Orga Jitsi 23 April 2025

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Orga Jitsi 23 April 2025
Name Orga Jitsi 23 April 2025
StartDate 2025/04/23 20:00
EndDate 2025/04/23
Where Online https://meet.why2025.org/orga
Orga Jitsi 23 April 2025

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

Minutes of the meeting: Orga Minutes of 23th of April 2025

Meeting minutes

Present:

team safety : koffiepot


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

Agenda:

1. Welcome!

Boekenwuurm is opening the meeting at 20:00... The minutes will be made in the pad, and is in the chat. You can add your own notes to your team section down below


2. PL Update

  • team list reversed
  • 106 days!

So it's getting closer...

  • 2929 tickets sold (20250423 17:20) -> update 19.59 2930 :D

Please update your vacancies on the vacancies page. If you have filled your vacancy, please remove it. OR add more vacancies. Just make it up to date, so volunteers that are joining now can be directed to the right team.

  • 21 june next Orga meet: RevSpace
   * NATO top

The next physical Orga Meet will be at RevSpace (21st of June). Due to the NATO summit in town that week. Make sure to plan in time how to get there.

  • CFP closes at May 25th (towel day)

Just one more month before the CfP will close. So please get your CfP in, the more we have, the more talks can be scheduled.

Need inspiration on how to do the CfP, want help? CFPizza night on/offline, together with Wicca and OrangeCon at May 9th

More info here: https://www.meetup.com/wiccanl/events/306807566/

  • Merch purchasing deadline is nearing

The merch deadline is May 1st. That is great news.

3. Teams updates

Team:Villages

Konmei:

  • Meetings bi-weekly
  • Issue about entrance to fields for large vehicles solved with help of Manduca
  • Wiki pages updated
  • Running dry exports of the village information on the wiki

Villages contact sometime have no e-mail, it would be good to have that information so we can contact Villages.

Team:Productiehuis

Piiindakaas:

  • We have the quotes for all the stages
  • Reach out to the differents teams.

The last meeting recording is on the wiki(?) and https://media.ccc.de/c/WHY2025.

Team:Press

Piiindakaas:

  • Fish_ is joining the press team this year.
  • We are already inviting press and they are happy to visit.

Team:PartyArea

Arjen:

  • We received the final drawings from Liquicity, which give us a clear direction for setting up the flamethrowers, lighting, and sound systems.
  • A sound permit request has been submitted and is currently being processed.
  • The lighting setup is underway; an order list will be generated based on the finalized design.
  • We have a strong working relationship with the team responsible for delivering the stage content. Everything is progressing well, with close coordination alongside Team:Entertainment.

Question: Steven G.: We would like to contact with Team:Bar Contact with Team:Bar established (justSem)

Team:Parking

KonMei:

  • No real update, but we presented the map during the meetup, will be updated in QGIS this week.

Netsmurf:

  • Update from Liquicity, on the rijplaten. We have a lot more plates than Liquicity. It seems we have a more plates than we are planning. Also there is a new map from Liquicity with a layer for the plates.

Konmei: I am happy to talk on this new information, to figure out what to do.

Team:POC

Martin:

  • Orga phone number registration has opened: https://forms.gle/iSJkB6NHjAXGYoiS7
  • Yes it's a google form, and no, it will not change this for this event.
  • Geekend for the preparation and modding for our cash registers is scheduled for Mid-May in Karlsruhe. If you want to join this event, then just reply to the POC mail on the orga-maillist.

Team:Møbelhaus

Lumi:

  • (via Signal): We are planning angel shifts with heaven and have planned some further meetings to discuss buildup.

Question: Steven G.: When do we need to get the order in for Village tents? Netsmurf: Get your order in as soon as possible. Currently there is plenty of supply, we have 60 pagode tents. The villages are engouraged to order there tents as soon as possible. Check out: https://moebelhaus.why2025.org

Is there a fixed deadline for moebelhaus?

Some discussion on how to signal there is a running out of stuff, maybe we can do the same as we did for tickets.

Boekenwuurm: For teams do we order stuff for the teams. NetSmurf: We do sent stuff for teams to the Boels list.

Team:Foodcourt && Team:Bar

justSem:

  • We have a new team member on board who has a lot of experience in horeca and posesses the degrees for that.
  • We've got the name of the vendors in, which has been communicated to Netsmurf in order to get the pretix shops set up
  • The deal with the food truck vendors has been finalized. We will receive complete menu's shortly. These will be published well before the event.
  • Pricing has been kept friendly. As far as we can tell now you can get a meal for under €5,00
  • We are getting more art work, so we can do another blog or news items, on how the look and feel of the event will be.
  • When the menu will are there, then it will be published on the wiki. So we can link from the dynamic map to the menu for the food trucks.

Team:Permits

Nancy:

  • We are working very hard on the permits
  • The permit of the firewall is already in for real.
  • We need to have additional information for the municipality, redirected to Team:PartyArea

Question Nancy: Team:PartyArea --> Do you have a deadline? The information needs to be with the municipality for the end of the week.

The 7th of May, we will have be talking to the fire department, ambulance, etc. We are really early. Still work in progress, but we are getting there.

Update 3 teams:

Team:Security

Team:First-AID

Team:Fire

No updates , all goes well ! 🙃

Team:Merch

NetSmurf:

  • Deadline for the merch order is in one week from now.
  • The pre-production process has been started today.
  • The conditional order has been put in, and approved by hp197, this will get us the samples, so we will get the quality gates, if that is passed, than the final order will be put in.

Team:Flags

No updates

Team:Deco

Moem:

  • No real updates right now.

Ask to all teams: You can still request signs: https://wiki.why2025.org/Team:Deco/Signage

Team:Volunteers

Okarin:

  • We would like to ask **all teams** that need angels during the camp to start preparing shift descriptions & schedule.
  • **Still waiting for a response** from the following teams:
   * Team:Bar
   * Team:Entertainment
   * Team:Family
   * Team:Heralds
   * Team:Productiehuis
   * Team:Speaker desk
   * Team:Warehouse

If you have not received a mail from us, then please mail: volunteers@why2025.org

  • Still figuring things out with the kitchen, more on that in the next meeting

Remark: Steven G. we do not know if we will need angels, so can we update later to your schedule?

Question: - RedLizard: Do you need information on the buildup phase for volunteers? - Okarin: Please sent us information if you need the help.

Shoutout by Henry: Please please come during buildup and stay during the event. It's worth to be part of building the event please do add yourself to this phase of the event.

Team:Entertainment

Heske667:

  • We are working on it.

Team:Finance

No updates

Team:Sponsors

Jos: Small update: We currently have 86% of the required budget in signed contracts.

Team:ROC

MrLinux:

  • Sorry, I can not join the meeting due to conflicting agenda's, but no updates from Team:ROC.

Team:NUTS (Power, Lighting and Sanitation)

killergeek:

  • Shared requested information on power, water and sewer with team permits.
  • Collected info on fielday processed.
  • If there are questions for our team send them to nuts@lists.why2025.org and we try to quickly answer them.

Team:NOC

AK:

  • After the field-day we have a good idea on the network-design we want to deploy and how we want to route fibers. We want to start planning fibers on the map, but we are waiting for VPN account now from Team:SysAdmin.
  • We are in touch with some material sponsors to loan equipment (Juniper/FlexOptix), this is in addition to the equipment from EventInfra
  • We are testing some things for the uplink, because we have a simplex fiber (not duplex), this is giving some challenges, but we still want to build a big uplink (200G/400G, that sort of thing)
  • Agreement made with Liquicity about using our uplink, we are planning to install a fiber on the field just before Liquicity, and they will use this probably as their primary uplink
  • Team meeting planned tommorrow

Some discussion: RedLizard: All the waterways are connected, are you sure there is one under the main road. AK: If we want to go over the waterweg, that case we are going to use a crossing with Team:NUTS. Or we will take an airal route, or something close to the dike (levy). Near the parking there is a crossing on the east side, we can go under the waterway. Near the farmhouse.

Team:Waste

Good news no news

Team:Warehouse

No updates at this moment

Team:Shuttle

Crablab (via Signal):

  • Vehicles are agreed with KAV (the rental company).
   * Manduca: NOTE: KAV quote is not final yet and not signed. Working on it though. Sent update to KAV yesterday.
  • The blogpost announcing the shuttle was sent to Team:Info.
  • Sending a proposed volunteer schedule to Volunteering this week.

Team:Off-site Logistics

Wido (via Signal):

  • To all teams, send in your transport requests, see e-mail to the orga list.

Vacancy alert: Looking for two or more volunteers as driver/co-pilot during build-up and tear-down.

Team:On-site Logistics

Manduca:

  • Have to work through the last minor update on the Boels list.
  • PL is re-arranging the Gators. Don't know the status. So taking my hands off that.
  • I think PL has signed the quotes. So we should be sure that we can get what is quoted. Updates are still possible though.
  • Final call! Please send in (logistics-leads@lists.why2025.org) your teams needs from Boels (especially Bar and Heaven).
   * Can i share the link here? Or should I send it to the orga-list?. You can always request the link by mail to see what is on it now.
  • Please let us (logistics-leads@lists.why2025.org) know if you have large stuff to be moved ar hoisted. We can handle up to 6tons in weight or up to 30 meters high (not both at the same time). We can only move by forklift or crane.

Question:

  • Steven G. --> Last time PartyArea has some last minute discussions around Gators. I would like to have advanced discussions. So I would like to have a meeting scheduled. Manduca: Sent an e-mail to setup meeting.
  • CH23: --> If you do need a Gator for short usage. Warehouse will have 3-taxi Gators for moving stuff around of Gators.
  • Boekenwuurm: --> We are now going to re-use Gators, and organizing is done by Warehouse.

Team:CTF

Thice:

  • No updates from us, but we would like to ask Team:Sysadmin to look at our request for the DNS for the secret tokens website. - Ticket#42545
- Remark: The noise policy could be quite a bit more clear:
   - https://wiki.why2025.org/FAQ : "Mind (y)our neighbors. We like to keep it quiet from 01:00 till 7:00. Around those times loud noise/music is not allowed. To make sure our youngest guests get enough sleep, the camping around the FamilyZone has to be quiet from 21:00."
   - https://wiki.why2025.org/Newcomers_Guide : "Keep noise levels down between 01:00 and 7:00. Camping around the FamilyZone must be quiet from 21:00."
   - https://wiki.why2025.org/Camping : "Also, a lot of the babies will sleep in the Family Zone. Noise can be made until 1:00. But after 1:00, please keep it down to let people and the neighbors enjoy their sleep."

- The "Noise Gradient" is not communicated at all except as an image on the Village page: 

  - https://wiki.why2025.org/Team:Villages : https://wiki.why2025.org/File:NoiseGradient.png

Question:

  • Nancy: Did we find our #2 for the teaser CTF yet?
  • Thice: No, we have not found the person yet.
  • Splodin: I am looking for the ticket for the DNS request?
  • Thice: Ticket#42545

Team:Badge

Lukas/Kintaro:

  • Team:Badge is fully engaged and focused. With all hands on deck as we push through this critical phase.
  • This week and the next two are especially important, so we’ve ramped up our cadence with bi-weekly team syncs and additional ad hoc check-ins as needed. We’re currently merging the development of three key elements into one cohesive solution, which is an exciting milestone.

1. We are working on it. 2. We are in the crunch fase. 3. In a couple of weeks we will share stuff.

Question:

  • Boekenwuurm: Why are the next weeks critical?
  • Lukas: We are merging three key elements which have been developed in parallel till now into one cohesive solution and we coordinate on that merge.
  • Steven G.: Are there any development guidelines yet? (asking for a friend)
  • Lukas: Not yet.
  • Lukas: F.e. In March Team:Sponsors reached out regarding a sponsor company that intends to create an application/simple game. We had an exchange with them and understand now better their idea and could provide initial information.
  • In case of any questions, write us at: Lukas@WHY2025.org

Team:Ticket & Entrance

Martin:

Question:

  • Pickahu: We can only see how many tickets be sold, we would need updates on the stats from the kids age ranges.
  • Martin: We have the same information as the PL team.
  • Henry: Those numbers have not been made public on purpose to be honest. We only have the numbers tickets (baby, child, etc)
  • Pickahu: I would have loved to not bother PL with this, love to see the stats public.
  • Henry: We can look into that.

Team:Terrain

Gina:

  • We had moved the CTF tent, but on the map it's still cached, we are trying to solve that issue on the caching.

Question: Gina: We would like to have grass planted over the tracktor pull field. The current solution on the field is not good for actually being camped on. NetSmurf: Can you please forward this information to me, so I can request it to the terrain owners. netSmurf: Have you removed the Circus tent. Gina: Yes, but there is the same caching issue.

Team:Sysadmin

Splodin: - Thank you to the teams who have responded to our request for data for stats.why2025.org (aka Grafana) - We have been working with Team:Volunteers to bring the Engelsysteem online. Work in progress, soon(tm) - We now have our own instance IRC bouncers (for orga use only) wLLm: - TheLounge (web-based bouncer) @ chat.why2025.org, a light webbased bouncer/irc client 

   - Thanks to wLLm

- ZNC (IRC-based bouncer) @ znc.why2025.org, a more tech savvy bouncer 

   - IRC bouncer, keeps track of messages sent while you're not logged in. Compatible with all IRC clients but some have specific support for ZNC like
       * Palaver for iOS (znc Palaver module is installed)
       * Textual for Mac

- For both: Login using your Authentik account, if you don't have an Authentik account yet send an email to sysadmin@why2025.org 

   - You can also use an application password (set this up in Authentik) if you want some extra security without using 2fa.

- NOC's VPN config has been provisioned

Team:Accessibility

No updates

Team:Cohesion

Dany:

  • Team has grown, we are having some more onboarding meetings.
  • There are some meetings with more people to see if they fit to the team.

Update by 3 teams:

Team:Speaker Desk

Team:Heralds

Team:Content

- 109 submissions so far - Starting up blind review round - Reaching out to potential wish-list speakers.

Shoutout: If you have anything to talk about, or know anyone that should be talking. If you wonder if your topic is interesting: the anwser is YES!!!, please submit. Please submit your Cfp at: https://cfp.why2025.org If you need help, join our CFPizza night, May 9th!

Team:Info

Ad: Some updates from Team:Info:

  • Steady flow of News/Blogs being released, like: Call for Art, Family Zone, Food Court and CFPizza.
  • Weekly updates through the WHYcast.
  • The draft version of the "booklet" for WHY2025.
  • Created a Merch page on the wiki (for Team:Merch aka NetSmurf)
  • Continous social engagement on Mastedon, Linked In and BlueSky.
  • More and more tickets with questions are coming in (not all for info but those will be forwarded)
  • Working with Team:Volunteers to help out setting up the Anglesystem (doing testruns and validation)
  • Location and Shuttle was updated by Team:Shuttle.
  • Getting the care-packages shipped to hackerspaces in the DE, BE and NL.
  • Created a Newcomers Guide on the wiki: https://wiki.why2025.org/Newcomers_Guide. There is still some information missing, Team:Info is reaching out to relevant teams in the next few weeks.
  • We are going to have an ad in Phrack magazine #72 for the WHY2025 event.

Ask to all teams: - Please look at the Newcomers Guide, and help improve it for the newcomers to our event. - Sent us your news / blogs / blogrequest to info@why2025.org - Have a story to share, important news for us. Or are you running a **village** or know of one, WHYcast wants to talk to you, so please send a mail to: whycast@why2025.org

Team:Family

Pikachu:

  • Bi-Weekly setup, to get a flow in our prep for the event.
  • Once again call for projects help, 2 volunteers are helping out with projects already
  • We are in touch with Team:Volunteering to get the "kid volunteering"
  • Blogpost finished should now with team info (and it was published today)
  • A bit behind on the quote for daycare.
  • Working on fences with Team:Terrain.

Projects:Serendiep

No updates


Q&A

4. Q&A

Kintaro: On the drone shots which have been uploaded form the FieldDay, there are rocks between the toilets and supermarket location. Is the length of the supermarket on it's location enough as it is currently on the map between these rocks and the street ahead? Gina: Thanks we know that it does not reflect on the map, but it's smaller. It'll fit. Nancy: Feel free to sent updates on the orga maillist, please keep sending updates on the maillist. Feel free to sent out any news you want to share yourself or requestes. Boekenwuurm: The maillist is reaching out a lot of people. NetSmurf: I am working on for my teams, but maybe relevant for all teams. One thing we do traditionally late. If you need to have people that are just a supplier for the event. Please get us people that do need to be on the event, then you need to register with us, so we can sent our cars. For example the food court needs 24 parking spots for suppliers, that are not on the terrain all day, but for suppliers. We need this information in the quiet time. Konmei: Just as a remark to that, all those suppliers, are coming in thru the parking location. If we have a list of suppliers ahead of time. NetSmurf: Start compiling that list as a team? You cannot sent it to anyone at this point in time. Kintaro: We have f.e. a material sponsor, and went thru Team:Sponsors to ensure this person is on a list regarding vouchers. NetSmurf: Yes, that is handled thru Team:Sponsors and requires no additional action. Martin: Have you a camper spot for Team:Saefty reserved? NetSmurf: Yes/No. We have no spots reserved at this point. KillerGeek: Is that for the buildup / teardown? NetSmurf: For the suppliers we only have vouchers. If someone comes to deliver stuff, if you need people on the field from Day-2 and Day+1. Henry: It's for suppliers that are not just dropping off delivery. And people that are on the field. NetSmurf: We are talking people like foodcourt. Pikachu: So I can put the daycare people on this list? NetSmurf: Yes, this is a good example that we need to know in advance. So create that list.

Next meeting

The next online meet is in two weeks: 7th of May 2025 at 20:00, at the same location: https://meet.why2025.org/orga The next offline meeting is 21 june @ Revspace

Closing the meeting: 21:29

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