Orga Jitsi 4 June 2025

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Orga Jitsi 4 June 2025
Name Orga Jitsi 4 June 2025
StartDate 2025/06/04 20:00
EndDate 2025/06/04
Where Online https://meet.why2025.org/orga
Orga Jitsi 4 June 2025

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

Minutes of the meeting: https://pad.ifcat.org/orgajitsi4JUN2025?edit

Orga Minutes of 4th of June 2025

=

IMPORTANT

To all that care about minutes: Please help me out... fill and check your own team. And TYPE along and correct me.

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

Agenda:

1. Welcome! Robert is on holiday so everybody types :)

2. PL Update - T-Dose event was fun. 

   - There will be presence at DEVOPS Days.
   - Small video clips with "hi, welcome at WHY2025 from Team:$your_team" are starting to get recorded

- Ticket update 

   - 244 tickets remaining
   - When tickets sell out, there is space for 250 tickets more.

3. Teams updates

Team:Family

  • More people are joining, and picking up little projects - awesome \o/
  • Still decisions to be made on big price quotes (daycare) very soon(tm).
  • Fences requested from boels/logistics after lots of noise about the permits/safety.
   * Muncipality wants anything there, no hard lines on what it should be.

Team:Info

  • Business as usual, socials, support tickets, spreading posters, WHYcast, etc
  • Thanks everyone who responded with info for the booklet. Last call to teams that haven't responded to the email yet: Team:Bar/Foodcourt, Team:NUTS.
  • (Deadline for teams to respond was three days ago already. We'll *not* process what will not be delivered before end of this week (8 June 2025))
  • WHYcast
   * We'd love "Hi and welcome to the WHYcast" in your native tongue and tell why you are looking forward to WHY.
   * As well as cool stories from teams, villages, visitors, are welcome. WHY are you excited for WHY?
   * Send your vids to: whycast@why2025.org

Update by 3 teams:

Team:Content

Team:Heralds

Team:Speaker Desk

- Workshop tent names: Euclid, Fobos, Giotto. - All submissions have 3 reviews at the moment - that's good. - If you would like to do some reviews, contact us at content@why2025.org - Looking for volunteers for Speaker Desk, vacancy will be up on Monday.

Team:Cohesion

  • Team did a Communication training, so we are better prepared to deal with the not so fun things.
  • Work is being done on finalizing Code of Conduct.

Team:Accessibility

  • Update will follow.
  • Looking into mobility options.

Team:Sysadmin

  • No updates.

Team:Terrain

  • Meeting with Team:NUTS on colaborations.
  • Working on permit maps.
  • Contact with buildup coordinations, and tent suppliers.
  • Liquicity teardown and WHY2025 buildup interfers, this can result in changes.

Team:Ticket & Entrance

  • No updates

Team:Badge

  • No updates

Team:CTF

  • We currently have 30 CTF (Capture The Flag) challenges (and multiple WIP)
  • We currently have 3 STG (Secret Token Game) challenges (and many WIP)
 * We invite the rest of the orga to provide tokens & puzzles to this game.
 * The Secret Token Game submit form will be launched later this week, we will send an email to the orga list with the link and info.
 * During the onsite on the 21st we will give a short presentation on the Secret Token Game - if we can get to The Hague.
 * When the STG site is done we will write a blogpost and join the Whycast.

Team:On-site transportation

  • Final call for Boels requests.
  • 15th of june the list will be finalised.
  • Special call for who is responsible for the tracktents, Off-site logistics, Warehouse and Heaven.

Team:Off-site transportation

  • Does anybody have contact details of the wiki users Unox and Replicant? They signed up for the team, which is great, but left no contact details. Communication as a result is a ... challenge :). In case you know any of these persons please ask them to contact me (wido.why2025@herenstraat.nl) or leave contact details at the wiki.
  • If your team has transport needs for stuff (not people or pets) to and from the terrain, please send an email to offsite-logistics@lists.why2025.org.

Team:Shuttle

  • Some promo has been done to find drivers.

Team:Warehouse

  • no updates

Team:Waste

  • no updates

Team:NUTS (Power, Lighting and Sanitation)

Had a constructive meeting with Team:Terrain, thanks. Several todo's and followups are in-progress or planned.

  • Location discussion with Team:Logistics and Team:Terrain
  • NUTS area needs to be fenced.
  • Logistics of NUTS equipment is arranged by NUTS, basic power and facilities will be there from the first Sunday - construction weekend.
  • The search for the 32A, when theres no 32A available we'll have a Generator and/or Battery.
  • Helping Team:Terrain with the puzzle for some of the assets from NUTS.

- [ ] Follow up on the Team:Info request for the Booklet.

  • No other further update to share.

Team:ROC

  • Detailed (1 -> 15) August planning will be written out sometime next week.
  • We have a first draft of the operating practice document - such has been requested after MCH2022.
  • Extra Tetra-day in Dordrecht on the 5th of July to test battery/backup, extra features, like monitoring, statistics.

Team:Sponsors

  • Larger part of the budget gets covered.
  • Will reach out to teams in a couple of days.

Team:Deco

  • We are gathering and making awesome things. We got some interesting donations.
  • We have a workshop day on june the 14th in BitLair. We plan to make signs.
  • You can help.

DEADLINE 13 June for the signs :) Put them on the wiki. https://wiki.why2025.org/Team:Deco/Signage

Draft eventpage for the workshop : https://bitlair.nl/Events/2025-06-14_WHY2025_Deco_Sweatshop

Team:Flags

  • No updates

Team:Merch

  • Tomorrow first samples arive, of prints and patches.
  • Vacancy

Update 4 teams:

Team:Fire

Team:First-AID

Team:Security

  • Safety square is getting finalised. All hireign and ordering is finished.

Team:Permits

  • Finalizing details, municipality and co got new questions.

Team:Bar && Team:Foodcourt

  • All drinks, Mate and beers have been ordered. Starting to set up the cash registers and planning build-up. We are working on design for cups, beermats & coins. Expect to publish coin/cup designs soon, going through final checks.
  • Products & prices are published on wiki. Please feel free to check and would like to hear your thoughts. https://wiki.why2025.org/Team:Foodcourt Share them with JustSem: justSem@why2025.org.
    • There are food trucks open at all times of the day, also with vegan and vegetarian options.
    • Each bar will have a different vibe.
    • Hope on map showing all bar and food truck details.
    • Pretix for food and bars is there.
  • There will be some contact on the orga meet at Revspace and you can always mail.

Team:Møbelhaus

  • New item to the shop, accesibility ramps for the stable but higher floors.

Team:NOC

  • Physical planning still in progress, should have something more hopefully after the weekend.
  • We are planning to build part of the uplink on June 12th/13th together with SURF (will be 400G).
  • If all goes well (pending Netsmurf) we are planning to pull a fiber on the terrain on the 28th of June so Liquicity can use this. Reach out to me if you want to help on-site, its about a 800m of fiber to pull.
  • We should have a working uplink for Liquicity working before July 15th.

For special requests mail us at noc@why2025.org

Team:POC

  • No updates

Team:Parking

  • no updates

Team:PartyArea && Team:Entertainment

  • There is some heavy health problems in the team. Wellwishes.

Team:Press

  • no updates

Team:Productiehuis

  • no updates

Team:Villages

  • no updates

Team:Finance

  • no updates, and that is good

Team:Volunteers

  • Team volunteers is busy getting shifts from all teams. We have put a schedule on our wiki stating which teams didn't send us a draft yet. https://wiki.why2025.org/Team:Volunteers. Please send in your drafts. Team:Entertainment hasn't replied to any of our mails.
  • We also made a schedule of what we know about volunteer needs during buildup. https://wiki.why2025.org/Buildup_Teardown_Volunteer_Capacity Please add the correct information.
  • We hope Engelsystem will be up in two weeks. When it is up we will contact Team:Info to make some noise.
  • We still want to know who is in charge of reserving cargo bikes.
   * Via Team:Warehouse.
  • We have two vacancies.

Projects:Serendiep

Q&A

4. Q&A

  • Maybe I missed it but were are we (expecting to be) hitting limit *after* adding 250 ?
   * No. Based on the teams that are impacted, 250 is doable. More people is more risk and problems, so the 3750 tickets is the max this year.

Next meeting

The next online meet is in two weeks: 18th of June 2025 at 20:00, at the same location: https://meet.why2025.nl/orga

Closing the meeting: 20:56

Highlights: Action required: Team:Info booklet is still missing reponse from certain teams. Acti required: FAQ entries need to be checked by related teams https://wiki.why2025.org/FAQ Action required: Boels list, special call for who is responsible for the tracktents, Off-site logistics, Warehouse and Heaven Action required: Feedback foodcourt: justSem@why2025.org. Action required: WHYcast wants your vids, saying hello in your mother tongue. Action required: Please send your draft shifts for Engelsystem to Team:Volunteers.

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