<afranke> [14:49:54] Welcome eiro, grab a seat.
<muelli> [14:49:59] hello :)
<teuf> [14:51:17] hey
<baptistemm> [14:52:38] hello
<afranke> [15:01:58] Does anyone know what happened to meetbot?
 [15:05:08] Let's start without it, we'll try to get it set up again for next meeting.
 [15:05:14] Welcome everybody.
 [15:06:32] Before we start with the agenda, I'd like to introduce some of our attendees.
 [15:07:04] eiro is from the local team. He's Marc Chantreux and he's working at the university.
 [15:08:01] We have baptistemm, teuf, pterjan, hadess, and vuntz from GNOME-FR.
 [15:08:31] dneary is also in France (Lyon) even though he's Irish. :)
<dneary> [15:08:44] hi
✽ teuf [15:08:55] points at hadess who is living in france but is british!
<afranke> [15:08:59] dneary, can you give a one line summary of yourself?
 [15:09:09] teuf, that's neatpicking. ;)
<hadess> [15:09:12] teuf, merci :)
<afranke> [15:09:21] *nitpicking
<dneary> [15:09:38] I'm Dave. I work for Red Hat in a community development role. I've been involved in organising a few GUADECs over the years to various levels
<afranke> [15:10:08] Representing the GNOME foundation board, we have muelli and kittykat.
<dneary> [15:10:08] Also, hadess is currently living closer to Strasbourg than me
<afranke> [15:10:51] And I see a lot of other people who worked on past GUADECs or just want to give a hand. :)
 [15:11:28] I hope I didn't forget anybody, and I hope this helps people knowing each other a little better.
 [15:11:51] Now let's move on to the first agenda item, shall we?
 [15:12:21] #topic Status update
 [15:12:57] #note So far work has mostly been done by the local team, the others didn't really have a chance to get involved yet.
 [15:13:33] Accomodation:
 [15:13:50] We estimated that we need ~200 beds.
 [15:14:25] ~130 of them will be provided by the FEC, the rest will be provided by the CROUS.
 [15:14:48] We don't have the exact prices yet, we're waiting for more details from both venues.
<dneary> [15:14:49] afranke, Are we looking to put people up near the venue, or near the center of Strasbourg?
<dneary> [15:15:05] Strike that
<afranke> [15:15:12] dneary, what's nice in Strasbourg is that the campus is really not that far from the city center.
 [15:15:18] It's a 15 minutes walk.
<dneary> [15:15:24] afranke, Awesome
<afranke> [15:15:33] The FEC is between the city center and the campus.
 [15:15:53] The CROUS is on the opposite side, but it's still not that far.
<hadess> [15:16:18] afranke, so nearer the centre or the campus?
<afranke> [15:16:49] hadess, CROUS and FEC are the same distance from the campus, but CROUS is further from city center.
<hadess> [15:16:56] ok
<afranke> [15:17:12] It will be at "Cité de la Somme", French speaking people can look it up on the CROUS website.
 [15:17:30] The FEC is also providing the room for the welcome/pre-registration party.
<hadess> [15:17:36] do we have hotels for VIPs, corporates, etc.?
<afranke> [15:17:53] hadess, we didn't look into it yet, but it will definitely be done.
 [15:18:22] Although I'd like to have an estimate of the number of room/beds we'd require.
 [15:18:38] It's easier to negociate when you know what you actually want. :)
<hadess> [15:19:07] afranke, need to check that with past organisers i think
<afranke> [15:19:23] Indeed.
 [15:19:35] Did past organizer actually work on that?
 [15:19:49] I got the feeling the companies pretty much went on their own.
<pterjan> [15:20:34] it could be estimated based on the number of registered users - people in the basic accomodation
<hadess> [15:20:36] if there were corporate rates, they would know
<afranke> [15:20:54] I'll ask.
 [15:21:49] Dates have been chosen: it'll start on Saturday July 26th and end on Friday August 1st.
 [15:22:13] The first four days will be core days.
 [15:22:43] Then two or three BoF/hackfest days.
<rtcm> [15:23:32] afranke: we did get in touch with 2 or 3 hotels and got discounted prices for people coming to guadec 
<afranke> [15:24:04] rtcm, how did it work? Did you handle the booking or was it just recommended on the website?
<muelli> [15:24:29] how can me make a special note for the meetbot about the chosen dates?
<rtcm> [15:24:36] afranke: just recommended on the website with instructions of how to contact the hotels to get the discount
<afranke> [15:24:46] muelli, the bot isn't there currently.
 [15:24:57] muelli, but the commands are available at https://meetbot.gnome.org/Manual.html
 [15:25:15] rtcm, ok, thanks.
 [15:25:35] So about the dates. We chose to start on a Saturday for two reasons:
<muelli> [15:26:00] ah, okay
<afranke> [15:26:18] * karen has to attend OSCON which is right before the chosen dates, so this way she'll be able to make it to both events
 [15:27:30] * at the Mentor Summit in Mountain View we had a GNOME dinner and the attendees all agreed that starting on a Saturday is a good thing, because then newcomers and people that only come on the weekend don't feel excluded since we didn't "start the party without them".
 [15:28:31] Also travelling on the Friday to arrive in the evening should give a more relaxed mood.
 [15:28:59] About lunch now:
 [15:29:42] The cité administrative is accepting our group. It's a place where people working for the state can usually go to eat.
 [15:30:13] We're still discussing prices and meal content.
 [15:31:28] Parties:
 [15:32:14] We have quotes for two social events.
 [15:32:53] The first one would be on the terrace on the roof of the Museum of modern art (which is the most beautiful view in Strasbourg).
 [15:34:00] The second one would be in the Parc de l'Orangerie. First part would happen in the restaurant with a buffet and then we'd go bowling downstairs.
<muelli> [15:34:31] scwow
 [15:34:38] s/sc//
<afranke> [15:34:54] So far the quotes say it's between 20 and 30€ per person.
 [15:35:00] I think it's a bit expensive.
 [15:35:29] We need to see the details because there are things in the buffet that we should get rid of.
 [15:35:49] muelli, is your wow a good thing? :)
<muelli> [15:35:55] yeah :)
<afranke> [15:36:48] I'd like feedback on that part.
<pterjan> [15:37:10] do you know the cost of sponsored events at previous guadecs?
<afranke> [15:37:19] rtcm, ^
<pterjan> [15:37:23] (those events look good :) )
<afranke> [15:37:41] Do you think two events is the right number?
 [15:38:22] Oh also we need to decide on which days we'd have those events because obviously we'd be in the season for weddings so we're not the only potential customers. :D
 [15:40:44] Did you all fall asleep? :)
<rtcm> [15:41:00] afranke: 2 events sounds godd
<afranke> [15:41:05] Great.
✽ muelli [15:41:05] nods
<afranke> [15:41:46] Ok, I think that's everything for the status update.
<muelli> [15:41:46] depends on the sponsor, too, right?
<afranke> [15:41:50] muelli, indeed.
<muelli> [15:41:51] sponsors, rather
<afranke> [15:42:06] Which brings us to next topic.
 [15:42:19] #topic Sponsorship levels
<muelli> [15:42:33] it shouldn't be hard to find two sponsors. And one party can probably be paid out of the general GUADEC budget. But if there are many more sponsors, we will probably have more parties, right? :o)
<afranke> [15:43:06] muelli, I recall some parties having two sponsors.
<pterjan> [15:43:25] one sponsor for the drinks ? :)
<dneary> [15:43:32] afranke, I have a tricky situation, as the GUADEC sponsorship discussion in Red Hat will happen in my team
<afranke> [15:43:39] dneary, oh.
 [15:44:12] dneary, does that mean you can't really weigh in on that discussion?
<dneary> [15:44:17] I will say that specifically for Red Hat, because the travel budget for GUADEC is so big, we won't have a huge amount left over for sponsorship (please bear that in mind)
<afranke> [15:44:21] muelli, did you discuss this at the last board meeting?
<dneary> [15:44:35] Yeah, I think that weighing in on sponsorship levels would be a conflict of interest
<afranke> [15:44:48] dneary, I understand.
✽ dneary [15:44:50] will lurk now
<muelli> [15:45:05] afranke: what exactly?
<teuf> [15:45:07] dneary: it's jrb who used to be able to find some budget to sponsor guadec the previous years I think
 [15:45:11] dunno who he asked for it ;)
<afranke> [15:45:19] muelli, sponsorship levels or the brochure.
<rtcm> [15:46:31] afranke: events this year were something like 2000 EUR and another for 3000 EUR IIRC
<afranke> [15:46:58] rtcm, do you know how many attendees there were?
<muelli> [15:47:17] rtcm: yeah, we discussed a little. Andreas wanted to attend this meeting and check the status on the brochure ;-)
<rtcm> [15:47:21] afranke: no, I don't think we tracked that
<afranke> [15:48:04] muelli, well there are four parts to the brochure.
✽ muelli [15:48:15] takes notes
<afranke> [15:48:25] 1) general content about GNOME and GUADEC
 [15:48:36] 2) content specific to the hosting city
 [15:48:43] 3) sponsorship packages
 [15:48:47] 4) a nice design :)
 [15:49:33] 1 already exists from previous year, but it would be nice to have it refreshed. Help is welcome on that.
<muelli> [15:49:36] I presume you want input about 3
<afranke> [15:50:32] I worked on a draft for 2, it's at https://etherpad.gnome.org/p/GUADEC2014SponsorBrochure
 [15:50:45] I indeed would like help with 3.
<muelli> [15:51:34] I would follow the last year. I remember we did some changes on the levels. My guess is, that we slightly revisit the exact levels (monetary  and value for the sponsor) once we have an idea about the potential sponsors. I'm sure Karen has some ideas...
<afranke> [15:51:50] rtcm suggested we should not keep things from last year.
<hadess> [15:53:25] afranke, best discuss this with the board i think
<afranke> [15:53:37] Ok.
 [15:54:07] So let's move to questions.
 [15:54:12] #topic Open floor.
<hadess> [15:54:25] getting into discussions of who would pay what isn't something you want to do on a public IRC channel ;)
<afranke> [15:54:38] Sure.
 [15:55:12] Actually I was more expecting ideas about the packages sponsors would get.
 [15:55:31] But that's also something we can discuss on a list.
<rtcm> [15:55:34] afranke: basically just try to stay away from "professional" events, that's the biggest advice I think I can give you
<rtcm> [15:55:48] but Karen is already well aware of that
<afranke> [15:55:49] rtcm, we already decided not to have one of those. :)
<rtcm> [15:55:54] cool
<afranke> [15:56:50] Does anyone have any more question?
<muelli> [15:57:47] how is it going overall? Do you see any problems?
<hadess> [15:57:58] afranke, i think you should aim to have all the answers necessary to produce the brochure before the xmas holidays
<afranke> [15:58:09] Apart from the brochure which is late, I don't think we have any issue.
<muelli> [15:58:46] that's great.
<teuf> [15:58:47] afranke: wahat is the schedule for starting to have a website?
<afranke> [15:58:49] hadess, at GUADEC, Karen and I said we'd have it ready by Sep. 1st. :/
<teuf> [15:59:03] (dunno if the qestios were about sponsorship or open questions)
<afranke> [15:59:18] teuf, no idea, but I don't expect to need it before March.
 [15:59:24] teuf, open questions.
 [15:59:54] Maybe by FOSDEM we should have a basic page ready?
 [16:00:02] Better for advertising.
<teuf> [16:00:11] afranke: would probably be nice for people who want to plan in advance
<teuf> [16:00:37] (date for core days/hack fest, location, few words about accommodation options)
<afranke> [16:00:50] Agreed.
<teuf> [16:01:15] and we probably need to be sure we can get registration/paper handling/... ready in a reasonable amount of time after setting up the website in March
 [16:01:41] iirc last year setting up registration took much more time than expected
<rtcm> [16:03:19] yeah, make sure there's an easy way to do payments online
<afranke> [16:03:19] Andreas and Fabiana had an intern work on a website for events.
 [16:03:25] I don't know how far she got.
<muelli> [16:05:05] oh, FWIW: is GNOME-FR or some other non profit handling the money?
<afranke> [16:05:53] Troubles with GNOME-FR are not sorted yet, though we've made some progress.
 [16:06:03] baptistemm, can you tell us what the situation is?
 [16:07:01] muelli, if we manage to sort it out in time, it'll be GNOME-FR. If we don't, we have an association in Strasbourg whose only goal is to provide that kind of infrastructure for events here, so we'll ask them if it's ok to work with them.
 [16:07:20] The name of that association is LiLo (Linux Logistique).
<muelli> [16:07:30] okay. We might as well have the German non profit in place to handle money. But I wouldn't rely on that
<afranke> [16:07:45] I'm a member of the board, so obviously we already have my vote, but I'm not the only one to decide. :)
 [16:10:47] Ok, I think we got everything covered. Let's call this the end of the meeting.
 [16:10:55] Thanks everyone for coming.
 [16:11:22] If anyone still has any question, I'll be around for about half an hour, so feel free to ask.
 [16:12:28] People who are interested should be subscribed to guadec-list (and guadec-local for local people).
 [16:12:38] (GNOME-FR counts as local)
 [16:12:40] :)