From MCH2022 wiki
Jump to navigation Jump to search

Team Content Meeting Minutes


Absent with notice

Absent without notice


As decided in the 2022-03-05 meeting


  • Notes: Walter
  • Chair: Hugh
  • Any other topics?
  • I can't make this meeting: Martian, Kirils, Jos, Nicolas


Important dates

  • Which dates/times are we going to discuss the acceptance of submissions this month?
  • 16 April: orga meeting Bitlair, Amersfoort
  • 14 May: orga field day, Zeewolde
  • Half of May: vote on submissions by visitors
  • 10-12 June: Schedule weekend, The Hague/Scheveningen

Walter suggested the 17th online, but that is Easter.

Could do some evenings.

Decision: 10th of April, afternoon session for a couple of hours. Evening followups if necessary.


  • Subsidy has been granted!

Claudia: how can the budget be used?

Walter: budget has a breakdown where it is allocated.

Is everything important to us ordered/known by the team who orders?

  • 3 stage tents: yes
  • 3 workshop tents: yes
  • speaker desk tent 2 x 5 x 5: yes
  • audio/video equipment for stages and workshop tents: Team Productiehuis: yes
  • benches etc. for stage and workshop tents (verify now we have 3 workshop tents):
  • benches etc. for speaker desk tent: yes
  • other items for speaker desk tent: rental items, yes
  • lighting for the tents: not sure if it's included yet, Hugh: lighting of workshop tents and lighting for speaker/content
  • extensions cords/power for workshop tents: no Hugh: flag to PL
  • internet in workshop tents: yes, NOC have been emailed. Suggest follow up at Orga to confirm what they intend to provide.
  • do we need soldering irons or other equipment for workshops? in the past hardware village
  • stickers: emailed Bookworm


Status of submissions

243 at the moment.

We should cluster them by topic area, so we can later balance the programme.

Visa: https://conference.mch2022.org/orga/event/mch2021-2020/speakers/?&question=4&answer=True

Contact speaker from Uganda as a Visa is required, what is needed to accept?

  • They have not got back to us about tents
  • Walter: no objections if they sleep on the terrain. Hotels are a more precious resource.
  • Tallying number of hotel rooms required
  • Erik: could be done in Zammad. Action: Erik to script something for this

No objections to accepting, nudging towards camping/sharing hotel room if possible.

Can we do different types of emails? We would like to, is that easily possible? [Erik]

Custom mail can be done in Zammad. Pretalx is good for mass mailing (acceptance).

Walter: mass emails to everyone to thank for submissions and notify them we are reviewing Actions: Walter to write the mail, Erik to send it

Is/are the acceptance emails correctly worded so that we can start accepting?

Action: Hugh to write by the 10th

==== How high is the rate that we need no discussion? If 7 or more people have rated 6 or more and there are no reviews that don't agree. How low is the rate that we need no discussion? ====

Can we auto accept some stuff?

Walter: should be discussed in the meeting, but briefly. Avoid accepting more than available slots. Claudia: what is quorate? given that some people are not reviewing Amelia: if there aren't too many 6/7s then we can just accept them on the 10th

Let's do the math how many slots we have to fill before the next meeting when the map is presented [Martian]

Day 1 last time:

  • 15:00 Heralds introduction
  • 16:00 Volunteer introduction
  • 17:00 Opening
  • 70 minutes between talks: first start 17:40, last start 23:30
  • room for 6 * 3 = 18 50 minute stage talks

Day 2 - 4 last time:

  • 10:00 first talks, room for 3 * 3 * 11 = 99 50 minute stage talks
  • 3 days lightning talks, taking 2 50 minute slots a day
  • So 99 - 6 = 93 50 minute stage talks

Day 5 last time:

  • 10:00 first talks, room for 3 * 5 = 15 50 minute stage talks
  • 16:00 closing

Results in room for 18 + 93 + 15 = 126 50 minute stage slots.

Was not discussed in detail.

Which content are we missing?

Part of our visitors like to convince their employers that MCH2022 is not a nice vacation but that they improve their knowledge and get their employer to pay for their ticket.

Which skills/topics are we missing in the submissions or we want more of?

  • Skills [all]
  • Political activism
  • Science but not CS
  • How things changed during COVID

Could be a panel, but needs a good moderator Walter: action, will look for some academic speakers on this

Blog post to convince employers? [Nicolas/Hugh] - Need to follow up

Specific speakers we would like to invite

THE LIST will be pointed to via: https://support.mch2021.org/#knowledge_base/1/locale/en-us/answer/7


When can we already start announcing speakers?

After accepting and confirmation from the speaker, hopefully soonish.

Speaker desk

Heralds and Angels (needs to be notified to Team:Volunteers)

Heralds: Ijon [Walter] / Witchdoc [Hugh/Kirils/Jos]

Ijon has been contacted, so has Lindworm, this needs to be followed-up.

From Bas: Can you split that in actual shifts? How long is a shift for a specific job? Normally we do about 2hrs per shift for a meal roughly. Does that number work for you? Please check with your team, some may have a better idea about this than i do.

Herald Angels: every speaker slot needs one angel

Walter: is checking with people to run the Herald Angels to see if they can come.

Hugh: send approximate calculation to Bas, arrange with Kirils re. Speaker Desk staffing

Speaker Desk radios?


Radios: 7 or 8

Send email [Hugh] Already done. On POC's list.

Speaker Desk equipment

List of things that are needed at speakerdesk (such as a printer):


Hugh: bring laser printer, could buy the little stuff Walter: easier to ask logistics

Hugh: email logistics with the list of consumables

Will design input for speakers [Kirils]

Reimbursement privacy policy, might take more time than 2 weeks [Walter]

Kirils was not here.


Bridge to Zammad

Erik: general email to ask about the need for support or individual emails Walter: prefers to email indivdually Hugh: general email would be quicker Erik: small number of people and asking them to repeat themselves Walter: bespoke situations, 10 or so people at SHA2017. Speaker point of contact.

Decision: individual emails, sort out who is sending these later

For speaker expenses, we know what will be build and when it will be ready as we are near the end of the CfP? [Erik]

Will be taken care of in March (when we need it).

Feedback for the schedule

We may have something that collects feedback from the audience before we release the main schedule that helps us to avoid similar events in parallel and allows us to pick a stage based on the popularity of the event.

One option might be https://github.com/pretalx/pretalx-public-voting

Target date is end of March for having the review system up. [Erik]

Schedule output

Pretalx is able to output the schedule in an XML based format and has an HTML output as well and we have a few options:

Schedule as HTML on our website

Pretalx by default is able to output the schedule as HTML and there is a preview here: https://docs.pretalx.org/user/event/widget.html#example The schedule is responsive so that it looks good on various screen sizes and devices. We can further customize the output to match the MCH2022 color scheme and fonts.

EventFahrplan for Android

EventFahrplan is an open source Android app that shows the schedule of CCC events and can basically be used for everything that is organized using Pretalx/Frab. It's easy to customize the app for a new event. In a nutshell, the source of the schedule is set and the layout including the colours and icons is changed. There is a corresponding guide here: https://github.com/EventFahrplan/EventFahrplan/blob/master/docs/CUSTOMIZING.md

As long as the icons are readily available, it should be possible to do this within 1-2 days with most of the time probably going to registering the app in various app stores.

Approach the app writer [Erik]

Using Giggity for Android

Giggity is an open source app for CCC events. Instead of having to customize and publish it, it's a single app let's the user import schedules of conferences. We basically just need to publish the schedule and then tell users to install the app and point it to a specific URL

Approach the app writer? [Erik]


Currently, there is no native open source app for the schedule on iOS we are aware of.

There is an app in the app store. Approach the app writer [Erik]. If something needs to be build Martian can assist.

Erik: looking at the iOS side

New blog posts?

Discussed. No more blog posts until we announce submissions.

Idea: I presented at MCH 2022' hex stickers

Ordering through Bookworm.

Who is responsible for the tables/chairs/power cords/projectors/lighting/... in workshop tents?

No answer from Team:Terrain yet, though some stuff we need to order ourselves, apparently [Walter asked Stitch]

Walter: no response from Stitch. Hugh: picking up above

Tents need to be dark enough and/or projectors good enough so they are usable.

Any Other Business


Topics for next meeting

Next meeting time

10/04/2020, 16:00 - 18:00 CEST.

Future topics

(Open air) stages

Team Terrain & Produktiehuis have this action point from the orga meeting.