[guadec-list] Poll for date/time of Post-GUADEC Meeting
Hi all, Please put in your data for the Post-GUADEC meeting at: https://framadate.org/xZ6czVKtvqbTp29T Dates/times are in Greek time (UTC+3, EEST) as usual. If we don't find a good time for everybody in the next week then I'll do a new poll. For this meeting the agenda is going to be basically everybody's experience with the organization of this year's GUADEC. What went well, what didn't go well, how could things be improved, what should we document for next year's team, etc. As such it's probably a good idea for everybody to spend some time beforehand collecting their thoughts. Sebastian signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
Re: [guadec-list] I'd like to subscribe to the Guadec picnic event
Hi Anastasios, Unfortunately the seats we have available for the buses are already all gone. We only had space for 100 people, sorry! Sebastian On Fri, 2019-08-23 at 14:52 +0300, Anastasios Lisgaras wrote: > Could you add me too for the picnic? > My full name is Anastasios Lisgaras ( aka Tas-sos ). > > Thank you. > > On 23/8/19 12:11 μ.μ., Benjamin Berg wrote: > > Hi Alex, > > > > if you are unable to edit the wiki with your account, then you > > probably > > need to be added to the trusted editors group, see: > >https://wiki.gnome.org/TrustedEditorGroup > > > > Just ask anyone to add the wiki username to the list on the wiki > > (you > > can also send me your username if you like, and I will do so). > > > > Benjamin > > > > > > On Tue, 2019-08-20 at 16:25 +0300, Alex via guadec-list wrote: > > > https://wiki.gnome.org/GUADEC/2019/Picnicday > > > > > > I'd like to subscribe myself to this event. My name is Alex > > > Angelou. > > > Since I don't seem to be able to put my name in, I'm emailing you > > > to > > > do that for me. Thanks, in advance. > > > ___ > > > guadec-list mailing list > > > guadec-list@gnome.org > > > https://mail.gnome.org/mailman/listinfo/guadec-list > > > > > > ___ > > > guadec-list mailing list > > > guadec-list@gnome.org > > > https://mail.gnome.org/mailman/listinfo/guadec-list signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
Re: [guadec-list] GUADEC Picnic&Beach day
Hi Andrei, I've added you to the list for the picnic but for the beach trip the registration period is over unfortunately. Try to find one of the organizers on Friday and we'll try to figure something out for the beach trip. Sorry for the inconvenience! Sebastian On Thu, 2019-08-22 at 06:01 +0300, Andrei Lisita via guadec-list wrote: > Hi ! > > I'm one of this year's GSoC students and I will be attending GUADEC > 2019. > > I was browsing the schedule now and discovered the picnic day and the > beach day :) > I see that in order to join the group on the bus I should have > registered on the wiki by now. > > Is it still perhaps possible for me to join the bus groups or is it > too late and I must find other means of transportation ? > > Note: I cannot edit the wiki. My name is Andrei Lişiţă and this is my > email > > Sorry for the inconvenience, it's my first time attending GUADEC and > I began preparations for the event quite late :( > > Have a great day ! :) > ___ > guadec-list mailing list > guadec-list@gnome.org > https://mail.gnome.org/mailman/listinfo/guadec-list signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
Re: [guadec-list] I'd like to subscribe to the Guadec picnic event
Hi Alex, I've added you to the list, thanks for letting us know! Sebastian On Tue, 2019-08-20 at 16:25 +0300, Alex via guadec-list wrote: > https://wiki.gnome.org/GUADEC/2019/Picnicday > > I'd like to subscribe myself to this event. My name is Alex Angelou. > Since I don't seem to be able to put my name in, I'm emailing you to > do that for me. Thanks, in advance. > ___ > guadec-list mailing list > guadec-list@gnome.org > https://mail.gnome.org/mailman/listinfo/guadec-list signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
Re: [guadec-list] Volunteering
Hi Kyriakos, On Sun, 2019-08-04 at 22:46 +, Kyriakos Xydas via guadec-list wrote: > > Hello, > My name is Kyriakos Xydas and I study Computer Science at Heraklion, > Crete. I would like to come at the GUADEC convention as a volunteer > if that's possible! Feel free to contact me at my email for further > info. Thanks for your offer! We're definitely happy about any additional help. Currently the volunteering efforts are coordinated at https://discourse.gnome.org/g/guadec-volunteers If you join that group you should get notified about anything that's happening. Thanks! Sebastian signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
Re: [guadec-list] GUADEC 2019 : I want to become a volunteer!
Hi Anastasios, On Thu, 2019-07-25 at 14:53 +0300, Anastasios Lisgaras via guadec-list wrote: > > Thank you for your response, don't worry, I understand everyone's > busy schedule. > I will be at your disposal for whatever you need. Thanks again! There's now a discourse group for coordinating the volunteering efforts here: https://discourse.gnome.org/g/guadec-volunteers If you join that you should get notified whenever something's happening Sebastian signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
Re: [guadec-list] GUADEC 2019 : I want to become a volunteer!
Hi Anastasios, Thanks for your offer and sorry for the late reply. We would definitely be happy to have you as a volunteer for GUADEC. Currently the details of how all this will work are still being discussed but there should be news about it in 1-2 weeks. I'll let you know. Thanks again! Sebastian On Fri, 2019-07-19 at 21:21 +0300, Anastasios Lisgaras via guadec-list wrote: > Hello GNOME developers, contributors and GNOME fans and users in > general, > > My name is Anastasios Lisgaras, I am from Greece and I consider it a > great honor and it is a pleasure for me, which will be organized this > year the GUADEC conference in my country! > Because of this, I really want to join and help as much as I can in > organizing. I also know Stathi Iosifidi and his great effort! > I am willing to give as much as possible to help with the > organization > of this year's conference! > > So can I become a volunteer? > What can I do to help ? > > > ___ > guadec-list mailing list > guadec-list@gnome.org > https://mail.gnome.org/mailman/listinfo/guadec-list signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
Re: [guadec-list] Other Meal options?
Hi Sebastien! There was a mistake on the website. The meal option is **only** for the core days and **not** for Monday and the following days. Sorry for the confusion! Sebastian On Thu, 2019-07-18 at 11:10 +0200, Sebastien Bacher wrote: > Hey there, > > The registration has one fixed price 'meal option', is it also possible > to pay on site/per day for those who are not coming for the full event > but e.g only for the core days? If not is there any other food option > near the conference/outside? signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
[guadec-list] Meeting minutes 2019-06-25
https://wiki.gnome.org/GUADEC/2019/Meetings/20190625 == Meeting minutes 2019-06-25 11:00 UTC == === Attendees === * Kristi * Stathis * Sebastian * Vivia * Tom === Agenda === * Last week's action items * Registration * Visa Invitation letter * Website content * Day trips proposals * Food Catering * Sponsors * Picknick * Teckids * Design * Badges * Next meeting === Last week's action items === * '''ACTION''': Kat and Caroline to work together on the badge design - in progress * '''ACTION''': Stathis, Vivia: University contract - no update (next week) * '''ACTION''': Kat and Britt put together a plan for a photo policy and implementation of it - in progress (priority) * '''ACTION''': Kat follow up on privacy concerns over public speaker list on openevent - in progress * '''ACTION''': Sebastian to publish old minutes on https://wiki.gnome.org/GUADEC/2019 and send emails - slowly happening * '''ACTION''': Kristi to talk to Neil about the potential keynote and update the team, also will reply to the person - waiting from the papers team (closing keynote) * '''ACTION''': Kristi to follow up regarding sponsored dinners - in progress and Sebastian on sponsored dinner options- university proposed to look up options for evening events, sent out email yesterday for update but no reply yet. * '''ACTION''': Sebastian to follow up with the university for the potential place of the D&I dinner (15-20 people) * '''ACTION''': Kat to move guadec-volunteers list to Discourse - https://discourse.gnome.org/t/adding-new-categories/1159 - in progress. * '''ACTION''': Vivia to ask Federico for more information on the content of the incident response training from Sage, whether it's based on US law or EU law and when it take place - in progress * '''ACTION''': Kat to give Britt access to speakers by end of the week- done * '''ACTION''': Kristi to file a task for promoting the uni and ask Britt/Claudio/whoever to publish some content- done * '''ACTION''': Kristi to coordinate with Molly sponsorship promotion and logos- sent the email to molly and claudio and they will coordinate * '''ACTION''': Kristi to CC Kat in discussions with Jona - in progress * '''ACTION''': Britt to talk to Molly about including sponsors in the app * '''ACTION''': Design: Kat to get the conversation going and introduce Caroline to the printers * '''ACTION''': Catering: Vivia to confirm when we need to pay - todo * '''ACTION''': Catering: Vivia to confirm the food labelling & that there will be a vegan and gluten-free options for coffee breaks and lunches & then follow up on website update === Minutes === * Registration * https://etherpad.gnome.org/p/registrationGUADEC * '''ACTION''': Kristi to ask Kat how the accomodation will happen and the payment proccedures. * '''ACTION''': Kristi to ping Kat and Britt for the photo policy to inculde that in the registration. * Visa Invitation letter * Claudio is looking and will taking care of he visa . * '''ACTION''': Stathis to assist Claudio with more information on visa regime to enter Greece. * Website content * '''ACTION''': Claudio to take care of it and update with the support of others. * Now working on Visa letter. * Day trips proposals: * '''ACTION''': Kristi will ask for cheaper options(maybe like the first option without the wine tasting) * '''ACTION''': We can ask them for football options (small field) evening activity on the core days. * Food Catering * '''ACTION''': Vivia will follow up with the food catering this week on when we will need to pay and food labeling and check gluten-free options for coffee breaks and lunches * Sponsors: * '''ACTION''': Kristi to update Molly for the logos on the badges. * Reminder to contact Collabora too * Picnic: * '''ACTION''': in one of the core days we can organize picnics after the core days like the football activity. * Where and What exactly we will organize. * Teckids: * '''ACTION''': Sebastian to reply them with an apology for the late response. * Design * https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/37 * '''ACTION''': all to have a look at the tshirts and share the thoughts for their favourites https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/37 * Badges * https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/56 * General preference for second option * '''ACTION''': Caroline to propose sizes for second badge * '''ACTION''': Kat to look into suppliers forprinting * '''ACTION''': Kristi to ask Molly to update and ack with current sponsors that the logos will be on the programme rather than the badge (Platinum will stay on badge as well) * Next meeting: * https://framadate.org/krfNSH5dnGy9uBfE * Poll already out for the meeting in the first week of July. signature.asc Description: This is a digitally signed message part ___
[guadec-list] Meeting minutes 2019-06-13
https://wiki.gnome.org/GUADEC/2019/Meetings/20190613 == Meeting minutes 2019-06-13 8:00 UTC == === Attendees ==+ * Kat * Kristi * Vivia * Sebastian * Stathis * Ben === Agenda === * Accommodation * Website * Design * ACTION: Stathis to look into cost of printing for: * Talk schedule * Workshops * Registration * Visa invitation letters - https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/15 * Food Catering * Dates to remember from university - add these to gitlab as well * Sponsors * Volunteers for during the conference * Code of Conduct Incident Response training possibility from Sage Sharp (via Federico) * Next meeting === Last week's action items === * '''ACTION''': Kristi working on ideas for things to do in Thessaloniki (based on bid document) - in progress * '''ACTION''': Tom/Kat need to ensure that additional fields are in openevent - openevent updated, Kat to look into whether it's good enough now and make an executive decision on the next steps * '''ACTION''': Kat and Caroline to work together on the badge design - Pending on a rough event outline * '''ACTION''': Stathis to check about accommodation for Keynote speaker (where he'd like to stay, at a hotel or with everyone else) - Stathis will create issue with info so we can get hold of the speaker if we need to * '''ACTION''': Stathis, Vivia: University contract - uni said it's in progress * '''ACTION''': Kat and Britt put together a plan for a photo policy and implementation of it - in progress * '''ACTION''': Kat follow up on privacy concerns over public speaker list on openevent - no updates * '''ACTION''': Sponsorship: Kristi to talk to Molly. Either Molly will attend calls or send emails to the private guadec-organization list - done * '''ACTION''': Sebastian to publish old minutes on https://wiki.gnome.org/GUADEC/2019 and send emails - in progress * '''ACTION''': Sebastian to get Kat photos of the auditorium/rooms for the photo policy - done https://people.gnome.org/~federico/misc/University-of-Macedonia/P1030437.JPG https://people.gnome.org/~federico/misc/University-of-Macedonia/P1030438.JPG https://people.gnome.org/~federico/misc/University-of-Macedonia/P1030442.JPG https://people.gnome.org/~federico/misc/University-of-Macedonia/P1030453.JPG * '''ACTION''': Kristi to talk to Neil about the potential keynote and update the team, also will reply to the person - Neil says he proposed it but didn't confirm it, Kat to talk to * '''ACTION''': Kat to follow up with Meg about members of the papers team - no update * '''ACTION''': Kristi to follow up regarding sponsored dinners - in progress * '''ACTION''': Kat to reach out about workshop ideas - Flatpack, Design, GitLab integration, Docs - in progress; XR, Newcomer and GStreamer/GTK/Rust confirmed * '''ACTION''': Kristi will ask the university to email guadec-organization instead of emailing her directly - done * '''ACTION''': Stathis to ask the University exactly what the sponsor (and who they are) wants printed on the lanyards - we need to print the lanyards ourselves, there is a company that wants to sponsor them * '''ACTION''': Kristi to send an email to university with our feedback on day trips - done * '''ACTION''': Kat to send an email asking for help with updating and putting information on the website - done, we had a number of responses and decided to go with Claudio as the main point of contact === Minutes === * Accommodation * Stathis met the manager and they are preparing the contract. * They need to know the Foundation address * Contact incoming * Website * Claudio has volunteered to keep an eye on it * Kat has set it up * Kristi an also submit updates now * Design * Postponed to next week * '''ACTION''': Stathis to look into cost of printing for: * Standard sized roller banners * A1/A2/A4 sheets * Talk schedule * In progress, no updates * Workshops * Flatpak - attendance was low last few years * Newcomer - could be better in hackfest days * GStreamer/GTK/Rust - confirmed * Design - in progress * Gitlab integreation - in progress * Docs - in progress * Non-violent communication - Kristi is looking into this * Imposter sindrome & unconcious bias - Jona Azizaj for 1:30-2h * Registration * Kristi talked to Andrea, not feasable for it to do what we want it to * We need to come up with a way to use a form in the end * Visa invitation letters - https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/15 * '''ACTION''': Stathis will follow up for more information on visa invitations - https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/15 * Food Catering * University wants to know how to handle it * We need to put together: number of meals per day and types of meals * '''ACTION''': Vivia to confirm cost of meals to attendees * '''ACTION''': Vivia to confirm when we need to pay * Our requi
[guadec-list] Meeting minutes 2019-06-03
https://wiki.gnome.org/GUADEC/2019/Meetings/20190603 = Meeting minutes 2019-06-03 10:00 UTC = == Attending == * Kat * Kristi * Vivia * Stathis * Tom == Old action items == * '''ACTION:''' Kristi working on ideas for things to do in Thessaloniki (based on bid document) - Done * '''ACTION:''' Tom/Kat need to ensure that additional fields are in openevent - av can help us out, Tom to coordinate with av * '''ACTION:''' Tom/Kat to discuss alternatives for openevent as custom fields can't be added - no updates * '''ACTION:''' Kat and Caroline to work together on the badge design - Pending on a rough event outline * '''ACTION:''' Stathis to check about accommodation for Keynote speaker (where he'd like to stay, at a hotel or with everyone else) - prefers hotel - Stathis to confirm booking and share details with the speaker * '''ACTION:''' Stathis, Vivia: University contract - no update, Vivia followed up, will call/talk to a human * '''ACTION:''' Kat and Britt put together a plan for a photo policy and implementation of it - no update (no Britt in call) * '''ACTION:''' Kat follow up on privacy concerns over public speaker list on openevent - no updates * '''ACTION:''' Sponsorship: Kristi to talk to Molly. Either Molly will attend calls or send emails to the private guadec-organization list - Kristi will follow up with Molly * '''ACTION:''' Sebastian to publish old minutes on https://wiki.gnome.org/GUADEC/2019 and send emails - no updates, will pick up in the next dates * '''ACTION:''' Sebastian to get Kat photos of the auditorium/rooms for the photo policy (This may help - https://www.flickr.com/photos/128617711@N04/albums /72157648544597423 Tom) - no updates * '''ACTION:''' Kristi to talk to Neil about the potential keynote and update the team, also will reply to the person - no reply from Neil * '''ACTION:''' Kat to follow up with Meg about members of the papers team - no update * '''ACTION:''' Kristi to send Sebastian Molly's email address - done * '''ACTION:''' Kristi to follow up regarding sponsored dinners - in progress * '''ACTION:''' Kat to reach out about workshop ideas (Sebastian to do the GStreamer one) - Newcomer, Flatpack, Design, GitLab integration, XR design, Docs - in progress, XR and GStreamer confirmed * '''ACTION:''' Kristi will ask the university to email guadec-organization instead of emailing her directly - no update == Agenda == * Last week's action items * University to sponsor lanyards * Day trips and visiting Thessaloniki * New talk proposal submissions * Next meeting == Minutes == * University to sponsor lanyards * University have a sponsor who would like to pay for lanyards * Need to discuss with Molly because of the disparity in the cost of sponsorship vs. exposure compared to other sponsors * '''ACTION:''' Stathis to ask the University exactly what the sponsor (and who they are) wants printed on the lanyards * Day trips and visiting Thessaloniki * Email sent to guadec-organization, * Someone local will help with suggestions for vegan and vegetarian options * €100 is too expensive for maany attendees, but the cheaper options look great * Maybe look at a beach trip with free stuff to do around a location (like a beach bar) * '''ACTION:''' Kristi to send an email to university with our feedback on day trips * New talk proposal submissions * Not possible, paper submissions closed * Accommodation * '''ACTION:''' Stathis will visit the hostel tomorrow to figure out what's happening * Website * '''ACTION:''' Kat to send an email asking for help with updating and putting information on there * Design * We need to start thinking about signage, banners, etc. * Next meeting * Add "Diversity and inclusion activities" to the agenda * '''ACTION:''' Kristi will send out poll today signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
[guadec-list] Meeting minutes 2019-04-10
https://wiki.gnome.org/GUADEC/2019/Meetings/20190410 = Meeting minutes 2019-04-10 20:00 UTC = == Minutes == * CFP update from Tom * The legacy version of openevent is ready * We are ready to announce it tomorrow (2019-04-11) * Hopefully next week we'll announce the registration for users * Childcare support * University covers it * '''ACTION''': Kristi: We have to tell them the ages of the children * The price of the tickets (for registration) * '''ACTION''': Kristi will open a Gitlab issue about the different options for tickets (prices etc) * Free room for staff * University provides that as well * Regarding registration * Question about the accomodation * TC will take care the accomodation of the people that will ask about sponsorship. The rest of the rooms will be bought directly. If we don't clear this before we open the registrations, we have to mention about this to the hostel. signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
[guadec-list] Meeting minutes 2019-04-02
https://wiki.gnome.org/GUADEC/2019/Meetings/20190402 = Meeting minutes 2019-04-02 20:00 UTC = == Minutes == * Professional Photographer for GUADEC 2019 (#48) * '''ACTION''': Stathis will contact Nikos for the licenses of the photos * CFP will have some news during the week * Tom will take of care the registration and cfp submissions issue on open event * Kristi will see a backup plan for open event * '''ACTION''': LOCALS: will propose a restaurant for women dinner * SOCIAL pre-registration: waiting UoM for proposal * Banners: will have something next month (maybe May) * Lanyards: Sponsored by a company that UoM got. Will have an answer as soon as they get an answer signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
[guadec-list] Meeting minutes 2019-05-28
https://wiki.gnome.org/GUADEC/2019/Meetings/20190528 = Meeting minutes 2019-05-28 17:00 UTC = == Attending == * Ben * Britt * Sebastian * Vivia * Kat * Kristi == Old action items == * ACTION: Kristi working on ideas for things to do in Thessaloniki (based on bid document) - draft done, will share with guadec-list * ACTION: Tom/Kat need to ensure that additional fields are in openevent - Kristi to reach out to av (& maybe others) * ACTION: Tom/Kat to discuss alternatives for openevent as custom fields can't be added - no updates * ACTION: Kat and Caroline to work together on the badge design - Pending on a rough event outline * ACTION: Stathis to check about accommodation for Keynote speaker (where he'd like to stay, at a hotel or with everyone else) - no update * ACTION: Stathis, Vivia: University contract - no update, Vivia to ping back * ACTION: Stathis checking accommodation - no update * ACTION: Kat and Britt put together a plan for a photo policy and implementation of it - no update, Britt to reach out to the photographer by next week * ACTION: Kat follow up on privacy concerns over public speaker list on openevent - no updates * ACTION: Sponsorship: Kristi to talk to Molly. Either Molly will attend calls or send emails to the private guadec-organization list - some sponsors found already, Kristi to liaise between Molly and the team, Molly to send update by Sunday to the guadec-organization list * ACTION: Sebastian to publish old minutes on https://wiki.gnome.org/GUADEC/2019 and send emails - no updates, will pick up in the next dates * ACTION: Sebastian to get Kat photos of the auditorium/rooms for the photo policy (This may help - https://www.flickr.com/photos/128617711@N04/albums/72157648544597423 Tom) - no updates * ACTION: Kristi to forward email from UoM about what they would like from us regarding promoting them - done == Agenda == * Last week's action items * Email from potention keynote speaker * Updates from papers team * Day Trips * Meals: maybe have attendees pay by bank transfer? No meals on secondary days? When would the sessions start/end? * Workshops * Next meeting == Minutes == * Email from potential keynote speaker * Neil maybe promissed a keynote to someone we didn't know about * '''ACTION''': Kristi to talk to Neil about the potential keynote and update the team, also will reply to the person * Updates from papers team * Meg reached out to Kristi about team members * '''ACTION''': Kat to follow up with Meg * Day trips * Mariet from the university sent out some options for day trips * Options include trip within Thessaloniki * Other options include Chalkidiki (very good beach destination) * Mariet would like a final decision by 15th June * '''ACTION''': Kristi to share day trip options with team * Meals: maybe have attendees pay by bank transfer? No meals on secondary days? When would the sessions start/end? * University want the talk schedule (OK to have the information by end of next week? ACTION: Vivia to ask) * (aim for 1-2pm for lunch break) * '''ACTION''': Kat to give rough outline on schedule * Not easy to do bank transfer for US/Canada/Brazil, ask if we can put it as a separate ticket * Gala dinner on Friday or Saturday * '''ACTION''': Kristi to Send Sebastian Molly's email address * '''ACTION''': Kristi to follow up regarding sponsored dinners * Workshops * Half day: 3h, full day: 6h * Do we want to run workshops the day before GUADEC? * '''ACTION''': Might not be able to add rooms (3?), Vivia will check * Ideas for workshops: * Newcomer - Carlos * GStreamer - Sebastian * Flatpack - Alex? * Design (inc mobile) - Purism? * GitLab integration - CI & extensions * XR design workshop - Collabora * Docs - Shaun/Petr * '''ACTION''': Kat to reach out about workshop ideas (Sebastian to do the GStreamer one) * University contact * Kristi is currently the point of contact * '''ACTION''': Kristi will ask the university to email guadec-organization instead * Next metting * '''ACTION''': Kristi will start a poll signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
[guadec-list] Meeting minutes 2019-05-20
https://wiki.gnome.org/GUADEC/2019/Meetings/20190520 = Meeting minutes 2019-05-20 16:00 UTC = == Attending == * Kristi * Sebastian * Tom * Kat * Ben == Old action items == * ACTION: Kristi working on ideas for things to do in Thessaloniki (based on bid document) - in progress, review next week * ACTION: Tom/Kat need to ensure that additional fields are in openevent - Kat had a brief look, Tom says to look at alternative solutions * ACTION: Kat and Caroline to work together on the badge design - Pending on a rough event outline * ACTION: Stathis to check about accommodation for Keynote speaker (where he'd like to stay, at a hotel or with everyone else) - either is ok, we need to discuss and make a decision * ACTION: Stathis, Vivia: University contract - no updates * ACTION: Stathis checking accommodation - sent an email, no reply yet * ACTION: Kat (and?) put together a plan for a photo policy and implementation of it - no updates * ACTION: Britt to manage photographer - Kristi to put Britt in contact with him - done * ACTION: Kat follow up on privacy concerns over public speaker list on openevent - no updates, Kristi to send info to Kat in PM * ACTION: Sponsorship: Kristi to talk to Molly. Either Molly will attend calls or send emails to the private guadec-organization list - message sent, Molly is waiting for Neil to forward more information to her * ACTION: Kristi follow up with Carlos about newcomers dinner - done, Carlos will organise everything * ACTION: Sebastian to publish old minutes on https://wiki.gnome.org/GUADEC/2019 and send emails - still more to do, good progress * ACTION: Kristi/Sebastian will share with Kat who is on the papers team they put together to merge both teams - done == Agenda == * Last week's action items * Updates from papers team * Email from UOM * Telegram channel * Time/date for next call == Minutes == * ACTION: Tom/Kat to discuss alternatives for openevent as custom fields can't be added * ACTION: Sebastian to get Kat photos of the auditorium/rooms for the photo policy * Tom: This may help - https://www.flickr.com/photos/128617711@N04/albums/72157648544597423 * Updates since last week * Updates from Papers Team * Kat has gone over the teams and will send out email to team members today or tomorrow * Kat is preparing the papers for voting * Do the Papers Team have calls? * All communications normally happen through email and the paper team usually has no calls * Email from UoM - would like to improve the online perception of the university * Would like to be presented as GUADEC co-organisers in social media * Additional badges?!? (Ask Kristi to clarify) I am not sure what you mean with more badges but just to be more clear I am forwarding the email. * Something about sponsorship? UOM have already sent a large number of sponsorship requests to local sponsors (greek version). They are asking if we would like them to ask more sponsors * ACTION: Kristi to forward email from UoM about what they would like from us regarding promoting them * Bullet points of the email to have a general view on what's needed: * Would like to inprove the online presentation of the University of Macedonia as much as possible, seeing that the conference will take place at the University premises. This will also enable them to better promote the Conference to all those interested in participating, both inside and outside the University campus. * More info about the city of Thessaloniki needed by us from them? * Additional questions: * Which date exactly will the registration option open for participants? * Regarding the excursions/tours and gala dinner options; will there be a special section on the website for these and if so will we need the related info to be in a specific form? I.e, I am preparing google forms for all excursions/tours offered: will this format be compatible with our webpage tools? * Telegram channel * Kristi suggested a telegram channel for organisers as a backup for when Matrix or IRC fails (Kristi has been having issues with receiving messages) * Concerns of team splitting over two protocols * ACTION: We'll try to help Kristi debug issues over chat and will revisit topic if that doesn't work out * Meeting time for next week * Kristi to send out meeting poll for next week signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
[guadec-list] Meeting minutes 2019-04-23
https://wiki.gnome.org/GUADEC/2019/Meetings/20190423 = Meeting minutes 2019-04-23 19:30 UTC = == Attending == * Kristi * Sebastian * Vivia * Tom * Stathis == Old action items == * '''ACTION''': None == Agenda == * Status update for open tasks == Minutes == * Ticket tiers: Free (limited amount, with code), Student (15€), Hobbyist (35€), Professional (150€), Corporate (300€) * OpenEvent doesn't let us have additional options for food choice or childcare * We are discouraged from having people buy ticket at the venue because they have to charge VAT * We could have the meal as a separate ticket, maybe only for lowest tiers * We can use a Google Form (or something similar) for that purpose. * '''ACTION''': Kristi to search for an open source alternative (SurveyMonkey?). * '''ACTION''': Tom to add it to the tickets * '''ACTION''': Kristi to write down food options in the ticket * '''ACTION''': Kristi to ask Neil or Rosanna about API keys for Stripe payment * University update * Negative answers until now from sponsors. * '''ACTION''': Stathis to contact University to let them know that we have our first sponsor, ask about pharmaceutical companies as sponsors * Food: Waiting for the tickets, to see about amount of participants etc. Beer / refreshments requested * Social event: Gala in nearby museum or University garden * University complained that they're not visible enough on social media etc, but we don't have much content there at the first place * Local GUADEC-specific SIM card needed to put in CoC etc * Deferred to July or something: some numbers expire if you don't add money every 3 months or so * GUADEC women lunch/dinner (usually sponsored), maybe 20-30 participants? * Deferred: Can be done up to something like a week in advance. Vivia has some possible ideas from the hackfests * Best to try to find a place that will offer vegan/ gluten free / etc * Day trip * We will have a Google form from University about pre-ordering. They are waiting for information from us to finalise it. * Looking at 3 options: Day trip in Thessaloniki, in Chalkidiki, sailboat day. We will decide based on prices etc when we have that information * Design * Caroline potentially not available * We have some more time, for banner etc we need the final sponsors * Update from paper committee * ebassi, kristi, and kat only currently. Looking to get more people from the organising team. We should feel free to email Kristi and ask for access * slomo, vivia can also help. * '''ACTION''': Kristi to tell ebassi to add them * '''ACTION''': CFP announcements are made on the engagement mailing lists, must be promoted more on social media (Kristi, Tom) signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
[guadec-list] Meeting minutes 2019-04-30
https://wiki.gnome.org/GUADEC/2019/Meetings/20190430 = Meeting minutes 2019-04-30 19:30 UTC = == Attending == * Kristi * Sebastian * Stathis == Old action items == * '''ACTION''': Kristi to write down food options in the ticket (DONE) * '''ACTION''': Kristi to ask Neil or Rosanna about API keys for Stripe payment (DONE) * '''ACTION''': Stathis to contact University to let them know that we have our first sponsor, ask about pharmaceutical companies as sponsors (DONE) * '''ACTION''': Kristi to tell ebassi to add Vivia/Sebastian to papers committee list (DONE) * '''ACTION''': Kristi, Tom: CFP announcements are made on the engagement mailing lists, must be promoted more on social media (DONE) == Agenda == * Short call for status update == Minutes == * '''ACTION''': Stathis to ask univeristy for the square meters of the space for the booths and reply the email. * Stathis: They replied that the space can fit up to 10 tables. * Reduced fee or free for non profit org * Women dinner 25-30 people signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
[guadec-list] Meeting minutes 2019-05-07
https://wiki.gnome.org/GUADEC/2019/Meetings/20190507 = Meeting minutes 2019-05-07 19:30 UTC = == Attending == * Kristi * Sebastian * Vivia * Tom == Old action items == * '''ACTION''': Stathis to ask univeristy for the square meters of the space for the booths and reply the email. * They replied that the space can fit up to 10 tables. == Agenda == * Go through issues board and check if everything is taken care off: https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/boards * Sebastian: Short update on video recording situation == Minutes == * Sebastian/Vivia have access to submitted proposals * '''ACTION''': Look at proposals, prepare for discussion in meeting next week (Mon 19:30 UTC) * '''ACTION''': Sebastian update Gitlab tickets about video recording * '''ACTION''': Vivia to check with university regarding keynote speaker travel booking (DONE) AND signing a contract * '''ACTION''': Kristi to see the organization of AGM * '''ACTION''': Kristi: Invitation letter * '''ACTION''': Things to do in Thessaloniki (Vivia) Bid (Kristi ) * '''ACTION''': Kristi: Ping Tom for Attandes mailing lists * '''ACTION''': Kristi: Carlos for newcomers * '''ACTION''': Kristi: Bastian for artwork * Paper Committee discussions signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
[guadec-list] Meeting minutes 2019-05-14
https://wiki.gnome.org/GUADEC/2019/Meetings/20190514 = Meeting minutes 2019-05-14 20:30 UTC = == Attending == * Sebastian * Vivia * Kat * Luna (bittin) * Kristi * Britt * Tom * Stathis == Old action items == * ACTION: Look at proposals, prepare for discussion in meeting next week (DONE) * ACTION: Sebastian update Gitlab tickets about video recording (DONE) * ACTION: Vivia to check with university regarding keynote speaker travel booking (DONE) AND signing a contract (TBD) * ACTION: Kristi to see the organization of AGM (TBD) * ACTION: Visa Invitation letter (TBD) * ACTION: Things to do in Thessaloniki (Vivia, DONE) Bid (Kristi, TBD) * ACTION: Ping Tom for Attandes mailing lists (DONE) * ACTION: Carlos for newcomers (TBD) * ACTION: Bastian for video artwork (DONE: he will be working on this) == Agenda == * Updates since last week * Publishing meeting minutes * Papers Team & paper submissions * Time/date for next call == Minutes == * Updates since last week * Last week reviewed board. * Kristi working on ideas for things to do in Thessaloniki * Many things can be taken from the [[https://wiki.gnome.org/GUADEC/2019/Bids/Thessaloniki?action=AttachFile&do=view&target=Bid+GUADEC+2019+Thessaloniki.pdf|bid document]] * See also above * Tom has been working on the registration form * See also https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/49 * Stripe payments set up, working on integration w/ website * Need to make sure to capture all information that's needed for the badges during registration * Payment must be compulsory online * CoC checkbox must be compulsory * ACTION: Tom, Kat: Need to look into adding custom fields in the registration as there will be people who won't follow the directions and won't fill in the survey * ACTION: Kat and Caroline to work together on the badge design * Tickets: cost of registration (student, hobbyist, professional), accommodation, food * There will be 3 tickets: the ticket itself (in different categories), accommodation and lunch * Update from Keynote speaker * Flight booked * Abstract received * ACTION: Stathis to check about accommodation (where he'd like to stay, at a hotel or with everyone else) * University contract - could be done in the next week or so * ACTION: Stathis, Vivia * Accommodation * Need contract signed with the hostel and to sent the payment * ACTION: Stathis will follow up * Contracts * TODO: venue, accommodation * Done: video, photographer * Photo policy * Need to come up with a plan (separate section in the rooms, lanyards, ...) * Plan for three coloured lanyards * To add cost of shipping them to GNOME.Asia * Britt to share photo of lanyard vendor from LAS and colour suggestions and photo * Area of conference room which is "no photos" zone * ACTION: Kat (and?) Go over policy from previous GUADECs * ACTION: Britt to manage photographer - Kristi to put Britt in contact with him * OpenEvent problem: when speakers register and submit proposal - privacy concerns about list of (potential) speakers being public * ACTION: Kat asked, to follow up * Sponsors confirmed? * Sponsorship brochure on website * Molly will take care of following up with sponsors * ACTION: Kristi: Either Molly will attend calls or send emails to the private guadec-organization list * Pre-pre registration event for newcomers (https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/42) * ACTION: Kristi talked to Carlos, he'll get back with details some time this week * Publishing meeting minutes * ACTION: Sebastian to publish old minutes on https://wiki.gnome.org/GUADEC/2019 * ACTION: Sebastian to send email about minutes being published * Papers Team & paper submissions * We ended up with two teams * ACTION: Kristi/Sebastian will share with Kat who is on the team they put together * Continue using voting system from previous years but replace online votes with spreadsheet * CoC update * Kristi sent the link to the CoC team and they're ok with it * CoC team will let local team know if any changes are needed * Registration * Team will test "live" version before announcing it as open * Time/date for next call * Send around a new poll to decide on a time * https://framadate.org/JaNdNUTa3v5GEPU6 signature.asc Description: This is a digitally signed message part ___ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list
