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 €20000 * 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 _______________________________________________ guadec-list mailing list guadec-list@gnome.org https://mail.gnome.org/mailman/listinfo/guadec-list