Re: [guadec-list] Minutes 2016-02-24

[Ekaterina Gerasimova]

On 25 February 2016 at 13:34, Ekaterina Gerasimova
 wrote:
> On 25 February 2016 at 13:07, Benjamin Berg  wrote:
>> On Do, 2016-02-25 at 12:47 +0100, Tobias Mueller wrote:
>>> Hi.
>>>
>>> On Thu, Feb 25, 2016 at 11:18:53AM +0100, Benjamin Berg wrote:
>>> >
>>> >   * AGREED: regcfp will be our software for registration and CfP unless
>>> > this should be revisited for good reasons next week
>>> As for the CfP system:
>>> Do we know from the VoCCC how much a frab would make their and our lives
>>> easier?  Or do they expect it even?
>>>
>>> From what I can see from all the other CCC events the integration of the
>>> list of talks with the video page is reasonably good. So you can see the
>>> video from the talk in the schedule and vice versa.
>>
>> This simply requires an XML export of the schedule in the defined
>> format.
>>
>> https://c3voc.de/schedulexml
>> https://raw.githubusercontent.com/voc/schedule/master/validator/xsd/schedule.xml.xsd
>>
>> Looks pretty straight forward. Basically defines the conference, each
>> day, then the rooms and in there each talk.
>>
>>> I've seen it working for events ranging from a handful of talks (FifFkon),
>>> to a few dozen (mrmcd), up to a few hundred (FOSDEM, CCCongress).
>>> My feeling is that frab is pretty much the standard nowadays.
>>> The main feature I see is that it exports static HTML which is good
>>> for security and archival purposes.
>>> That alone makes me suggest to use Frab in the future for collecting
>>> submissions and managing the schedule.
>>
>> The advantages of regcfp:
>>  * Seems to work well for us (i.e. paper team, registration/badges)
>>  * People already know the system
>>  * We have the author supporting it for us
>>
>> I don't want to block a move to something else. However, I don't really
>> see schedule archives as a big enough reason to move considering we
>> would need someone to:
>>  * figure everything out (badges, cfp, schedule, registration, payment)
>>  * evaluate which solution is really better
>>  * set it up on our servers
>>  * be dedicated to maintain it in the runup to the conference
>>(and that should really be a non-core team person)
>
> From the papers committee point of view, the system needs to:
> * allow voting and do light processing on the results
> * allow a non-voter to see results and who or how many people have
> voted per paper, but not the votes
> * send automated mail to accepted/rejected papers
> * support having more than one speaker
>
>> And that has to happen before we open the CfP …

That reminds me, I want to open the call for papers in the first few
weeks of March, so we're waiting on the dates announcement.

>> Benjamin
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Re: [guadec-list] Minutes 2016-02-24

[Ekaterina Gerasimova]

On 25 February 2016 at 13:07, Benjamin Berg  wrote:
> On Do, 2016-02-25 at 12:47 +0100, Tobias Mueller wrote:
>> Hi.
>>
>> On Thu, Feb 25, 2016 at 11:18:53AM +0100, Benjamin Berg wrote:
>> >
>> >   * AGREED: regcfp will be our software for registration and CfP unless
>> > this should be revisited for good reasons next week
>> As for the CfP system:
>> Do we know from the VoCCC how much a frab would make their and our lives
>> easier?  Or do they expect it even?
>>
>> From what I can see from all the other CCC events the integration of the
>> list of talks with the video page is reasonably good. So you can see the
>> video from the talk in the schedule and vice versa.
>
> This simply requires an XML export of the schedule in the defined
> format.
>
> https://c3voc.de/schedulexml
> https://raw.githubusercontent.com/voc/schedule/master/validator/xsd/schedule.xml.xsd
>
> Looks pretty straight forward. Basically defines the conference, each
> day, then the rooms and in there each talk.
>
>> I've seen it working for events ranging from a handful of talks (FifFkon),
>> to a few dozen (mrmcd), up to a few hundred (FOSDEM, CCCongress).
>> My feeling is that frab is pretty much the standard nowadays.
>> The main feature I see is that it exports static HTML which is good
>> for security and archival purposes.
>> That alone makes me suggest to use Frab in the future for collecting
>> submissions and managing the schedule.
>
> The advantages of regcfp:
>  * Seems to work well for us (i.e. paper team, registration/badges)
>  * People already know the system
>  * We have the author supporting it for us
>
> I don't want to block a move to something else. However, I don't really
> see schedule archives as a big enough reason to move considering we
> would need someone to:
>  * figure everything out (badges, cfp, schedule, registration, payment)
>  * evaluate which solution is really better
>  * set it up on our servers
>  * be dedicated to maintain it in the runup to the conference
>(and that should really be a non-core team person)

From the papers committee point of view, the system needs to:
* allow voting and do light processing on the results
* allow a non-voter to see results and who or how many people have
voted per paper, but not the votes
* send automated mail to accepted/rejected papers
* support having more than one speaker

> And that has to happen before we open the CfP …
>
> Benjamin
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Re: [guadec-list] Minutes 2016-02-24

[Andreas Nilsson]

On 2016-02-25 14:12, Alexandre Franke wrote:

And the year before. There, proved you wrong. ;-)

True.
I stand corrected.
- Andreas
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Re: [guadec-list] Minutes 2016-02-24

[Alexandre Franke]

On Thu, Feb 25, 2016 at 2:10 PM, Andreas Nilsson  wrote:
> There is this GUADEC curse that magically makes us switch registration
> systems every year.
> Would be kind of cool if we were able to keep the same two years in a row
> for once.

Hmm.

> The regcfp system worked really well for us last year.

And the year before. There, proved you wrong. ;-)

-- 
Alexandre Franke
GNOME Hacker & Foundation Director
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Re: [guadec-list] Minutes 2016-02-24

[Alexandre Franke]

On Thu, Feb 25, 2016 at 2:07 PM, Benjamin Berg
 wrote:
> I don't want to block a move to something else. However, I don't really
> see schedule archives as a big enough reason to move considering we
> would need someone to:
>  * figure everything out (badges, cfp, schedule, registration, payment)
>  * evaluate which solution is really better
>  * set it up on our servers
>  * be dedicated to maintain it in the runup to the conference
>(and that should really be a non-core team person)
>
> And that has to happen before we open the CfP …

And preferably that would be someone willing to take care of it next
year too, and the following… because we don't want to change every
other year.

-- 
Alexandre Franke
GNOME Hacker & Foundation Director
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Re: [guadec-list] Minutes 2016-02-24

[Andreas Nilsson]

On 2016-02-25 14:07, Benjamin Berg wrote:

The advantages of regcfp:
  * Seems to work well for us (i.e. paper team, registration/badges)
  * People already know the system
  * We have the author supporting it for us


There is this GUADEC curse that magically makes us switch registration 
systems every year.
Would be kind of cool if we were able to keep the same two years in a 
row for once.

The regcfp system worked really well for us last year.
- Andreas
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Re: [guadec-list] Minutes 2016-02-24

[Benjamin Berg]

On Do, 2016-02-25 at 12:47 +0100, Tobias Mueller wrote:
> Hi.
> 
> On Thu, Feb 25, 2016 at 11:18:53AM +0100, Benjamin Berg wrote:
> > 
> >   * AGREED: regcfp will be our software for registration and CfP unless
> > this should be revisited for good reasons next week
> As for the CfP system:
> Do we know from the VoCCC how much a frab would make their and our lives
> easier?  Or do they expect it even?
> 
> From what I can see from all the other CCC events the integration of the
> list of talks with the video page is reasonably good. So you can see the
> video from the talk in the schedule and vice versa.

This simply requires an XML export of the schedule in the defined
format.

https://c3voc.de/schedulexml
https://raw.githubusercontent.com/voc/schedule/master/validator/xsd/schedule.xml.xsd

Looks pretty straight forward. Basically defines the conference, each
day, then the rooms and in there each talk.

> I've seen it working for events ranging from a handful of talks (FifFkon),
> to a few dozen (mrmcd), up to a few hundred (FOSDEM, CCCongress).
> My feeling is that frab is pretty much the standard nowadays.
> The main feature I see is that it exports static HTML which is good
> for security and archival purposes.
> That alone makes me suggest to use Frab in the future for collecting
> submissions and managing the schedule.

The advantages of regcfp:
 * Seems to work well for us (i.e. paper team, registration/badges)
 * People already know the system
 * We have the author supporting it for us

I don't want to block a move to something else. However, I don't really
see schedule archives as a big enough reason to move considering we
would need someone to:
 * figure everything out (badges, cfp, schedule, registration, payment)
 * evaluate which solution is really better
 * set it up on our servers
 * be dedicated to maintain it in the runup to the conference
   (and that should really be a non-core team person)

And that has to happen before we open the CfP …

Benjamin

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Re: [guadec-list] Minutes 2016-02-24

[Tobias Mueller]

Hi.

On Thu, Feb 25, 2016 at 11:18:53AM +0100, Benjamin Berg wrote:
>   * AGREED: regcfp will be our software for registration and CfP unless
> this should be revisited for good reasons next week
As for the CfP system:
Do we know from the VoCCC how much a frab would make their and our lives
easier?  Or do they expect it even?

>From what I can see from all the other CCC events the integration of the
list of talks with the video page is reasonably good. So you can see the
video from the talk in the schedule and vice versa.
I've seen it working for events ranging from a handful of talks (FifFkon),
to a few dozen (mrmcd), up to a few hundred (FOSDEM, CCCongress).
My feeling is that frab is pretty much the standard nowadays.
The main feature I see is that it exports static HTML which is good
for security and archival purposes.
That alone makes me suggest to use Frab in the future for collecting
submissions and managing the schedule.

Cheers,
  Tobi
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[guadec-list] Minutes 2016-02-24

[Benjamin Berg]

Hi,

unfortunately we had a couple of core people missing. For anyone
interested about the status there is plenty of information in the
minutes :)

Thanks to Kat for cleaning up the minutes and putting them on the wiki:
  https://wiki.gnome.org/GUADEC/2016/Meetings/20160224

Benjamin

== People Present ==
 * benzea
 * afranke
 * sils_
 * moggi
 * puiterwijk

== Action Items, by person ==
 * benzea
  * benzea to ping CCC VOC team again
  * benzea to ask florolf about time for setup
  * benzea to get contract from the university asap
  * benzea to make sure workshops get discussed again later
  * benzea to put sponsorship perks and student sales pitch on next
agenda
  * benzea to look at embed/link to a better map
 * moggi
  * moggi to look into accomodation booking for sponsored people (after
10th of march)
 * andreasn
  * andreasn will be doing badges for us soon
 * **UNASSIGNED**
  * everyone please have a look at the coc that is on the website right
now and comment on whether they are fine with it

== Edited minutes ==

Meeting started by benzea at 20:20:17 UTC.


=== Meeting summary ===
 * Video
  * The VOC team may not have people around for GUADEC, but will plan
for now as if we can use them for the purpose of venue booking
  * florolf said that 3 hours on the day before would be good for them,
but see venue times below
  * LINK: https://wiki.gnome.org/GUADEC/2016/Video
  * ACTION: benzea to ping CCC VOC team again

 * Core days venue times
  * We prefer setting up in the morning if this works for the video
team
  * Core days 9:30 to 19:30, except on friday 8:00 (if we can get away
without setup time on thursday
  * ACTION: benzea to ask florolf about time for setup

 * Contracts
  * LinuxTag is reviewing the contractual stuff internally right now
   * There will be a call next Wednesday
   * We can go ahead and get the university to write up the venue
contract with LinuxTag
  * ACTION: benzea to get contract from the university ASAP

 * Accomodation
  * ACTION: moggi to look into accomodation booking for sponsored
people (after 10th of march)

 * Keynotes 
  * There are currently two suggestions
  * LINK: https://wiki.gnome.org/GUADEC/2016/Keynotes

 * Workshops
  * LINK: https://wiki.gnome.org/GUADEC/2016/Workshops
  * There are 3-4 workshops that we can likely offer
  * Some help is needed for workshop management
  * We need a registration system
  * General consensus is that it makes sense to have mandatory payments
professional attendees
  * We won't ask for donations directly for workshops, even with people
attending for free
  * ACTION: benzea to make sure workshops get discussed again later

 * Code of conduct
  * ACTION: everyone please have a look at the coc that is on the
website right now and comment on whether they are fine with it

 * Sponsors
  * Help in writing to sponsors and finding contact information is
always needed
  * Further discussion is postponed

 * Announcement
  * benzea has talked to the engagement team
  * Help with twitter feed would be welcome
  * Website has been mostly updated, should still get some improvements
(e.g. map, links to bahn.de search)
  * ACTION: benzea to look at embed/link to a better map

 * Website
  * LINK: http://wp-osm-plugin.hanblog.net/add-a-map-with-marker-and-ht
ml-popup-in-wordpress/
  * AGREED: regcfp will be our software for registration and CfP unless
this should be revisited for good reasons next week

 * Misc
  * ACTION: andreasn will be doing badges for us soon
  * We have some initial information about visa letters on the wiki
(German), next step will be making some draft letters
  * ACTION: benzea to put sponsorship perks and student sales pitch on
next agenda

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