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
- 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.
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.
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]
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]
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.
(Open air) stages
Team Terrain & Produktiehuis have this action point from the orga meeting.