18:35:33 #startmeeting FUDCon Panama planning meeting 18:35:33 Meeting started Fri May 13 18:35:33 2011 UTC. The chair is rbergeron. Information about MeetBot at http://wiki.debian.org/MeetBot. 18:35:33 Useful Commands: #action #agreed #halp #info #idea #link #topic. 18:35:44 #meetingname FUDCon Panama planning meeting 18:35:44 The meeting name has been set to 'fudcon_panama_planning_meeting' 18:35:51 yes 18:35:53 #chair aeperezt 18:35:53 Current chairs: aeperezt rbergeron 18:35:59 #topic Roll Call 18:36:02 is anyone else here? 18:36:44 * gomix guillermo gómez - venezuela 18:37:06 hi, I'm Monica, I am helping aeperezt with the local organization 18:37:26 * jsmith is here 18:37:36 rbergeron, just send and sms to local team 18:37:50 woo 18:37:51 buenas 18:38:22 #chair jsmith 18:38:22 Current chairs: aeperezt jsmith rbergeron 18:38:28 hi guys! thanks for coming. 18:38:32 rbergeron, I think we can start 18:38:41 xD 18:38:44 Umm - I guess I'm going to go through some of our open tickets, and add some of it to the spreadsheet for non-travel budget items. 18:38:50 #link https://spreadsheets.google.com/spreadsheet/ccc?key=tGv3X7tzv9o2oXtvUgN8EkA&authkey=CJ296tIN#gid=0 18:38:57 And then anything else we need to address, bring it up along the way. 18:38:58 Sound good? 18:39:17 #topic Ticket 116 - Booklet Content 18:39:19 sounds good 18:39:27 #link https://fedorahosted.org/fudcon-planning/ticket/116 18:39:46 rbergeron, I got the letter today and we have it translated now 18:39:53 aeperezt: Can you tell me the budget amount for this? $300? 18:40:17 rbergeron, right the budget to print will be aroun 350 18:40:51 aeperezt: who is paying for it, when does it need to be paid by, etc? 18:41:25 rbergeron, well I will paid for it 18:41:48 so you'll need to be reimbursed at FUDCon? Or can you take paypal, etc? 18:41:55 * rbergeron just wants to make sure those details are noted. 18:42:09 rbergeron, I think at FUDCon will be ok 18:42:22 so in your local currency? 18:42:32 or USD? or... ? 18:42:53 rbergeron, local currency in Panama is Dollar so no exchange needed 18:43:02 ahh. cool 18:43:27 Just remember to keep the receipt :) 18:44:21 right 18:44:27 Okay. Next up: 18:44:42 #topic Ticket #119 - Fudcon Panama Design t-shirt 18:45:00 aeperezt: what is the cost on this? 18:45:09 And same questions about payment - who needs to pay, and by when? 18:45:30 saludos a todos 18:45:46 saludos potty 18:45:59 rbergeron, that has two invoices one for 353.10 +445.23 18:47:10 okay 18:47:13 How is it getting paid? 18:47:13 so t-shitrs will be 798.33 I have paid for it 18:47:39 okay - so you will need reimbursement for that as well on-site 18:47:44 Do you have the receipts yet? 18:47:46 so I will need to be reimbursed on-site 18:48:02 I do have the receipts for that now 18:48:14 aeperezt: Can you scan them and email them to me, please? 18:48:15 Can you possibly scan them in and add them as an attachment to that ticket? 18:48:19 or that 18:48:24 jsmith, will do that 18:48:31 Gracias :-) 18:48:32 rbergeron, yes 18:49:55 aeperezt: I assigned you that ticket - after you either send the invoices to jared or attach them to the ticket, can you reassign the ticket to jared for payment? 18:50:20 #action aeperezt to send jared invoice for tee-shirts to get reimbursement going, and then reassign ticket to jared after that is complete. 18:50:31 #link https://fedorahosted.org/fudcon-planning/ticket/119 18:51:04 Any questions on this? 18:51:08 ok uploading receipts now 18:51:18 aeperezt: do you already have the tee-shirts, or are they needing to be picked up still? 18:51:31 oh, wait, the tickets say...on the 20th 18:51:32 okay. 18:51:42 #info Tee-shirts will be ready on May 20. 18:51:52 rbergeron, I have to pick then up on the 20th 18:52:12 #topic Ticket #154 - Media Distribution for FUDCon Panama 18:52:18 #link https://fedorahosted.org/fudcon-planning/ticket/154 18:52:27 Is there anything we need to do here? 18:52:38 jsmith: Do you want to bring some USB keys to panama along with the USB key burner? 18:52:49 or at least the USB key maker? 18:52:56 Hello everyone! 18:53:12 that could be nice rbergeron 18:53:23 sorry for being that late 18:53:30 rbergeron: I was planning on bringing enough keys for all FUDCon participants 18:53:31 * rbergeron will ask jsmith about it in the ticket and reassign to him. 18:53:42 ahh 18:53:45 rbergeron: Still haven't decided whether to haul the duplicator there or not 18:53:46 oh, just going to bring them? 18:53:48 okay. 18:53:55 jsmith, that works 18:53:59 I'll reassign this to you then with the task of bringing USB keys. :) 18:54:02 rbergeron: Assuming we have a golden RC by then, of course :-) 18:54:07 rbergeron: Please do :-) 18:54:13 Does that work for everyone? igorps, I know that's your ticket currently. 18:54:26 #action jsmith to bring USB keys for FUDCon attendees 18:54:27 rbergeron: no problem! 18:55:10 this is actually a great idea 18:55:18 #topic FUDCon Panama Barcamp and hackfest schedule - ticket #141 18:55:21 #link https://fedorahosted.org/fudcon-planning/ticket/141 18:55:33 Is everything okay with this ticket? 18:55:37 it was still in the meeting list 18:56:15 I updated the schedule accordingly to last the meeting 18:56:37 we are now going to do the closing session on FUDPub 18:56:57 okay. 18:57:01 rather than doing it on the event itself 18:57:02 Can this ticket be closed then? 18:57:21 Is someone plannig on bringing paper, markers, tape, etc. for doing the barcamp setup? 18:57:56 rbergeron, what do we need 18:58:13 I'd rather keep it open until we asing all the sessions to its owners 18:58:16 I can bring markers 18:58:23 paper what size? 18:58:44 aeperezt: a A4 size might do the trick 18:58:47 jsmith: can you fill them in on what they'd need for barcamp? 18:58:55 Sure... 18:59:08 regular size printer paper - Markers where you can see what you're doing - Blue painter's tape to get the wall ready. 18:59:13 aeperezt: just for putting the themes 18:59:18 If someone can get all that ready a bit beforehand, that's even better. 18:59:20 We need paper (A4 size is perfect), markers, tape (painter's tape is best) 18:59:27 rbergeron, that I can bring 18:59:46 I have painter tape 18:59:55 Can someone make a ticket for aeperezt to bring that stuff real quick? :) 19:00:05 And assign it to him? and then put the link in here? 19:00:13 aeperezt: if you can write or print the talk topics on those papers by forehand that would be nice as well 19:00:14 right, 19:00:19 I do not see the ticket for FUDPub 19:00:20 aeperezt: one talk per paper 19:00:21 #action aeperezt to bring A4size paper, markers, tape (painter's tape is best) 19:00:36 igorps: Can the actual schedule ticket be closed then? (#141) 19:00:38 good 19:01:16 rbergeron: ok, I can close it. 19:01:29 igorps: Thanks! 19:01:29 * jsmith can't type his password today :-( 19:01:42 #action igorps to close ticket #141 19:02:19 I'm going to go through some other tickets here real quicklike that aren'te on the schedule. 19:02:28 lokomurkok: the fudpub stuff is likely in this list, and we'll get there. 19:02:45 #topic Ticket 117 - FUDCon Panama Badges 19:02:49 #link https://fedorahosted.org/fudcon-planning/ticket/117 19:03:02 ok 19:03:06 What's the scoop on the badges? 19:03:09 Are we getting some made? 19:03:15 aeperezt: Ticket 155 is the supplies for the Barcamp 19:03:27 Do we need to get them printed ahead of time - do we need badge labels, holders, etc? 19:03:43 jsmith, thanks 19:03:45 rbergeron: Worse comes to worse, I can print them (or trick stickster into printing them) and bring them with me 19:03:56 Do we have a design yet? 19:04:00 rbergeron: I'd prefer to have it done onsite if possible, though 19:04:07 rbergeron: We can use the same design as Tempe, right? 19:04:17 Well 19:04:20 it says Tempe on it 19:04:27 so that's probably needing a fix :) 19:04:32 rbergeron, potty has that task 19:04:44 is potty here? 19:04:47 yes i am 19:04:48 Should be an easy fix :-) 19:04:59 Do you need anything to make badges? 19:05:12 I'd like to get as much of this cleared up today as we can. 19:05:22 I'm ok. Thanks! 19:05:26 If someone needs to buy supplies and bring htem with, I'd like to get them ordered, or know how much to pay back. 19:05:39 potty: are you printing them yourself? Do you have badge labels, badge holders, etc? 19:06:20 rbergeron, badge holders is something we may need 19:06:37 * jsmith can bring them, if necessary 19:07:01 that would be helpful 19:07:10 aeperezt, potty: Let me know what size the badges are, and I'll bring the badge holders 19:07:22 jsmith: OK 19:07:42 jsmith, that is great 19:08:06 #action potty to let jsmith know what size the badges are, so jsmith can buy badge holders and bring them. 19:08:19 potty, has the task to print badges before may 18 19:09:29 #topic Ticket #77 - quote coffee/danish 19:09:37 #link https://fedorahosted.org/fudcon-planning/ticket/77 19:09:51 What's going on with food? Is there breakfast or lunches arranged or budgeted? 19:10:14 potty: tihs is your ticket, though if anyone else has comments, i'm listening. 19:11:27 Well, UIP will not sponsor us. 19:11:39 but we have dinner sponsorship for the 3 event days 19:11:56 who is sponsoring the dinner? 19:11:56 not dinner, lunch* 19:12:05 okay, who is sponsoring the lunch? 19:13:12 aeperezt told me that yesterday, but I'm can't recall the sponsor name 19:13:55 okay. 19:13:56 aeperezt: can you recall the name? 19:14:10 Is someone responsible for getting them a final count, time for delivery, or etc? 19:14:14 Or how is the sponsorship working exactly? 19:14:57 Are they paying for the food directly? 19:16:17 sorry 19:16:18 aeperezt: stil here? 19:16:20 ah, there you are 19:16:23 I was uploading the invoices 19:16:25 aeperezt have told me that is a lunch for 50 people 19:16:58 yes AIG, got the email two days ago, they will paid for lunch 19:17:16 AIG stands for (Autoridad de Innovacion Gubernamental) 19:17:46 Muy bien! 19:17:51 Okay. 19:18:00 Do you need to do anything to follow up? 19:18:05 aeperezt: they will pay directly for the lunch? 19:18:13 so the coffe and danish has not sponsor as they choose to got for more expensive bill 19:18:44 Okay. Do we want to revisit that idea after we get more of an idea of where we are budget-wise? 19:18:55 igorps, this is the plan we have to go to a lunch area on one of the buildings and the pay directly to the provider 19:18:56 (perhaps paying for our own coffee/danish) 19:19:16 Will an AIG person be there to pay for it? 19:19:21 Or will we pay for it and they pay us back? 19:19:23 aeperezt: thanks! 19:19:26 potty, has quote the coffe and danish 19:19:44 rbergeron, it will be already pay 19:19:53 okay. 19:20:15 Are we expecting more than 50? How do we know who gets to eat and who doesn't? 19:20:16 the only issue is that is only for 50 people so all visitors plus local team and afew others 19:20:32 For FUDCon NA we just marked it on their badges. 19:20:49 rbergeron, that is a great Idea 19:21:13 okay. 19:21:28 rbergeron: +1 19:21:41 rbergeron: +1 19:21:42 rbergeron, we are expenting around 150 people or more 19:21:48 rbergeron: +1 19:21:57 but if you look at the registration we are almost reaching 200 19:21:58 okay. 19:22:00 I just made a ticket. 19:22:11 #link https://fedorahosted.org/fudcon-planning/ticket/156 19:22:19 rbergeron: 19:22:24 For need to figure out how to mark badges for who gets lunch - i assigned to jsmith, he can figure it out or reassign it. 19:22:49 No worries -- I'll take care of it 19:22:50 aeperezt: can you add details to that ticket about the lunches - what days, how many people, who is paying and how they are paying? 19:22:51 * jsmith has a plan 19:22:53 Just so everyone knows? 19:23:12 i had a quote for danish at mommy (local store). 19:23:14 potty: can you update ticket #77 with an approximate cost? I don't see one in there. 19:23:23 potty: can you add that in please :) 19:23:27 rbergeron: ok i will 19:23:30 https://fedorahosted.org/fudcon-planning/ticket/77 19:25:15 LoKoMurdoK: have you filed a specific ticket for FUDPub? 19:27:22 yep, that's my next question. 19:27:24 rbergeron: required to create the ticket FUDpub 19:27:24 #topic FUDPub 19:28:19 LoKoMurdoK: ping 19:28:39 FUDPub will be in a bowling place 19:28:56 yes 19:29:05 xtreme bowling 19:29:08 okay. lokomurdok: you need me to make a ticket? 19:29:11 Do we have an idea on cost? 19:29:15 accordingly to LoKoMurdoK it will cost 1524.75 USD to us 19:29:22 1524.75 19:29:31 what does that include? 19:29:38 exactly 19:30:10 Does that cover shoes, food, drinks, just bowling... ? 19:31:08 4hrs bowling, dj, drinks 19:31:37 8pm to 12 midnight 19:31:51 But not food? 19:32:02 150 people 19:32:11 igorps or aeperezt: can one of you make a ticket for the FUDPub since there doesn't appear to be one 19:32:23 How is transport to FUDPub happening? is it close enough to walk? 19:32:34 rbergeron: I will file it now 19:32:36 food are separate trays 19:32:39 rbergeron, will add it 19:32:58 igorps or aeperezt: whoever does it first, can you link it here? 19:33:00 * potty made the update to danish ticket. 19:33:04 potty: thanks! 19:33:12 hello to all 19:33:16 hi tatica! 19:33:29 pls continue, don't want to interrupt :) 19:33:29 rbergeron: info quality systems is the sponsor for the transport 19:34:37 rbergeron: for saturday 19:34:57 lokomurdok: Do they ahve all the details? 19:35:09 rbergeron, ticket https://fedorahosted.org/fudcon-planning/ticket/157 19:35:12 yes 19:35:16 Can we make a ticket with that information in it - maybe just to confirm, etc. prior to the event? 19:35:27 Do the transport people know where to pick up, etc? 19:35:29 LoKoMurdoK, that is the fudpub ticket please add al info there 19:35:41 Do we have information available so people know where to meet the transport? 19:35:48 aerperezt: ok 19:37:03 aeperezt: thanks 19:37:24 rbergeron, the main Idea of the transport will be for peoplo who stay at the villas, as they are around 15 min by car to this place 19:37:57 okay 19:38:08 tatica no tengo ni la fecha ni la hora de llegada de Oliver 19:39:01 aeperezt: just updated the fudpub ticket with some more information 19:40:01 LoKoMurdoK: if you have further information please add a comment there 19:40:09 aeperezt, la misma que la mia, pero el se va el 29 a las 2pm 19:40:20 sry la tardanza :\ 19:40:21 tatica, ok 19:40:46 okay. Can we move on? Or does anyone else have anything else about FUDPub? 19:41:08 nothing else from me 19:41:26 rbergeron, nothing else 19:41:28 okay. 19:41:38 #topic Remaining Tickets for travel 19:41:41 igorps: ok 19:41:48 We have a number of folks who still haven't provided their information so we can buy them tickets. 19:42:06 So I'm going to link those tickets, and hope that we can all work to try and get in contact with those people. 19:42:10 Sound good? 19:42:15 rbergeron, we have one cancelation on the tickets 19:42:27 yep, from Fernando 19:42:33 yep, I saw. 19:42:39 #link https://fedorahosted.org/fudcon-planning/ticket/74 19:42:49 #info Need information from Edna Rheiner 19:43:14 I will write to her to see If I can reach her 19:43:42 #link https://fedorahosted.org/fudcon-planning/ticket/130 19:44:04 #info need informatoin from magjogui 19:44:36 rbergeron, he send and email to jsmith today 19:44:50 #link https://fedorahosted.org/fudcon-planning/ticket/81 19:45:02 #info Itamar Reis Peixoto - need informatoin 19:45:06 jsmith: are you here? 19:45:12 itamarjp: ping 19:45:51 rbergeron: Sorry, phone call 19:45:55 rbergeron: I'm back :-) 19:46:14 jsmith: Hav eyou asked itamar for info, re: ticket #81? 19:46:19 I don't see anything in the ticket about asking 19:46:38 rbergeron: I chatted with him yesterday 19:46:49 ........and? 19:46:49 rbergeron: We're just waiting to make sure we have budget before buying the ticket 19:46:59 okay 19:47:19 are those the only 3 tickets where we don't have information? 19:47:22 Do you know of any others? 19:47:47 I got information from magjogui today 19:48:27 I'm not sure about the status of kanarip ticket 19:48:29 so just waiting from edna rheiner? 19:48:34 igorps: spevack is working on it 19:48:34 https://fedorahosted.org/fudcon-planning/ticket/123 19:48:51 rbergeron: thanks 19:48:56 igorps: np 19:49:07 okay. 19:49:22 jsmith: can you update itamar's ticket with that info so we know it's not just adrift and lost at sea? :) 19:49:26 #81 19:49:29 please 19:49:30 :) 19:49:46 Absolutely! 19:50:10 thanks 19:51:10 okay. 19:51:13 #topic ANYTHING ELSE 19:51:27 I'm looking for any other uncovered budget items, things that need to happen, ANYTHING. 19:51:30 Now's the time. 19:51:31 Panama is very soon. 19:51:56 right 19:52:05 Does anything else need to be paid? 19:52:16 I'm going to try and nail down where we are budgetwise today/tonight. 19:52:26 no that I can notice 19:52:29 aeperezt: what about the villas? 19:52:49 the villas are on the travel budged 19:52:54 for the 3 villas 19:53:32 aeperezt: I meat how are we going to pay for them 19:53:50 I'll be paying for the one for the RH folks that are coming 19:53:57 igorps, credit card or chash on the CdS 19:53:59 The other two will come out of the FUDCon budget 19:54:12 * jsmith can pay for them as well 19:54:21 jsmith: I guess the other two are sponsored 19:54:34 aeperezt: can you confirm this? 19:54:36 igorps: Oh, that's right -- I keep forgetting 19:54:47 igorps: documents were loaded with information of snacks 19:54:58 ticket 157 19:55:09 LoKoMurdoK: thanks! 19:55:17 igorps, the other 2 are paid already 19:55:20 by cidetys 19:55:21 thanks, lokomurdok 19:55:28 LoKoMurdoK: did you get the information about the taxi from the airport? 19:56:27 * jsmith updated ticket 81 for itamar 19:56:42 $30.00 per person 19:57:16 LoKoMurdoK: thanks, I will add this information on the wiki. 19:57:29 $25.00 more than one 19:58:02 more than one person, or more than one taxi? :) 19:58:15 3 people pay 25.00 per person 19:58:45 LoKoMurdoK: ok! 19:59:26 if you negotiates with the taxi driver would be better 19:59:54 can get cheaper 20:00:54 good to know! I will try to convince him with my bad Spanish :) 20:00:57 igorps: me explain 20:01:06 ok 20:01:19 need to leave see you later 20:01:43 jajaja 20:01:53 aeperezt: bless 20:02:06 aeperezt: saludos! 20:02:21 anythings else guys? 20:02:21 Guys: Anything else for today? 20:02:34 jsmith: anything else you can think of? 20:04:02 * jsmith can't think of anything else 20:04:34 okay. 20:04:39 then i'll end the meeting! 20:04:42 #endmeeting