Orga Jitsi 12 March 2025

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Orga Jitsi 12 March 2025
Name Orga Jitsi 12 March 2025
StartDate 2025/03/12 20:00
EndDate 2025/03/12
Where Online https://meet.why2025.org/orga
Orga Jitsi 12 March 2025

Bi-weekly meeting for all volunteers.
Meet time: 20:00 UTC+01:00


== Meeting minutes ==


Present:

Please add your name here if you are NOT in a team
Present:

  • You?


Please do share with us:

  • Status of your timelines
  • Status of open vacancies (Put them in the wiki where they can be found by new people) [1]
  • Any other cool news to share


== Agenda: ==

1. Welcome!
Please add your Team to your name in the Jitsi :) It helps other to find out who is who.
Today is our first meeting in the new WHY2025 Jitsi
https://meet.why2025.org/orga

2. PL Update

- Working on Bibob
Trying to convince the munipalicy that we are not-criminals
- Tent as a service
We will have tents as a service, update later in this call
- The camper waiting list
- Preparing April 5th
Please put your name on the list if you come the 5th, so we can make sure you can eat.
- Visiting network events.
We visited a lot of cyber / networking events. Bitlair BBQ, All the Cyber Ladies (because of international womens day), Boekenwuurm is presenting in Berlin at the "Hackaday Europe", Nancy will present at the DevOpsDay in Amsterdam.

If you want to let us (Subteam:Promo) know we need to be somewhere, then mail: info@why2025.org

3. Teams updates

== Team:Family ==
Picachu:
- We have a bunch of projects, and we need more volunteers to take the projects on.
- Help out and contact us here https://wiki.why2025.org/Team:Family
- Small projects can be easily done on location, during the event.
- We want to ask all teams to think of volunteer jobs for kids (with parents). Like help at the Info:Desk, or at the Ticket entrance. To help kids to become amazing volunteers.

Just email family@lists.why2025.org us or find us on IRC irc://irc.oftc.net/why2025-family

Team:Info


What did we do?
- Promotion: International womens day...
- Wiki: Lots of small edits, please keep adding information. Feel free to help us
- Lukas helped us to update the FAQ and many other pages.
- We got some help from Lukas (but we could use another writer on the team)

What do we want from you all:
- Any team that wants to communicate to the world, please get in touch! (example Shuttle Service).
- We want your stories! (subteam WHYcast).
- Update the wiki when have any updates.

Volunteer needed: We need people that like to write articles for us.

Just one more thing:
- Get in touch for anything: info@why2025.org

Update by 3 teams:
== Team:Content ==
== Team:Heralds ==
== Team:Speaker Desk ==
Jos:
- CFP Count is at 77 Proposals.
- We want moar! Keep in mind: We are super excited about unconventional, out-of-the box, and niche interests.
- Remember: the CFP deadline is Towel Day, that is sooner than you think.

Nancy is announcing the CfP Pizza night, to have a night to help people write a CfP. Probably in Amersfoort (@Bitlair). If you know of anyone that needs that help to write a CfP. Details are worked on.

When is Towel Day!? 25th of May!

== Team:Cohesion ==
Dany is under the weather so a quick note: we're planning meetings with people who want to join Team:Cohesion.

== Team:Accessibility ==
Simon:
- Meeting with Sk went well, they are working with Team:Website to review accessibility features for main website.
- Contact coming in from attendees asking about camper slots, have advised that more be released and to keep an eye open.
- Conversations about advising transport connections - for example how to get from nearest railway station. Questions raised if there will be a bus or transport for disabled people to event site. To be discussed with Team:Projectleiding and Team:Shuttle.
- Questions about getting around on site - will confirm with Team:On Site Transport how golf cart / buggy is available for people with mobility needs.
- Meeting with Team:Entertainment to discuss accesibility features for music events.
- Need to discuss induction hearing loops for speaking stages with Team:Productiehuis. Also advice from Fédération Nationale des Sourds de France that we consider having subtitles / closed captions on a screen or a live web browser for people to follow talks. Could also be useful for language barriers - if speaker or attendees are not native speakers.
- Will add further thoughts to code of conduct with Team:Cohesion.
- Established list of characteristics and thing to think about for Team:Volunteering.
- Need to speak to Team:Info about how to create pre-event information packs and make it in accessible format.

Jos: Will we have ways to cater blind people. Simon: We have to figure this out.
Mack: Can we talk after the call on the hearing loops. Simon: Yes, love to.

== Team:Sysadmin ==
Splodin:
- We have our own Jitsi!!! meet.why2025.org -- we are maxing out the CPU cores tonight, so I will be reaching out to Koen to improve the situation.
- Working on MQTT accounts, and we have provided it. If you want share data, then you can get an account. Just sent an e-mail to us with your request: sysadmin@why2025.org

Mack: I receive mails really late, so somehow I get mails later. Splodin: Please mail your issue: sysadmin@why2025.org

== Team:Terrain ==
No updates

== Team:Ticket & Entrance
Not much to report, checking in :)

== Team:Badge ==
Lukas(Kintaro):

At WHY2025 - Team:Badge we collaborate in three main development groups:
- Firmware
- BadgeHub
- Hardware

With support from three additional groups:
- Documentation
- Applications
- Add-ons

Currently, members of each team as well as the support teams are working on their dedicated tasks, which will come together in the coming weeks.

== Team:CTF ==
Thice:

 * Teaser for the teaser: We got a WHY2025 flyer generator! And you can hack it! 

 * PL: We should discuss the prize


Team:On-site transportation

Manduca:

  • Wondering when and why the name of On-site LOGISTICS changed in On-site Transportation (yes, we were not paying attention). We hate it.
  • Received updated Boels quote. Will try to update the [Boels list](https://docs.google.com/spreadsheets/d/1in7HbYoADSuZVbCAx2pDSuw1xaQ7ie5QEIamzZhGN4s/edit?usp=sharing) tomorrow evening.
  • Still working on the renting of shuttle vans and small trucks. KAV promissed to call back, but didn't *sigh*. Contemplating on getting a quote somewhere else.
  • For the rest; just eager to start :).


== Team:Off-site transportation ==
No updates

== Team:Shuttle ==
Crablab:
- We have sorted charging for the shuttles with NUTS - thank you :tada:
- Awaiting a quote from KAV (see Manduca's update).
- Talking with Team:Info about public facing comms.
- PL - are we charging for shuttle tickets this year? What does this arrangement look like?

   - Last year (in 2022) we did have a shuttle supplement, but we didn't check this rigorously . 

   - --> We will not charge for shuttle service at WHY2025.

- Volunteering - need to confirm our ask
- Does anyone want to talk to us about anything? Did we forget anything? --> No!

== Team:Warehouse ==
CH23:
- We have sent out an e-mail to all teams, asking you to reach out to us if you need anything. This email was replicated on our wiki page at https://wiki.why2025.org/Team:Warehouse
- we have so far received one e-mail, please make sure to reach out to us via **warehouse@lists.why2025.org**. The longer you wait, the less chance we'll have to get back to you in time (when we need to order stuff).
- There's now a lot of storage space for our team available at RevSpace.
- We now have a way to pay for stuff, thank BunQ :-)
- The registration system as used at SHA2017, expanded at MCH2022, and now improved for WHY2025 has been worked on by Peetz0r.

Deadlines:
- 1st of April: Soft deadline
- 1st of June: Hard Deadline

Information can be found on our wiki page ;-)

Nancy: Please use the orga maillist to broadcast to everyone what you need from other teams. Do not be shy about it.

== Team:Waste ==
Boekenwuurm:
- We will be using QR codes because it was published in the news artile of the local news.

If you want to read it: ![](https://pad.ifcat.org/uploads/6c33a1b2-58ac-4fc6-b171-c4ba49bcce82.jpg)

Nancy: We today made it with a lovely article in the local news. The title is "We have QR codes on our wastebins".

== Team:NUTS (Power, Lighting and Sanitation) ==
Killergeek:


== Team:NOC ==
AK:

  • For special requests (anything beyond "normal internet" WiFi/wired) the ticket queue is available now at noc@why2025.org (thanks sysadmin) << we will also send an email about this
  • Uplink is looking good with Solcon and SURF. SURF is in contact with Team:Sponsors to finalize agreement. SURF has ordered circuits with both KPN and Solcon.
  • Reached out to Liquicity as they want to use our uplink as a backup (or main uplink). The other uplink will be the 2nd Solcon fiber on-site.
  • Need to start with planning things on the map (datenklo's/fibers/etc), not yet started
  • Need to figure out portacabin/datacenter situation
  • Reaching out to various network sponsors/partners again for hardware (EventInfra confirmed already for obvious reasons), pending Juniper/FlexOptix and some connectivity partners in NIKHEF



== Team:ROC ==
MrLinux:
Not present today, due to work. No team updates, we'll be present on the 5th of April.

== Team:Sponsors ==
No updates.

Nancy: We need more sponsors, Team:Promo is making noise to find more sponsors.

== Team:Finance ==

Henry:

- Friends tickets and Coorperate Tickets:
- We have sold low-on-funds tickets (170 euro per tickets on average).
- We sold 59 corporate tickets, this means 10k extra income.
- We sold .... need info from Henry...
- Interesting: Corporate + Generous tickets are in balance. So it's covered so far.
- 223 kids tickets.
- 65 baby tickets.
- 103 kids tickets.
- 64 young tickets.

== Team:Entertainment ==
No update

== Team:Volunteers ==
Okarin:

== Team:Deco ==
Moem:


Question: Will there be bakfietsen? We would love one. It was very useful on MCH2022.

== Team:Flags ==
No updates

== Team:Merch ==
Nancy: Almost 1000 pieces sold. Merch will be available until it's sold out, most likely in may. But in April we will ensure the orders. After that we could be sold out before you know.
CH23 Tip: Team:Info Please update website button: Buy Tickets or Merch now.

Update 4 teams:
== Team:Fire ==
== Team:First-AID ==
== Team:Security ==
== Team:Permits ==
No update

Nancy: There will be a movie of the prototype in the WHYcast tomorrow. Really do watch it, it's a cool thing to watch.

== Team:Bar ==
K4T0:

  • Still working on contracting the bar hardware and tables and chairs.
  • Request: We are looking for little side tables. And for boardgames (no small pieces, think chess or cardgames) and 'oud-Hollandse spelletjes' (think sjoelbak...). Have some? Put them aside and bring them to the WHY-bars. (no guarantee they will be back in one piece).


== Team:Foodcourt==
K4T0:

  • Still working on the foodcourt hardware and deco and further contracts for menu.
  • Foodtrucks will only be handled through the contracted foodcourt coordinator.


Lukas: Is Meckelenburg going to supply food at the event for the public? Jeroen: We asked them, but we will not be doing this during this event. Only volunteer food will be handled this way.
Henry: We do have villages that give away food, or, food for a small donation. Like Waffle Operation, Food Hackingbase, Whisky-tasting, for free or for a small donation. K4T0: That activity has been discussed, if village have NON-commercial activity, then it's okay.
Boekenwuurm: Do they know there is a supermarket? K4T0: They know.
Lukas: And Milliways? K4T0: Contact from Milliways once on ordering drinks through the bar, no further contact yet. Lukas: You can buy a challenge coin once for the whole of WHY2025, and in return you can get food made by the nice people of Milliways.
Is this being seen as: It's a donation, and you get food in place?
K4T0: We can mention this with the foodcourt contractor too.

== Team:Møbelhaus ==
Lumi:

  • We keep working on the shop setup & are planning to set it live on 20.03.2025
  • Blogpost has been reviewed and will be updated tomorrow. --> Please mail your blogpost to: info@why2025.org
  • Alignment with Team:Sponsors is ongoing.


== Team:POC ==
No updates

== Team:Parking ==
Konmei:

  • New layout in discussion, not final yet.
  • Hopefully we can finalize park at the upcoming Fieldday @ Geesterambacht, 5th of April.


Vacancy: We are looking for a coordinator for Team:Parking.

== Team:PartyArea ==
Heskez667:
- Talking with Team:Entertainment.
- Next up talking with other teams.

Mack: For the partyarea, for the stage, have you thought about a solution to have a different tent then the piramid tent.
Jeroen: Sharing his render by Liqucity, that has a new design for the party area.
... some details on size discussed...
Mack: I need a front-of-house spot covered for rain, around 4x4 meters.
Jeroen: Liquicity needs that too
... some tech details ...

== Team:Permits ==

== Team:Press ==
Marieke:
- There was a press article, it was published in the paper today. Maybe we get hardcopies soon.

== Team:Productiehuis ==
Mack:

  • Still finalising the offerte with Spykersound. Lots of shifting of small details.
  • Field-day audio equipment needs to be transported from Hack42 to the Fieldday @ Geesterambacht, 5th of April. https://wiki.why2025.org/FieldDAY_2025_04_05


== Team:Villages ==

  • No updates.


This needs fixing: https://wiki.why2025.org/Villages
Let Team:Villages know if you get someone that helps out just reach out to Team:Info here: info@why2025.org

== Chaos Addition ==

  • :tada: :tada: There are tent rentals in the ticketshop :tada: :tada: 
 https://tickets.why2025.org/

== Q&A ==
4. Q&A

Moem: Heavenmaster: Would it be possible to have an extra tent, as a chillout place. So can we have a "chill-lounge space" next to the Heaven. Like SHA2017, with zitzakken and hangmatten. A Strechtent as at SHA2017.
Jeroen: This was at SHA2017, if we have the budget for this, then we can do this again. This needs to be on the budget on the Volunteer budget.

Ype: how many meters will have p1 ports?
Killergeek: what is the question about the power meters? We have 2 with p1 ports. and 1 with IR. Killergeek sends information to Ype.

Nancy: Only 148 days togo! Even though we have done a lot already, the pressure is getting higher. Please take care of yourself and your team. Please if you see people struggling, then please take care and tell people to slow down.

== Next meeting ==
The next online meet is in two weeks: 26th of March at 20:00, at the same location: https://meet.why2025.org/orga
The next in person meet The location will be Fieldday @ Geesterambacht, 5th of April: https://wiki.why2025.org/FieldDAY_2025_04_05

Closing the meeting: 21:27

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