15:04:19 <jsmith> #startmeeting FUDCon Milan planning meeting
15:04:19 <zodbot> Meeting started Fri Jul 15 15:04:19 2011 UTC.  The chair is jsmith. Information about MeetBot at http://wiki.debian.org/MeetBot.
15:04:19 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic.
15:04:27 <jsmith> #meetingname fudcon milan
15:04:27 <zodbot> The meeting name has been set to 'fudcon_milan'
15:04:35 <jsmith> #topic Welcome / Roll Call
15:04:48 <jsmith> #chair fcrippa rbergeron tatica
15:04:48 <zodbot> Current chairs: fcrippa jsmith rbergeron tatica
15:04:49 * tatica \o/
15:04:54 * jsmith is here
15:05:04 * fcrippa too
15:05:39 <fcrippa> ok, if I'm not mistaken, we should take a decision about the hotel
15:05:57 <fcrippa> I sent you the two best offers we have for hotels
15:06:01 <jsmith> #topic Hotels
15:06:07 <jsmith> Yes, I reviewed the offers
15:06:23 <jsmith> (and could understand enough Italian to actually get something out of them)
15:06:32 <jsmith> I think either of them will work out just fine
15:06:33 <fcrippa> :-) cool
15:06:43 <jsmith> One looks slightly nicer, but is further away
15:07:15 <fcrippa> yep, just to recap for everyone
15:07:21 <jsmith> Yes, please recap :-)
15:07:43 <jsmith> #info fcrippa sent hotel quotes (in Italian) to the FUDCon planning list
15:08:20 <fcrippa> hotel A): 4 stars, 10 minutes walking from the venue, 2 minutes walking from the subway (price: 82 euro per night/per room)
15:08:55 <fcrippa> hotel B): 3 stars, 5 minutes walking from the venue, 15 minutes walking from the subway (price: 79 euro per night/per room)
15:09:08 <fcrippa> these are the two items to consider
15:09:21 <fcrippa> (other hotels are more expensive or far away, etc...)
15:09:36 <fcrippa> in my opinion A is better
15:09:40 <jsmith> I'm leaning towards A myself
15:09:56 <jsmith> For three euros per night difference, I think it's worth going for
15:09:56 <fcrippa> is a little bit more distant from the venue
15:10:05 <fcrippa> but it's very easy to get there arriving with the subway
15:10:12 <jsmith> And, just for the record, both include free wi-fi and breakfast?
15:10:20 <fcrippa> yep, consider that is not a "very nice 4 stars...."
15:10:28 <fcrippa> looks more a 3 stars than a 4 stars...
15:10:30 <fcrippa> ;-)
15:10:37 * jsmith will need the extra walking, after all the yummy Italian food
15:10:42 <fcrippa> yep, both with breakfast and free wifi
15:10:57 <jsmith> OK, anyone else have opinions on the hotel?
15:11:14 * jsmith has reviewed the websites for both hotels, looked at pictures, etc.
15:13:27 <fcrippa> there were other options (cheaper)
15:13:40 <fcrippa> but the 'quality' wasn't very high....
15:14:29 <fcrippa> (and they are more far away)
15:14:38 <fcrippa> unfortunately Italy hasn't enough hostels
15:14:53 * jsmith understands
15:15:11 <jsmith> OK, if nobody else has any opinions, it looks like we're agreed that hotel A is the best one
15:15:35 <fcrippa> +1
15:15:51 <tatica> +1
15:16:05 <fcrippa> next question is
15:16:16 <fcrippa> how many sponsorships? how many nights?
15:16:23 <fcrippa> (have a look of this: https://spreadsheets.google.com/spreadsheet/ccc?key=0AuyWt8b_1abLdE01TzZNNEYwRFpqZFpzQnZodFV6Z2c&hl=en_GB  )
15:16:32 <fcrippa> (prices are in euro...)
15:17:32 <jsmith> Rather than separate it out into X number of hotel nights + Y number of flights...
15:17:57 <jsmith> I think it's easier to just say "We have Z number of dollars to spend on subsidies", and use that to get the best people there
15:18:06 <fcrippa> +1
15:18:12 <fcrippa> but we have to book the hotel rooms
15:18:14 <jsmith> (For example, some people may be able to pay for their own hotel, but need help with the flight)
15:18:23 <jsmith> Do we have to fill all 20 rooms?
15:18:35 <fcrippa> it's just to have an extimation of the room numbers
15:18:45 <jsmith> I see...
15:19:00 <jsmith> I personally think that 20 rooms might be a bit much...
15:19:02 <fcrippa> how many sponshorship do you expect for the hotel?
15:19:15 <fcrippa> (I saw on the wiki that we have ~15-20 requests so far)
15:19:32 <tatica> that will depend of how many people is comming from outside Milan
15:20:05 <jsmith> Yeah, exactly
15:20:24 <jsmith> I'm guessing about 15 rooms should be plenty for subsidies
15:20:31 <jsmith> (maybe even a few less than that)
15:20:47 <jsmith> I know Red Hat is sending two people from Germany and four people from Brno
15:21:00 <jsmith> So you'll need three rooms for them (RH will pay for them, won't come out of FUDCon budget)
15:21:09 <tatica> will be much easier if you have a list of attendees
15:22:08 <fcrippa> we have a list on the wiki
15:22:33 <fcrippa> but lot of italian people haven't signed yet the wiki
15:22:46 <fcrippa> (I'm considering only people from outside milan-area)
15:24:51 <jsmith> Is that spreadsheet in Dollars or Euros?
15:25:59 <jsmith> fcrippa: ^^^?
15:26:42 <fcrippa> sorry...
15:26:45 <fcrippa> i was on the phone
15:26:46 <fcrippa> :-P
15:26:52 <fcrippa> EUR
15:27:07 <fcrippa> fedora-budget = 15k euro
15:27:37 <rbergeron> fcrippa: it's 15k USD, not euro :\
15:27:48 <fcrippa> it was 20k USD
15:28:16 <rbergeron> OH
15:28:17 <rbergeron> you're right
15:28:21 <rbergeron> GOD, i'm sorry,
15:28:23 <rbergeron> lol
15:28:37 * rbergeron didn't mean to freak out there
15:28:39 <fcrippa> :-)
15:28:50 * tatica sees rbergeron having a kernelpanic
15:28:54 <rbergeron> NEVER MIND ME, i'll go back to trying to wake up.
15:29:33 <jsmith> OK, I'm following
15:29:33 <fcrippa> ok, next step
15:29:47 <jsmith> So, how do you want to do travel subsidies?
15:29:52 <fcrippa> I think we should define a deadline for the 'hotel request sponsorship"
15:30:01 <jsmith> Do you want to do X number of hotel rooms and the rest for flights?
15:30:10 <fcrippa> so that we can know for sure how many rooms we should pay
15:30:26 <jsmith> Or do you want to say "we have Y number of Euros, and we'll split that between rooms and flights"?
15:30:39 <fcrippa> that's ok
15:31:06 <fcrippa> I don't know who has to decide about sponshorship
15:31:07 <fcrippa> can we say this:
15:31:37 <fcrippa> 7k (or 8k) are available for sponshorship
15:31:50 <tatica> fcrippa, you
15:32:14 <fcrippa> actually we have more budget for that
15:32:39 <jsmith> Typically travel subsidies are awarded in the FUDCon planning meetings (like this one!), and it's decided by the event owner (you, in this case), the FPL, and anybody else who wants to have a voice
15:32:44 <fcrippa> but I think it's better to keep some money for another  month before put everything in sponshorship
15:32:55 <fcrippa> ok
15:33:02 <jsmith> OK, so what if we start out by awarding something like 5k Euros in subsidies
15:33:16 <jsmith> and then see how budget works out for other things (fudpub, t-shirts, etc.)
15:33:16 <fcrippa> is everyone ok with an initial budget of 7k for the sponsorhips?
15:33:25 <jsmith> and then award the rest of the subsidies
15:33:26 <fcrippa> yep, +1
15:33:54 <jsmith> Any objections?
15:33:55 <fcrippa> 5k or 7k?
15:34:04 <fcrippa> I think 7k is ok
15:34:11 <jsmith> You decide -- you want to do it all in one shot -- we'll do 7k :-)
15:34:17 <jsmith> That works for me
15:34:24 <fcrippa> _;)
15:34:30 <fcrippa> let's say 6k in this case
15:34:30 <jsmith> OK, now for a deadline for subsidy requests
15:34:36 <jsmith> OK, 6k it is :-)
15:34:41 <fcrippa> we should be able to allocate the rest in ~1month
15:34:47 <jsmith> Perfect
15:35:04 <jsmith> What if we have our first subsidy meeting two weeks from today?
15:35:09 <jsmith> Is that too short? Too long?
15:35:12 <jsmith> Just right?
15:35:46 <fcrippa> 2 weeks sounds good to me
15:36:11 <jsmith> #agreed Open up subsidy requests now, and have our subsidy meeting on July 29th
15:36:38 <jsmith> fcrippa: Can you help get the word out to the Italian community?
15:36:45 <jsmith> fcrippa: And I'll make sure our EMEA Ambassadors know
15:37:12 <jsmith> #action jsmith to let the EMEA ambassadors know about travel subsidy deadline of July 28th.
15:37:14 <fcrippa> +1
15:37:23 <jsmith> (We'll make the deadline the 28th, and have the meeting on the 29th)
15:37:46 <jsmith> #action fcrippa to let the Italian community know about the subsidy deadline of July 28th
15:39:07 <jsmith> #topic status update on other items
15:39:18 <jsmith> fcrippa: Can you give us a quick status update on other items?
15:40:04 <fcrippa> ok
15:40:20 <fcrippa> we have all the quotation for the food
15:40:57 <jsmith> Great :-)
15:40:58 <fcrippa> saturday lunch: 11 euro per person (fudcon Arizona style)
15:41:29 <jsmith> OK
15:42:23 <fcrippa> saturday night (fudpub): we have "infite pizza" = "1 liter of beer" for 17 eur per person
15:43:35 <fcrippa> sorry...
15:43:37 <jsmith> OK
15:43:47 <fcrippa> "infinite pizza" + 1 liter of beer
15:44:04 <fcrippa> for sunday it's the same of saturday (different menu, same style and same price)
15:44:11 <fcrippa> University:
15:44:23 <fcrippa> no new
15:44:29 <fcrippa> that means not bad news...
15:44:36 <jsmith> OK
15:44:43 <fcrippa> so far everything is confirmed and there's no blocking issue
15:45:00 <fcrippa> videoprojectors are confirmed
15:45:20 <fcrippa> and also the wifi (it's the public network, not the one reserved to the students... I hope it'll be enough for everyone)
15:45:39 <jsmith> Yeah, we can always hope
15:45:58 <jsmith> Otherwise, maybe you can talk to the University and get them to sponsor more bandwidth :-)
15:46:00 <fcrippa> anyway we'll have some 'pro' accounts if we need to stream something or to download something
15:46:06 <jsmith> OK, sounds good
15:46:12 <fcrippa> the problem is the security
15:46:19 <fcrippa> I'll try ;-)
15:46:28 <fcrippa> Tshirts and swags
15:47:07 <fcrippa> we found the company to print them
15:47:57 <tatica> how's Samuele going with artwork? done with everything?
15:48:05 <fcrippa> not so sure
15:48:10 * tatica haven't know much about you guys :S
15:48:10 <fcrippa> I think he needs an help
15:48:13 <fcrippa> ;-)
15:48:21 <tatica> oka
15:48:30 <tatica> I will try to reach him through mail then again
15:48:39 <fcrippa> actually Samuele and I are living in different countries..
15:48:56 <fcrippa> (I'm in Ireland now and Samuele is in Italy)
15:49:11 <fcrippa> so I see samuele face to face only few time a month (let's say 2)
15:49:36 <fcrippa> you'd better to keep in touch with him constantly for the day-by-day tasks
15:50:16 <fcrippa> I think he made few experimets
15:50:33 <fcrippa> (2 colors, so the tshirts are not too expensive)
15:50:48 <fcrippa> https://docs.google.com/a/byte-code.com/present/edit?id=0AeyWt8b_1abLZG56Y3Q0Yl8wZzN0ampzZmI&authkey=CN_BgLkK&hl=en_GB
15:50:52 <fcrippa> slides number 13
15:51:12 <tatica> oh, ok
15:52:20 <tatica> some of them have 5 colors
15:52:47 <tatica> btw, logo colors can¿t be changed (first one has white and blue at bubbles)
15:53:07 <tatica> I will ask Samuele those svg and try to fix them a bit so you can ask prices for 2 colors
15:56:20 <jsmith> Ok, anything else for the meeting?
15:56:27 <jsmith> #topic Any other business?
15:57:48 <jsmith> OK, if there's no further business, I'll go ahead and end the meeting.
15:57:54 <jsmith> Thank you to everyone who participated
15:58:02 <jsmith> #endmeeting