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.
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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