GUADEC Committee: 13 February 2012 Meeting
IRC channel: irc://irc.gnome.org/#guadec
Time: 16:00 - 17:30 UTC
- 08:00 Los Angeles/San Francisco
- 11:00 Boston/Montreal/New York
- 16:00 London
- 17:00 Berlin/Madrid
- Call for Contributors / Program Committee
- Call for Contributors/Papers
- Submission system
- Material licences and authorisation for recording/publish videos.
- Board approval of sponsorship levels and discount?
- Status on contacting this years' potential sponsors
- Registration system
- Conference fees. yes/no ? Ammount ?
- Colaboration with marketing team
- Local Team Status
- Has board decided whether this will be a GUADEC or DS?
- If GUADEC, we need to put out a call for bids soon.
- Other Items
17:03:51 txenoo: are we ready to start the meeting ? 17:05:54 txenoo: Te agenda is available here https://live.gnome.org/GUADEC/GUADEC-2012-0213 17:06:25 txenoo: First topic: Call for Contributors / Program Committee Call for Contributors/Papers Submission system Material licences and authorisation for recording/publish videos. 17:06:59 txenoo: As you know vuntz presented during last meeting the GUADEC program committee 17:07:31 txenoo: we had an almost final version of the Call for Papers 17:08:16 txenoo: on the other side the contributions submission system is now working pending of having a final URL 17:08:32 txenoo: https://gpulino.gpul.org/indico/conferenceDisplay.py?confId=0 17:10:25 txenoo: vuntz: has been setting up the management system in order to adapt the Call for Abstracts to their needs. 17:12:06 txenoo: I'm going to enable the system so you can check how it will be 17:12:49 txenoo: https://gpulino.gpul.org/indico/conferenceCFA.py?confId=0 17:12:51 karenesq: great! 17:13:16 txenoo: please don't submit your abstracts in this minutes 17:14:36 txenoo: In order to submit an article is mandatory to create an account in the indico system. This is different to register in the conference. 17:14:49 txenoo: https://gpulino.gpul.org/indico/confUser.py?confId=0 17:15:59 yippi: hi 17:16:05 yippi: sorry i'm late 17:16:27 karenesq: hi yippi! 17:17:00 karenesq: txenoo: ok to create an account to test it? 17:17:09 txenoo: You could create an account 17:17:14 txenoo: it will be valid in the future 17:17:24 txenoo: is just the user in the system 17:18:11 txenoo: users then will be able to sent their abstracts, make their registration in the conference, or upload the documentation related to his talk (slides, etc ) 17:19:04 williamfromtexas: will the indico system be also used in the conference registration system? 17:19:14 vuntz: yes 17:19:21 txenoo: vuntz: about the possibility to remove fields in the user registration as far as i could review is not possible without getting into the code. 17:19:59 vuntz: txenoo: yeah, that's what I guessed. No big deal 17:20:09 txenoo: the registration system won't be enabled at this moment because we need several things to clarify at this moment. But when we decide about them setting it up won't be difficult. 17:22:12 txenoo: we should review the css of the indico, but at this moment is enough to publish the call for papers one we have the final URL 17:23:31 txenoo: About the url, i've been thinking in using the https://www.gpul.org/indico/ and just get a SSL certificate for the server not self-signed 17:24:36 txenoo: In the website www.guadec.org we will create a section with the call for papers with a link to this URL for the submission 17:24:49 karenesq: is there some reason why we won't use the guadec.org domain for this? 17:25:35 txenoo: the technical reason is about having 2 SSL certificates in the same IP for two different domains gpul.org and guadec.org 17:26:25 txenoo: We could a second IP for the guadec.org but we will need to get a guadec.org SSL certificate 17:28:00 txenoo: Our DNS provider provides us a SSL certificate for free for the gpul.org so we could avoid the annoying message that we are connecting an insecure website 17:28:05 txenoo: what's your opinion ? 17:28:17 gpoo: we can get a certificate for free in StartSSL 17:29:02 gpoo: it could be a subdomain of guadec.org, such as, register.guadec.org or something like that 17:29:20 gpoo: it will be valid for 1 year 17:29:22 txenoo: so if it is possible we could get a second ip for this server 17:30:12 williamfromtexas: i think the subdomain idea is good, it makes it easy to remember 17:30:24 karenesq: I agree - that's a great idea 17:31:50 williamfromtexas: papers.guadec.org, registration.g.o, hotel? (rialta?) 17:32:25 txenoo: but papers, registration and everything will be in the same app 17:32:52 txenoo: so at the end we will have an indico url 17:33:41 txenoo: we could do redirects , because we wouldn't have a homepage for each subdomain. 17:36:25 txenoo: gpoo: what would we need to request the startssl certificate ? 17:37:22 gpoo: contact the sysadmin team. 17:37:54 gpoo: fwiw, it is not like we have a pool of SSL certificates. It just StartSSL gives free certificates to education, personal, non-profits institutions 17:38:43 gpoo: just to keep in mind, though 17:39:33 karenesq: that's good to know gpoo 17:40:02 txenoo: So action will be request an ssl certificate to sysadmins for guadec.org domain 17:40:41 txenoo: i would like to introduce another topic regarding the call for papers. 17:41:03 txenoo: This week in GPUL have been reviewed the material from other conferences we organized 17:41:49 txenoo: and someone raised the topic of the licenses of the materials and the authorization for publishing them and the video recording in the event 17:42:50 txenoo: do we have any kind of policy in previous GUADEC that speakers had to agree before to submitting a talk ? 17:44:36 gpoo: no, afair. 17:45:48 gpoo: can we do that in a form to check whether to agree or not? or should it be a signed paper? (the later would be a pain) 17:46:23 txenoo: I would just think about using a tick in the form 17:46:29 karenesq: have we had a code of conduct for guadec in the past? 17:46:56 williamfromtexas: i think the DS had one 17:46:58 williamfromtexas: i will look for it 17:47:00 gpoo: karenesq: I think txenoo mean we need permission of the authors to record and publish their videos 17:47:18 gpoo: and documents/paper/slides/whatever they send 17:47:27 txenoo: yes and the same for the material, it would be really nice having all the slides and documents available after guadec 17:47:33 karenesq: gpoo: yeah I know, but it also reminded me that we should have a code of conduct as well 17:47:44 txenoo: but we need to ensure they have a Free Culture License 17:47:51 karenesq: and maybe build the two together for speaker submission 17:49:37 karenesq: but I agree, we should do what we need to to get things rolling 17:49:53 * karenesq goes to look at LCA, as they were applauded by the Ada Initiative 17:49:59 williamfromtexas: https://www.desktopsummit.org/conference-attendee-policy 17:50:11 williamfromtexas: here's gnomes: https://live.gnome.org/CodeOfConduct 17:51:05 williamfromtexas: i think we could use the DS one, modified. dneary had a hand in creating it 17:52:50 dneary: williamfromtexas, It's mostly a very slightly modified versioon of the GeekFeminism one - intended to be more affirming than restrictive 17:52:51 txenoo: We don't know yet the conference team t-shirts but it quite ok 17:53:12 dneary: williamfromtexas, In brief, I prefer "you should" rathe than "you must not" 17:53:13 vuntz: hrm, fwiw, it seems we're only able to add text fields/entries to the form in the call for talks 17:53:29 vuntz: or I don't see how to add a simple checkbox 17:53:57 karenesq: I like the DS one, and it's more specific than our code of conduct 17:54:05 vuntz: so this might make things difficult for the license selection 17:54:20 vuntz: (code of conduct should go in the registration thing, imho, and that should be possible there) 17:54:37 karenesq: vuntz: good point, all attendees should agree, rather than just speakers 17:55:04 williamfromtexas: also available as an item on the website. people will want to know who to contact for emergencies 17:55:52 karenesq: I think I've spoken at conferences where the talk proposal site just says by submitting you agree that you have the right to use and distribute the materials in your talk and you grant permission to the conference to record and redistribute that material 17:56:13 karenesq: in at least one situation I had to call the conference to get them to agree in writing that all of my materials would be freely licensed by them 17:57:09 karenesq: but the default was granting all permission 18:00:11 txenoo: vuntz: it is only possible to use inputtext and texareas 18:00:23 txenoo: i've just reviewed the documentation 18:00:30 txenoo: http://readthedocs.org/docs/indico/en/latest/UserGuide/Conferences/#call-for-abstracts-setup 18:00:55 vuntz: hrm, so doesn't make it easy to add a field about licensing 18:03:21 williamfromtexas: i created a pad to help edit the attendee policy http://piratepad.net/GQFAbjQmo7 18:03:29 williamfromtexas: i already changed the numbers to spain 18:03:49 txenoo: we can do it when they fill when they fill the registration form just to ensure they are speakers and they had chosen a license 18:04:55 txenoo: And we could simply include a input test Yes/No in the abstracts submission 18:05:02 txenoo: input text 18:05:27 gpoo: bbl 18:11:36 txenoo: I've just modified the call for abstract 18:11:42 txenoo: so it incldues two extra fields 18:12:47 karenesq: very cool txenoo 18:13:12 karenesq: williamfromtexas: thanks for putting that up, I'm making some changes to incorporate a few things from LCA that I think are good 18:13:20 williamfromtexas: ok 18:15:27 txenoo: We could go to next step 18:15:45 txenoo: Did board approval of sponsorship levels and discount? 18:16:04 williamfromtexas: i don't know yet 18:16:09 txenoo: karenesq: do we have any news about this topico ? 18:16:13 txenoo: topic ? 18:17:50 williamfromtexas: maybe we shuold ask a designer to lay it out, and then assuming everything or only some numbers change then we'll be ready 18:18:06 williamfromtexas: *everything is ok 18:18:11 karenesq: sorry, was editing the code. I think that's the best idea 18:18:19 karenesq: the board originally only had the one comment 18:18:55 karenesq: I think it's best to move forward with design, and get board approval in parallel (it's been sent to the board now for their approval) 18:18:59 williamfromtexas: cool. since you'll be approaching, is it wise to make contact w/o a brochure, or would you prefer with it? 18:19:46 txenoo: it would be good to open the section about sponsoring in the website ASAP 18:20:22 txenoo: so we should go and check with the marketing team to review it the could work on it 18:20:31 karenesq: It would be great to have the brochure, but I'll start making contact this week and say that a brochure is coming 18:20:37 williamfromtexas: ok, txenoo, maybe you can post the sponsor text and the attendee policy 18:20:55 karenesq: or rather, once the board approves 18:20:55 williamfromtexas: i can ask in gnome-design if someone can do something simple 18:21:09 txenoo: ok 18:22:52 txenoo: Probably we could move next topic to the next meeting 18:23:35 txenoo: it is about checking if we will have a conference fee. 18:23:45 yippi: how many months of planning do we have left before GUADEC? 18:24:25 txenoo: 5 months 18:24:29 karenesq: 5? 18:24:32 txenoo: a bit more 18:25:04 txenoo: the stopers for the registation are basically know the prices for the fees 18:25:52 karenesq: have we had registration fees in the past? 18:25:54 txenoo: and checking witch kind of services could be included in the registration: meals at the university or residence 18:26:57 txenoo: In the past GUADEC has had registration fees. And there where different discounts to students, or gnome foundation members 18:27:15 txenoo: Speakers don't use to pay the fee either. 18:27:22 karenesq: ah right 18:27:54 williamfromtexas: wasn't there a professional-level reg at 2010, that spposidely had a special event 18:29:25 txenoo: The profesional level in the past was just an excuse so that people from companies could paid an extra if they wanted. 18:31:00 txenoo: sponsored participants don't pay fees too 18:34:03 txenoo: so we need to take a decision about this subject next meeting 18:34:29 txenoo: on the other side you have talked at 14:00 about the keynotes, as far i could see at the log 18:35:30 williamfromtexas: ah community keynotes 18:36:14 williamfromtexas: well i thought that in the past GUADEC had had highlighted community speakers, but now i think that DS just had it 18:37:06 williamfromtexas: so maybe it's something we can try, to high light a particular issue like a11y, but if we pull someone from outside it's an external keynote anyways, so what's the point.. 18:37:16 williamfromtexas: 18:37:25 karenesq: I think an external keynote is the way to go with a11y 18:37:41 karenesq: people are hearing from the a11y team at the conference, they know they'll be at guadec 18:38:03 karenesq: bringing in someone else who's an inspiring speaker to talk about the high level concerns of accessibility and usability could be awesome 18:38:56 txenoo: karenesq: i agree a11y team will be ther sure and they will probably sent talks, it's part of the job from program committee to include part of it in the program 18:39:50 karenesq: yep! 18:40:05 txenoo: probably it will make sense having a keynote and 2-3 talks about a11y from community people as a track (one morning/afternoon) in the main hall. 18:40:06 karenesq: I mean, nothing wrong with featuring our own a11y team's speakers 18:40:33 karenesq: but I think it will help them if we have a solid keynoter to inspire 18:40:54 karenesq: yeah I think we'll have to see what the overall presentations look like, a lot of that will rest on the papers committee, no? 18:40:59 karenesq: but I like the way you're thinking 18:41:20 williamfromtexas: too bad jrocha's missing this 18:42:02 karenesq: we have a lot of good suggestions already 18:42:17 karenesq: and I'm really hunting for some other good keynoter possibilities in this area 18:42:25 karenesq: we're going to have to put a deadline on it soon though 18:42:37 txenoo: i agree. 18:42:47 txenoo: at least a list of preferences 18:43:02 karenesq: what did people think of asking Miguel to speak? It is our big anniversary 18:43:03 txenoo: and some people that we would like to have here in any case 18:43:14 karenesq: or Miguel and Frederico together? 18:43:33 txenoo: karenesq: i was just thinking the same, about a join talk 18:44:22 karenesq: that would be pretty fun if they were up for it 18:45:14 txenoo: about the keynotes 18:46:10 txenoo: the conference use to deal with the travel expenses, accommodation and picking them at the airport 18:46:56 txenoo: In the past, have GUADEC paid anything to an external speaker ? 18:46:59 karenesq: that is customary for keynotes (not necessarily the picking them up at the airport, but everything else) 18:47:11 karenesq: I don't know about any honorariums though 18:49:21 txenoo: at least in 2006 we didn't 18:50:38 karenesq: dneary: do you know the answer to this one? 18:50:56 dneary: karenesq, We don't offer honoraria 18:51:12 karenesq: ha, thanks for the grammar correction 18:51:15 karenesq: that makes sense to me 18:51:16 dneary: (grammar nazi insists on correct plural) 18:51:48 dneary: karenesq, And we haven't always succeeded in offering the VIP service I'd like - but then it's a volunteer conference 18:51:52 txenoo: i don't remember my latin lessons 18:52:29 dneary: We didn't pick people up from the airport in Berlin, for example, because there was an insurance & responsibility concern about volunteers driving on conference business 18:52:50 dneary: But we paid for taxis, and I made a point of personally greeting keynotes when they arrived on site 18:53:28 karenesq: dneary: my experience as a keynoter has been very varied, but so long as there's budget for travel and a place to stay that's arranged for me (and a single point of contact for problems) things seem to be ok 18:53:44 dneary: In Gran Canaria we did the picking people up at the airport thing, and people appreciated it as a nice touch 18:53:45 karenesq: though I've also been told that I'm a low maintenance keynoter 18:53:51 karenesq: yeah it is a nice touch 18:54:14 dneary: karenesq, You've been an LCA keynote - that's the experience I'd like to shoot for 18:56:04 txenoo: i think we could close the session, in 5 minutes 18:56:33 txenoo: williamfromtexas: I would like to review the collaboration proposal with marketing team 18:56:44 williamfromtexas: k 18:56:49 karenesq: dneary: there were some logistical goof ups with LCA 18:56:54 karenesq: for the keynoters 18:57:09 dneary: Aside from the cockroaches/crickets, I mean 18:57:19 karenesq: that resulted in some of us not getting the benefits that normal speakers got 18:57:32 karenesq: because they handled our registration differently 18:57:42 williamfromtexas: txenoo: those were just some milestones that i picked out of the announcements form 2010 18:57:59 txenoo: williamfromtexas: cheking your email and pad 18:58:08 williamfromtexas: txenoo: even if we put them into some sort of timeline and give this to the marketing team it will be useufl, so they know what to expect and can help spread the news 18:58:21 txenoo: http://piratepad.net/hsfjfXb1I8 18:58:24 karenesq: dneary: Jake, for example, didn't get breakfast for the first 2 days, and there was very little around to buy 19:00:34 txenoo: we are viewewing the pad 19:00:59 txenoo: and probably we could review the dates for publishing the call for lightening talks 19:01:40 txenoo: at this moment we don't have volunteers to handle it 19:02:19 karenesq: volunteers to handle the call for lightening talks? 19:02:33 dneary: can be done later 19:07:59 txenoo: I've just proposed some dates in the pad 19:08:20 txenoo: williamfromtexas: what do you think about them 19:08:45 williamfromtexas: yes, saw that, many thanks 19:09:22 williamfromtexas: i also put keynote speaker announcements in there around may, as i recall it from previously 19:09:33 williamfromtexas: may/june 19:10:35 williamfromtexas: i think the hotel system should be online in march, even before the conf registration 19:10:56 williamfromtexas: some people like to book their air tickets and hotel well in advance, and don't mind if conf registration is later 19:11:47 karenesq: it's not really a hotel, right? we should probably avoid using that term to avoid confusion (and use something like accomodations) 19:12:30 karenesq: williamfromtexas: definitely, and it helps people have lead time to get approval for their travel budget from their employers 19:12:59 williamfromtexas: yeah, both the accommodation system and maybe also preferred hotels, if anyone wants to be posh.. 19:13:48 williamfromtexas: txenoo: can we say it will be up in march? 19:16:55 txenoo: yes probably we could deal with it in march 19:17:00 txenoo: we have the form form the hotel 19:17:54 txenoo: and we should only need to serve as gateway between the "accomodation" Rialta the attendees. 19:18:19 williamfromtexas: cool 19:19:10 txenoo: I have a pending meeting with the council tourist office to review possibilities for supporting the conference, so people interested in a hotel in the city center could have some kind of discount. 19:19:30 txenoo: but the responsible has been delaying it for two weeks 19:19:37 williamfromtexas: the marketing team will put GUADEC news on the front page 19:19:46 williamfromtexas: *not the news about the guy delaying 19:22:13 williamfromtexas: how's the local team? 19:22:32 txenoo: we had a meeting last week 19:22:42 txenoo: we are checking the possibilities for the meals 19:22:59 txenoo: and about the different kinds of menus for people with special needs. 19:24:16 txenoo: In next weeks, when weather becames warmer some people will be involved in reviewing the possible venues for the social events 19:24:41 txenoo: On the other side we are analyzing different public subsidies for the organization of GUADEC 19:24:43 williamfromtexas: don't forget a soccer field 19:25:14 txenoo: williamfromtexas: the soccer field shouldn't be a problem because is in front of the Faculty and it is owned by the university. 19:25:29 txenoo: Regarding the subsidies we need to evaluate some implications about image 19:25:59 txenoo: beacuse this subsidies imply that the logo of the regional goverment should be present and quite big in the website 19:26:27 txenoo: and i don't know how this would match with our sponsorship brochure. 19:27:07 txenoo: We are trying to get between 5k-10k for paying different expenses. 19:27:49 txenoo: some options is to pay accomodation for sponsored participants or expenes of the keynotes. 19:28:01 txenoo: But we are still at the point of application for the subsidies. 19:29:11 williamfromtexas: how many ppl come to the meetings? is there good volunteer support? 19:30:01 txenoo: we organize the meetings at late night 22:15 at the irc 19:30:33 txenoo: we are normally arround 10-12 fixed people 19:32:03 txenoo: Core team is arround 15 people, but probably will double it in the pre-conference 19:32:24 williamfromtexas: nice 19:33:23 txenoo: I should leave, i have to go to my French lessons 19:35:18 txenoo: Thanks to everyone 19:35:27 williamfromtexas: thanks to you 19:35:33 williamfromtexas: ciao 19:35:48 txenoo: next meeting will be 27th February 19:36:22 karenesq: thanks txenoo! 19:45:11 dneary: Lightning talks are usually organised closer to the conference 19:45:25 dneary: (or should be, IMHO à