Meeting minutes 2019-06-03 10:00 UTC

Attending

• Kat
• Kristi
• Vivia
• Stathis
• Tom

Old action items

• ACTION: Kristi working on ideas for things to do in Thessaloniki (based on bid document) - Done

• ACTION: Tom/Kat need to ensure that additional fields are in openevent - av can help us out, Tom to coordinate with av

• 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) - prefers hotel - Stathis to confirm booking and share details with the speaker

• ACTION: Stathis, Vivia: University contract - no update, Vivia followed up, will call/talk to a human

• ACTION: Kat and Britt put together a plan for a photo policy and implementation of it - no update (no Britt in call)

• 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 - Kristi will follow up with Molly

• 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 talk to Neil about the potential keynote and update the team, also will reply to the person - no reply from Neil

• ACTION: Kat to follow up with Meg about members of the papers team - no update

• ACTION: Kristi to send Sebastian Molly's email address - done

• ACTION: Kristi to follow up regarding sponsored dinners - in progress

• ACTION: Kat to reach out about workshop ideas (Sebastian to do the GStreamer one) - Newcomer, Flatpack, Design, GitLab integration, XR design, Docs - in progress, XR and GStreamer confirmed

• ACTION: Kristi will ask the university to email guadec-organization instead of emailing her directly - no update

Agenda

• Last week's action items
• University to sponsor lanyards
• Day trips and visiting Thessaloniki
• New talk proposal submissions
• Next meeting

Minutes

• University to sponsor lanyards
  • University have a sponsor who would like to pay for lanyards
  • Need to discuss with Molly because of the disparity in the cost of sponsorship vs. exposure compared to other sponsors

  • ACTION: Stathis to ask the University exactly what the sponsor (and who they are) wants printed on the lanyards

• Day trips and visiting Thessaloniki
  • Email sent to guadec-organization,
  • Someone local will help with suggestions for vegan and vegetarian options
  • €100 is too expensive for maany attendees, but the cheaper options look great
  • Maybe look at a beach trip with free stuff to do around a location (like a beach bar)

  • ACTION: Kristi to send an email to university with our feedback on day trips

• New talk proposal submissions
  • Not possible, paper submissions closed
• Accommodation

  • ACTION: Stathis will visit the hostel tomorrow to figure out what's happening

• Website

  • ACTION: Kat to send an email asking for help with updating and putting information on there

• Design
  • We need to start thinking about signage, banners, etc.
• Next meeting
  • Add "Diversity and inclusion activities" to the agenda

  • ACTION: Kristi will send out poll today