[guadec-list] Minutes of GUADEC team meeting 2017-02-08

[Sam Thursfield <ssssam gmail com>]

These minutes are also available here:
https://wiki.gnome.org/GUADEC/2017/Meetings/20170208

Core team meeting 2017-02-08, in Google Hangout

== Present ==

 * AllanDay
 * AlbertoRuiz
 * SamThursfield

== Absent ==

 * JavierJardon

== Actions ==

 * Sam to copy 2016 code of conduct (done:
https://2017.guadec.org/code-of-conduct/)
 * Sam to announce the dates on foundation-announce gnome org (done)
 * Everyone to think about ongoing announcement/promotion:
https://wiki.gnome.org/GUADEC/2017/Announce
 * Allan to send off personal details form for the bank

Separate registration to-do list: https://etherpad.gnome.org/p/guadec-reg-todo

== Meeting summary ==

*These minutes are incomplete due to internet connectivity issues*

=== Announcement / promotion / outreach ===

Two questions:

 * where to send the announcement
 * what message we send

"Where" ideas are collected here: https://wiki.gnome.org/GUADEC/2017/Announce

We want to promote the conference as something beyond just GNOME, and
invite talks and attendees from the wider UK technology community.
At the same time, we don't want to "mis-sell" the conference to people
or stop it being useful for GNOME.

One thing we could do is ask for talk submissions as part of our
outreach to other groups.

We don't need to block announcing the dates to foundation-announce@ on
this, let's do that today.

=== Registration ===

==== PayPal ====

Allan confirmed we can use the GNOME Foundation's existing PayPal
account for registration fees.

==== Code of Conduct ====

We need a code of conduct before registration can open, so people know
what they're agreeing to.

GNOME has a code-of-conduct working group but this is not ready for us
to use yet.

The [[http://2016.guadec.org/code-of-conduct|2016 code of conduct]]
seemed to work well enough and we are happy to reuse that.

Alberto is keen to have a separate "code of conduct team" at the
conference with folk who are more experienced in this area than the
local team. Last year the contacts included AllisonLortie
and StefWalter (who were not on the local organising team). Local
people are also needed on this team of course.

==== Call for Paper deadline ====

We have 23rd April listed as the CfP deadline. This was discussed in IRC
and the date was given by Kat, but I can't remember the exact rationale.
Allan thinks April 23rd is too early.

==== regcfp system ====

A test instance of regcfp is ready at https://test-guadec2017-regcfp.gnome.org/

Rough to do list: https://etherpad.gnome.org/p/guadec-reg-todo

We are also keen to get registration open soon. The main driver is
accommodation bookings: we have only a small number of rooms at the
University available, and if these fill up early enough we might be able
to secure more.

Allan has identified a number of design issues that we hadn't considered
before, mainly that there are a lot of steps to reach the actual registration
form, and various other options are presented along the way.

=== Sponsors ===

Neil McGovern is joining GNOME as Executive Director on the 15th
February. Alberto will wait to involve Neil in future conversations with
potential sponsors.

=== Bank account ===

The bank requested that Allan fill out a personal details form, which
he's doing.

=== Conference brochure ===

All is quiet on the GNOME.Asia front -- we can't ask for sponsorship
for that if we're not sure if the event will happen.

It's also not confirmed whether LAS will happen this year.

=== Keynotes ===

We will start contacting people. There have been no suggestions on the
mailing list yet.

== Next Meeting ==

Next meeting will be Monday 13th, 18:00 UTC in https://meet.jit.si/guadec2017