Meeting minutes 2018-10-02

Attending

  • Kat
  • Ben
  • Britt
  • Nuritzi
  • Tom or Thanos
  • Vivia
  • Sebastian
  • John
  • Stathis

Action items

  • ACTION: Kat to resend information about OpenEvent

  • ACTION: Tom will file tasks and assign to Caroline to request more graphics for the website
  • ACTION: Stathis will add the information about the accommodation into Gitlab

Minutes

  • Engagement team integration (Nuritzi):
    • 2 local team people already on Tweetdeck
    • Nuritzi wants ideas on coordinating announcements and press
    • Engagemnt team is primarily on Telegram (ask Nuritzi for channel details)

    • Track tasking in Gitlab (tag with Marketing: https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues?label_name%5B%5D=Marketing )

    • First level of urgent contact via the Engagement channel on Telegram, Tom can forward information to the channel
    • Second level of urgent contact should go to Nuritzi and Sri directly
    • We should have a point of contact, this will be Nuritzi (and she will find a replacement (aka Britt) when she's afk at the end of 2018)
  • Meeting times (regular or adhoc)
    • Schedule regular meetings at 19:00 UTC on Thursdays every two weeks
    • Next call will be on Tuesday 16th of October then Thursday 1st of November every two weeks (19:00 UTC)
  • Website (overview of the plans and what help we need)

    • We are going to use OpenEvent from this year as regcfp is now retired

    • Christian Kellner from the paper team will help with setting it up
    • We will do a thorough test run before going live

    • ACTION: Kat to resend information about OpenEvent

    • Britt asks whether more graphics, etc. are needed for the website
    • ACTION: Tom will file tasks and assign to Caroline to request more graphics for the website
  • Venue
    • Local team will have a meeting on Friday
    • Currently pending appropriate approvals from the University to co-organise
    • The booking should be considered done
    • Kat: Is the venue open to the public?
      • Vivia: It will be just us in the venue because it is summer
    • We currently have a room for a 3rd track
      • Room sizes: 500 and 200/250 and 150
    • It looks like we have a childcare room available with a student
    • We need access to the venue on Thursday afternoon to set up
  • Video/Audio equipment
    • €2000 for recording and live streaming by the venue
    • Sebastian is in touch with the VoC team
    • Videoing is only needed on the first 3 days (for each room)
    • GUADEC 2016 was charged 500€ per day per room in the end by the CCC VoC (this was not known in advance)
    • We should get a written agreement with the CCC VoC Team which specifies what they will provide and what we will provide in return
  • Accommodation
    • We probably can't use dorms and it's not recommended by local team
    • We would like to host people in the same place
    • We would like smaller rooms, ideally twin rooms (two separate beds)
    • We have a proposal from a hostel
    • ACTION: Stathis will add the information about the accommodation into Gitlab

GUADEC/2019/Meetings/20181002 (last edited 2018-10-02 20:04:06 by EkaterinaGerasimova)