Orga Jitsi 15 Januari 2025

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Orga Jitsi 15 Januari 2025
Name Orga Jitsi Date
StartDate 2025-01-15 20:00:00
EndDate 2025-01-15 22:00:00
Where Online

https://meet.hack42.nl/why-meet

Bi-Weekly meeting for all volunteers.
Meet time: 20:00u Orga Jitsi January 15 2025 - 20.00 - 22.00

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! Nancy opens the meeting. There are only 111 tickets to go until we have half the tickets sold! She is really happy about this.

2. PL Update - Bi-weekly meeting Starting this january we will have bi-weekly meetings, so we will be back in two weeks.

- Ticketsales (and possible upscale) Tickets sales is easy to follow. The ticket price will go up on the 28th of febuary. We are almost half way to being our goal of 3500 tickets. If the ticketsales will keep going like this, we might consider upscaling to a higher number. So the ProjectLeiding wants you to think about what that would mean for your team, and what the possible impact will be for your team to scale a little more. If you have any questions then reach out to your PL contact.

- FOSDEM & Hacker Hotel A lot of people from WHY2025 will going to FOSDEM in Brussels, in just two weeks from now. On the 1 and 2nd of Febuary. Link: [2] If you are there and you want to meet up, then please come to our table, we will be there during the saturday and sunday event.

Also at Hacker Hotel we will be all there, if you want to meet up. Then that's possible, we will be doing a workshop and figuring out the details still with Dimmitri. That will be done 14/15/16 febuary.

- Camper spots = work in progress There is a LOT of demand for Camper spots, we are currently discussing the situation on what will happen. As the 100 camper spots have been sold out, in the PL are discussing this to scale. However we are considering options, there is not a definite anwser right now. There are many opinions. We want to keep the vibe the event, and at the same time we want to listen to the community want and needs.

Let me your feedback to the why orga list.

- Terrain, Logistic & Parking situation The question from the Geesterambacht area is that they want us to use the North roundabout (event entrance for all traffic). So there will be only a single entry to our event terrain. This needs discussin in the different teams in the the current week. It's called then festival route. This is the same for the Liqucity festival, and the Geesterambacht organisation wants us to change our plans. It's been the normal situation for many years already. So we need some adoption.

- Request: Update your wiki contact and vacancy We use the wiki as a source. Please make sure we shout out the right information during the WHYcast. Please please, Nancy wants to have the right information in WHYcast.

3. Teams updates

Team:Family

  • Multiple projects were created, please feel free to add on project wiki page
  • Team ticket please give us more insight into demographics - organizing daycare part
  • Similar with team volunteering - data not available ok

Stats produced by Netsmurf. @Netsmurf, can you add the numbers for the Teen-Nerds? 

Baby Nerd (0-5 years): 38
Kid Nerd (6-11 years): 76
Young Nerd (12-15 years): 45

Question: hp197/Dynom: Do team members need a VOG (Verklaring omtrent Gedrag)

Team:volunteers (we tried but we do not have this data sorry :( )

Team:Info

Number3

  • Good Xmass period, with lots of promotion
  • Website updates (blog on merch, and fixing visual issues)
  • Published the first logo of Sponsors (Question to sponsors: We need more information from you to post)
  • Reach out to university, ...
  • Keep getting your stories to WhyCast if you like persional in
  • Question: We want to start publishing some small blogs in the coming months. And need stories and ideas. Please share them with us. (info@why2025.org or info@lists.why2025.org or directly to one of the members)

Team:Content

Dany

  • No in depth update yet, as we are getting back from our end-of-year-break
  • Spam the CfP to everyone you know. Please start splashing.

Team:Heralds

Dany

  • Register your name if you like to do that during the event.

Team:Speaker Desk

Dany

  • Register your name if you like to do that during the event.

Team:Cohesion

Dany

  • We do not have any updates right now.

Team:Accessibility

Simon

  • Listen to the whycast... as I was interviewed.
  • Few more people are joining the team. I know off the emails, when I get time on my hands.
  • Camperspots, we need need to manage the expections. Will get this information to PL.

NetSmurf: It is important that all the big tents have a really heavy floor. We need to think about a solution about the onramps for the tents. The big ones have three, the smaller tents have two and the smallest tents have one. Simon: 15cm is not a big issue. We will not get the onramps for all tents (rentals) for villages. We need to figure it out what is the best solution. Some discussion what we need for the village

Team:Sysadmin

Splodin

  • We have been working on the tickets coming in (the sysadmin ticket system)
  • Improved backup in an automated way, thanks to Wouter.
  • Some reports on emails that e-mail are not getting delivered, or get delivered to Microsoft / Hotmail / Exchange. We are working to improve the situation using a more reputable routing server. This is not fixed yet.
  • Jitsi question: We got request for Jitsi request from many teams. But this would to much. Tom reports that SynQ / Koen offers us to host a WHY jitsi server. So reach out to them.
  • @Sploding: Suggestion from Jos, could you look into the bit mail relay server. And no AWS at this time.

Team:Terrain

Gina

  • There is not much news from Terrain, since last meeting.
  • We will have to have that discussion on the new traffic situation.
  • And we need to reach out to all teams.
  • UglyHack: The latest map is on the wiki right now, and will keep do that.
  • We discussed it the situation with team Bar.

Question: Koffiepot: Please contact Firewall (Jick) to get mapping information. Please send the question to the mailbox, but Koffiepot shares that the mail has not been responded too. Gina will find it out. Sjors (NUTS): Are PDF incremental or live? Compared Gina: The mapping software are live, the PDF are incremental. Sjors: I want to start to make a more detailed plan, can you tell us something the objects on the map.

Team:Ticket & Entrance

Henry: I can't update. Teamlead is not here.

Team:Badge

Lukas (Kintaro):

  • Thank you to everyone at Projectliding as we’ve experienced them applying integrity and care to what happened last year.
  • To clearify Team:Badge is one of the 42 teams contributing to the WHY2025 camp. There will be a differentiation between Badge.Team and Team:Badge.
  • The WHY2025 badge will be reworked. More information will follow in the future.

Team:CTF

Thice

  • We launched the CTF announcement website an hour ago: https://ctf.why2025.org/
  • The CTF teaser is planned for the weekend of 21-23 March
  • We would like to promote the CTF announcement
    • We will write a blogpost for it (will contact team info)
    • We will join the Whycast to announce the CTF (will email Nancy)
    • Can we have social media posts?
  • We are working on multiple things, including challenges for the Teaser and CTF, and the CTF scoreboard/challenge website
  • We sent our Boels order to Manduca (sorry if we are late)
    • Manduca: Is processed. Will be included in the next quote-request.
  • We are looking for the person or group taking on the Silent Lounge and the Heaven chill zone, to potentially combine a bean bag order.
    • Moem: Please contact Deco through the mailinglist, we can get you in touch with our Heaven Meister. We do not know who will decorate the Silent Lounge yet.
  • Redlizard, not sure if you are busy, or our emails are thrown in your spam folder, we reached out about the Hack centers

Team:On-site_transportation

Manduca

  • Boels quote is in, and processed into the sheet ([3]). The party is on!
  • Check out what you are spending. PL might start haunting you about your spending :)
  • Let Manduca and FigherX64 know about any that needs to be changed.
  • Let us also know I you really need certain stuff at a certain time. Not everything can be delivered at once (we have 44 trucks of stuff at the moment!!! (or should I say approx. 42?))

Manduca really made the point that you need to check out your order, and cost. PL will be haunting you if you are spending a lot, to check if you really need it.

Kato: We are in touch with a organization to get bar stuff and cooling contains. I want to start the prices of the two options. Manduca: We are not having cooling containers at this time. But I can get a quote. We want a single supplier. Kato: The food court will be delivering tables and chairs. We need to have a discussion. Manduca: We have bad experience having multiple suppliers. Kato: Understands, I will dive in the offers and make a discision.

Kato: Has contact wiht the same supplier that delivers the rijplaten (for team Terrain). Gina: We understand this possibility and we are on top of it. NetSmurf: We understand the need for the rijplaten (road plates), for many things. We are working with Team:terrain. We are in contact with the festival Liquicity on this. Kato: We need to get in sync to get this done, as we are working with the same supplier from Liquicity.

Team:Off-site transportation

No team lead at this time. Manduca has no name yet.

Team:Shuttle

No updates.

Team:Warehouse

finance: i'm (hp197) looking for a bank payment card

Team:Waste

Thijs

  • We do not have any updates at the moment

Netsmurf: Do you have chemical toilet disposal. Thijs: No we have not done this. Manduca: We need to talk about the waste disposal area.

Team:NUTS (Power, Lighting and Sanitation)

Nancy: If you want to know what NUTS means, then check out the wiki. KillerGeek:

  • We got 1x 400Kwh battery sponsored confirmed for the event.
  • We are working on the cabling.
  • All is in control, no futher update.

Team:ROC

MrLinux

  • Wheeze_NL will set up a meeting with NUTS, POS, On-Site and NOC about Portacabins
  • Would like to have the tent confirmed by PL, so we can discuss the location with Terrain. (5x10)
  • Location of antenne-site is not updated on map, we'll contact Team Terrain
  • We have regular team-meetings and we are ontrack and on budget!

Netsmurf: You are on the tentlist with a 5x10 tent. So confirmed!

Team:Sponsors

Jos

  • I recently joined the sponsor teamlead.
  • A bit behind on schedule, however working hard to gain some speed.
  • Question: Still looking for new sponsors! If you have any leads, even ones you've shared before, please contact us. Anything helps!
  • Vacancy:Looking for new Team members.

If you are interested please reach out! You can contact any of us directly or reach out via mail. See Team:Sponsors for contact details :)

  • Wiki updated ;-) [4]

Nancy: What are you looking for right now for new volunteers Jos: We need people to help out to reach out, it helps if you have been to a previous event. We have information that you can share, but we need to start calling lead and informing them of what there is to offer.

Team:Finance

Henry/hp197

  • Not much have happen since last orga meet.
  • Information for declarations are going to be on the wiki. Please put in declaration, we have money on the bank waiting for you.
  • Reach out to Team:Finance

Team:Entertainment

Felix is not here, Nancy updates us: She needs to reach out to Felix to get information.

Team:Volunteers

Okarin

  • There is now an Angel logo available on the generator, please have a look!
  • Onboarded another team member (Hello Cliff :wave:)
  • GANTT chart is being created (please let us know any dependencies)
  • Collecting info for ordering safety vests
  • Notification to all team: Making a form for teams to indicate the need they have for angels (ie what kind of shifts) - so please start thinking about your angel needs!
  • Will contact team:accessibility about accessibility-categories to include for shifts
  • Making some content for angel recruitment - will contact team:info on ways to spread
  • Testing angel badge printing

Kato: We have a offer for the cooler container, as I have two cooler containers for the kitchen. Okarin: If you could please into the tables and chairs for the Heaven, then please do. Kato: We can look into this for you. Okarin: Thanks please keep me in the loop. Manduca: There are already two cooling containers on the Boelsquote....

Team:Deco

  • No update at the moment

@moem, piiindakaas has +/- 15 Planet-LED lamps for the event. Would you like to use them or can I just sprinkle those around?

Team:Flags

  • No update at the moment

Team:Huisstijl

  • No update at the moment

Piiindakaas: The angle design generator has been released.

Team:Merch

  • No update at the moment

KillGeek: There were in the IRC chat some merch sizing. NetSmurf: Team:Merch is aware of this, and they are going to look into this. Dany: If we have feedback on the design, how to reach out. The logo looks like it spells "WHY(f)"

Team:Fire

  • No update

Team:First-AID

  • No update

Team:Security

  • No update

Team:Bar and Foodcourt

Kato

  • Almost concluded contract (next = to be signed) with Foodcourt supplier.
  • They also can provice tables, chairs, etc.for a nice terras, also for the other bars. Will check prices with other suppliers and with Boels-party-order.
  • Discussed location of bars and Foodcourt with team Terrain: Now set on terrain.
  • In contact with suppliers for offers for bar-hardware and drinks
  • Found ways to have special WHY-beers (6 flavours) and WHY-Mate (looking for offers, just like the CCC branded Flora Mate)! :)
  • Starting to design labels for the WHY-drinks and prints for the WHY-cups.
  • In contact with supplier for offers on cooling-containers. These include 2 containers for Team Volunteers.
  • Will exchange/compare prices with Productiehuis for Boels-order.
  • There is one bar next to the Foodcourt. One bar next to the Arcade tent. And the Karaoke Bar is open 24/7 and will be located next to the Party stage.

Team:Moebelhaus

Lumi

  • No updates, since we have been busy as a team with 38C3 activities in December.
  • We will have a meeting on Friday to sort out how to proceed further.
  • Especially clarifying the furniture shop for villages will be one important next task.

Team:NOC

KillerGeek

  • no updates

Team:POC

Loppermann

  • Nothing interesting at the moment for Phone & POS
  • If you have need something "special" prior to the build-up (e.g. an external reachable phone number like we did for Press already), just get in contact with us.

Team:Parking

Konmei

  • Team lead had to step down due to personal reasons
  • Evaluation if parking area could be condensed to free up potential camper spots

Vacancy: We need to have some help with more local information. Shout out! Please come and help or point the volunteer to us.

Team:PartyArea

Netsmurf: There is no one right now. But we will be having the first meeting soon. People are still recovering from 38C3. It's growing teamwise, and startup is imminent. If you are interested, then please let us know. There is a possiblity to take over the stage from Liquicity

Team:Permits

Koffiepot

  • Team permits update, we are working on permits, and working toward the end of the month, so we can send out the first version of the permit.
    • Request: If you have any information or updates, then please mail Jick or Team:Permits.

Team:Press

Marieke: No one here from the team right now, but:

  • No big updates
  • Prepping for press-release when half the tickets are sold

Team:Productiehuis

Marieke: No one here right now, but they had a meeting yesterday

  • They have no update, and on schedule

Team:Villages

Konmei:

  • Need to discuss, at the next live meeting maybe (or with PL): Open discussion / question if campers can be parked next to / in between villages

Nancy: is trying to get a Spanish village, and if you have plans register you village

Team:Accessibility

Simon:

  • Building the team, now have someone with Dev experience and conversations about web accessibility to follow
  • Shortly will update list of mini-projects
  • Need to set up calls with various other teams to discuss how we are support them

Nabrander/Afterburners:

  • ChaosPost requested to colocate in the InfoDesk tent.
    • Team:Info welcomes them

Q&A

4. Q&A

Thice: The logo from the normal website is different from the design generator. Is this deliberate? Makieke: There were some struggles with the tools used to generate the logos. So there is a possible difference. Nancy: What do you need? Thice: We need clearity on which is the official one. Henry: The one published on the wiki Team:Huisstijl is the official one. The generator is different, but close to the orginal design.

Henry: Question for team:family : Are you dutch or not? We can offer an VOG request from the PL: In English, VOG (Verklaring Omtrent Gedrag) is typically translated as Certificate of Conduct or more commonly Certificate of Good Conduct. It is a document confirming that an individual does not have a criminal record, usually required for specific jobs or legal procedures. There might be a privacy issue as information is shared with the government. Explaination: [5]

Pikacy: I will bring it up to the next meeting. Is it paid or not? Henry: It's free, we can request them as a non-profit organisation.

Netsmurf: Is Xu present? Are you looking for cooling containers? Some discussion on the prices / quotes and need.

Last call: Nancy: Do you have ANY other stuff you need to ask, share or say.

Next meeting

The next online meet is in two weeks: 29th January at 20:00, at the same location: [6] The next in person meet The location will be hack42 (Arnhem), on the 22th of Febuari [7]

Closing the meeting: 21:42

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