Orga Jitsi 16 July 2025

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Orga Jitsi 16 July 2025
Name Orga Jitsi 16 July 2025
StartDate 2025/07/16 20:00
EndDate 2025/07/16
Where Online https://meet.why2025.org/orga
Orga Jitsi 16 July 2025

Bi-weekly meeting for all volunteers.
Meet time: 20:00 UTC+02:00

Orga Minutes of 16th of July 2025

Present:

Please do share with us:

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

Agenda:

1. Welcome Don't do this during our event: https://www.vrt.be/vrtnws/nl/2025/07/16/zware-brand-terrein-tomorrowland/

2. PL Update

  • angel system open! and you can find the angel stats at our stats page as well. (145 at 13:37 today)
   Sign up here: https://angel.why2025.org/
   Stats are here: https://stats.why2025.org/d/dertuq4ggz7cwf/why20253a-angels?from=now-7d&to=now&timezone=browser
   All orga members should register, if you are there during the buildup. *Please make sure you enter your arrive date*
  • Daily Online Infodesk for all your questions, during lunch hour (12:00-13:00). Come and join us: https://meet.why2025.org/onlineinfodesk
  • The Welcome Package Sweatshop: Saturday 26th of July 2025 at Revspace (repeat and signup at the bottom of the minutes)
  • The Badge Assembly Sweatshop: Saturday 2nd of August 2025 at Revspace (repeat and signup at the bottom of the minutes)
  • Neighbours start to get questions about fences and noise
  • The Big Cyber Debate (because of Dutch elections in October) has a 90% chance of happening ATM. More info will come after this weekend. (Nancy is contact for this). Jeroen Wollaars (presenter of nieuwsuur to lead the debat). There are 4 parties already will come. It will be on the Sunday afternoon (most likely).
  • We will host a Dutch National Radio NPO1 Sunday evening August 10. https://www.nporadio1.nl/programmas/dijkstra-en-evenblij-ter-plekke
  • We are **sold out**. But really. We are. So no tickets at the field available for the first time in 10 editions of the Dutch Hacker Camps since 1989. With over 3.750 tickets sold. Only ticketswap, but some tickets will open up, this will happen every night at 0:00.
  • You are very welcome to help out with buildup and:
   * Please make sure you are signed up in the angel system WITH the date of arrival.
   * With some exceptions for early build up, all build up angels are welcome from August 2nd.
   * because of logistics and food, please do not show up without registering, be kind to our Team:Volunteers <3

3. Teams updates

Teams Updates (in reverse order)

Team:Villages

IcyPalm: - We currently have 160 villages registered - Ce have placed everyone on the field - Change requests are coming in - We are resolving those requests - We tell NO to campervans placed in villages - We are working on all power requirements - Some villages for running water, only done by exception. - Konmei: Keep your eyes on the village map as it evolves in the next few weeks.

Q: Redlizard: Is that only for campers? A: Icypalm: It's not for vehicles part of the functioning of a village. Last minute campers are NOT allowed.

Team:Productiehuis

Mack

  • Temporarely dropout of Bix (will be on the festival)
  • We would like to get early heads-up for the details on the debate because we want to prepare that properly.

Q: Nancy: You already lost a team member that is key to the team. Do you need help? What kind of assistant you will need in the next few weeks. A: Mack: I don't know at this point. If we can need help, we will route thru to Marieke. A: Nancy: Please CC me.

Team:Press

No press available, no update.

Team:Parking

Konmei:

  • Official traffic controllers: final requirements in clarification. Most likely 'evenementenverkeersbegeleiders' needed during day -1, 0 and 1, if you know someone who might be willing to help out, please send them to team:parking.
  • We are checking the plate distribution, because we have changes.
  • The team consist of 4 people right now, we will manage.


Team:POC

Lea:

  • Orga extentions are reserved, currently validating the number of DECTs available.
  • POC frontend will come and go live and open for registering by regular users
  • Point of sales planning: First version is finished. Will need to adjust for opening times of food trucks.

Q: Mack: Can you contact me about the list of Productiehuis? A: Lea: Yes, I will sent the numbers for productiehuis to you. Q: Killergeek: What do you need from power? Can you sent me that? A: Lea: I will sent it an e-mail to Killergeek. email:killergeek@why2025.org

Team:Speakerdesk (Team:Content)

Lorphos:

  • we have published the speaker FAQ
  • we have small gifts for speakers
  • we need monitors/displays from Warehouse, for testing speaker setups. Will try get them elsewhere if needed.
  • if all goes well, we will have 7 team members onsite

Team:NOC

AK:

  • We have a working uplink to the field \o/ for now at 10G, but will be 400G after Liquicity
  • The fiber we deployed on the field on June 28th got cut on June 30th, but was fixed again on July 2nd, big thanks to eightdot & Netsmurf (and me) for fixing
  • https://map.why2025.org/ (if it doesn't give a 404) has a NOC layer for the DK positions. Most of the fiber planning is done now.
  • In the coming weeks are preparing the rest of the network for plug-n-play deployment at the field
  • On July 31st we're planning to setup basic "build-up internet"
  • We did a submission for the Infrastructure review talk, other *OC-teams, please reach out to us
  • Special requests please send to noc@why2025.org

Team:Møbelhaus

Trinn:

  • mostly sold out on furniture, but got several more requests
  • hopefully receive the confirmation for some more beer tent furniture sets and chairs by the end of this week
  • will therefore _not_ close the shop on the 18th july, but:
   * will start with concrete build-up planning next week

   * would be great if orders are placed as soon as possible, so if you know villages or sponsors who still plan to order furniture it would be great to give them a hint
       * shop available at: https://moebelhaus.why2025.org
       * in case they need a voucher, reach out to us at why2025@c3moebelhaus.de

Q: Manduca: Boels just confirmed that they will give an update this Friday.

Team:Foodcourt

  • No updates, everything is going smoothly

Team:Bar

  • No updates, everything is going smoothly

Team:Permits

Nancy:

  • Municipalies are working in amazing wonderful ways
  • They come with beautiful new questions on premit information
  • Permits is promised, but we have to give some more information
  • "Blijmoedig voorwaarts"... (We will prevail)
  • All details will be shared over beers on the field. Remark by Number3: I would love to see a presentation on lessons learned ;-)

Team:Safety (Fire, First-Aid, Security)

Koffiepot:

  • It's going smoothly.

Team:Merch

Netsmurf:

  • Today there was a video on the production of the Hoodies.
  • Everything looks like it is arriving in time, we hope.

Team:Flags

Boekenwuurm:

  • I have seen the first designs. They will be on the field.

Team:Deco

Catharina:

  • No updates, but everything is great.
  • Some of the projects now on the map (done by Boekenwuurm)

Team:Volunteers

Okarin:

  • We have a deal with former Orga member Lotte Smelik from Das Brot to provide us with excellent bread.
  • Marjolein is making a planning for the delivery of suppliers. We assume at the end of day -6 Heaven will be up, the cooler operational and our kitchen up and running. We will get the first deliveries for food that needs the cooler on day -5.
  • Okarin is working on the Volunteers T-shirt and tokens. And some other things
  • Waterbottles arrived, so be suprised on the field when you come.

Call to action: Sign up for the angel system.

Team:Entertainment & PartyArea

Erik:

  • The schedule is full, the information is sent to Team:Info and Team:Content to be announced.

Discussion on what talk would be on the stage, but that was Stitch that will be on the main track. But Chantal has some DJ's for Entertainment.

Steven G: We are doing fine for the party area.

Q: Steven: Request to team:Nuts / Power: There will be some more lights, surrounding more energy to the field. A: Killergeek: Please sent me a mail to: nuts@lists.why2025.org

Team:Finance

Henry:

  • Not much to share at the moment.

Team:Sponsors

Jos:

  • We have 115% of signed contracts, we have one more that is signing soon.

Team:ROC

MrLinux: I've another meeting this evening, but I can add:

  • Tetra testday on 5/7 went very fine
  • Team:ROC will be on the terrain (and stay) on the 31/7 late afternoon, radio antenne/equipment will be online as of 1/8.

Team:NUTS (Power, Lighting and Sanitation)

Killergeek:

  • Map has been updated with water and power (back bone, 400A/125A/63A/32A).
   * online map also has the updates.
   * the fanout from the distribution is worked on.

https://wiki.why2025.org/Team:Nuts/heavy_power_request_list

  • request list approvals have been done.
   * what not approved yet is waiting for feedback or has been added after approval round or approve of PL is needed.

https://wiki.why2025.org/Team:Nuts/water_request_list

  • request list approvals have been done.
   * all teams that request water has approval
   * what not approved yet is waiting for approve of PL.

Q: Henry: If you have questions for projectleiding, please goto Tom (Halcyon). I have seen the fresh watermap thingy, what connection can we expect on the camperfield. A: Killergeek: There will be geka/gardena connection.

@Killergeek: By Tom: So far we haven't had requests for approval yet in PL; you can contact me via our usual ways or tom@why2025.org

Team:Waste

Bas: We are done

Team:Warehouse

No Update

Team:Shuttle

No update

Team:Off-site Logistics

Wido:

  • Last call for all teams to send in your transportation requests.
  • Please note: our schedule is getting filled, we will not be able to accomodate all wished for transport moments.
  • The preliminary schedule will be shared this week.
  • We will need one or two additional (co-)drivers during build-up.

Team:On-site Logistics

Manduca:

  • With help from Terrain I managed to plot a new LSD on the QGIS map to make room for NUTS. It seems to fit.
  • Spend a lot of time finalizing quotes and working on way to late change requests (you owe me beer).
 * It's now definitely final. No new updates are possible!!!
 * Boels is currently figuring out if they can really deliver everything, and if not, will come back with alternatives.
 * If that happens, I'll contact the teams that are impacted by this if necessary.
  • Currently working on the tough delivery planning. Will finalize this on Friday in a call with Boels. Seems everything will work out, but there are always last minute surprises.

Q: Manduaca: Need a location on the 31st (dry, tables chairs) to get the theory and do the paper exams for the forklift and boomlift training on the 31st. Any suggestions welcome. A: Nancy: I will get in touch.

Team:CTF

Thice:

  • Things are going fine
  • We have 51 challenges (was 50) for the CTF (we had 44 during MCH2022)
  • We have 43 Secret Tokens (was 20) for the Secret Token Game, 19 tokens via submit form. (We had 49 tokens during MCH2022, so we can use some more ;-) )
 * We will confirm all tokens to the person who submitted the tokens. But since the rest of our site is not ready yet this currently is manual work. If you did not receive an email yet, you should get one tonight or tomorrow.
 * For reference, you can submit your tokens here: https://token.why2025.org/submit-token
 * General info can be found here: https://wiki.why2025.org/Project:Secret_Token_Game

Team:Badge

Lukas: Update calls with Robert have been held to coordinate logistics preparations for the arrival of badge parcels in the Netherlands.

Activities in China: Components placement on PCBs is underway this week. We're in daily exchange with our contact partner. Machines are running as we speak.

Activities in the Europe: The current batch of badges has been distributed to our team members in Europe for firmware development. Additionally, 5 badges have been handed out to application developers, including representatives from sponsor companies, Team:CTF and other app developers.

Test Firmware has been published.

Team:Ticket & Entrance

No updates

Team:Terrain

Redlizard: - We are rotating 

   - Permit maps were done
   - Build-up planning is going full force, please check if [the milestone spreadsheet is correct for your team](https://cloud.ifcat.org/index.php/s/zxPBHt8inZmdY7o)
   - Buildup overall looks like a sensible plan so far. Two difficulties remain to be worked out:
       - Early Boels delivery timings cause some challenges in the bootstrap phase
       - A decent number of teams need power earlier than the current NUTS buildup schedule is planning for, this will take some coordination

Team:Sysadmin

Xesxen:

  • We'll be switching to a "keep thing going" mode early next week. In preparation for this we've reallocated resources of some servers last night.
  • We believe we're up to date all request that are more than just provisioning accounts. If you think you have something outstanding that we should pick up before then please poke us.

Some small updates:

  • Added angel statistics onto grafana/MQTT
  • We can now ingest openmetrics/prometheus formatted statistics
  • fixed up the waste map integration
  • more minor stuff everywhere and nowhere

If you have any requests, then please mail us at sysadmin@why2025.org

Team:Accessibility

Simon:

  • We have established an accessible camper van area on the site - Team:Info aware and updating Team:Parking and Team:Terrain
  • Discussion to be had if we need to identify an accessible camping (tent) space as well in similar area
  • Number3 has kindly arranged for hire of some scooters for identified attendees who require extra mobility
  • First draft of an FAQ that gathers everything into one place to be shared with Team:Info for review and comment (currently being finalised by Team:Accessibility)

Statement: Redlizard: I would suggest to put accessibility campers on the bikepath. Robert: Yep, we requested thru the mail.

Team:Cohesion

Dany:

  • No interesting updates. Meeting with Safety today. (basically right now)

Update by 3 teams:

Team:Content

Team:Heralds

Team:Speaker Desk

MiFareLady:

  • Voting is closed! (this site is no longer working: vote.why2025.org)
  • Thank you very much for everyone that voted, it helped us make some decisions!
  • There is a schedule online! Check it out: https://why2025.org/programme
  • Still working hard on some last minute changes.
  • Cyberdebate still need to be put in the schedule (that's the big placeholder on Sunday).
  • There will be changes, but it looks like it's mostly done.

Team:Info

Ad

  • Regular Socials, Blogs, News being posted
  • The paper maplet is production
  • New welcome page for wiki (visitor oriented)
  • Wiki gardering being done
  • "Buurtbrief" was printed and hand delivered to all direct neighbours of WHY2025
  • Blog: 250 more tickets
  • Blog & Socials: We SOLD OUT
  • Blog: Camping Store will be back
  • Blog: CTF Secret Token Game is announced
  • WHYcast: Interview with Team:Badge and Team:FoodBar (spoiler! :O)
  • Online InfoDesk weekdays from 12:00 - 13:00 CEST/UTC+2 https://meet.why2025.org/onlineinfodesk
   * Do I need to be part of a village?
   * Can I start my own village, but how do I get people to join me?
   * Can I put my cooling elements in a fridge/freezer somewhere?
   * Candidate for Cyber Debate hopped on a call
   * And more. Join yourself and spread the love

Call to action: - Help us get the wiki in order, do some gardening by checking your team-page and FAQ pages you feel responsible for. - Konmei: We marked free for all on the map, so you can point people there.

Q: Netsmurf: I get quite a few question on they people can arrive on the field. Would you be so kind to announce that on the wiki/webesite. Q: Netsmurf: Can we have a field for early arrival? A: Redlizard: We have not picked a location yet. A: Netsmurf: Probably the parking area will be the best location during buildup.

Team:Family

No update

Sweatshop for Welcome Package and Badge Assembly

In the two weekends before WHY2025, we will assemble the welcome packages and badges. These packages include information materials, sponsor flyers, stickers, and, of course, the badge.

We need volunteers for two preparation sessions, both sweatshops will be done at **RevSpace Hackerspace in Leidschendam**:

  • **Saturday, 26 July 2025**: Assemble the general welcome package components.
 Sign up here: [2](https://wiki.why2025.org/Welcome_Package_Sweatshop_26_july_2025)
  • **Saturday, 2 August 2025**: Assemble and flash the electronic badges, then include them in the welcome packages.
 Sign up here: [3](https://wiki.why2025.org/Badge_Assembly_Sweatshop_2_August_2025)

So if your not planning to goto the field, then come and join us at RevSpace.

Q&A

4. Q&A

Henry: We might find a last minute financially stroke of luck, what gives us some extra room to throw it at fun or wanted stuff. Would love to hear great idea's (<€5.000) what we could consider if we get into this position.

Mail to: your PL contact!

- suggestion: financial support for workshops. A: justSem: We will make more mugs, if there is demand for that. So we could use funding ;-) (We now have a total of 300 on a first-come, first-serve basis. We do plan on making more depending on demand [which will then be sent out after the event.])

Q: Zeno4ever: There is some room between parking and the field. A: Redlizard: We are not planning on doing anything there. This is part of overflow planning at this point. Only in case of swamp land or other reasons. There is no infrastructure planned, so you need to bring your own solarpanel.

Q: Netsmurf: If there is money left over, I would like to have the Symphony of Fire. The Hackcenter could be done.

A: Henry: The next PL meeting will be used to go over budget/finance and pick up the wishlist and decide what to do.

Next meeting

The next online meet is in two weeks: 30th of July 2025 at 20:00, at the same location: https://meet.why2025.org/orga

Closing the meeting: 21:12

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