05:00:37 <juhp> #startmeeting G11n FAD Planning 05:00:37 <zodbot> Meeting started Thu Oct 1 05:00:37 2015 UTC. The chair is juhp. Information about MeetBot at http://wiki.debian.org/MeetBot. 05:00:37 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic. 05:01:05 <pravins> hi juhp 05:04:20 <pravins> hi aeng anish_ camunoz fujiwarat mfabian noriko pahuang tagoh_ ueno. We are having quick/informal meeting to discuss G11N FAD. If you have any points question please feel free to jump in. We are going to have more formal meeting next week 05:04:40 <tagoh_> hi 05:05:05 <fujiwarat> hi 05:05:33 <noriko> hi 05:07:57 <juhp> okay we could start anyway - I didn't really prepare (any formal agenda) for today... 05:08:21 <juhp> should we start by looking at the wiki page and then the google doc? 05:08:52 <juhp> I think there are some action items / todo list there and we can add more as they come up 05:08:58 <pravins> yes, We should update Wiki 05:09:00 <paragan> hi 05:09:34 <anish_> Hi 05:10:19 <juhp> https://fedoraproject.org/wiki/FAD_G11N_2015 05:10:19 <fedmsg-g11n> 15meetbot.meeting.item.link -- petersen linked to more information in the "G11n FAD Planning" meeting in #fedora-g11n: "https://fedoraproject.org/wiki/FAD_G11N_2015" 05:11:30 <juhp> and erm I just setup this meeting since I felt we have more planning to do than we can manage in the larger G11n regular meeting 05:11:32 <pravins> aha, next month we are having FAD :) 05:11:43 <juhp> I don't particularly want to lead this :) 05:12:51 <juhp> yes exactly one month to the FAD today 05:13:15 <tagoh_> so what we need to finalize is the schedule right? 05:13:21 <pravins> quick question: Hangout with FPL? 05:13:36 <tagoh_> well, timeline even. 05:13:41 <juhp> pravins, it is not a question :) 05:14:06 <juhp> tagoh_, yes schedule is one thing 05:14:08 <juhp> food 05:14:12 <anish_> exactly month away 05:14:37 <juhp> release party and any party? etc 05:14:40 <pravins> :) Should we do it, if yes i can ping FPL and ask for his availability. 05:15:19 <juhp> pravins, sorry just being an idiot - seriously please try and see what he thinks - the TZ are not friendly though 05:15:44 <juhp> it is really up to him I think 05:15:56 <pravins> what i think, he can give general guideline, Where Fedora project is moving in long term. 05:15:59 <noriko> FPL?TZ? 05:16:03 <pravins> and what should G11N try to do. 05:16:09 <juhp> it will probably have to be very early or late though 05:16:25 <juhp> noriko, Fedora Project Leader ; timezone 05:16:40 <noriko> :) 05:17:15 <juhp> I think the FPL hangout is a detail - nice if it happens 05:17:43 <pravins> sure, i will confirm with him 05:17:44 <anish_> nod 05:17:52 <pravins> then we can schedule it accordingly. 05:17:57 <juhp> yeah 05:18:25 <pravins> i am sure, from G11N team people can have interesting questions/doubts for him. 05:18:38 <juhp> https://fedoraproject.org/wiki/How_to_organize_a_FAD 05:23:09 <juhp> are we going to provide food? (particularly Sun and Tue might be hard logistically) - conversely less restaurants open probably Sun/Tue 05:24:32 <juhp> eating on site would save time though 05:25:02 <tagoh_> light meal might be 05:25:27 <anish_> we can have sandwiches 05:25:29 <juhp> alternatively as suggested on that page people could bring their own food 05:25:44 <juhp> anish_, the whole building is closed on the holidays 05:25:53 <anish_> ahh 05:25:58 <pravins> yeah, ordering sandwiches/pizza will be good. 05:26:07 <juhp> tagoh_, but yeah it might be possible to have some food delivered nevertheless 05:26:09 <juhp> ? 05:26:27 <juhp> maybe someone has to go down/outside to pick it up say 05:27:16 <juhp> tagoh_, could you contact the office manager and ask advice about catering? 05:27:24 <juhp> we could have to charge it to the write cost center too 05:27:42 <pravins> ohh, whole building will be closed. 05:27:47 <tagoh_> juhp: sure 05:27:53 <juhp> thanks 05:28:02 <juhp> pravins, more or less 05:28:20 <juhp> access through secuity I suppose 05:28:26 <pravins> tagoh_: and also good to have some estimates as well. If we have budget we can fund from Fedora budget. 05:28:38 <juhp> actually i haven't been in that office on a holiday 05:28:39 <tagoh_> juhp: let me ask if it is possible and the cost if yes. will update wiki after that. 05:28:47 <juhp> great :) 05:29:06 <juhp> security even 05:29:12 * noriko did in the office on sunday :-) 05:29:20 <juhp> was just thinking that 05:29:35 <noriko> somone has to organize to let us in the back door. 05:29:55 <juhp> tagoh_, dunno if we need to contact security too in advance? 05:30:12 <juhp> again office manager could probably advice on that 05:30:19 <tagoh_> well, we should avoid getting going outside the building on Sun and Tue as far as possible once we entered into it. 05:30:25 <juhp> agreed 05:30:40 <juhp> so then we need to order or bring (own) food 05:30:45 <tagoh_> juhp: well, basically no need to contact security I guess. 05:30:49 <juhp> okay 05:31:05 <juhp> if they don't need warning that 20 people are coming in 05:31:19 <juhp> fair enough 05:31:44 <juhp> many participants will have RH id too 05:32:04 <pravins> yes 05:32:38 <juhp> buying food is also easy in the Convenience shop but nice if we can provide some drinks, food/refreshments 05:32:46 <juhp> sorry s/the/a 05:33:01 <juhp> anyway wait to hear 05:33:10 <pravins> yes 05:33:29 <juhp> another question is start and finish time 05:33:53 <juhp> particularly on the holiday - I think we need to come and go together so need fixed start and finish time 05:34:09 <juhp> I was thinking something like 10am-6pm ? 05:34:19 <tagoh_> sounds good to me 05:34:26 <pravins> yeah, looks good. 05:34:42 <juhp> roughly with 1 hour lunch-break or so 05:34:55 <anish_> looks good 05:34:56 <juhp> (some people may also want to bring their own drinks) 05:35:18 <juhp> tagoh_, maybe also good to ask if we can take free drinks from the breakout room? 05:35:25 <noriko> there are vending machines in tokyo office we can use, can't we? 05:35:26 <juhp> presumably yes 05:35:44 <juhp> noriko, we seem well synchronized today :) 05:35:51 <noriko> hehe ;p 05:35:51 <tagoh_> may depends on how many. let me ask. 05:35:58 <juhp> tagoh_, thank you 05:36:12 <pravins> tagoh_: if some more people are coming, at Pune we need to inform facilities team. 05:36:18 <pravins> then they keep sufficient stock. 05:36:26 <juhp> on Wed we might finish FAD earlier for the Fedora party? 05:36:52 <juhp> pravins, there are free vending machines near the meeting-room 05:36:59 <juhp> let's check anyway 05:36:59 <pravins> nice. 05:37:15 <tagoh_> just fyi there was a case they disallow to use it for the event in the past. so we shouldn't expect we can use it 05:37:18 <juhp> anything else on logistics? 05:37:26 <juhp> tagoh_, okay 05:37:55 <juhp> tagoh_, that is also kind of my feeling - sorry if I raised false expectation 05:38:16 <juhp> anyway not a big deal 05:38:44 <tagoh_> good to ask anyway. 05:38:47 <pravins> yes. 05:39:16 <juhp> should we go for dinner together - but large party is probably too hard to fit into a restaurant unless we reserve somewhere - also do we have enough budget for that 05:39:19 <juhp> tagoh_, thanks 05:39:28 <juhp> ? 05:40:02 <juhp> I hope we can use the break room anyway 05:40:12 <pravins> as per present allocation, we have $500. 05:40:21 <juhp> ok 05:40:34 <juhp> at least one FAD dinner might be nice 05:40:36 <pravins> once, everyone raise ticket with there actual expenditure we can get exact picture. 05:40:50 <pravins> yeah, if less budget. we can do lunch on own money 05:41:02 <tagoh_> yeah, we have to reserve somewhere if we have. difficult to find out for 20 people without reservation. 05:41:16 <juhp> pravins, right - leads to other question which do we give first priority too? (hotel/airfare/food)? 05:41:28 <juhp> tagoh_, right 05:41:33 <pravins> hotel and airfare is first priority. 05:41:35 <juhp> too = to 05:41:39 <juhp> okay 05:41:45 <pravins> food last. 05:41:51 <juhp> that means if we are over travel budget then no food? :) 05:42:11 <pravins> yeah. 05:42:29 <pravins> no one opened ticket yet. 05:42:30 <juhp> would be nice to put something aside for catering but maybe participants prefer reimbursement 05:43:11 <pravins> as far as i think, we are very well in budget. 05:43:18 <juhp> no ticket not reimbursement - probably need to make that clearer then - though we already asked people to reply to email earlier 05:43:23 <juhp> okay 05:43:41 <juhp> that is good then - though I think airfares have risen somewhat 05:43:49 <pravins> at least, i will create ticket for myself today. 05:43:49 <juhp> need the final numbers anyway 05:43:53 <pravins> other can refer it. 05:43:57 <juhp> good 05:44:43 <pravins> tagoh_: good, if you can provide some restaurants name and approx budget. 05:45:45 <pravins> in Pune, we have some restaurants provide buffet dinner with one drink. 05:46:17 <juhp> something should be possible I guess 05:46:21 <juhp> one dinner? 05:46:27 <juhp> 3? 05:46:40 <juhp> two would probably be max I guess 05:46:56 <juhp> but one is realistic I guess 05:46:57 <pravins> yes. 05:47:17 <noriko> we can dine together and pay by own? 05:47:21 <juhp> Sun or Mon? 05:47:31 <juhp> noriko, of course that too 05:47:43 <tagoh_> I can but hard to filter them out without approx budget I guess. 05:47:57 <juhp> one night I imagine we might split into smaller groups and just wander off 05:48:03 <pravins> Second day (Monday) will be good i think 05:48:03 <juhp> tagoh_, right 05:48:15 <juhp> ok 05:48:28 <juhp> it is also weekday so might have more options 05:48:35 <juhp> though also busier perhaps 05:48:55 <juhp> though it is holiday weekend so maybe not 05:49:02 <pravins> looks good. 05:49:03 <juhp> for some 05:49:06 <anish_> what about schedule and timelines, yet to discuss 05:49:19 <pravins> second day: FAD dinner, 3rd day split in group and pay your own :) 05:49:37 <juhp> first day I guess 05:49:50 <juhp> 3rd day would be after Fedora party which is no longer FAD 05:50:26 <pravins> aha, yes. 05:50:29 <pravins> first day. 05:51:17 <pravins> From schedule perspective 05:51:31 <pravins> We have nice list on https://docs.google.com/document/d/1p2jAxbo778CvBbr0h6n9hICTkQh5rMmbKY7g0kdGUWE/edit#heading=h.lke2waodwsft now. 05:51:50 <pravins> need to accommodate it in available timeslot. 10-6pm 05:52:07 <pravins> I am pretty sure, we will need to drop few items from the list. 05:52:22 <pravins> so lets meet on coming Wed. in G11N meet and finalize schedule. 05:53:54 <juhp> sounds good 05:54:40 <juhp> i am planning to continue these planning meetings for the FAD organizers weekly this month 05:54:44 <juhp> too 05:54:54 <juhp> so we can continue to discuss next week also 05:55:01 <tagoh_> sure 05:55:10 <juhp> shall we stop for today? 05:55:31 <juhp> pravins, should we have a planning ticket/tickets? 05:55:47 <juhp> or need some minutes perhaps at least 05:55:56 <pravins> planning, ticket? 05:56:11 <pravins> aha, ticket in trac. ok 05:56:18 <juhp> forgot to use meetingbot commands in this meeting... 05:56:31 <pravins> no problem :) 05:57:02 <pravins> We do have on ticket https://fedorahosted.org/i18n/ticket/43 05:57:28 <juhp> okay 05:57:42 <juhp> probably good to summarize this meeting there then 05:58:20 <juhp> probably next time we could decide budget for restaurant 05:58:32 <suanand> one point.. please keep sessions on bluejeans as well :) 05:59:09 <juhp> probably main priority right now is to get everyone that needs funding to open the tickets with their final cost details 05:59:35 <pravins> suanand: good question. 05:59:48 <pravins> how to make sessions accessible for remote participants 05:59:49 <juhp> pravins, could you send a mail to them all requesting that - maybe once you've done yours as an example? 06:00:01 <pravins> juhp: yeah, i will do that right now. 06:00:27 <juhp> pravins, please make it clear in the mail that no ticket = no money 06:00:37 <juhp> :) 06:01:02 <pravins> sure. ;) 06:01:03 <pravins> :) 06:01:09 <juhp> hmm yeah broadcasting is going to be tricky but we will try our best for the talks/discussions 06:01:28 <suanand> :) 06:01:32 <juhp> for hackathon would probably have to coordinate with individuals 06:01:44 <juhp> but to be frank it is quite an overhead 06:02:06 <juhp> but let's try our best to make the event remote accessible as we can 06:02:10 <pravins> True, we are limited people :( 06:02:24 <pravins> sure, we will discuss on this in next meeting. 06:02:31 <pravins> Thanks suanand for raising this point :) 06:02:39 <suanand> :) 06:02:54 <juhp> that too - but there are lots of issues - poor audio and video and so on 06:03:05 <pravins> ohh :( 06:03:15 <juhp> hopefully it will work enough to be useful 06:03:31 <pravins> For talks we can do it. 06:03:54 <juhp> but I fear can't make it block the schedule 06:04:05 <juhp> so it will be best effort I feel 06:04:21 <juhp> Bluejeans on Android helps quite a bit 06:04:22 <pravins> agree !! 06:04:33 <juhp> yes thanks suanand 06:04:49 <suanand> thanks Juhp 06:04:50 <juhp> pravins, yeah discussions will probably be hard to hear to be honest 06:05:10 <juhp> so probably mainly on the Sunday 06:05:15 <juhp> alright we're over time 06:05:23 <juhp> let's stop here 06:05:32 <juhp> thanks everyone 06:05:38 <juhp> #endmeeting