[guadec-list] Meeting minutes 2018-11-28

[Ekaterina Gerasimova <kittykat3756 gmail com>]

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