= 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 _______________________________________________ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list