19:00:24 <stickster> #startmeeting FUDCon Tempe planning -- Agenda: https://fedorahosted.org/fudcon-planning/report/9
19:00:24 <zodbot> Meeting started Mon Aug  9 19:00:24 2010 UTC.  The chair is stickster. Information about MeetBot at http://wiki.debian.org/MeetBot.
19:00:24 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic.
19:00:33 <stickster> #meetingname FUDCon Tempe planning
19:00:33 <zodbot> The meeting name has been set to 'fudcon_tempe_planning'
19:00:40 <asalles> Holas
19:00:45 <stickster> #topic Roll call!
19:00:48 * stickster 
19:00:49 * jsmith is here
19:00:52 * SMParrish here
19:00:53 <stickster> #chair jsmith
19:00:53 <zodbot> Current chairs: jsmith stickster
19:00:57 <stickster> #chair SMParrish
19:00:57 <zodbot> Current chairs: SMParrish jsmith stickster
19:01:07 <stickster> Hi asalles!
19:01:11 <asalles> ;)
19:01:23 * stickster holds roll call open until :03
19:02:29 <tatica> Maria Leandro
19:02:45 * abadger1999 is here if needed
19:02:45 <stickster> Hi tatica  :-)
19:02:45 * spevack is lurking
19:02:59 * stickster hits spevack with a shoe
19:03:13 <stickster> OK, moving on...
19:03:18 * ke4qqq is here
19:03:35 * geek_cl hi
19:03:40 <stickster> #info present stickster jsmith SMParrish asalles tatica abadger1999 spevack ke4qqq geek_cl
19:03:44 <stickster> #topic General intro information
19:04:32 * stickster was trying to fix topic lock here, but whatever.
19:04:39 <aeperezt> aeperezt alejandro Perez - Panama
19:04:42 * rbergeron waves
19:04:58 <asalles> Antonio Sallés - Chile
19:04:59 <stickster> Hi rbergeron! I thought you'd be out, but always happy when I'm wrong about that
19:05:14 <stickster> OK, welcome everyone to the first FUDCon Tempe planning session.
19:05:16 * rbergeron is here for a short time - family took the tram to the top of the mountain and i got stuck cleaning out the car, and finished before they came back
19:05:20 <stickster> :-)
19:05:49 <stickster> I want to start by saying a big thank you to rbergeron and rrix for the work they've done thus far (and will do in the future) for this event.
19:05:57 <rrix> Oh, meeting
19:06:01 * rrix sits down
19:06:04 <stickster> Heh
19:06:07 <stickster> I'm going to be helping them and jsmith out for the next few months
19:06:07 * SMParrish applauds rbergeron & rrix
19:06:33 <stickster> #info This is the first North American FUDCon where our contributors set the location by bidding for it.
19:07:02 * jsmith applauds all the help as well
19:07:13 <stickster> At the last NA FUDCon, which was in Toronto in December 2009, we had a lot of logistical help from Chris Tyler (ctyler).
19:07:59 <stickster> The new bid process helps us expand the ability of contributors to actually get FUDCon *in their location*, by pledging support in that way
19:08:19 <stickster> The idea is that we shouldn't lock up FUDCon in just one place because it happens to be close to Red Hat offices.
19:08:58 <stickster> Also -- and this is important too -- FUDCon happens globally on a schedule. The NA FUDCon is in Red Hat's 4th fiscal quarter (Q4), which is December-February.
19:09:23 <stickster> That's winter in this hemisphere, so people naturally wanted to go somewhere warmer than our last several NA FUDCons. :-)
19:09:57 * rbergeron nods
19:10:00 <stickster> OK, so that's just a way of recapping how we got here. Any general questions?
19:10:42 <stickster> OK, moving on then.
19:10:58 <stickster> #topic Trac -- use it, love it!
19:11:35 <stickster> We now have an issue tracker assigned for FUDCon *in general*.  It doesn't have to be just for FUDCon Tempe, although I think the Tempe event will probably be the first event to actually use it.
19:11:47 <stickster> #link https://fedorahosted.org/fudcon-planning <-- FUDCon Planning Trac
19:11:58 <stickster> We're going to track to-do's and agenda there.
19:12:15 <stickster> #info to add something to the next meeting agenda, just file a ticket (if it's not there already), and set the "meeting" keyword.
19:12:46 <stickster> The meeting agenda will be served for each meeting from this report:
19:12:57 <stickster> #link https://fedorahosted.org/fudcon-planning/report/9 <-- FUDCon meeting agenda
19:13:19 <stickster> It just occurred to me we'll have to set up different keywords for different meetings in the future. :-)  I'll fix that shortly.
19:13:37 <stickster> #action stickster Fix keyword protocol to allow for different FUDCon meetings to use a report for their agenda too
19:14:09 * stickster has been rambling for a while now, so he's taking a break. jsmith, say something.
19:14:37 <jsmith> I'm happy to see a community-proposed FUDCon in NA
19:14:59 <jsmith> And happy to see we're making good progress in documenting the things that need to happen to pull off a successful FUDCon
19:16:05 <stickster> Fortunately, our Events FAD helped a lot -- mchua, ke4qqq, and many others made sure we got a lot of the process that went into Toronto and other events written down where we could learn from and build on it.
19:17:30 <stickster> OK, nothing else to say here, looks like. :-)
19:17:38 * rbergeron grins
19:17:42 <stickster> #topic Funding requests
19:17:55 <stickster> #info Funding requests are submitted and accepted via the Trac instance
19:18:15 <stickster> #link http://paul.frields.org/?p=3299 <-- blog entry on this topic
19:19:07 <stickster> Please help spread the word!  In particular, I need a volunteer to send (in the next 24 hours) an email to all the people on the pre-registration list who marked 'X' in their 'needs funding' column, to have them submit their needs to the Trac.
19:19:36 <ke4qqq> stickster: I'll take that
19:19:39 <stickster> It can be a bulk email that is Bcc: those people in the table
19:19:43 <stickster> ke4qqq: Thank you very much sir!
19:20:15 <stickster> #info the Trac has a pre-fabricated ticket template, so when someone clicks the link on the Trac (you'll find it in my blog) the ticket entry form tells them what to add.
19:20:27 <jsmith> #action ke4qqq to contact pre-registrants with funding requests to have them file Trac tickets
19:21:02 <stickster> #link https://fedorahosted.org/fudcon-planning/wiki/FundingRequest <-- Trac wiki page on funding requests
19:21:47 <stickster> mchua: ^^ Can you visit, and eyeball, the "fill out a new ticket" link on that page, and let me know if you see the template missing anything people would need to let FUDCon planners know about their travel/subsidy needs?
19:22:26 * ke4qqq thinks mchua is at Kmart
19:22:29 * rbergeron nods
19:22:42 <mchua> Just got back
19:22:43 * mchua looks up
19:22:52 <rbergeron> not to jump subjects here, but - do we have a timeline for when we start funding / approving things?
19:23:11 <jsmith> rbergeron: In general, the sooner the better.
19:23:14 <mchua> Oh folks, you may want to note that you'll have to make a trac account to make a ticket
19:23:21 <mchua> otherwise people will get a scary "TICKET_CREATE privileges are required to perform this operation"
19:23:23 <mchua> message
19:23:26 <stickster> mchua: You need to login with a FAS ID, yes
19:23:39 <stickster> mchua: I'll add that to the page
19:23:49 <rbergeron> jsmith: but i mean - all at once - or one at a time - etc?
19:23:53 <stickster> #action stickster Add to the Funding Request trac page that you need to log in with a FAS ID.
19:24:20 <stickster> rbergeron: We don't need to approve any this week, but we will get a jump on this in a week or so.
19:24:22 * ianweller is here
19:24:22 <jsmith> rbergeron: It doesn't have to be all at once, but is easier on stickster and I if it comes in larger chunks
19:24:34 * jsmith waves to ianweller
19:24:36 * rbergeron notes that we have a number of out of country people looking for assistance
19:24:39 <stickster> jsmith: The good thing is that weekly we can attack the queue and in that way chunk it up.
19:24:39 <mchua> stickster: I'll pastebin a revision in a moment, but I think what would be the most helpful thing is to include examples of good and bad funding requests.
19:24:56 <mchua> ones from the toronto fudcon for good ones, and make up some really awful ones for bad ones
19:25:14 * ke4qqq offers to submit his ticket as a bad funding request :)
19:25:21 <stickster> mchua: I can give you edit privileges there
19:25:34 <stickster> Oh, mchua, you already have it.
19:25:38 <mchua> I do?
19:25:48 <stickster> mchua: If you login to that Trac, using your standard FAS credentials, you'll be able to edit the page.
19:25:50 <rbergeron> ke4qqq: bad funding, or bad idea? :D /me kids
19:26:01 * rbergeron throws ke4qqq a cookie
19:26:04 <mchua> stickster: Oh, okay. Yes, I'll do that now.
19:26:06 * stickster prepares his editorial knife to wield on mchua's edits if they make the page too long ;-)
19:26:40 <stickster> #action mchua Edit https://fedorahosted.org/fudcon-planning/wiki/FundingRequest to add some more examples of good/bad requests.
19:26:47 <rrix> hehe
19:26:57 <stickster> rbergeron: Noted, re: lots of out of country people looking for subsidies.
19:26:59 <mchua> stickster: done
19:27:04 <stickster> Thanks mchua!
19:27:22 <stickster> *: One overarching concept we need to keep in mind is that *FUDCon is global*.
19:27:54 <stickster> Our goal should not be to subsidize every contributor from another region to attend the North American FUDCon, but to use our resources wisely to get contributors from each region to their own FUDCon.  *HOWEVER*...
19:28:23 <stickster> ...we should also make it possible for a few key people -- and not the same people all the time -- to attend a FUDCon that will help them build a better community event *in their region*.
19:28:35 * rbergeron nods
19:29:37 <stickster> #info Community Architecture will support at least one person from each geo region to come to this FUDCon to help us improve FUDCon events everywhere.  They're already quite good in other parts of the world, but we don't want to rest on laurels.
19:30:13 <stickster> #info Furthermore, we'll have a couple key people from LATAM attending since they are soon starting their bid process for the next FUDCon LATAM.
19:30:20 <stickster> mchua: ^^ noted for posterity :-)
19:32:04 <stickster> Any questions thus far?
19:32:11 * abadger1999 thinks that we need a critical mass of organizers who can create fudcons in their region... but isn't sure how many that is.
19:32:26 <abadger1999> So I'm glad that we're thinking about getting several people from latam here.
19:32:39 <mchua> stickster: http://fpaste.org/UStP/
19:32:56 <mchua> +1 abadger1999
19:33:18 <stickster> mchua: Some of your edits make the "Yes/No" unclear.
19:33:29 <stickster> But I'll see if I can massage them.
19:33:38 * mchua nods
19:33:43 <stickster> abadger1999: Right -- in fact we're still growing that critical mass *in NA*.
19:33:46 <mchua> stickster: mostly trying to get in the picture of why we need the info
19:34:25 <stickster> mchua: Maybe we should put that on the wiki page. Because I would not link someone directly to the ticket entry, but only to the wiki -- so they get the context before being shoved into an entry form.
19:35:04 <abadger1999> stickster: Well.. we definitely need more critical mass in the non-paid-to-work-on-Fedora in NA group... but in other countries we don't yet have critical mass of fudcon organizers at all :-)
19:35:35 <stickster> abadger1999: Actually, we have a few in EMEA since Max wasn't the only person handling Berlin the last two years
19:35:40 <herlo> hi all, sorry I'm late
19:35:44 <herlo> is it over?
19:35:47 <rbergeron> no
19:35:47 <stickster> :-)
19:35:47 <abadger1999> (Wehere I'm not saying we can't organize a convention.. just that we don't have all the cultural parts of "what is a fudcon" translated yet.)
19:35:55 <stickster> abadger1999: Agree 100%
19:36:02 <abadger1999> stickster: Cool... I should say "some other countries"
19:36:22 * rbergeron notes that the two local organizers in arizona have not even attended a fudcon ;)
19:36:34 <stickster> abadger1999: Something that might help would be to make sure our main FUDCon page -- which explains what constitutes a FUDCon -- speaks plainly and clearly to translating that. Is that something you'd be interested in doing?
19:36:36 <mchua> stickster: ah, point taken
19:36:38 <mchua> stickster: that works too.
19:36:52 <herlo> rbergeron: I'm going to step up there and help get things organized so bring me in as needed.
19:36:55 * mchua trying not to get too deeply into FUDCon stuff right now, has to contend with lots o' China backlog, sorry
19:37:16 <stickster> rbergeron: That's a great point -- as we go through this process, your and rrix's questions will help us figure out what's not clear in our pages.
19:37:17 <abadger1999> stickster: Maybe gomix would be interested in working with me on that?  gomix?
19:37:25 <gomix> abadger1999: sure
19:37:30 <abadger1999> Cool.
19:38:04 <mchua> Anything else y'all need from me?
19:38:12 <mchua> Otherwise I shall continue to unload my car. :)
19:38:28 <stickster> mchua: You're good, thanks!
19:38:29 * mchua is "off" today (and tomorrow) to recover from China and take care of Life And Stuff (hurrah, new apartment cleaning)
19:38:33 <mchua> woo!
19:38:35 <abadger1999> gomix: Let's figure out a way to coordinate/time after the meeting.
19:38:46 <gomix> abadger1999: +1
19:38:46 * stickster forgot mchua was off today
19:39:02 <stickster> #action abadger1999 and gomix to look at the [[FUDCon]] main page on the wiki and ensure it speaks plainly about what a FUDCon is, so it translates well to other regions.
19:39:42 <stickster> Are there any other general questions or issues before we get to the pending tickets? Note that we're *not* looking at funding requests today, but will do so in the coming week or two.
19:40:11 <rbergeron> will we be looking at funding requests during meetings in the future?
19:40:16 <rbergeron> or doing that offline from meeting time
19:40:36 <stickster> rbergeron: At meetings int the future
19:40:44 <stickster> rbergeron: As well as supplementary meetings if needed
19:40:53 * herlo suggests on the fudcon-planning list maybe as there could be quite a few.  However, if teh process is followed, it should be only ones that are special in some way...
19:40:56 <stickster> Although I hope to minimize those, provided we keep up well with the queue :-)
19:41:28 <stickster> herlo: Yeah, probably best to keep that to those that are special in some way -- otherwise the threads get very confusing, IME
19:41:36 <herlo> stickster: is that something I can help with?
19:41:38 <stickster> The tickets can track last action more easily than email
19:41:41 <stickster> herlo: Why, sure!
19:41:47 * herlo would be happy to give approval/denial :)
19:42:06 <herlo> since it looks like there is some good criteria to judge requests upon...
19:42:15 <herlo> should be easy
19:42:44 <stickster> herlo: We'd love to have help -- I'd like to start with a couple notes on the budget page about what money's available, so we start with some sort of ceiling
19:42:46 <herlo> stickster: agreed on trac tix over email
19:43:21 <herlo> stickster: sounds good.  Let me know when you have that info available
19:43:23 <stickster> herlo: Cool -- I have the trac emailing the fudcon-planning list at this time
19:43:31 <herlo> indeed, I noticed
19:43:45 <stickster> #action stickster Finish a budget sketch on the wiki page
19:44:09 <stickster> Anyone else?
19:45:53 <stickster> OK. Then let's go to tickets!
19:46:16 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/4 (Q2 airfares for Fedora Engineering team members)
19:46:25 <stickster> I invited spot but I don't see him...
19:47:23 <stickster> We want to make sure that out of the Fedora Engineering team's remaining funds, we purchase a few airfares for team members coming to FUDCon -- rather than letting those funds expire. Domestic airfares are pretty cheap from a lot of points in the USA, so it's a good time to buy.
19:47:51 <stickster> jsmith: Do you want me to continue tracking this with spot? We have about 10 calendar days left to get things expensed for Q2.
19:48:05 <jsmith> stickster: Please do... I'll try to follow up with him as well
19:48:26 <stickster> #action stickster Make sure we spend remaining F-Eng money for Q2 on FUDCon airfares for a few team members.
19:48:43 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/3 (Hospitality suite info for wiki)
19:49:06 <herlo> is this like the 'hackroom' we had in Toronto?
19:49:08 <stickster> rbergeron: I noted that the latest draft of the hotel contract includes a clause for a free hospitality suite on Friday night (arrival for most people)
19:49:35 <rbergeron> iis tha different from the conference room we had planned previously?
19:49:38 <rbergeron> or in addition to?
19:49:58 <stickster> rbergeron: It's on the contract you forwarded to me.
19:49:59 * rbergeron noted we had asked for a room so that we could perhaps do some pre-planning or possibly night-before schedule arranging
19:50:21 * rbergeron will have ot pull it up  - there was a room also on the first one
19:50:49 * stickster curses DOCX format :-)
19:50:55 <herlo> rbergeron: I plan to be there for a full week, so I could help out with that pre-planning stuff too
19:50:57 <rbergeron> works okay in gmail :)
19:51:03 <herlo> 'view' :)
19:51:16 <ke4qqq> most of the time hospitality suites are like presidential suites that have large entertaining areas
19:51:17 * jsmith is getting there a day or two early as well, to help w/ logistics
19:51:30 <herlo> jsmith: bring the catan!
19:51:42 <jsmith> herlo: Will do.  Game on!
19:51:45 <stickster> rbergeron: This is a classroom for ~70 people, from 5:30-11:00pm on Friday night.
19:52:03 * rbergeron nods - that's the one that was also on the original contract
19:52:03 <stickster> That is not the same as their offer of one free guestroom if we fill 40 rooms for the 3 nights of the conference.
19:52:13 <stickster> i.e. separate :-)
19:52:17 <ke4qqq> yeah
19:52:21 <rbergeron> stickster: the classroom was on both contracts.
19:52:25 <stickster> Yup
19:52:29 * stickster sees that
19:52:51 <rbergeron> so the classroom / conference room is the hospitality suite
19:52:51 <stickster> rbergeron: I would like to do the following --
19:52:59 <stickster> 1. Decide what the classroom is for
19:53:14 <rbergeron> we can probably request to have it rearranged depending on what we decide to do with it
19:53:16 <stickster> 2. Decide on what a free guestroom will be for, if we qualify for it
19:53:36 <stickster> Noting that (2) is a possibility, while (1) is a certainty under our contract
19:54:12 <stickster> rbergeron: Do you know if the hotel has any general prohibitions against our bringing in pizzas or beverages to that room?
19:54:40 <rbergeron> stickster: unknown, offhand.
19:54:57 <jsmith> Let's create a ticket to make sure that doesn't get dropped
19:55:06 <rbergeron> jsmith: sounds like you just volunteered :)
19:55:16 <jsmith> rbergeron: Yes I did!
19:55:22 * rbergeron will check into it if someone can make a ticket - my bandwidth here is terrible
19:55:45 <stickster> #action jsmith File ticket to figure out classroom purpose, file ticket to figure out extra guestroom purpose
19:55:54 <stickster> oops, wrong action
19:55:56 <stickster> #undo
19:55:56 <zodbot> Removing item from minutes: <MeetBot.items.Action object at 0x1151ae90>
19:56:13 <stickster> #action jsmith File ticket to see if there are prohibitions on our bringing in some pizzas and sodas
19:56:22 * stickster sees nothing in the contract that specifically prohibits it.
19:57:00 * herlo can't imagine them prohibiting it, but may want to 'cater' it
19:57:09 <jsmith> Ticket 11, fwiw
19:57:16 <jsmith> Some hotels force you to use their catering
19:57:17 <stickster> herlo: I'm sure they may. :-)
19:57:25 <stickster> jsmith: Yes, in fact they often write that into contracts.
19:57:36 <jsmith> Aye...
19:57:37 * rbergeron notes she didn't see anything about that in the contract either
19:57:41 <stickster> But if it's not in there, I doubt it would be enforceable. ;-)
19:57:50 <stickster> Anyway, let's move on, we'll figure that out on list.
19:57:55 * jsmith is tired of paying $4 per can of soda because the contract says you have to
19:58:02 <stickster> https://fedorahosted.org/fudcon-planning/ticket/5 (Hotel parking info)
19:58:05 <stickster> oops
19:58:11 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/5 (Hotel parking info)
19:58:12 * rbergeron notes that anything they may lose might well be made up in the bar
19:58:14 * jsmith has to bug out for another meeting... catch y'all later!
19:58:20 <stickster> Bye jsmith-busy
19:58:25 <stickster> We're wrapping this up in 2 min
19:58:30 * jsmith-busy lurks
19:58:41 <stickster> #action stickster Update hotel parking info on the wiki
19:58:45 <stickster> That was easy. ;-)
19:58:53 <SMParrish> lol
19:59:00 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/6 (Packing list info on wiki)
19:59:10 <stickster> jds2001 agreed the other day to take this ticket, so I assigned it to him.
19:59:19 <stickster> #action jds2001 to add packing list info to the wiki and close ticket when done.
19:59:28 * stickster reiterates: That was easy. ;-)
19:59:38 <stickster> #topic https://fedorahosted.org/fudcon-planning/ticket/7 (Area maps)
19:59:43 <stickster> rrix: Here's where you could help if you can
19:59:44 <rbergeron> stickster: we may want to add brickyard parking to the wiki, as well
19:59:53 <rrix> stickster: /me nods
20:00:01 <stickster> rbergeron: Do me a favor and add that to ticket #5 (link above).
20:00:07 <rrix> I saw you added me as a contributor, I'll hack on that a bit :)
20:00:19 <rbergeron> or better - figure out if we can get some extra parking passes from the hotel - brickyard parking is expensive, and asu doesn't control it.
20:00:28 <stickster> rrix: Fantastic! Can you make a snapshot that we could put on the wiki and then thumbnail in the quick links on the main page?
20:00:34 <stickster> er, main FUDCon Tempe page that is
20:00:45 <rrix> if you make it an #action I can :)
20:00:47 <stickster> rbergeron: That would be great. Yes, please add that to ticket.
20:00:49 <rrix> Else I'll forget ;)
20:01:09 <stickster> #action rrix to add to FUDCon Tempe 2011 map, and snapshot it for inclusion in the "quick links" section on the main FUDCon Tempe 2011 page.
20:01:12 <rbergeron> stickster: adding
20:01:15 <rrix> danke :D
20:01:15 <rbergeron> or trying to
20:01:18 * rbergeron is slooowww
20:01:31 <herlo> rbergeron: I can add it if necessary
20:01:58 <herlo> rbergeron: in fact, I'll just add it unless you've already got it now
20:02:39 <herlo> rbergeron: added
20:02:39 <stickster> OK, that's it from here, we're done with tickets.
20:02:44 <stickster> Thanks herlo !
20:02:56 <stickster> I'm going to hold the gavel for 30 sec and then close if there's nothing else
20:02:57 * rbergeron added too
20:03:00 <stickster> :_)
20:03:00 <rbergeron> well, i didn't
20:03:03 <herlo> hehe
20:03:17 <herlo> rbergeron: refresh and see if there's anythign else I should add
20:03:42 <rbergeron> i did
20:03:45 <rbergeron> i already addded to it
20:03:48 <herlo> oh okay
20:04:05 <stickster> Okey doke, we're out of here folks!
20:04:05 <herlo> lol, I was going to add that too, just realized it
20:04:16 * stickster will stick to <= 60 minutes in the future as closely as possible.
20:04:19 <stickster> #endmeeting