13:01:35 <jsmith> #startmeeting FUDCon India planning meeting
13:01:35 <zodbot> Meeting started Fri Sep  9 13:01:35 2011 UTC.  The chair is jsmith. Information about MeetBot at http://wiki.debian.org/MeetBot.
13:01:35 <zodbot> Useful Commands: #action #agreed #halp #info #idea #link #topic.
13:01:46 <jsmith> #meetingname fudcon_pune
13:01:47 <zodbot> The meeting name has been set to 'fudcon_pune'
13:01:51 <mether> morning
13:01:51 <jsmith> #topic Roll Call
13:02:03 <FranciscoD> .fas FranciscoD
13:02:04 <jsmith> #chair mether rbergeron spot
13:02:04 <zodbot> Current chairs: jsmith mether rbergeron spot
13:02:04 <zodbot> FranciscoD: ankursinha 'Ankur Sinha' <sanjay.ankur@gmail.com>
13:02:12 * jsmith is here
13:02:24 <mether> .fas mether
13:02:25 <zodbot> mether: sundaram 'Rahul Sundaram' <metherid@gmail.com>
13:03:07 <jsmith> OK, let's go ahead and get started
13:03:18 <jsmith> #topic Status updates
13:03:27 <jsmith> So, I'm sorry about last week's meeting
13:03:39 <mether> np
13:03:49 <jsmith> I took a day off work, but I had asked Spot to cover the meeting for me
13:04:05 <jsmith> Apparently that didn't happen, or our communication wasn't clear somewhere along the lines
13:04:16 <mether> its fine.  nothing urgent was needed
13:04:30 <jsmith> #topic Status Updates: Hotel
13:05:01 <pjp> hi
13:05:20 <mether> Hotel is finalized already.  Nothing new to add
13:05:34 <jsmith> mether: Just for the record, we have twenty rooms reserved?
13:05:46 <jsmith> mether: Are these double rooms?  single rooms?
13:05:58 <mether> double rooms
13:06:19 <mether> we wouldn't need that many but we can free them up as we get closer to the dates
13:06:19 <jsmith> OK.
13:06:33 <jsmith> OK, next question...
13:07:10 <jsmith> When someone books their room at the hotel and says that they are part of the Fedora group, will the hotel assign one of those twenty rooms, or are those twenty rooms specifically for us to allocate?
13:07:30 <mether> we have to inform them first
13:07:44 <jsmith> Ok, just wanted to make that clear
13:08:10 <jsmith> Let's do everything we can to get the word out that the hotel is ready for people to start booking their rooms
13:08:25 <jsmith> I'll make up a spreadsheet to track the subsidized rooms, like I've done for FUDCon Milan
13:08:33 <mether> sure
13:08:47 <jsmith> Any other hotel-related business?
13:09:03 <mether> fwiw,  I added a prominent note to #link https://mether.wordpress.com/2011/09/09/fudcon-india-sep-06-2011-face-to-face-meeting-minutes/
13:09:37 <jsmith> Yeah, I saw that -- but not everyone follows the Planet, so I want to make sure people get the information via other means as well
13:09:53 <mether> we have mailed people individually as well in advance
13:10:01 <jsmith> Awesome
13:10:04 <jsmith> #topic FUDPub
13:10:10 <jsmith> Status update on FUDPub?
13:11:09 <mether> There was a meeting supposed to happen last night but we hope to get that done this weekend.  we have two or three options and need to settle on one
13:12:00 <jsmith> OK
13:12:15 <jsmith> #info No status update on FUDPub
13:12:29 <jsmith> #topic Catering/Food
13:13:17 <mether> pjp, want to give an update?
13:13:30 <pjp> mether: yep,
13:13:56 <mether> go ahead then
13:14:40 <pjp> I spoke to caterers at the Hidden Place, they've given a quotation of about INR 275/- for Veg and INR 300/-  per meal,
13:15:15 <mether> Is this for boxes?
13:15:31 <pjp> mether: yes,
13:15:42 <mether> ok
13:16:13 <pjp> at CCD, they said they can put up an on-site stall for the snacks and tea/coffee beverages where one can go and buy food,
13:16:55 <mether> ok.  we will talk to COEP and confirm that, they will allow that.  I was planning to do that tom but FAD has been canceled.  So next week
13:17:17 <pjp> mether: ah ok,
13:17:48 <mether> we will reschedule the FAD some other weekend but we will talk to COEP before that
13:18:38 <mether> go on
13:18:40 <pjp> yesterday we(Me, Mr Murthy, and Satya) had a meeting with the folks at Cocoon about catering, we've given them an approximate estimate of about 250 people/day, of which 150 sponsored for food.
13:19:42 <pjp> mether: even the Cocoon team said, they can put up a stall for tea/coffee/snacks etc. which will be convenient for the attendees
13:20:10 <mether> have they quote any prices for that?
13:20:12 <pjp> they are yet to come back with their menu and cost estimation,
13:20:17 <mether> ok
13:20:39 <mether> Murty said they will mail him today.  So I will followup with him on that later
13:20:43 <jsmith> #info Hidden Place is quoting about INR 275/- for Veg and INR 300/-  per boxed meal
13:20:58 <jsmith> #info Cocoon still hasn't come back with their menu and cost estimates
13:21:29 <pjp> small correction, Hidden Place is INR 275/- for buffet, and INR 300/- for box meals,
13:21:41 <pjp> both include Veg, Non-Veg menu
13:21:46 <pjp> and a water bottle,
13:21:49 <jsmith> #undo
13:21:49 <zodbot> Removing item from minutes: <MeetBot.items.Info object at 0x13c06b2c>
13:21:51 <jsmith> #undo
13:21:51 <zodbot> Removing item from minutes: <MeetBot.items.Info object at 0x100013ac>
13:22:01 <jsmith> #info Hidden Place is quoting about INR 275/- for Buffet and INR 300/-  per boxed meal
13:22:10 <jsmith> #info Cocoon still hasn't come back with their menu and cost estimates
13:22:17 <pjp> yep,
13:22:19 <jsmith> OK, cool
13:22:43 <jsmith> #topic Posters/signage/artwork
13:22:46 <pjp> I've couple of other quotation from caterers, I'll upload all of them to the wiki later today,
13:23:57 <mether> we have finalized artwork for most of what we need.  T-Shirt is one major pending item.  Suchakra said he will work on it the whole day this weekend and propose a design by Sunday
13:24:21 <mether> A couple of vertical banner designs need to be put out as well but wont take much time
13:25:07 <jsmith> OK
13:25:27 <mether> #link https://fedoraproject.org/wiki/FUDCon:Pune_2011_Buttons_And_Banners
13:25:55 <jsmith> #info Artwork has been finalized for most items
13:26:12 <jsmith> #info T-shirt design still pending, but should have a proposal by Sunday
13:27:57 <jsmith> #topic Website
13:29:07 <mether> Tatica was discussing with Shrink for replacing the picture with something more local
13:29:13 <mether> but that hasn't happened yet
13:29:21 <mether> some other minor updates needed but not much pending there
13:30:17 <jsmith> OK, makes sense
13:30:29 <jsmith> #info minor updates needed to the website, but not much pending there
13:30:36 <jsmith> #topic Booklet
13:30:54 <FranciscoD> suchakra update the cab info
13:31:16 <FranciscoD> I pinged jsmith for the welcome statement, please check your mail, may have gotten buried in there
13:31:29 <jsmith> Yeah, I saw it -- but I've been on the road and haven't had time to finish it
13:31:35 <jsmith> I'm hoping to have something to you by next week
13:31:53 <FranciscoD> I'm to get the map, ian weller has a way of getting it from open street maps,
13:32:08 <FranciscoD> I'll hopefully have that done over the weekend
13:32:30 <jsmith> OK, sounds good
13:32:41 <jsmith> #action jsmith to finish the Welcome letter
13:32:48 <FranciscoD> mether: it has a section for "pre defined events"
13:32:57 <FranciscoD> when do we get this info?
13:33:12 <mether> FranciscoD, i want to get them printed by say the month end.  I will see if we need pre defined events
13:33:14 <FranciscoD> http://fedoraproject.org/wiki/FUDCon:India_2011_booklet#General_schedule
13:33:14 <jsmith> #action FranciscoD to get the map
13:33:32 <FranciscoD> mether: alright, :)
13:34:10 <jsmith> Ok, any other topics before we dive into the last few subsidy requests?
13:34:31 <mether> nope
13:35:49 <jsmith> #topic Subsidy requests
13:36:16 <jsmith> There are just a few subsidy requests left, which is good because there is only a bit of money left in the budget for them :-)
13:38:32 <jsmith> #topic Ticket 216: Srishti Sethi
13:38:41 <jsmith> #link https://fedorahosted.org/fudcon-planning/ticket/216
13:39:29 <mether> From what I understand, GNOME Foundation is willing to fund travel for GNOME contributors
13:39:58 <mether> There are few more of them from GSoC and elsewhere and Sankarshan forwarded me a list
13:39:59 <jsmith> Has someone asked the GNOME Foundation for travel funding for Srishti?
13:40:21 <mether> Not that I am aware of.  I will forward you the mail on this topic
13:40:35 <jsmith> Should we hold off making a decision until we hear back from the GNOME Foundation?
13:40:50 <mether> We have the funds to sponsor her anyway but if there are more we should hold back and get info from the foundation, yes
13:41:08 <mether> I will forward you the mail today and we can followup on this
13:41:16 <jsmith> OK
13:41:36 <jsmith> #agreed to hold this request for now, and follow up when we have more information
13:42:21 <jsmith> #topic Ticket 221: Lakshmi Narasimhan T V
13:42:30 <jsmith> #link https://fedorahosted.org/fudcon-planning/ticket/221
13:42:42 <mether> Active contributor and only needs stay.  +1 from me
13:42:54 <jsmith> Sounds great... +1 from me :-)
13:43:30 <mether> He has booked the tickets and we are all set here anyway.
13:43:58 <jsmith> #agreed to fund ticket 221 for hotel room
13:44:20 <jsmith> #topic Ticket 219: Andreas Thienemann
13:46:02 <jsmith> Asking for around $1300 + hotel
13:46:24 <jsmith> I'd love to support the request from Andreas, but that puts us around a thousand dollars over budget :-/
13:48:06 <mether> I talked to Satish this Tuesday and he has confirmed that he has additional budget of around 3k if there is a good justification for it.  We could use that if you think its worth it
13:49:14 <mether> I dont Andreas Thienemann so I am neutral on this
13:49:32 <mether> s/dont/dont know
13:49:44 <jsmith> I know him... he's a long-time contributor in Europe
13:50:48 <mether> I could go with it then
13:52:49 <mether> jsmith,
13:53:05 <tatica> morning
13:53:06 <jsmith> Any other votes/comments/concerns?
13:53:35 <mether> tatica, morning
13:54:03 <jsmith> OK, looks like we're agreed then
13:54:21 <jsmith> #agreed to fund ticket #219 for $1300 for airfare, plus a hotel room
13:54:30 <jsmith> #topic Any other tickets?
13:54:33 <mether> tatica, did you find time to pick a image for the apac website?
13:54:50 * amitshah just joined.
13:54:52 <tatica> nop hon, but the local team is helping me with that task
13:55:08 <tatica> right now my work pc is being format
13:55:11 <mether> ok
13:56:15 <mether> jsmith, I asked a few people to mail you for invitation letter fyi
13:56:57 <mether> for the visa, that is
13:57:17 <jsmith> mether: OK.  I've done a bunch for Milan, but have only seen a couple of requests come through for India
13:57:21 <jsmith> mether: That reminds me...
13:57:26 <mether> I have copied you my address and phone number if you need them
13:57:44 <jsmith> In the notes from the face-to-face meeting, you said something about having people get a tourist visa instead of a conference or business visa
13:57:45 <jsmith> Why?
13:58:28 <mether> a conference visa requires the conference to be registered with the government according to the visa rules according to info that Satya looked up
13:58:45 <jsmith> Oh, interesting...
13:58:52 <jsmith> I'd never heard that
13:58:57 <jsmith> What about a regular business visa?
13:59:14 <amitshah> That conference is a govt conference; not our kind of conferences.  hence the distinction
13:59:37 <amitshah> business visa means you're going to be in the country for gainful employment.
13:59:40 <jsmith> Ah, that makes more sense now
13:59:40 <amitshah> which isn't the case here
14:00:54 <jsmith> OK... any other questions or concerns?
14:01:01 <jsmith> Any other subsidy tickets I might have missed?
14:01:05 <mether> nope
14:01:07 <mether> thats it
14:01:15 <jsmith> #topic Any other business?
14:01:18 <jsmith> Last call!
14:01:31 <jsmith> If there's nothing else in the next minute, I'll end the meeting
14:01:38 <mether> if you can update the welcome letter and respond to any requests for invitation letters, we are good
14:06:35 <jsmith> OK, thanks everyone for joining the meeting!
14:06:37 <jsmith> #endmeeting