13:01:31 <jsmith> #startmeeting FUDCon Pune Planning Meeting
13:01:31 <zodbot> Meeting started Fri Aug 12 13:01:31 2011 UTC.  The chair is jsmith. Information about MeetBot at http://wiki.debian.org/MeetBot.
13:01:31 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic.
13:01:42 <jsmith> #meetingname FUDCon Pune
13:01:42 <zodbot> The meeting name has been set to 'fudcon_pune'
13:01:51 <jsmith> #chair mether
13:01:51 <zodbot> Current chairs: jsmith mether
13:02:00 <jsmith> #topic Roll Call!
13:02:07 * jsmith is here
13:02:28 * tatica too
13:05:08 <mether> here
13:06:13 <mether> let's start
13:06:30 <mether> jsmith, shall we
13:06:40 * gomix got to run
13:07:12 <jsmith> Yeah, let's go ahead and get started
13:07:26 <jsmith> #topic Status updates: FUDCon Venue
13:08:15 <mether> we went to the venue last weekend and talked to some folks with prior experience running events in the college and had some discussions. Details at https://mether.wordpress.com/2011/08/12/fudcon-india-aug-9th-2011-face-to-face-meeting-minutes/
13:09:49 <mether> we might have to arrange for power strips and additional routers but overall we have enough space and bandwidth to run the event
13:09:51 <jsmith> #info Details from this week's meeting at the venue at https://mether.wordpress.com/2011/08/12/fudcon-india-aug-9th-2011-face-to-face-meeting-minutes/
13:09:57 <jsmith> Great!
13:10:11 <jsmith> Any other questions/concerns regarding the venue?
13:11:03 <jsmith> #topic Status updates: Hotel
13:12:00 <jsmith> Any status updates on hotel?
13:12:01 <mether> once we have a finalized list of people we are sponsoring, we will talk to the hotel and reduced the blocked list from 25 to the number we need.  Otherwise that, there is nothing more to be done
13:12:12 <jsmith> OK, perfect
13:12:32 <jsmith> #topic Status updates: Catering/lunches/etc
13:13:36 <jsmith> I saw that there were a few updates to catering in the face-to-face meeting -- mind sharing those here?
13:13:43 <mether> as detailed in the above f2f meeting mins, we have talked to a couple of them.  we will talk to more and negotiate a deal. Since it is a college event, there will be a lot of students and providing lunch for everyone might not be possible unless we get them to pay
13:14:10 <jsmith> Sure, that makes sense
13:14:41 <jsmith> At FUDCon Panama, we had lunch for the international travelers and key volunteers
13:15:49 <mether> currently,  we don't have very solid numbers but I expect 300 to 500 people.  We can sponsor lunch for speakers+volunteers - yes.  There aren't many great places around the venue for food so we can arrange food for all speakers without any problems.  Otherwise, we can ask the caterers to collect directly I think.  We have to work out the logistics on that
13:16:58 <mether> once we process any remaining sponsorship requests, we will have a better idea on the budget left for these
13:17:09 <jsmith> Right... makes perfect sense
13:17:14 <mether> currently, we are well within the mark
13:17:30 <jsmith> #topic Status update: FUDPub
13:17:46 <mether> no new updates here for now
13:18:25 <jsmith> OK, no worries
13:18:36 <jsmith> #topic Status update: Travel subsidies
13:19:02 <mether> I don't think we have many tickets but lets quickly run through what we have
13:19:22 <jsmith> Ok, give me one minute to pull up the list
13:20:06 <jsmith> #info List of tickets is at https://fedorahosted.org/fudcon-planning/query?status=new&status=assigned&status=reopened&component=FUDCon+India+2011&type=Funding+request&order=priority
13:20:22 <jsmith> #info Subsidy spreadsheet is at https://docs.google.com/spreadsheet/ccc?key=0AmzMMPA67hiGdHRJNFpGZlhlVWZwR084ejdMOG8yMFE
13:20:53 <jsmith> By way of update, Red Hat's CommArch team agreed to pay for Joerg Simon's ticket, freeing up a bit of the FUDCon budget
13:21:11 <jsmith> I've indicated that in the spreadsheet
13:21:38 <mether> yes.  Simon informed me of this on IRC earlier
13:22:44 <jsmith> OK, there were a couple of tickets we were going to re-visit after getting more information
13:22:50 <jsmith> Let's look at those first, and then at the new tickets
13:23:21 <jsmith> #topic Ticket #194: Heherson Pagcaliwagan (azneita)
13:24:04 <jsmith> Did we get the information we were looking for?
13:24:39 <mether> we had a brief discussion offlist
13:24:45 <mether> I think he was under the impression
13:24:59 <mether> that a specific airline was more preferable or required to get sponsored
13:25:05 <jsmith> Oh?
13:25:41 <jsmith> So, are we ready to open it up for a vote?
13:25:41 <mether> yeah.  apparently when Max sponsored one of his earlier trips to some other conference,  he had been informed to pick a airline specifically
13:25:49 <jsmith> Interesting...
13:25:58 <mether> I clarified that it wasn't the case and he has updated the budget request
13:26:25 <jsmith> So the cost has gone down roughly $90
13:26:43 <mether> yes
13:26:50 <jsmith> OK, shall we vote?
13:26:58 <mether> sure
13:27:58 <mether> I am in favor
13:28:04 <tatica> +1
13:28:06 <jsmith> OK, I'm +1
13:28:14 <jsmith> Any other votes or objections?
13:29:12 <jsmith> #agreed to fund ticket 194 ($910 for airfare, plus a hotel room)
13:29:58 <jsmith> OK, that puts us $2 over our original pool of $7000 for travel subsidies
13:31:13 <jsmith> mether: Do you want to continue to go through tickets, or wait until we have more budget available?
13:31:27 <mether> as per the rough calculations I had worked out with amitshah earlier this week,  we can put about 2k but we would have to compromise on other things.
13:32:13 <jsmith> OK... I'll leave it up to you to make that decision, as you're the one responsible for the budget
13:32:18 <mether> I think I will go back and look at the numbers again and we can continue with the sponsorship requests next week.  afaik, none of these requests need to be processed immediately
13:32:27 <jsmith> OK, sounds fair
13:32:56 <jsmith> #agreed to hold off until next week for any other subsidy requests, to get a better handle on budget
13:32:58 * tatica needs tuxdna to do websites changes ASAP urgent
13:33:06 <jsmith> #topic Status updates: website
13:33:10 <mether> typically what % of the budget goes into travel vs other things?
13:33:20 <tatica> asap asap asap urgent
13:33:21 <mether> just asking
13:33:21 <jsmith> mether: It really depends on the FUDCon...
13:33:45 <jsmith> mether: Some are 60 or 70 percent travel subsidies, some are less than that.
13:33:48 <mether> tatica, I have asked Shrink to help out.  you around?
13:34:28 <tatica> sure
13:34:41 <tatica> I just need someone to upload the milan site and the index
13:34:54 <tatica> since right is only pointing to india, and milan goes first (dates)
13:35:32 <mether> is anyone in the Milan team involved? its just gitweb access. anyone can apply
13:35:38 <bckurera> hello seems I m too late?
13:35:56 <tatica> mether, not really...
13:36:03 <tatica> Milan team is away
13:36:23 <tatica> if someone can just upload changes will be awesome (I can't do it)
13:36:26 <tatica> proxy
13:36:52 <mether> Yeah. I would love to get the website updated soon as well.
13:37:09 <tatica> I haven't edited pune site since tuxdna was on that
13:37:16 <tatica> but if he can't I can take the task
13:37:28 <mether> if you can edit, don't have to wait. do go ahead
13:37:40 <tatica> I can edit... I can't upload :P
13:37:50 <mether> i can upload i think
13:37:55 <tatica> I need someone to be my ftp lol
13:38:13 <mether> if you point me to a git repo, i can pull and commit
13:38:25 <mether> i do think i requested access and got it earlier
13:38:47 <tatica> oka, I will send what I have through mail to you
13:39:21 <mether> my understanding is that i can't just check in content since it has to follow the templating system in place
13:39:52 <tatica> not really, that's just an html, you only upload files I send you and that's it
13:40:07 <tatica> maybe move one index to X folder, but I would explain everything on my mail
13:40:11 <tatica> nothing too complicated
13:40:13 <mether> alright.  sure.  i can do that if it just a straight forward check in
13:40:32 <mether> drop me a mail later
13:40:35 <tatica> in fact, I can grab the pune site, and package everything to you, so you delete what's in there actually and replace everything
13:41:14 <mether> either way is fine by me.  i will just check in whatever you got
13:41:21 <tatica> oki
13:42:25 <mether> anything else on the agenda
13:42:48 <tatica> yes
13:42:57 <tatica> mether, did you see changes to poster?
13:43:01 <jsmith> #topic Status update: Artwork
13:43:03 <tatica> everyone is ok with that?
13:43:25 <mether> the one that suchakra was working on?  yes.  I think we can go ahead with that
13:43:33 <tatica> oki, awesome
13:43:38 <mether> atleast I haven't heard anyone complain :-)
13:44:21 <mether> the t-shirt and banners need to be designed.  t-shirt first since we have to print them earlier
13:44:25 <tatica> that's a +1 for me :D
13:44:53 <tatica> brb
13:45:31 <mether> posters - only concern is that we dont have a list of sponsors since we need to get the website first fixed before we do that and that boils down to having to convince Shrink or tuxdna to get it done.  I hope we make some progress on that soon
13:46:41 <mether> bckurera, any updates on the t-shirt design
13:47:49 <bckurera> i can present some designs this weekend
13:47:56 <bckurera> me and gnokii are working on this
13:48:27 <bckurera> first we were thinking of henna design but later it changed
13:48:43 <bckurera> so we redisign the whole concept
13:48:47 <mether> yeah
13:49:10 <mether> I think the consensus was that we need a diff design for the t-shirt
13:49:23 <mether> Suchakra has said he can work on the banners next
13:49:32 <mether> we need 3 or 4 designs for that
13:49:45 <bckurera> I m thinking of fedora balloons at the back
13:49:52 <mether> the welcome one,  auditorium, various other places
13:50:09 <bckurera> based on India flag colors
13:50:21 <mether> yeah the balloons were a popular design
13:50:43 <bckurera> mether is there a slogan that can be used with the design
13:50:59 <bckurera> or you guys never think of that?
13:51:08 <mether> we havent discussed any
13:51:33 <bckurera> you think is it better to go with a slogan??
13:51:56 <mether> I will talk to the team and let you know
13:52:01 <bckurera> like Namasthe Fedora on welcome banner :)
13:52:26 <bckurera> it is better to use hindi like english font to write Namasthe Fedora
13:52:26 <mether> we have a L10N team here that might have some good ideas.  I will get back to you on that
13:52:41 <bckurera> just gving my ideas :)
13:52:47 <bckurera> great
13:52:52 <mether> yeah
13:53:00 <bckurera> i am thinking of suck for the tshirt back
13:53:26 <mether> suck?
13:53:33 <bckurera> adding some hindi like english text
13:53:52 <bckurera> so the design is more local then
13:54:30 <mether> yeah. got that
13:54:32 <bckurera> sorry suck/such
13:54:49 <bckurera> need to make the design more indian :)
13:55:05 <mether> lets wrap this up then?  anyone else got other comments?
13:55:14 <mether> jsmith, tatica
13:55:14 <bckurera> front is confirmed
13:55:26 * jsmith has no opinion on the t-shirts or other artwork
13:55:38 <bckurera> logo in front :)
13:55:39 <bckurera> ok lets finish this
13:55:51 <jsmith> #topic Any other business?
13:56:06 <Shrink> Hi
13:56:19 <Shrink> For the taxi service between BOM and PNQ
13:56:42 <jsmith> Ah, yes...
13:56:51 <Shrink> it comes to 700INR
13:57:00 <Shrink> I am arking around for more options
13:57:22 <mether> 700 INR per trip?
13:57:30 <Shrink> yep, per head
13:57:38 <mether> ah ok
13:58:01 <Shrink> drop from airport to the hotel
13:58:16 <mether> is this from K.K travels
13:58:19 <Shrink> yep
13:58:31 <mether> what car are they using?  any idea
13:58:37 <bckurera> any website?
13:59:11 <Shrink> they use either 4 seater (driver+3) or 6 seater SUV (driver +5)
13:59:33 <Shrink> #link http://www.kktravels.com/
13:59:44 <jsmith> No discount for multiple people in the same vehicle?
14:00:03 <mether> since some of these are international speakers, they would need more space for the luggage and themselves
14:00:05 <Shrink> nope, no discounts, that's why other options
14:00:14 <Shrink> yes, that they will take care of.
14:00:39 <mether> we will look at other options and compare prices.
14:00:46 <Shrink> luggage is no limit, if there are more luggage, they will use the SUV
14:01:00 <jsmith> OK.
14:01:08 <Shrink> yes we will. Just updating on the progress, and the backup in case no other option.
14:01:23 <Shrink> meanwhile I'll work on the website.
14:01:23 <mether> ok
14:01:42 <mether> do coordinate with tatica and commit whatever she has got
14:01:50 <Shrink> ok
14:02:06 <mether> for the milan team since apparently noone in that team is available to do it
14:02:22 <mether> she says its just straight forward commits of what she has got
14:02:33 <Shrink> ok
14:03:23 <mether> thats all from me
14:03:58 <jsmith> OK... if there's nothing else, I'll end the meeting in one minute
14:04:12 <jsmith> Thanks again everyone for your time and attention to detail
14:04:24 <mether> alright. thank you
14:04:29 <bckurera> see you all
14:04:36 <Shrink> bye all
14:07:16 <mether> #endmeeting