Minutes for Meeting of July 18th, 2011

Next Meeting

• August 1st, 2011 - 14:00 UTC

Attending

• Andreas Nilsson
• Bob Murphy
• Chema Casanova
• Christophe Fergeau
• Dave Neary
• Emily Chen
• Emmanuele Bassi
• Florian Nadge
• Karen Sandler
• Koen Martens
• Matteo Nunziati
• Petr Kovar

• Shaun McCance

• Tomas Bzatek

Meeting Minutes

• Review/Update/Question current bids for GUADEC 2012 one by one.
  • A Coruña Bid
    • Update from Chema Casanova :
      • Increasing the local support from different entities: Galician, Spanish FLOSS companies and CENATIC

      • Currently big possibilities from companies in Spain are from Igalia and OpenShine to whom we have already talked and are current Desktop Summit Sponsors.

      • Public administrations use to publish yearly subsidies, organizor team have experiecne on it
    • Questions to A Coruña Bid :
      • What are the train links like to other cities with larger airports?
        • - There are train links to Madrid and Barcelona.
      • What is typical travel time to those cities by train?
        • - Madrid will be at the time of GUADEC in 5 hours time from coruña. Connections to barcelona are usually by plane,with low-cost airlinines as vueling.Coruña has direct link by Bus to this airport
      • Will the venue be free ?
        • - The venue will be free, as GPUL is an association in the University we have access to the resources of the University, we have enclosed a letter from the Dean of the Faculty of Computer Science and the Rector of the University to increase the commitment of the University.
      • how extensive is the bus system to get around A Coruña? Do they operate frequently? incompatible encoding
        • - People attending GUADEC wille use the Universitary bus line, this has a frecuency during the month of July of a bus every 20 minutes
      • How many GNOME developers/Users from local?
        • - Many of the people that has been included in the bid as local team have already participated in the GNOME 3.0 launching party.
        • - And the organization has already organized two editions on GUADEC-ES in 2005 and 2010.
        • - We have in the LUG some people involved in the KDE community that's why we organized the first edition of GUADEMY in 2007,The support of developers will be supported mainly from Igalia staff. Igalia headquarters are in A Coruña.
        • - Got the support of GNOME HISPANO
  • Brno (CZ)
    • Update from Petr Kovar:
    • Confirmed support from all local groups and companies
    • Technical University of Brno, and City of Brno will be cohosting the conference
    • mapped traveling times from the airports in the closer area.
    • venue and staff will be free of charge, only the energy bill might have to be paid
    • Public transport in Brno is extensive and extremely reliable.
    • All hotels and other accommodation are either in or close to the center and in easy reach of the venue.
    • Questions:
      • How about GNOME developers/Users from local community?
        • - Our committee has at the moment around 15 people. All are active contributors.
        • - About users from our local community: they are many, including gnome developers from red hat, suse, openismus
        • - 70% percentage of the committee are from red hat?
        • - There are active communities around distributions that are interested in providing support for the conference, including czech ubuntu community
  • Lyon (F)
    • No update from Dave. Questions:
      • Will the venue be free?
        • - It's Summer time in the university now, so we won't be able to confirm 100% a free venue until September; But they are partnering with Colibre, and we have 3 members of staff from Lyon 2 on our organising team
      • How about GNOME developers/Users from local community?
        • - The great thing about the Lyon bid is the breadth of support. Lyon has a great LUG, and they're fully behind the bid. Many of them are GNOME users, of course;
        • - We also have a significant GNOME contributor presence;
        • - We also have buy-in from PLOSS Rhone-Alpes, a collection of 25 companies working in free software in the region;

        • - Bringing us potential sponsorship, great connections with the city & the region, and also a great network for things like party venues, infrastructure providers, etc

        • - And the major selling point of Lyon compared to the others is, of course, how well served the city is by aiur
      • How about the core organizor team ? How about volunteers ? Who are they ?
        • - The core organising team will be myself, bringing a little bit of GUADEC experience to the table, Vincent Mabillot from Lyon 2, who will help us deal with the unioversity, and will also be providing students for marketing tasks during the year as college projects. The two of us will head a larger team made up of Vincent Untz, Didier Roche, a team from the local LUG (they're deciding who will be taking it on, but Encolpe Degoute and Vanessa David have committed to help already), with a healthy amount of support from PLOSS Rhone-Alpes.
        • - The idea of a small core team of 3-4 people works best in my opinion, with the team growing as it needs to

        • - The papers process will be delegated to GNOME, as usual , as will fundraising & sponsorship from our main partners

        • - We'll take care of local sponsorship & grants requests

New Items

On Going Items

• [All] - Every committee member please your name and role at http://live.gnome.org/GUADEC/CommitteeMembers

Closed Items

IRC log

• [06:59am] andreasn joined the chat room.
• [06:59am] bobert: Hello all
• [06:59am] andreasn: hello
• [06:59am] shaunm: hi
• [06:59am] karenesq: hi!
• [06:59am] txenoo: hi
• [07:00am] emily: hello all
• [07:00am] ebassi: hey everyone
• [07:00am] tbzatek: hi
• [07:00am] fnadge1: Hi
• [07:00am] pmkovar1: Hi!
• [07:00am] emily: Good to see everyone is here. we are going to have our GUADEC Committee meeting now

• [07:00am] emily: Today's meeting agenda: https://live.gnome.org/Upcoming%20Meeting%20Agenda

• [07:00am] pmkovar left the chat room. (Ping timeout: 600 seconds)

• [07:01am] emily: All the current bids: https://live.gnome.org/GUADEC/2012/Bids

• [07:01am] karenesq: they're excellent bids!
• [07:01am] emily: The meeting is to discuss/ give update/ give feedback between Bid review team and bid sumbitted team.
• [07:02am] teuf: hey
• [07:03am] emily: Are all bid submit team here ?
• [07:03am] emily: For Brno's bid, pmkovar1 is here
• [07:03am] emily: For Lyon's bid, Dave is here
• [07:03am] txenoo: From Coruña's bid, it's me
• [07:04am] emily: Great
• [07:04am] • tbzatek belongs to Brno too, as well as fnadge1
• [07:04am] tbzatek: other folks are on vacation
• [07:06am] emily: Do we want to review/update bids one by one ?
• [07:06am] emily: To give update/ ask feedback for each bid ?
• [07:07am] bobert: That sounds good
• [07:08am] tbzatek: sure
• [07:08am] emily: We have bid review team here(Current Board), you can ask questions to board about your bid
• [07:08am] emily: OK, start from A Coru?a , then Brno (CZ) ; then Lyon (F)
• [07:09am] txenoo: ok
• [07:09am] txenoo: so it's my turn
• [07:09am] emily: 1. A Coru?a bid
• [07:09am] txenoo: I would like to give some update since the moment we sent the proposal

• [07:09am] emily: please <txenoo>

• [07:10am] txenoo: we have been working in increasing the local support from different entities
• [07:11am] txenoo: we have contacted to the Galician and Spanish FLOSS companies association and we have received an ok from Galician one to support our bid
• [07:12am] txenoo: we have done the same with CENATIC, the public foundation in Spain that deals with anything related to Free Software, we are still in conversations but their intetion is to support us.
• [07:13am] txenoo: From the other point we have started to review different possibilities of public grants to support the organization of the conference next year
• [07:14am] txenoo: And we have a possibility of having some funds from our association to start working in the organization as soon as possible if our bid is selected.
• [07:14am] emily: 'support' from other association means co-host, organize, sponsorship ?
• [07:15am] txenoo: This funds will be provided by University, regional government and own funds of the association.
• [07:15am] txenoo: Support means support in organization providing some kind help when the bid is selected.
• [07:16am] txenoo: Probably in the form of sponsorship
• [07:16am] emily: understand
• [07:16am] txenoo: Our main interest with enterprise associations is to connect with local companies
• [07:16am] txenoo: from Galicia and Spain

• [07:18am] txenoo: currently big possibilities from companies in Spain are from Igalia and OpenShine to whom we have already talked and are current Desktop Summit Sponsors.

• [07:19am] txenoo: Public administrations use to publish yearly subsidies, and we have experience dealing with them.
• [07:20am] txenoo: Other topic we have been reviewing was related to organizing the social program events after the conference
• [07:20am] txenoo: we have several nice possibilities in the city near the beach
• [07:21am] txenoo: suitable for 300-400 people
• [07:22am] txenoo: this is our update, i don't know if the committee has any doubt or we have not included something important to evaluate our bid?

• [07:22am] emily: Thanks for the update <txenoo>

• [07:23am] bobert: I'd like to ask some questions about transportation
• [07:23am] bobert: I know there's a high speed train to Santiago de Compostela. What are the train links like to other cities with larger airports?
• [07:24am] txenoo: There are train links to Madrid and Barcelona.
• [07:25am] bobert: What is typical travel time to those cities by train?
• [07:25am] txenoo: Madrid will be at the time of GUADEC in 5 hours time from coruña
• [07:25am] txenoo: Barcelona is not an option by train because times are 14h
• [07:26am] bobert: Ok
• [07:26am] txenoo: connections to barcelona are usually by plane
• [07:26am] txenoo: with low-cost airlinines as vueling
• [07:26am] txenoo: from 60€
• [07:26am] txenoo: another good option
• [07:27am] txenoo: we didn't included in the bid is the Oporto airport
• [07:27am] txenoo: Coruña has direct link by Bus to this airport
• [07:27am] txenoo: in 2-3 hours times
• [07:27am] txenoo: and this is the second airport in Portugal
• [07:28am] txenoo: In 200k we have 4 airports with different links to multiple cities in Europe (A Coruña, Santiago de Compostela, Vigo and Porto)
• [07:30am] emily: Any other questions from Bid review team ?

• [07:30am] emily: <txenoo>: Question about the venue, will the venue be free ?

• [07:32am] txenoo: The venue will be free, as GPUL is an association in the University we have access to the resources of the University, we have enclosed a letter from the Dean of the Faculty of Computer Science and the Rector of the University to increase the commitment of the University.
• [07:33am] txenoo: The only expenses that should be done are related to pay the cost of staff related to opening during the weekend, but this has been done by the Faculty in all previous events we have organized. A lot of them during the weekend.
• [07:33am] emily: Good to know this
• [07:34am] emily: Any other questions ?
• [07:34am] karenesq: how extensive is the bus system to get around A Coruña? Do they operate frequently? incompatible encoding
• [07:35am] txenoo: People attending GUADEC wille use the Universitary bus line
• [07:36am] txenoo: this has a frecuency during the month of July of a bus every 20 minutes
• [07:36am] karenesq: thanks!
• [07:36am] txenoo: during the academical period times are every 5 minutes
• [07:37am] txenoo: the line connects all the areas that are near to the hotels
• [07:37am] txenoo: and we will negotiate to increase the frequencies during the conference at rush hours
• [07:37am] txenoo: we have done that in the past

• [07:38am] emily: <txenoo>: How many GNOME developers/Users from local?

• [07:38am] txenoo: bus company is flexible if they know they will have a demand.
• [07:39am] txenoo: Many of the people that has been included in the bid as local team have already participated in the GNOME 3.0 launching party.
• [07:40am] txenoo: we have in the LUG some people involved in the KDE community that's why we organized the first edition of GUADEMY in 2007
• [07:40am] txenoo: The support of developers will be supported mainly from Igalia staff
• [07:41am] txenoo: Igalia headquarters are in A Coruña, and Igalia is one of the companies sending more people to GUADEC every year.
• [07:41am] emily: Great, thanks
• [07:42am] emily: Any other question before we move to next bid ?
• [07:42am] emily: OK, next bid is : Brno (CZ)

• [07:43am] emily: <pmkovar1>, your turn

• [07:43am] pmkovar1: thanks,
• [07:43am] pmkovar1: we have confirmed support from all regional groups
• [07:44am] pmkovar1: Technical University of Brno, and City of Brno will be cohosting the conference
• [07:44am] pmkovar1: and several local companies have already signaled interest in sponsorship
• [07:45am] pmkovar1: Companies will free members of local organizing committee to work on the preparations
• [07:47am] fnadge1: We have mapped traveling times from the airports in the closer area:
• [07:47am] fnadge1: From Bratislava approximately 60 min, every 30 minutes, 8 Eur; From Vienna approximately 90 min, every 60 minutes 15 Eur; From Prague approximately 150 min, every 60 minutes 10 Eur
• [07:48am] fnadge1: About the venue:
• [07:49am] pmkovar1: venue and staff will be free of charge, only the energy bill might have to be paid
• [07:50am] pmkovar1: Public transport:
• [07:50am] fnadge1: Public transport in Brno is extensive and extremely reliable. Intervals for most public transport during day time around 5 min, In the evenings and at night 10 to 15 min. D Transport services run 24/7. All hotels and other accommodation are either in or close to the center and in easy reach of the venue
• [07:51am] fnadge1: All possible venues fo social events have been checked for capacity and the range of services offered.
• [07:53am] pmkovar1: any more questions?
• [07:53am] emily: Great, thanks for the update
• [07:54am] fnadge1:
• [07:54am] emily: Question time
• [07:55am] emily: The same question, how many GNOME people are local here ?
• [07:56am] fnadge1: Active contributors in our group or in general?
• [07:57am] emily: yes
• [07:57am] emily: GNOME developers/Users from local community
• [07:57am] fnadge1: Our committee has at the moment around 15 people. All are active contributors.
• [07:58am] pmkovar1: about users from our local community: they are many, including gnome developers from red hat, suse, openismus
• [07:58am] karenesq: fnadge1, I'm wondering, what percentage of the committee are from red hat?
• [07:58am] emily: Great
• [07:59am] fnadge1: around 50%
• [07:59am] karenesq: thanks
• [07:59am] fnadge1: stop, just was corrected 70%
• [07:59am] pmkovar1: also there active communities around distributions that are interested in providing support for the conference, including czech ubuntu community
• [08:00am] fnadge1: sure, czech ubuntu, czech opensuse, fedora
• [08:01am] pmkovar1: among others are czech lug, liberix - a non-profit, student union from the technical university, and soit, a non-profit from slovakia
• [08:02am] emily: Any other questions for Brno's bid ?
• [08:03am] emily: If no, let's move to next bid : Lyon
• [08:03am] emily: dneary, are you here ?
• [08:04am] emily: Any one from Lyon bid team besides dneary ?
• [08:05am] emily: OK, Dave can send email to give update if he has any
• [08:06am] emily: We have a good meeting today, thanks a lot for your time on the good bid.
• [08:06am] karenesq: all three of the bids show a lot of hard work
• [08:07am] emily: The Board will be act as the bid review team, and they will give score to each bid.
• [08:07am] bobert: Yes, very impressive bids
• [08:07am] ebassi: +1, congrats to all the teams
• [08:07am] ebassi: it's going to be hard to decide
• [08:07am] emily: The next GUADEC meeting will be in two weeks, August 1st
• [08:07am] dneary: emily, Not really
• [08:08am] emily: Hopefully we will have a resulty by August 1st
• [08:08am] emily: Hi dneary
• [08:08am] emily: Any update or questions for Lyon's bid ?
• [08:09am] emily: OK, our next meeting will be on August 1st, 2011 - 14:00 UTC
• [08:09am] dneary: emily, I've been waiting for any comments or questions from you guys
• [08:10am] dneary: emily, So I should really be asking you
• [08:10am] emily: OK, will the venue be free ?
• [08:11am] dneary: emily, It's Summer time in the university now, so we won't be able to confirm 100% a free venue until September
• [08:11am] andreasn: dneary, is it the same venue as LGM was in, in, hm, 2006?
• [08:11am] dneary: But... we're partnering with Colibre, and we have 3 members of staff from Lyon 2 on our organising team
• [08:11am] emily: dneary: OK.
• [08:12am] emily: Same questions to all team: How about GNOME developers/Users from local community?
• [08:12am] dneary: And I've talkedd to someone from the city recently, they're enthusiastic about bringing the conference to Lyon
• [08:12am] dneary: So one way or another, the venue will not cost GNOME anything
• [08:12am] dneary: andreasn, No, much more central - on the banks of the river
• [08:12am] andreasn: dneary, ah
• [08:13am] dneary: LGM was in the Doua campus site North of the city, which is a bit out of the way (but, being a college campus, very well served by public transport)
• [08:13am] dneary: emily, The great thing about the Lyon bid is the breadth of support. Lyon has a great LUG, and they're fully behind the bid. Many of them are GNOME users, of course
• [08:14am] dneary: We also have a significant GNOME contributor presence
• [08:14am] dneary: And we also have buy-in from PLOSS Rhone-Alpes, a collection of 25 companies working in free software in the region

• [08:15am] dneary: Bringing us potential sponsorship, great connections with the city & the region, and also a great network for things like party venues, infrastructure providers, etc

• [08:15am] dneary: And the major selling point of Lyon compared to the others is, of course, how well served the city is by aiur
• [08:16am] dneary: All major airlines fly to Lyon airport from all major European hubs, and we also have a huge number of Air France flights coming in from all over Europe
• [08:16am] dneary: The airport's also well services by Lufthansa, BA, Brussels Airlines, Easyjet (for the low cost option)

• [08:17am] dneary: It will be cheap and quick for attendees to get to us, we'll minimise connections, which means people will be able to stay longer, and sponsors & partners will be able to bring more people

• [08:17am] emily: How about the core organizor team ? How about volunteers ? Who are they ?
• [08:20am] dneary: The core organising team will be myself, bringing a little bit of GUADEC experience to the table, Vincent Mabillot from Lyon 2, who will help us deal with the unioversity, and will also be providing students for marketing tasks during the year as college projects. The two of us will head a larger team made up of Vincent Untz, Didier Roche, a team from the local LUG (they're deciding who will be taking it on, but Encolpe Degoute a
• [08:20am] dneary: nd Vanessa David have committed to help already), with a healthy amount of support from PLOSS Rhone-Alpes

• [08:21am] dneary: The idea of a small core team of 3-4 people works best in my opinion, with the team growing as it needs to - the papers process will be delegated to GNOME, as usual , as will fundraising & sponsorship from our main partners

• [08:21am] dneary: We'll take care of local sponsorship & grants requests

• [08:22am] emily: Sounds great
• [08:22am] emily: Thanks for the update
• [08:23am] emily: Any more questions for Lyon's bids ?

• [08:23am] dneary: Just to give an idea: for LGM in 2006, the main organisers were myself & David Odin (who was working at the university), and we enlisted the help of 10-15 people to create marketing materials, andreasn did a t-shirt design, people ran a sandwich bar for attendees, we had help from 3 people in the university, etc

• [08:23am] emily: OK
• [08:24am] emily: Thanks again dneary

• [08:25am] emily: Thanks to <pmkovar1> and <txenoo>

• [08:25am] pmkovar1: thanks and please let us know if you have more questions
• [08:25am] karenesq: yes, thanks!
• [08:25am] emily: That's really great bids. Thanks for your hard work and time on the bids
• [08:26am] emily: We are reach to the end of today's meeting
• [08:26am] txenoo: thanks to you all!
• [08:26am] emily: Every bid team can send update to Board-list if you have any.
• [08:26am] fnadge1: Naschle:)
• [08:26am] emily: Board will score every bid in two weeks
• [08:27am] emily: Our next GUADEC committee meeting is on August 1, the same time
• [08:27am] emily: See you all there
• [08:27am] emily: And see you all in Berlin
• [08:27am] ebassi: thanks emily