20:00:28 <jsmith> #startmeeting FUDCon Planning Meeting
20:00:28 <zodbot> Meeting started Wed Dec  1 20:00:28 2010 UTC.  The chair is jsmith. Information about MeetBot at http://wiki.debian.org/MeetBot.
20:00:28 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic.
20:01:15 <jsmith> #meetingname fudcon planning
20:01:15 <zodbot> The meeting name has been set to 'fudcon_planning'
20:01:25 <jsmith> #topic Roll Call
20:01:31 * jsmith is here
20:01:36 * rbergeron is here but is grabbing a caffeinated beverage really quicklike
20:01:57 * stickster is mostly here
20:02:09 * jsmith eyes the opened can of Yoohoo that his kids left on his desk -- and decides against it
20:02:54 <rbergeron> yick
20:03:18 <jsmith> OK, I guess that's who we have today (not counting the lurkers)
20:03:19 <rbergeron> :)
20:03:42 <jsmith> #topic Introduction and status updates
20:04:07 <jsmith> I just wanted to again give a big shout out to all the folks who have been putting their time and effort into the FUDCon planning
20:04:26 <jsmith> I can state without a doubt that this is the best planning ever for a FUDCon
20:05:02 <jsmith> We're getting down to the "less than 60 days" mark, so there's still some work to do
20:05:26 <jsmith> So let's do it!
20:05:33 <jsmith> #topic Tickets
20:06:06 <jsmith> #info Ticket 19: Better internet access at the hotel (Jared's ticket)
20:06:50 <jsmith> Status update is that we're going nowhere fast in that regard -- I still have a couple of requests pending, but if I don't find something in the next couple of weeks, I'm gonna have to call it dead
20:07:13 <rbergeron> yikes. okay
20:07:15 <jsmith> Any other comments on this ticket?
20:07:28 <rbergeron> I think rrix is at the same spot, but I can ping him later on.
20:07:36 <jsmith> Yeah -- he has a different ticket :-)
20:07:37 * rbergeron notes rrix is in the midst of finals / almost finals or something like that
20:07:41 <rbergeron> yup
20:07:51 <jsmith> OK, moving on...
20:08:01 <jsmith> #info Ticket 47: Prospectus
20:08:16 <jsmith> Last I heard, we were still waiting for herlo to make a couple of minor changes and publish in PDF form
20:08:34 <jsmith> Should we go ahead without him?
20:09:07 <rbergeron> I think so.
20:09:17 <rbergeron> I od'nt know how many other sponsors we can get at this point, but it's worth a shot.
20:09:25 <jsmith> Aye...
20:09:47 <jsmith> And it's not just for this FUDCon either... each step we take for this one helps the next one, and so forth...
20:10:17 <jsmith> rbergeron: Is that something you can do?  Something you want me to do?
20:11:12 <rbergeron> Ummmmmmmm..... I can take a stab at it.
20:11:30 <jsmith> #action rbergeron to convert the prospectus to PDF
20:11:34 <jsmith> Thanks rbergeron!
20:12:00 <jsmith> Moving on...
20:12:07 <jsmith> #info Ticket #50: Welcome packet
20:12:19 <jsmith> #agreed jsmith still needs to finish the welcome letter
20:12:54 <rbergeron> #info rbergeron and rrix still need to add food and stuff
20:12:59 <jsmith> and I think we should seriously consider adding an anti-harassment statement to the packet as well, pending legal approval from RH Legal
20:13:21 * rbergeron is not so hot on it but is willing to defer to other's judgement, and legal
20:14:12 <jsmith> Well, it's certainly something we can discuss -- I'm not trying to mandate anything, it just sounded like a good idea
20:15:01 <jsmith> We can discuss it off-line
20:15:08 <rbergeron> okedokee
20:15:13 <jsmith> What else do we need to worry about for the welcome packet?
20:15:19 * douglax is here
20:15:36 <jsmith> Welcome, douglax
20:15:46 <rbergeron> ianweller has graciously volunteered to take it and turn it into a nice printable flyer/whatever over his winter break.
20:16:07 <rbergeron> #info the welcome packet needs to be done before ianweller goes on winter break :) (THANKS IAN!)
20:16:23 <jsmith> Cool beans!
20:17:25 <jsmith> What else needs to be added?
20:17:49 <rbergeron> Twitter / microblogging info.
20:17:55 * rbergeron looks at the page real quicklike
20:18:14 <rbergeron> #action rbergeron to ping ke4zvu3 to see if he can outline some simple instructions around microblogging stuff.
20:18:44 <rbergeron> General agenda, Hack suite info, FUDPub info, etc.
20:18:55 <rbergeron> Basically everything except the location of In n out and krispy kreme.
20:18:57 <rbergeron> :)
20:19:00 * stickster tunes in a bit late
20:19:08 <stickster> I'm going to add a ticket regarding the anti-harrassment policy.
20:19:29 <rbergeron> a ticket to consider pending discussion w/legal?
20:19:53 <stickster> A ticket to decide what our policy is and how to state it. I'm not sure we're blocked on Red Hat Legal for this.
20:19:53 <jsmith> stickster: OK, sounds fair
20:19:55 <stickster> The stories from some conferences (never FUDCon, thank goodness) are just unbelievable.
20:20:11 <stickster> See LWN today for a frightening summary.
20:20:27 <douglax> !
20:20:38 <jsmith> douglax: Go ahead!
20:20:42 <douglax> Nushio and I are kind of lost (and worried) about ticket #32. We're not clear about who's gonna take care on his plane ticket to Chihuahua. Can we buy it now and have it reimbursed at Tempe. *If we buy it now we can get it at about US$ 80 round
20:20:59 <douglax> eof
20:21:53 <jsmith> douglax: If you can hold off a few minutes -- we'll talk about subsidies next (after we finish the other tickets)
20:21:58 <rbergeron> stickster: my concern is IF, god forbid, something terrible happens, what kind of liability situation does that put us in if we've declared ourselves anti-harassment and safe and all that business.
20:22:03 <rbergeron> anyway
20:22:03 <rbergeron> that is my $.02
20:22:08 <stickster> rbergeron: Liability for what?
20:22:31 <douglax> ack
20:22:47 <rbergeron> If, say, $randomdrunkperson assaults $somefemale and we were not able to prevent it for some reason.
20:23:29 <rbergeron> By saying we have a policy, and we're saying we're a "safe zone" place (as beth had suggested)... what does that mean for us as a sponsor?
20:23:46 <jsmith> I don't think we're claiming that nothing bad can happen
20:23:57 <stickster> This is an interesting question, rbergeron. I think that liability is premised to some extent on what the conference organizes can be "reasonably expected" to do. Prevent? probably not. But address? Maybe, and addressing it is something we'd have to do whether we had a policy or not.
20:24:02 <jsmith> Only that we have a policy in place, and a plan of action should something untoward happen.
20:24:33 <stickster> My bet is that having a policy and understanding of what to do if $bad_stuff happens is better than *not*
20:24:47 <stickster> Because people won't be confused and wondering how to respond, and thus increase risk
20:25:33 <rbergeron> Okay. I think none of us are lawyers - I am just saying if we have one, we should have someone look at it to make sure we don't have any glaring legal loopholes or liabilities.
20:25:37 <rbergeron> :)
20:26:01 <rbergeron> .... who has a JD :)
20:26:13 <rbergeron> ... and is admitted by the bar somewhere ;)
20:26:24 <rbergeron> EOF :)
20:26:34 <ianweller> rbergeron: no problem :)
20:26:38 * ianweller has high latency todya
20:27:24 <jsmith> No worries...
20:27:28 <jsmith> OK, moving on...
20:27:43 <stickster> #action stickster File ticket on anti-harrassment policy
20:27:58 <stickster> #action stickster Raise conversation with Legal on any liability concerns an anti-harrassment policy creates or mitigates
20:28:14 <jsmith> #info Ticket #61: rrix's ticket for better internet access at hotel
20:28:34 <jsmith> I know rrix is out, and that he's stalled waiting on a response from Qwest (who manages the network for ASU)
20:31:19 <jsmith> Not sure what else to say on that one
20:31:39 <jsmith> #info Ticket #62: Catering for food
20:31:47 <jsmith> rbergeron: I'm assuming you've got this one :-)
20:31:57 <rbergeron> yes. It goes on, and on, and on
20:32:33 <jsmith> We're all ears :-p
20:32:43 <rbergeron> Oh.
20:33:23 <rbergeron> Well, basically, I'm trying to verify if the refried beans in the fajita bar are fried in animal fat, which would make them vegan un-friendly, and then I would need yet another suggestion from catering lady on fudpub food.
20:33:43 <rbergeron> Or if they can substitute black beans, which need to be made with veggie broth and not chicken broth.
20:33:51 * rbergeron got a lesson in vegan food creation from mizmo today
20:34:25 <rbergeron> Or if they can break things up into .... "vegan healthy" and "MMMM ANIMAL FAT" for everyone else. :)
20:34:49 <jsmith> I've done that at other conferences
20:34:59 <rbergeron> While dealing with university catering? :)
20:35:17 <jsmith> Put little signs in front of the foods for "vegan" or "kosher" or "halal"
20:35:22 <abadger1999> vegan food creation is fun when your the chef, not so much when you're trying to confirm that people who have never heard of it are cooking for you.
20:35:25 <jsmith> Not with university catering, unfortunately
20:35:46 * rbergeron wants to make sure the food is actually what she says it is when the sign is in front of it
20:35:53 <rbergeron> :)
20:35:58 <jsmith> I understand
20:36:43 <rbergeron> The sustainable food restaurant is in the same facility, and they have vegan options, so my next step is to just see if we can order X number of dishes from them if the catering department can't accommodate.
20:37:01 <jsmith> That works too
20:37:02 <rbergeron> The rule for the MU is that campus catering has to provide, or the food has to come from a restaurant in the building.
20:37:14 <jsmith> Makes sense
20:37:24 <rbergeron> But at $25 a plate for the sustainable cool place, I'd like to see if campus catering can accommodate us first.
20:37:39 <rbergeron> Since we're looking at more like 12-14 bucks a person. :)
20:38:08 <rbergeron> annnnyway. :)
20:38:20 <jsmith> Anything else we need to discuss about catering?
20:38:28 <rbergeron> #info Catering is coming along. Just trying to accommodate everyone as best as possible!
20:38:48 <rbergeron> #action rbergeron to file for an alcohol permit in next week or two
20:39:16 <jsmith> #info Tickets 69 and 70: T-shirt design
20:39:29 * rbergeron checks the design team meeting notes
20:40:33 <rbergeron> it looks like emily is taking over the design ticket, and is sending some mockups to the list as time allows.
20:41:20 <rbergeron> jsmith: can you maybe ping the design team with some urgency / maybe pick a time/date we need to have things set by so we can order shirts at a rate that is not the "overnightomg" rate? :)
20:41:42 <jsmith> rbergeron: Will do
20:41:50 <jsmith> #action jsmith to follow up with design team on T-shirt designs
20:42:45 <jsmith> Alrighty... that's it for the planning tickets
20:43:01 <jsmith> There's a subsidy ticket I'd like to talk about, and then we'll move on to a couple of other more general items
20:43:39 <jsmith> #info Ticket #32: Funding request for Juan Rodriguez https://fedorahosted.org/fudcon-planning/ticket/32
20:43:59 <jsmith> douglax: That's the same ticket you're talking about, correct?
20:44:07 <douglax> that is correct
20:44:29 <Nushio> Ticket #32 and #37 are the same one
20:44:37 <jsmith> Originally we agreed to subsidize a ticket from McAllen, TX to Phoenix, AZ
20:44:43 <jsmith> Around $300 USD
20:45:12 <douglax> no, I have a different idea
20:45:16 <Nushio> That was the initial proposal, but during the meeting it was changed
20:45:20 <jsmith> I have to admit that I'm confused, because now we're talking about a flight from Monterrey, Mexico to Chihuahua, Mexico
20:45:23 <Nushio> for a much cheaper package
20:45:30 <jsmith> During which meeting?
20:45:44 <Nushio> a fudcon meeting from october 29
20:46:06 <Nushio> rbergeron's comment reflects this
20:46:08 * jsmith goes back to pull up the notes
20:46:23 <douglax> i think the original agreement was Juan flying to Chihuahua, and then we both have road trip to Tempe. Plane ticket about $80 and road trip about $180
20:47:32 <douglax> plus lodging
20:47:47 <jsmith> I'm not seeing that in the October 29th meeting logs
20:49:01 * jsmith is reading back through http://meetbot.fedoraproject.org/fudcon-planning/2009-10-29/fudcon-planning.2009-10-29-20.30.log.html
20:49:40 <Nushio> Might've been a prior meeting then, I got 'oct 29' based on the ticket's comment
20:49:51 <Nushio> I remember being in the meeting and the chatlogs don't have me
20:50:30 <stickster> Nushio: Are you sure that wasn't a meeting for the upcoming Panama FUDCon?
20:50:39 * rbergeron apologizes for having a poor memory
20:50:41 <Nushio> I'm certain, it wasn't planned back then
20:50:51 <rbergeron> No, I definitely remember the carpooling situation.
20:51:11 <abadger1999> I remember it being discussed -- Was it the special session meeting?
20:51:12 <jsmith> I thought they were carpooling to McAllen, TX and then flying from there
20:51:24 <rbergeron> it was a subsidy meeting
20:51:30 <douglax> https://fedorahosted.org/fudcon-planning/ticket/37#comment:1
20:52:00 <rbergeron> http://meetbot.fedoraproject.org/fudcon-planning/2010-08-27/fudcon_subsidies.2010-08-27-16.01.html
20:52:46 <rbergeron> oh, maybe that's not it
20:53:18 <Nushio> rbergeron: I think that's it
20:53:46 <Nushio> Except plane ticket prices have changed, and if we buy *now* they cost about 750 pesos, which is about 60usd
20:53:54 <Nushio> its cheaper than last time we checked
20:54:13 <rbergeron> yes, it's correct.
20:54:17 <rbergeron> around 16:40 in the logs.
20:54:40 <douglax> to 16:54:10  :)
20:55:54 <rbergeron> yeah, so that is a flight to chihuahua.
20:56:29 <rbergeron> OHHH
20:56:41 <rbergeron> I think I may know what happened.
20:57:27 <douglax> yes, the point is that we have just a few days to get those fares, our proposal is that we buy those tickets now and have them reimbursed at Tempe
20:57:34 <rbergeron> So ticket 37 is right. That they are carpooling from Chihuahua.
20:58:02 <rbergeron> Ticket 36, which is david nalley, got updated with the travel stuff for nushio.
20:58:05 <rbergeron> https://fedorahosted.org/fudcon-planning/ticket/36
20:58:17 <Nushio> yeah, but I didn't update my ticket, and that's where it all went wrong
20:58:26 <Nushio> I'm embarrassed :-/
20:59:08 <jsmith> Here's the deal -- I have no easy way to reimburse you in Phoenix
20:59:32 <rbergeron> and i corrected #36, but didn't update nushio.
20:59:39 <Nushio> jsmith: not even with gas tickets and airplane ticket receipts?
20:59:39 <jsmith> Max might be able to do that (and probably even before FUDCon)
20:59:51 <rbergeron> I think that Max has reimbursed folks with cash in person.
21:00:00 <rbergeron> spevack: ^^^^^^
21:00:05 <jsmith> Nushio: It's not like I'll have cash to hand out to you -- all I have is a RH card.
21:00:17 <Nushio> ah, I see
21:00:19 <jsmith> Go ahead and purchase the tickets, and we'll find out a way to reimburse you
21:00:32 <Nushio> Last time, I was paypal'd by max
21:00:35 <jsmith> If you can email me (or Max or both) the receipts, we'll find a way
21:00:37 <rbergeron> (and let us know in the ticket how much they were)
21:00:41 <jsmith> Yeah, Max loves PayPal
21:00:42 <rbergeron> nushio: ah, paypal works great.
21:00:50 <rbergeron> Well, I don't know about *love* but it works :)
21:01:06 <Nushio> I'll go ahead and purchase the tickets then before my government decides to mess around with airplane taxes
21:01:17 <jsmith> Sounds like a plan
21:01:28 <Nushio> (the price ticket is the same, the tax changed, for good, and now the ticket is almost half the price)
21:03:24 <rbergeron> okay.
21:04:10 <rbergeron> #action nushio to buy tickets, submit to max for reimbursement via paypal, update his Trac Ticket with the amount so we can account for it in the budget.
21:04:18 <rbergeron> does that work?
21:04:38 <douglax> like charm
21:04:42 <Nushio> Yeah
21:04:45 <Nushio> Thanks! :)
21:05:53 <rbergeron> jsmith: what's next?
21:06:11 <jsmith> Sorry, got distracted
21:06:16 <jsmith> OK, just a couple of other items
21:06:25 <jsmith> #topic Additional subsidies
21:07:02 <jsmith> There's a chance we *might* be able to subsidize a few more people.  Most of this is thanks to our other corporate sponsors who have agreed to help out with FUDCon food costs.
21:07:06 <rbergeron> Do we want to plan a meeting for this?
21:07:13 <jsmith> Well, here's the deal.
21:07:38 <jsmith> Until we have the food costs nailed now and arranged, I don't think it's wise to be deciding on additional subsidies
21:08:06 <rbergeron> Okay. Well, I'll supply the numbers to the list, and we can go from there.
21:08:10 <jsmith> Let's make sure we get things done in the proper order, so that we know exactly what money we have left, and are sure we can allocate it for travel subsidies
21:08:16 <jsmith> Sounds great.
21:08:42 <rbergeron> That said, we originally had 4k budgeted for fudpub food, and we are getting 4k from rackspace, and I estimate we'll go over that by about 1k for alcohol.
21:08:53 <rbergeron> And having a little bit more food.
21:08:54 <rbergeron> :)
21:08:58 <jsmith> Right...
21:09:00 <rbergeron> Or "not pizza" I suppose.
21:09:01 <rbergeron> :)
21:09:15 <jsmith> We also have to find out whether or not we're going to bring in additional internet access, etc.
21:09:47 <rbergeron> yeah.
21:10:29 <rbergeron> We have that budgeted, and if we can't get that, we can either opt for (a) buying a bunch of pre-paid wireless interwebz keys, or (b) reallocating that to bringing more people too.
21:10:32 <jsmith> I simply mention all this because I want to make sure we do this in the proper order, and be fair to folks.
21:10:45 <jsmith> Yup, exactly.
21:11:12 <rbergeron> wait, i thought we had that budgeted.
21:11:38 <jsmith> We do
21:11:50 * rbergeron is not seeing it on the budget page?
21:11:56 <jsmith> Oh?
21:12:32 <rbergeron> https://fedoraproject.org/wiki/FUDCon:Tempe_2011_budget
21:12:45 * rbergeron wonders if she is hallucinating or having a faulty memory. Either is possible.
21:13:42 <jsmith> Either way, I think Google and Rackspace help us have a little more wiggle room w/ the budget
21:14:04 <rbergeron> do we have another budget page?? I could have sworn we had a line item for internet
21:14:59 <jsmith> Not that I'm aware of... but I remember seeing that number somewhere
21:15:05 <jsmith> Maybe stickster knows?
21:15:47 <stickster> https://fedoraproject.org/wiki/FUDCon:Tempe_2011_budget
21:15:54 <stickster> Linked from the main Tempe event page
21:16:06 <rbergeron> stickster: didn't there used to be a line item for internet?
21:16:31 <stickster> rbergeron: No, because all this time we've been waiting for people to get the equipment issues figured out so we'd know what it would cost.
21:16:38 <stickster> We had no idea whether it was going to be $1K or $5K
21:16:52 <rbergeron> oh.
21:17:00 <rbergeron> so I am insane with a faulty memory ;)
21:17:10 <stickster> Also, we had proceeded with broadband investigation as a "nice to have" option, not something we were going to break the bank for.
21:17:13 * rbergeron checks the calendar and notes it is a day of the week, so this must be true. :)
21:17:26 <jsmith> OK, I'll keep trying to nail down internet costs
21:17:30 <jsmith> (or punt and give up)
21:17:56 <stickster> jsmith: If it were me, I would set a decision deadline for that, so everyone knows when it will be called DOA or good-to-go
21:18:15 <jsmith> That's my idea -- I just wanted to talk to rrix a bit before picking a date
21:18:50 <stickster> jsmith: Yeah, makes sense. IIRC you're copied on all the correspondence I have with his friend Zach and the ASU + Qwest folks.
21:19:16 <jsmith> Yes, I am
21:20:17 <jsmith> OK, moving on.
21:20:26 <jsmith> #info Room reservation at ASU
21:20:38 <jsmith> The last item I have on my list is the room reservation at ASU
21:20:40 <stickster> Ah, December finally!
21:20:41 * rbergeron wonders about the thought of buying a bunch of mobile broadband prepaid keys/routers and buying some time on them, and then putting the hardware in the event boxes when we pack up for use at other events, as a last resort.
21:21:03 <jsmith> We had to wait until December to book the room, as I recall.
21:21:06 <jsmith> Do we have a ticket to actually get that done?
21:21:11 <jsmith> That should be a high priority now.
21:21:37 <rbergeron> .........you mean to sort out with the ... Dean / Guy at ASU whose name escapes me, what rooms we are getting for Saturday and Sunday?
21:21:40 <rbergeron> and how many, etc?
21:21:46 <stickster> rbergeron: Correct.
21:21:56 * rbergeron notes that the word "room" instead of "rooms" threw her off there
21:22:17 <jsmith> Correct
21:22:23 <stickster> #info Jon Delany @ASU informed us back in Aug/Sep that we could make a reservation in December, and that there would be close to zero contention for space at Brickyard for Saturday/Sunday.
21:22:24 <jsmith> That's what we're talking about
21:22:37 <jsmith> Jon!  That's his name!
21:22:49 <rbergeron> stickster, you and jsmith have had the most pull / ongoing contact with him. Does one of you want to follow up with Jon, and I will synchronize with the MU to ensure that all our ducks are in a row?
21:22:55 <stickster> #info The December timeframe was simply because that's when their reservation system opens up for next semester.
21:23:12 <stickster> #action stickster Introduce Jared to Jon and other ASU folks formally and get ball rolling for room reservations.
21:23:24 <stickster> jsmith: deja vu!
21:23:35 <jsmith> stickster: Bingo :-)
21:23:36 <stickster> Heh... Jared and I were talking about this last night on the phone :-)
21:23:42 <jsmith> stickster: Another two birds and a stone...
21:23:45 <rbergeron> stickster: I think you did that introduction already didn't you?
21:23:48 <rbergeron> sort of?
21:23:56 <rbergeron> just not the ball-rolling part.
21:24:17 <rbergeron> actually, I think I have decided to not consult my memory on anything today. I think that whatever you all say is a good idea.
21:24:24 <rbergeron> :)
21:24:47 <jsmith> #topic Any other business?
21:25:18 <stickster> #info Reservations for student organizations start December 3rd.
21:25:21 <stickster> Great timing!
21:25:23 <rbergeron> awesome.
21:26:00 * rbergeron already has her reservation for the MU.
21:26:26 <rbergeron> #action rrix - can you report back to us on anything you have heard from the ASU Law Department re: IP sessions interest? :)
21:26:41 <rbergeron> (as long as I'm thinking about it)
21:29:47 <jsmith> Oooh, good call.
21:29:49 <jsmith> That reminds me of one other thing
21:29:49 <jsmith> Kara from Red Hat's PR department asked for a contact at ASU for doing some sort of joint publicity / press-release kind of thing
21:29:50 <jsmith> I'm not sure if that's Jon Delaney, or someone else
21:30:10 <jsmith> Anyhoo, I think that brings us to the end of the meeting.
21:30:26 <rbergeron> ahhhhh.
21:30:28 <jsmith> Last call for any other business
21:30:30 <rbergeron> Yeah, Jon would probably know.
21:30:52 <jsmith> OK, sounds good.
21:30:57 <jsmith> Going once...
21:31:20 <jsmith> Going twice...
21:31:27 <rbergeron> SOLD
21:31:39 <douglax> Thank you guys for everything
21:31:48 <rbergeron> btw: I can probably go over and do some in-person with Jon in January, if needed.
21:32:00 <rbergeron> Or basically after the 17th of this month when I will be living closer.
21:32:52 <stickster> #info stickster is including the PR question in his email to Jon
21:33:01 <jsmith> ... sold to ianweller for a lunchbox and a pair of flip-flops
21:33:01 <jsmith> #endmeeting