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
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