Attendees

• Ismael
• Florian
• Benjamin

Minutes

• Ismael came back to life
• Club de Cacharreo association as local legal counterpart
  • Spanish side does not insist on a contract
  • We still have a few k€ from Manchester that can be transfered (or directly spent)
  • Ismael will work on the Budget to figure out if we need to transfer money in advance
  • Benjamin to forward the information to the Board

• Follow up of current active actions: https://gitlab.gnome.org/Community/Engagement/GUADEC/boards

• status of program schedule
  • AGM will be on saturday
  • ACTION: Ismael to work on a rough schedule for the website
  • ACTION: Benjamin to talk with Kat about getting an accurate schedule online (or at least confirmed talks)
• status of registration
  • Benjamin to work on a nice lunch selection tomorrow
  • Pricing should be available tomorrow
  • Benjamin to add entry for nursery information (checkbox) and ask people to send an email
  • Should go online ASAP, latest on Sunday

  • still needs to replace the Manchester skyline

• status of budgets
  • Ismeal will create a budget proposal for the team to review
• status of events
  • There were some issues with the availability of venues
  • Ismael has reserved an alternative venue, the pricing needs to be finalized
  • The venue is owned and managed by the miliatry. However, we will have the place for us.
    • ACTION: Ismael to run it past Nuritzi to give the Board the chance to object
• status of keynotes
• Merchanding and welcome pack
  • We don't have restrictions about colors or similar. Historically we had red t-shirts for volunteers
  • Ismael likes the idea of having GUADEC bottles again
  • Benjamin: There is no expectation to have merchandise other than t-shirts
  • ACTION: Ismael will reach out to the Manchester organisation to ask how the bottles were handled
  • ACTION: T-Shirt design needs to be done, Ismael will reach out to the design team on #gnome-design
  • Stickers can be printed locally or we could source them through the Engagement team (open a ticket on Gitlab)

  • We can get lanyards here: https://www.grupobillingham.com/lanyards-de-stock

    • We just need to decide which ones we want

    • Pockets maybe: https://www.grupobillingham.com/portaacreditacion-10-x-9-cm-transparente

  • ACTION: Benjamin to ping Kat about which Lanyards we should buy as she likely has an opinion
• communication (from Engadgment?)
  • ACTION: Ismael to ask the engagement team
  • Benjamin: It might be a good idea to do some communication directly using blogs considering the tight schedule
  • Things we could write about:
    • People should book accomodation
    • People should register (once opened)
• Sponsorship
  • Mozilla has requirements for sponsorship

  • https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/34

  • There seem to be question on whether we are compliant and how to check that we are
  • ACTION: Ismael to forward the information to guadec-organization and get into contact with Neil and Alberto again
  • Ismael has found a volunteer to check the website for accessibility
• Bus service
  • Ismael: We need to book the bus a few days before the conference
  • The public bus service is really bad on the weekend but quite good during the week
  • Florian: Should we have a small bus running multiple times?
  • Ismael: Running a bus costs about 80€ for each trip, so we could run a bus multiple times
  • Ismael: A taxi would cost around 6-7 Euro for one ride to the Campus
  • ACTION: Ismael to add information on how to get a taxi to the website
• Next meeting:
  • ACTION: Ismael to set up a framadate for next week