Meeting minutes 2018-11-28 20:30 UTC

Attending

• Kat
• bittin (Luna)
• Caroline
• Stathis
• Tom
• Vivia
• Sebastian
• popey (Alan)
• fr0xk
• oliverp
• John

Old action items

• ACTION: Tom will file tasks and assign to Caroline to request more graphics for the website TODO AFTER CALL
• ACTION: Everyone to finish adding keynote submissions by next week and review the week after DONE
• ACTION: @vnikolaidou to look into cost for more substantial snacks (costs to be kept private for now) DONE
• ACTION: Local team to check for required sponsorship brochure changes from last years brochure POSTPONED
• ACTION: Local team to provide nice pictures of the city/venue to Neil for sponsorship brochure DONE (not needed)
• ACTION: Britt to encourage Sri upload relevant videos for keynote selection DONE
• ACTION: Kat to get feedback on keynotes from Stathis DONE

• ACTION: Tom to setup OpenEvent and test paper submission IN PROGRESS

• ACTION: Vivia to check with university about what kind of video equipment they have available DONE
• ACTION: Sebastian to check whether the approved budget is sufficient to work with Ubicast DONE
• ACTION: Stathis to upload the currently approved budget to nextcloud
• ACTION: Britt to ping Nuritzi about getting access to the GUADEC Tweetdeck DONE

Agenda

• Artwork
• Review action items
• Venue
• Video
• Hotel booking
• Keynote
• Review and assign board

Minutes

• Artwork
  • ACTION: Caroline to make a t-shirt design for FOSDEM to for booth staff to advertise the dates and locations
• Social media

  • https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/22

  • Britt has access to Twitter, can close the task now
• Review action items
• Venue
  • Waiting for committee approval from venue
  • Federico has photos of the venue
• Video
  • Ubicast want hotel and flights covered
  • Ubicast will bring some equipment themselves
  • All attendees in favour of using Ubicast if the costs are within budget
  • ACTION: Sebastian to ask Neil to prepare contract for video recording
  • ACTION: Sebastian to estimate cost for Ubicast and compare to budget, if cost is within budget then proceed to sign contract
• Hotel booking
  • It's a lot of work
  • but also it's the only way to book the whole hotel
  • We need to pay €20000
  • Risk is not high

  • Can manage bookings and payments through OpenEvent

  • Round up the price to the nearest round number to avoid making a loss
  • ACTION: Stathis to ping Kat to confirm dates and number of rooms (aka booking details)
  • Can we cancel rooms closer to the date? Probably not
• Keynote

  • See https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/35

  • ACTION: Stathis to follow up with speaker about keynote
• Review and assign tasks

  • https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/boards

  • ACTION: Tom to file task for creating presentation templates

  • ACTION: Stathis to reply to Neil's accommodation questions on https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/36

  • ACTION: Tom to get review on https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/28 , merge and close

  • ACTION: Tom to talk the Sysadmin to Setup a GUADEC 2019 visitor mailinglist https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/39 and talk to people about the webpage

• Assorted stuff:
  • ACTION: John to send link with tourist information to the mailing list
  • Visa: university will handle the visa invitations

    • ACTION: Vivia to contact university to find out 1) what university needs from attendee for a visa invitation letter and 2) where the attendee should send that information https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/15

  • WiFi: university already has decent infrastructure + they're improving connection

  • ACTION: Britt file a ticket for Tom to add the Matrix channel for GUADEC users to the website Next meeting: 2018-12-05 20:30 UTC