2018-06-05 meeting minutes

Attendees

Ismael, Ben, Kat, Oliverp, Florian, Nuritzi, Ruben, Sri, Rosanna

Discussion

Keynotes

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/36

• ACTION: Sri to take over organising keynotes

Promotioning GUADEC

• Sri has access to GUADEC Twitter account & others have access to GNOME accounts

• Ben to ping #engagement when registration opens
• ACTION: Nuritzi will coordinate promotion for registration opening
• Kat is concerned about lack of manpower for promoting on social media, asks Engagement team to manage
• Engagement team is also stretched thin
• Sri and Nuritzi will be points of contact for general GUADEC promotion
• They can be contacted on IRC, telegram, mailing list or at the engagement call
• ACTION: Nuritzi or Sri to update social media team ticket #28

Accommodation

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/24

• Accomodation is done and should be promoted.

• ACTION: Sri to promote accomodation & travel information

Code of Conduct page

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/7

• Code of conduct page will be updated with a new phone number.
• ACTION: Ismael to get a throw away phone number for GUADEC purposes
• Rosana: Code of conduct contact information needs to be updated
• ACTION: Ben to update the CoC ticket that people need to be appointed
• ACTION: Ben to create ticket and start list of things that need to be said during opening:
  • photography

Social events

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/4

• Ismael summarises what's been going on

• ACTION: Ismael to update https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/4

• The venue for the social event (owned by the military) is OK

Deadlines

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/46

• ACTION: Ismael to put together timeline of deadlines

Graphic designs

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/3

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/37

• Logo design: Ismael tries Oscar Osta's girlfriend will have it ready by the end of the week, working on this.

Website

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/1

• Should be complete
• ACTION: Ben to review website for missing information

T-shirts

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/32

• In progress

Merchadise

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/31

• ACTION: Ismael to get merchandise budget to Kat
• ACTION: Kat to figure out what merchandise we buy
• Nuritzi can help with stickers, but needs numbers

Annual report

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/47

• Engagement team needs to print the anual report, a local printer would be useful
• Ismael has a local printer which we can use, they are generally very fast
• ACTION: Nuritzi to create ticket with the information about the annual report (size, pages, etc.) to Ismael to get a quote

Website

• Nuritzi would like for Sri to have access to modifying the website
• Kat says that anyone can make a pull request, but we can also add Sri if we have his username and add it to the GUADEC-Infrastructure group

Bus from residence to venue

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/20

  • Costs ~80€ per trip
  • Kat: We will want the bus for core days and only in the morning
  • ACTION: Benjamin to put in some information into ticket #20 about bus

Code of Conduct training

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/13

• Kat: All volunteers should be briefed on how to handle anything relating to CoC, not only the local team
• Will be discussed at a later point, volunteer coordinator should ensure that this happens

GNOME Hispano

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/12

• GNOME Hispano information (https://es.gnome.org) is outdated

• ACTION: Florian to look into what needs to happen with GNOME Hispano

Venue payment

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/11

• Figure out if the Foundation or Club de Cacharreo is making payment
• Need to make payment on 27th June

-- Nuritzi, Rosanna and Oliver leave

Sangria

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/21

• Ismael plans to do a great Sangria which needs to be prepared in advance
• Sounds great!

Childcare

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/23

• Ismael only needs the final information about the schedule so that he can ask for a quote
• ACTION: Kat to give Ismael start and end times for talks
• ACTION: Ismael to get quote for childcare based on start and end times for talks

Onsite payments

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/33

• We need to be able to take card payments on side
• ACTION: Kat to update the task #33 so that Ismael knows what is needed for taking payments using an iZettle

Lunch and food

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/35

• Lunch needs to be pre-booked a ~4 days in advance
• Registration says deadline for ordering lunch is one week before GUADEC
• ACTION: Sri to publicise lunch order deadline as part of promotion

Registration

• https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/39

• ACTION: Kat to strip all the information from the CoC page that is outdated
• Ben to be a second admin next to Ismael
• Sri and Florian will do a final review of the page
• Bicycle information will not be promoted through the registration

Video recording

• ACTION: Kat to file task for tracking
• deadline for submitting timetable is a week before event

Budget

• ACTION: Ismael to put together budget with Kat's help

Volunteer coordination

• ACTION: Kat to coordinate volunteers

Lunch scheduling

• 5 min slow walk from venue
• min 1h, max 2h

Next meeting

• ACTION: Ismael to start poll for next meeting

Action items

• ACTION: Sri to take over organising keynotes
• ACTION: Nuritzi will coordinate promotion for registration opening

• ACTION: Sri to promote accomodation & travel information

• ACTION: Ismael to get a throw away phone number for GUADEC purposes
• ACTION: Ben to update the CoC ticket that people need to be appointed
• ACTION: Ben to create ticket and start list of things that need to be said during opening: photography
• ACTION: Ismael to put together timeline of deadlines
• ACTION: Ben to review website for missing information
• ACTION: Ismael to get merchandise budget to Kat
• ACTION: Kat to figure out what merchandise we buy

• ACTION: Nuritzi to create ticket with the information about the annual report (size, pages, etc.) to Ismael to get a quote - https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/47

• ACTION: Nuritzi or Sri to update social media team ticket #28
• ACTION: Benjamin to put in some information into ticket #20 about bus
• ACTION: Florian to look into what needs to happen with GNOME Hispano
• ACTION: Kat to give Ismael start and end times for talks
• ACTION: Ismael to get quote for childcare based on start and end times for talks
• ACTION: Kat to update the task #33 so that Ismael knows what is needed for taking payments using an iZettle - DONE
• ACTION: Sri to publicise lunch order deadline as part of promotion
• ACTION: Kat to strip all the information from the CoC page that is outdated - DONE

• ACTION: Kat to file task for tracking - https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/43 & https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/44

• ACTION: Ismael to put together budget with Kat's help - https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/42

• ACTION: Kat to coordinate volunteers - https://gitlab.gnome.org/Community/Engagement/GUADEC/issues/41

• ACTION: Ismael to start poll for next meeting - DONE