre-conference and post-conference. People are
 already booking their travel. If they do not know when they are wanted,
 they are likely to book travel only for the conference days, so you may
 then end up without any extra help before or after.

 This needs to be coordinated by the volunteer coordinator (I heard Jiri
 mentioned).


Conference registration. I have been asked directly around 10 times over
the last week why it is not up; I would like to see action towards having
the registration page up within the next week or I want an official
explanation of why it is not up that I can pass on to anyone who asks me as
I don't know and because it hasn't been done yet doesn't look very good
:)

I would appreciate it if I could have a chance to proof read the page
before it goes live.


 - open floor

 Let me know if you have any additional suggestions.

 Cheers,

 Florian

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[guadec-list] GUADEC volunteer coordination

[Ekaterina Gerasimova]

Hey Patri, do you reckon you could help coordinate the volunteers for
GUADEC this year? Jiri Eischmann has been mentioned to me as the local
volunteer coordinator, but I imagine that he will be really busy and could
do with all the help that is available.

Thanks!
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Re: [guadec-list] Call for volunteers?

[Ekaterina Gerasimova]

On 27 May 2013 14:08, Debarshi Ray rishi...@lostca.se wrote:

  Hi, does anyone have any idea when the call for volunteers will happen?

 We can do it now. Is there anything that needs to be sorted out before
 that can happen?


Rishi and I spoke earlier and here is a summary of what we concluded:
* the volunteers page is now up at
https://live.gnome.org/GUADEC/2013/Volunteers (as per previous years)
** we need a mailing list to add them to, this has been guadec-list last
year, but guadec-local is also fine
* the volunteer coordinator needs to be *local*
* volunteer coordinators from the last two years need to be asked to help
out
*** from 2011: Patricia Santana Cruz patriciasantanac...@gmail.com
*** from 2012: still tracing, got as far as Santiago Saavedra who has more
information
* the volunteer coordinator needs one phone (usually with a pre-paid SIM)
that can be passed to whomever is in charge of volunteers so that all
volunteers can get in touch with them at any point
* the volunteer coordinator phone needs to be pre-programmed with mobile
contact numbers for all volunteers (this was a point of failure in some of
the previous conferences) - volunteers usually use their own phones/SIMs
because this is only in case of problems and walkie-talkies not working
* list of volunteer tasks needs to be decided on
** session chairs (2 per room)
** info desk, the volunteers need to know about or have:
*** maps (usually available from the Tourist Information office, ask them
for a box)
*** details of where the closest shops and pharmacies are
*** display maps of the venue (if needed)
** badge printing/folding (before event)
** evening events (parties)
** runners
** extras in case someone doesn't turn up (usually 1-2 people per day do
this)
* do volunteers get free refreshments and registration? (as per previous
years)
* each volunteer needs one t-shirt per day, extras must be available
* there must be a volunteer debriefing before the start and after the end
of each conference day - especially important on the first day
* ideally, all volunteers must arrive at least the day before the
conference starts and have a full tour of the venue

Considerations for timetabling volunteers:
* Full day of work is better than an hour here and there
* People who do volunteering during the day should not be volunteering the
same evening
* Try to timetable volunteers according to what *they* want - it looks
really bad if a volunteer misses out on a talk that they want to see
because they are having to do something else


   I would very much like to encourage them to volunteer to
  help out at the conference. For this, I need some link or information
 about
  who they need to contact to volunteer.

 Shouldn't they just be contacting you? :-)


No, as I haven't volunteered for it :) I will, of course, help however I
can, but the coordinator really needs to be a local so that they are well
acquainted with the venue and can speak the local language.
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Re: [guadec-list] Keynote speakers brainstorming

[Ekaterina Gerasimova]

Hi!

On 3 April 2013 16:18, Rui Tiago Cação Matos tiagoma...@gmail.com wrote:

 On this week's meeting several possible candidates were suggested:

 a) Sumanah or Sue Gardner from Wikimedia;
 b) Chris DiBona from Google;
 c) Ryan Gordon (icculus) who has ported several games to Linux;

 Please comment add your suggestions!


All three of these sound like they would be great choices. Between Sumana
and Sue, I would prefer to hear Sumana speak, but that's mostly because I
have had some contact with her and she struck me as being able to speak
well on a range of interesting subjects.
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