Meeting minutes 2019-05-28 17:00 UTC

Attending

• Ben
• Britt
• Sebastian
• Vivia
• Kat
• Kristi

Old action items

• ACTION: Kristi working on ideas for things to do in Thessaloniki (based on bid document) - draft done, will share with guadec-list

• ACTION: Tom/Kat need to ensure that additional fields are in openevent - Kristi to reach out to av (& maybe others)

• ACTION: Tom/Kat to discuss alternatives for openevent as custom fields can't be added - no updates
• ACTION: Kat and Caroline to work together on the badge design - Pending on a rough event outline
• ACTION: Stathis to check about accommodation for Keynote speaker (where he'd like to stay, at a hotel or with everyone else) - no update
• ACTION: Stathis, Vivia: University contract - no update, Vivia to ping back
• ACTION: Stathis checking accommodation - no update
• ACTION: Kat and Britt put together a plan for a photo policy and implementation of it - no update, Britt to reach out to the photographer by next week
• ACTION: Kat follow up on privacy concerns over public speaker list on openevent - no updates
• ACTION: Sponsorship: Kristi to talk to Molly. Either Molly will attend calls or send emails to the private guadec-organization list - some sponsors found already, Kristi to liaise between Molly and the team, Molly to send update by Sunday to the guadec-organization list

• ACTION: Sebastian to publish old minutes on https://wiki.gnome.org/GUADEC/2019 and send emails - no updates, will pick up in the next dates

• ACTION: Sebastian to get Kat photos of the auditorium/rooms for the photo policy (This may help - https://www.flickr.com/photos/128617711@N04/albums/72157648544597423 Tom) - no updates

• ACTION: Kristi to forward email from UoM about what they would like from us regarding promoting them - done

Agenda

• Last week's action items
• Email from potention keynote speaker
• Updates from papers team
• Day Trips
• Meals: maybe have attendees pay by bank transfer? No meals on secondary days? When would the sessions start/end?
• Workshops
• Next meeting

Minutes

• Email from potential keynote speaker
  • Neil maybe promissed a keynote to someone we didn't know about

  • ACTION: Kristi to talk to Neil about the potential keynote and update the team, also will reply to the person

• Updates from papers team
  • Meg reached out to Kristi about team members

  • ACTION: Kat to follow up with Meg

• Day trips
  • Mariet from the university sent out some options for day trips
  • Options include trip within Thessaloniki
  • Other options include Chalkidiki (very good beach destination)
  • Mariet would like a final decision by 15th June

  • ACTION: Kristi to share day trip options with team

• Meals: maybe have attendees pay by bank transfer? No meals on secondary days? When would the sessions start/end?
  • University want the talk schedule (OK to have the information by end of next week? ACTION: Vivia to ask)
  • (aim for 1-2pm for lunch break)

  • ACTION: Kat to give rough outline on schedule

  • Not easy to do bank transfer for US/Canada/Brazil, ask if we can put it as a separate ticket
  • Gala dinner on Friday or Saturday

  • ACTION: Kristi to Send Sebastian Molly's email address

  • ACTION: Kristi to follow up regarding sponsored dinners

• Workshops
  • Half day: 3h, full day: 6h
  • Do we want to run workshops the day before GUADEC?

  • ACTION: Might not be able to add rooms (3?), Vivia will check

  • Ideas for workshops:
    • Newcomer - Carlos
    • GStreamer - Sebastian
    • Flatpack - Alex?
    • Design (inc mobile) - Purism?

    • GitLab integration - CI & extensions

    • XR design workshop - Collabora
    • Docs - Shaun/Petr

  • ACTION: Kat to reach out about workshop ideas (Sebastian to do the GStreamer one)

• University contact
  • Kristi is currently the point of contact

  • ACTION: Kristi will ask the university to email guadec-organization instead

• Next metting

  • ACTION: Kristi will start a poll