040625meetingminutes

04-06-2025 Team:Content Meeting

Note: In Wiki markdown please, to save cleanup time when publishing on WHY Wiki

Minutes taken by: Dany

In attendance

MiFareLady, Nicolas, Dany, Jos, Erik, Kirils

Link to meeting

https://meet.why2025.org/teamcontent

Link to Minutes 09-04-2025

https://pad.ifcat.org/fN7w5tiCROes5OGtRA2QAA?both

Other relevant links

• CFP text: https://pad.ifcat.org/wf2Vhq-1R-OXCO4s0REvWw
• Speaker wishlist: https://pad.ifcat.org/JwvzKdvfSvKG_GVnKsTsmQ

• Information gathering doc: https://pad.ifcat.org/210hJqsfRIOkZSGxBjX6YA
• (Blind) reviewer manual: https://pad.ifcat.org/8QfXxCdiQh2772DvH4nLfw - Done
• Speaker reach out text: https://pad.ifcat.org/KIRA2h4GT7anABT6AAXb2g - Done
• CFP review process: https://pad.ifcat.org/XC1kELsbTH2EJdVTYyC_iQ - Done

Notes from last meeting

• Subteams: We don't really need a dedicated review lead. We still have an opening for speakerdesk lead
• * Kirils has reached out to Katzazi, they agreed to take heralds lead
• Reviews: pretalx wil randomize reviews, but we want to assign highly tecnical talks to specific people.
• * Organise a kick off meet, video it to make available for on demand. Tuesday 27th may 19:00 - @MifareLady
• Sysadmin is installing Erik's plugin (pretalx LLM for categorizing)

• Comms between PL and Team:Content. Nancy is a bit worried and feels room for improvements examples: No reach-outs from Content to PL about help needed, speaker reach outs etc. Not entirly sure why the specific case that Nancy mentionend in signal chat fell through the cracks.

• On stagenames: we want something ABCD-ish.
• * Andromeda, Brachium, Cassiopea, Delphinus (3 constellations one binary star, to mess with OCD)

• Soft close CFP form. We need to change message and adjust settings in Pretalx. So invited speakers can submit after 25th May.

• Set up blind reviewer team in pretalx - @MifareLady
• Set up blind reviewer kick off, 27-05-2025 19:00 - @MifareLady
• Reach out to Tim by email - @Nicolas

Agenda Items

in person orga meet: https://wiki.why2025.org/Orga_Meet_21_June_2025 (Revspace??)

Meeting Notes

- Reviews are going! - Event fences: copy-paste from last year but what to do with 12 fences?

   - Request a move on the map
   - Use fences for parking vehicles and outside chill space for speakers

- Workshop tents names. Suggested: Telescopes

   - Euclid, Fobos, Giotto, (Herschel)

- Wristbands for speakers? 250 - Arrival protocol for speakers: Tickets & Entrance need to tell speakers to stop by Speaker Desk as soon as possible to check-in and do an equipment check. - Maps: we want two large printed maps for in the speaker tent: to point speakers where to go. - Sysadmin installed the Pretalx LLM plugin for categorisation. There is an update for reviewers with low permissions. The plugin might show withdrawn or rejected submissions, that not normally fall in the review queue. This can be worked around by including a proposal status 'submitted'. If we encounter things that impede our workflow then Erik is open for feedback so he can improve the plugin. - Switch to weekly meetings. Also to set up the subteams. - We need to create a cacancy on the wiki for sub team lead speakerdesk. Nicolas offers to be co-lead for continuity sake

Things to report in Orga meet

- 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.

To Do

- Create vacancy for speakerdesk lead / volunteers (Kirils) - Add new meetings to wiki - Send message to submitters that didn't provide enough info (MiFareLady)

Next Meeting

11-06-2025