120524meetingminutes

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12-05-2024 Team:Content Meeting

In attendance Dany, Sahra, MiFareLady, Rizoom, Kirils, Nicolas, Jos

Link to meeting https://meet.hack42.nl/teamcontent

Agenda

1. Review actions last meeting

1. Send out poll to make a choice for the meeting time: mondays at 19:00 or sundays at 19:00 (Janneke)
2. Tell PL we want 4 stages (3 main + 1 foundation) - MiFareLady (MiFareLady: done, no response from PL)
3. Set up list of external review & process (Dany)
4. Define the roles of the subteams on the Wiki (Hugh/Kirils)
5. Pre-book hotel rooms close to the event venue, talk to PL about this (MiFareLady)
6. Talk to team Sponsoring and/or finance about getting funds/subsidies (MiFareLady)
7. Make list in pad for next agenda for all things that need to be done/decided for the coming period (Dany/Nicolas/MiFareLady)
8. Put minutes on the wiki, instead of just in the pad (Janneke)
9. Ask Fred about participation since he’s not available for sunday meetings (MiFareLady)
10. Outline timeline (Kirils/MiFareLady)
11. Ask Sysadmin to get pretalx up and running (MiFareLady)
12. Review and summarize the Tracks/Topics for team approval (Dany,Nicolas)

2. CfP What direction will the next CfP go in? Main point to discuss this meeting, inclusing timelines. Put topics/ideas on the pad below, under ##CfP topic and ideas

3. Team Content Signal group (Janneke) Do we want to use it, and for what type of communication.

4. Agreement on Team:Content and subteam standart operating procedures (Kirils) (Kirils took this from lessons learned. Propose we have a small discussion about each point and then vote) a. Meetings are biweekly b. Meetings have notes c. There are no vetos d. Reopening a decision that has been taken at a meeting (and was part of published agenda for said meeting!) must be proposed by at least 3 Content members. Do not spam the mailing list for this. e. We always use CET/CEST times in internal and orga communication.

Minutes

1. Reviewing actions

Poll: everyone could make it on sunday, exept Fred. MiFareLady will ask him if he can or wants to participate in a different way. Stages: Tents have not been figured out yet, 3 or 4 stages. Will become clear later. Review and process: see below

Define roles: proposal has been made: Team Content includes multiple subteams. These are their responsibilities:

Reviewers - rating the submissions received via CFP. Speaker Desk - processing speaker requests shortly before the event, supporting speakers on site, and finalizing expense paperwork after the event, testing hardware. Heralds - Annoucing the speakers on stage, keeping the audience entertained during breaks, providing useful info, controlling the crowd. Dedicated ‘runner’ for speaker if they are on stage or about to get on stage, e.g. when laptop doesn’t work. Content - planning, coordinating intra- and inter-team and doing any and all administrative stuff, organizing the CFP, etc. And everything else not covered above. Kirils: have Heralds as a seperate team or sub-team, but include them in updates. Last time it was Katzazi. Agreement: Heralds is a sub team.

hotel/finance Finance is on holiday, so point remains open

2. CfP

Things to need done or get decided: Add things, shuffle where necesary to get an approximately prioritized list. (“It looks like you’re creating a backlog!”)

• Decide on content for CfP (thematic streams)
• Decide on how long talks and/or workshops can be
• what’s in it for the speakers? (be clear on what they can expect)
• Set opening date for CfP: August 8th 2024.
• Set closing date for CfP: soft closing 31/12/2024 (for difficult visa), submission stop in march 14th, hard closing 25/5/2024 (Towelday)
• Create external review process: recruit + instruct reviewers
• Speaker briefing document + briefing sessions
• if we are going to have a foundation track are we doing a mentorship program for speakers? (also without the foundation track)
• speaker recruitment plan
• sticky notes session (preperation + planning process)

CfP has the highest priority at the moment. Timeline depends on the timeline around the CfP. Pretalx has not been set up yet. When do we want to open the CfP? One year before the event. Pretalx should be available a.s.a.p. Have the CfP done on August 1. Open the CfP 8th of August. When do we want to set the closing date? 2 dates: for people that need visa: february 8th, and people that don’t.

CfP Topics and Ideas

Notes based on last meeting: CfP invite to be written. Including types of content requested, possible tracks (foundation, regular, other).

Things to consider: As an example, the different themed tracks at 37C3 and the type of topics they contained: Sustainability & Climate Justice. - Topics include: the energy consumption of digitalisation and climate change. Hardware and Making - Topics include: CPU design, reverse engineering, spaceflight, adaptive technologies, trains and submarines Art & Beauty - Topics include: demoscene, audio, creation of digital art Ethics Politics & Society - Topics include: tracking via online ads, privacy, surveillance Entertainment - Topics include: Hacker jeopardy, year overview, just the fun stuff Science - Topics include: Telescopes, Neural networks, quantum computing, proteine folding. Security - Topics (both technical and non-technical) include: security awareness, appsec, cloud security, digital forensics, reverse engineering of cryptography, ransomware, spyware, ethical hacking, new developments/new research Privacy - all forms and flavors, topics include: digital privacy, opsec, privacy for targeted groups (e.g. journalists, minorities, targets for state actors etc.). Self Development - Topics can include: Know thyself, Health, Career… Foundation: inviting new people into technical topics. With the possibility of asking speakers that submit a CFP for a highly technical talk to do a simplified more accessible version in addition. Kids: Could be specialized kids talks or a ELIF type of thing where speakers do a 15 minute kid friendly version of their regular talks. All the rest…. The tracks of 37C3 weren’t very strictly divided, many talks could have been in two different tracks. Also CCC events are very political, how much of that do we want at WHY? This needs to be put forward in the CFP.

Do we want themed tracks at all, or will we be guided by the contents of the proposals?

CFP Process outline proposal:

Stage x: Fast-Track For high profile, invited and key-note speakers there is a fast track. These speakers will be confirmed early and will be shared with Team:Communication to be used in marketing materials as means to draw in conference goers. These proposals will skip the blind review, but will be reviewed by team content directly.

Stage -1: Recruit external reviewers We will probably need some extra eyes on the content for the intial blind review. These people need to be recruited, how/where? how many?

Stage 0: Call For Papers To include the types of content we want to have. Possible ask if presenters are interested in doing an extra Foundation or Kids version of their talk.

Stage 0.1: Submissions Ask for prefered days/times at submissions.

Stage 1: Blind Review In the blind review stage the reviewers will read the proposals and score them on a scale of 1-7. During this stage the names of the presenters will be hidden in Pretalx(?) to the external reviewers. The proposals are scored on a ‘does this fit the event?’ basis, while also keeping an eye on the quality of the proposal as an indicator of the quality of the talk: Is it well structured? is there a clear message or lesson?

Note: exact guidance on how to review to be written. Can be based on previous years. Makes sure instructions are extremely clear and easy to follow. Before doing the blind review, there should be a check if a proposal is really ready to be blindly reviewed. Don’t just rate the proposals, but also give reasoning.

Stage 2: Non-Blind review Core members or Team:Content will be able to see the presenter’s names and bios. In the non-blind review there will be vetting not only on the quality of the proposal, but also quality of the speaker. If possible previous talks of the presenters can be watched. In the non-blind review team:Content will also keep an eye on diversity of the speaker line-up. Use the non-blind review to ensure diversity and quality. Make sure we vet speakers. Steps: -Look up previous talks, or spoken content to see if someone is ‘stage ready’ (videos) -Is it for a big stage? Quality should match that In the past team Content went through all proposals and rated them. Give reasoning with rating.

Stage 3: Confirmation Once a proposal is reviewed a notification to the speaker is sent that their talk is accepted or rejected. Speakers then have a short period of time to confirm. Speakers will also need to make any preferences for day or time of day known. Asking for preferences on days and times can be done in submission stage, but should be checked in this stage too. Confirmation after closed CfP.

Stage 4: Planning Planning sessions will start with a sticky note session laying out the program, done in person. Keeping an eye on types of talks, speakers’ preferences and creating a structure in the entire program. We need to make sure the sticky note session is more structured, and well planned, to prevent things from getting lost.

Stage 5: Pre-Event Publication Moving closer to the event, a full albeit preliminary schedule will be published. This schedule is subject to change and might not yet be complete.

If there are different sizes of stages a Halfnarp could be considered to gauge interest and move talks to a bigger or smaller stage, or opt for simulcast to multiple stages.

Stage 6 During Event updates During the event the schedule can be changed and published to accommodate life happening.

Stage 7: After Event update Cleanup talk descriptions and schedule for wiki, archives and crossreferencing to media.ccc.de

3. Team Content Signal group (Janneke)

Do not use the signal group for decisions, do not expect everyone to read it, if something is important also use other channels like the mailinglist.

4. Agreement on Team:Content and subteam standart operating procedures (Kirils)

Agreement Everyone present agrees to the propopsals below:

a. Meetings are biweekly b. Meetings have notes c. There are no vetos d. Reopening a decision that has been taken at a meeting (and was part of published agenda for said meeting!) must be proposed by at least 3 Content members. Do not spam the mailing list for this. e. We always use CET/CEST times in internal and orga communication.