Meeting minutes 2019-05-14 20:30 UTC
Attending
- Sebastian
- Vivia
- Kat
- Luna (bittin)
- Kristi
- Britt
- Tom
- Stathis
Old action items
- ACTION: Look at proposals, prepare for discussion in meeting next week (DONE)
- ACTION: Sebastian update Gitlab tickets about video recording (DONE)
- ACTION: Vivia to check with university regarding keynote speaker travel booking (DONE) AND signing a contract (TODO)
- ACTION: Kristi to see the organization of AGM (TODO)
- ACTION: Visa Invitation letter (TODO)
- ACTION: Things to do in Thessaloniki (Vivia, DONE) Bid (Kristi, TODO)
- ACTION: Ping Tom for Attandes mailing lists (DONE)
- ACTION: Carlos for newcomers (TODO)
- ACTION: Bastian for video artwork (DONE: he will be working on this)
Agenda
- Updates since last week
- Publishing meeting minutes
Papers Team & paper submissions
- Time/date for next call
Minutes
- Updates since last week
- Last week reviewed board.
- Kristi working on ideas for things to do in Thessaloniki
Many things can be taken from the bid document
- See also above
- Tom has been working on the registration form
See also https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/49
- Stripe payments set up, working on integration w/ website
- Need to make sure to capture all information that's needed for the badges during registration
- Payment must be compulsory online
- CoC checkbox must be compulsory
- ACTION: Tom, Kat: Need to look into adding custom fields in the registration as there will be people who won't follow the directions and won't fill in the survey
- ACTION: Kat and Caroline to work together on the badge design
- Tickets: cost of registration (student, hobbyist, professional), accommodation, food
- There will be 3 tickets: the ticket itself (in different categories), accommodation and lunch
- Update from Keynote speaker
- Flight booked
- Abstract received
- ACTION: Stathis to check about accommodation (where he'd like to stay, at a hotel or with everyone else)
- University contract - could be done in the next week or so
- ACTION: Stathis, Vivia
- Accommodation
- Need contract signed with the hostel and to sent the payment
- ACTION: Stathis will follow up
- Contracts
- TODO: venue, accommodation
- Done: video, photographer
- Photo policy
- Need to come up with a plan (separate section in the rooms, lanyards, ...)
- Plan for three coloured lanyards
- To add cost of shipping them to GNOME.Asia
- Britt to share photo of lanyard vendor from LAS and colour suggestions and photo
- Area of conference room which is "no photos" zone
- ACTION: Kat (and?) Go over policy from previous GUADECs
- ACTION: Britt to manage photographer - Kristi to put Britt in contact with him
OpenEvent problem: when speakers register and submit proposal - privacy concerns about list of (potential) speakers being public
- ACTION: Kat asked, to follow up
- Sponsors confirmed?
- Sponsorship brochure on website
- Molly will take care of following up with sponsors
- ACTION: Kristi: Either Molly will attend calls or send emails to the private guadec-organization list
Pre-pre registration event for newcomers (https://gitlab.gnome.org/Teams/Events/GUADEC/GUADEC2019/issues/42)
- ACTION: Kristi talked to Carlos, he'll get back with details some time this week
- Publishing meeting minutes
ACTION: Sebastian to publish old minutes on https://wiki.gnome.org/GUADEC/2019
- ACTION: Sebastian to send email about minutes being published
Papers Team & paper submissions
- We ended up with two teams
- ACTION: Kristi/Sebastian will share with Kat who is on the team they put together
- Continue using voting system from previous years but replace online votes with spreadsheet
- CoC update
- Kristi sent the link to the CoC team and they're ok with it
- CoC team will let local team know if any changes are needed
- Registration
- Team will test "live" version before announcing it as open
- Time/date for next call
- Send around a new poll to decide on a time