Orga Jitsi 21 May 2025

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Orga Jitsi 21 May 2025
Name Orga Jitsi 21 May 2025
StartDate 2025/05/21 20:00
EndDate 2025/05/21
Where Online https://meet.why2025.org/orga
Orga Jitsi 21 May 2025

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


Meeting minutes

<please add your name and team name here (if you are in a team)>

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

Basic courtesy rules:

  • Put your (nick)name and team as your jitsi name
  • Be prepared, and unless it is something big within your team, try to keep it under a minute.
  • If you have a question to the whole orga, also send it to the mailinglist afterwards (or, if you want input that moment, before the meeting)
  • This are orga meets. Village or personal questions are better suited for 1:1's, breakouts, emails, or other communications
  • Try to keep updates brief and interesting for everybody, consider what is the worth of a saying like 'we have a team meeting next week'.
  • While we like to keep it a bit more strongly moderated from 20:00 on, there are people hanging out before and after the meeting for chatting, casual sharing and having fun.

Agenda:

1. Welcome!

Boekenwuurm opened the meeting 20:00. Ans asks for hygiene during this meeting to keep it short. She will interupt and break it off if needed. Nothing personal, but we have al long meetings.


2. PL Update

  • 78 days left, 3151 tickets sold, 349 tickets left!
  • URGENT vacancies; We really need help with Parking.

General vacancies: https://wiki.why2025.org/Vacancies

  • In person meet is coming up; take note of the NATO top that is starting the day after and sign up at the wiki when you are coming.

https://wiki.why2025.org/Orga_Meet_21_June_2025

  • WHY will be present at T-Dose next week.

www.t-dose.org

  • PL switcharound

Nancy and Christel switched teams Waste, Volunteers and Family.

3. Teams updates

Team:Family Zone

Pikachu:

  • The project is going along.
  • We got the mail from team:info, we got confused by being called Family Village, we are team:Family, and build the Family Zone
  • We are looking into the daycare, but it has not been done yet.

RedLizard:

  • We have fencing planned. We want to know what type of fences you need. Please let us know what type of fence is what you need to let us know.

Boekenwuurm:

  • Could you hook up offline, and figure this out please. Picachu confirmed.

Team:Info

Ad:

  • Working on promo packages to NL, DE, BE (7 hand-delivered, more soon). Most will be shipped out over the weekend.
  • Fixed https://wiki.why2025.org/Interests wiki page (so you can find all IRC interest channels)
  • Adding transcripts of WHYcast to the wiki and history... slowly, not all is online yet.
  • Doing our thing: WHYcast, WHYcast blog, Wiki corrections, Promo posts on Social, preparing for InfoDesk and a Booklet
  • Speaking of social posts, please boost those, interact, especially with the vacancies. Please use your own account to boost our posts... this is liked by the algorithms.

Shoutout to all teams - Call to action:

  • All teams who featured in the previous booklet(s) have received a mail with a proposal for a text for this years version. Please respond to this email before 1 June, so we can start finalising the layout and content. If you haven't received a mail but you think your team has essential information that needs to be included, please contact Team:Info (info@why2025.org).
  • And while at it, think about what visitors need to know (blog post with info). And sent it to our info@why2025.org

Q: Nancy: Do we have enough whycast interviews? Ad: No, please send mail to whycast@why2025.org to talk about your team, your village, your cool stories from previous events

Update by 3 teams: Chantal:

Team:Content

Team:Heralds

Team:Speaker Desk

  • Subteams are being formed. We would really like to add a coordinator for Speaker Desk.
  • Procrastinators: Lot's of submission in the past couple of days. Count at 157
  • CFP closing on the 25th of May. Blind reviews starting.
  • Stage names: Andromeda, Brachium, Cassiopea, Delphinus

Boekenwuurm: Did you think of the names of the workshops tents? Chantal: No, not. Nancy: Are you open for suggestions for workshop tent naming? Chantal: Yes, we are. Please reach out to us.

Team:Cohesion

Dany:

  • Work is being done on code of Conduct. We are working on it, to update this to match our current insights
  • The team goes on communications training this weekend.


Team:Accessibility

Simon:

  • Talking to Team:Info about the advice to go into the event booklet and discussing digital accessibility for the online version to meet the European Accessibility Act that comes into force end of June.
  • Started discussions with Team:Volunteer on providing information and advice to cover access questions
  • Contacted Team:Cohesion and Team:Info to work together and put together FAQs/aide memoir for Infodesk to handle majority of predicted access questions and will work to ensure that information is available beforehand to reduce queries.
  • Spoke to NS accessibility team who have provided some advice and guides on their network, links can go on website or in information for attendees to help people plan travel by public transport who may not be used to the local system. --> @Simon: You can add info to the wiki on travel advice
  • The wonderful Jos from Content recommended an accessibility checking site to use as well https://basistoegankelijk.nl/ Will make use
  • Will check CoC again and pass any comments to Team Cohesion.

Team:Sysadmin

Splodin

Team:Terrain

RedLizard:

  • We are trying to finalize the orders for fences and roadplates. It looks like we have predicted too much. As this is expensive, we are not looking at the orders and review and try to reduce the the real order we need to make
  • Working on a sensible build up order, plans, with the tent planning, manduca planning, liquicity. It's going to become a reasonable planning, in the next week or so.

Nancy: Is it clear to team:terrain what maps are needed for team:permits. Redlizard: I think so. Uglyhack: We put the latest version online on the nextcloud, version 13.

Team:Ticket & Entrance

Update by Boekenwuurm:

  • 18 plus entry proces has been figured out.

Team:Badge

  • Kintaro put in written update

(Will be driving on the highway. Won't be able to attend the call today.)

Next Carrier Board Prototype has been ordered and is in production now. We're awaiting delivery in the Netherlands for testing.

Team:CTF

  • No updates this week

Team:On-site transportation

Manduca: Not here, via mailinglist: Lots of teams waking up last minute and ordering Boels stuff. That window is closing quickly, so teams need to hurry up. Especially a wakeup call for volunteer kitchen, tracktents (tables, chairs etc.) and warehouse.

Team:Off-site transportation

  • no updates

Team:Shuttle

No team shuttle

Team:Warehouse

  • No updates

Team:Waste

Team:NUTS (Power, Lighting and Sanitation)

Killergeek:

Marijn/IcyPalm: Would like to talk about wastewater. Killergeek: Lets meet after the meeting

Team:ROC

Lennart: Call to action:

  • I have sent e-mail to all teams that have vehicles. We would like confirmation from all teams. So we can add GPS trackers

Team:Sponsors

Jos:

  • We made the original budget, with PL, we have upgrade to 150k, and we are already at 70%
  • Proud of the team working on sponsorcontracts

Team:Finance

Henry:

  • I have no updates at this point in time.

Team:Entertainment

Erik:

  • We are working on acts, getting quotes
  • There is a jamming session in the planning
  • We are working on more stage improvement
  • Also we are considering children


Team:Volunteers

Okarin:

Call to actions:

  • Please reply to the shift submission email (before the 20th of June).
  • Engelsystem and angel recruitment will start the end of June
  • Could the person managing the cargo bikes contact us?
   * According to chat this is arranged by Team:Warehouse

Boekenwuurm: Can you please sent your request to the maillist so all teams get a mail notification.

Team:Deco

Catharina: Call to action:

  • Please fill your requested signs before June 13th. As we are mass building the signs on the 14th.

Team:Merch

Netsmurf:

  • Progressing, orders went out the the manufacture. Waiting for first samples, and later final samples.

Vacancy alert: We still need a volunteer to coordinate the merch

Update 4 teams:

Team:Fire

Team:First-AID

Team:Security

No updates

Team:Permits

Dave:

  • We are working on the permits, we have no update for today. It's a work in progress.

Team:Bar & Team:Foodcourt

justSem:

    • Bar**
  • A lot of things have been finalized. Beers/drinks have been arranged for ~95%
  • Coordination is taking shape, we've discussed structure, availability of coordination during the event.


    • Foodcourt**
  • Foodcourt menu's are in! We have the following variants available:
   * Pasta Club: Italian
   * Bite-us: Mexican
   * Frites & snacks
   * Burgers, pita and fish
   * Pancakes
   * Baos & Bites: Asian
   * Hackers at tiffany's: Buffet-style breakfast.
   * Juice Dealers: Smoothies, fresh juice, etc.
   * Black hat coffee: Coffee and coffe-based drinks, sweet snacks & slush-puppy
  • There will be a big variety of Vega, Vegan and Halal options available to cater to everyone's needs.
  • Pricing will be friendly! You don't have to expect big-event style of pricing.
  • Food is meant to be fresh. Though we have fast food available, we have kept fresh and healthy in mind as well, again: As to cater to everyone's needs.


Team:Møbelhaus

Lumi:

  • Answering questions about how and where to order furniture
  • Incoming requests to combine tents from different orders. Our plan is to track this in a speadsheet. --> Team:Terrain & villages
  • Sponsor feedback needed
  • Detailed build up planning will happen beginning of July
  • Next Jitsi Moebelhaus might not be present


Team:NOC

AK:

  • Not many updates since last meeting
  • Mapping on-site network still ongoing
  • Extra datenklo's confirmed with on-site logistics (56 now)

Call to action:

Team:POC

No update

Team:Parking

Konmei:

  • Two new team members, yey! (vacancy page will be updated, still people needed)
  • layout in finalization, road plate calculation ongoing
  • concept will be finalized end of the week, qgis will be updated afterwards

Redlizard: Please let us know when you have final update Netsmurf: Road plates have been updates in the sheet Konmei: Will do let you know. Jos: Is there a way to check the parking tickets? There was no way to validate tickets at MCH2022. Konmei: ticketvalidation is done by ticket & entrance, not parking.

Team:PartyArea

Netsmurf:

  • We are finalizing the details, we had a meeting with liquicity and the stage builder
  • Erik is working on the program, and he is working on great acts
  • We have a happy and active team.
  • Lighting plan, sound plan and stageplan are currently being worked out.

Team:Press

Piiindakaas:

  • We are working on how to recognize the press during the event and how they are going to be there on the terrain
  • Contact with different press / media are being reached out too.

Team:Productiehuis

No updates

Team:Villages

Konmei:

  • timeline for first placing round is aligned (begin of June)
  • villages are asked to update their information on the wiki (mail sent to all available contacts)
  • blog post being prepared

Team:info is happy with the blogpost in progress. Nancy: Last time I checked the village are closed for others by default, For people who might missed that; please check if you wiki village page is in order :D IcyPalm: At least 12 Villages have actively switched their Open for Newcomers to yes and some have also switched to no actively. Konmei: We asked all teams to update the wiki information, so this is fixed over time.

Q&A

4. Q&A

Zeno: Is there clarity if we will grow to 4.000 visitors. Boekenwuurm: That is on the table, but we are working with the 2 teams that we think will cause the limit. It will be discussed on the next meetup. Jos: Are there sponsor camper tickets. Boekenwuurm: The municipality take more more space than before. We are still figuring out this issue. We have limits, so no clearity for the sponsors. Redlizard: Summary: It's not ruled out yet. Boekenwuurm: And it's not likely, nor decided.

Killergeek/AK: going to 4K visitors, would it involve more terrain in use? or will the density just increase? Boekenwuurm: not for now, but things might change.

Nancy: Weird remarks. I interviewed Jos, and he and Mitch Altman will be building the US refugee camp. Jos(content): You can reach out to Mitch to help or get involved. Dany: On the US refugee camp people can be scouted / recruited.

Next meeting

The next online meet is in two weeks: 4th of June 2025 at 20:00, at the same location: https://meet.why2025.nl/orga

Closing the meeting: 20:56

Highlights

0. Still vanacies! Check https://wiki.why2025.org/Vacancies (and teams like Parking, Volunteers, Merch, NOC, etc) 1. Please look at the Boels-list https://docs.google.com/spreadsheets/d/1in7HbYoADSuZVbCAx2pDSuw1xaQ7ie5QEIamzZhGN4s/ 2. Team:Info needs your booklet-content, please respond to the email sent to your team by Mlijn 3. Respond to ROC email 4. CFP closing on the 25th of May 5. Contact NUTS if you need power or water (see wiki) 6. Reply to Volunteers-email if you received one 7. Registered a village? Check "Open to newcomers" status

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