Orga Jitsi 26 March 2025

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Orga Jitsi 26 March 2025
Name Orga Jitsi 26 March 2025
StartDate 2025/03/26 20:00
EndDate 2025/03/26
Where Online https://meet.why2025.org/why-meet
Orga Jitsi 26 March 2025

Bi-weekly meeting for all volunteers.
Meet time: 20:00 UTC+01:00

Online Meetup 26th of March, 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! Nancy opens the meeting a few minutes late, picking up the people from the other side.

2. PL Update - Retro/Arcade is happening again We found new volunteers to run Retro / Arcade.

- ticketssales almost 2700 Currently the numbers are hitting the 2700 tickets sold. We need more promo, so please share it with your friends. Lets create more information.

- Let's get rid of vague vacancies together The current vacancies are vague, we ask you all to be more specific about the vacancy. What are people going to be doing, talk about tasks you want to have done. Also estimate the amount of time spent people can help you out. Like 2hr or 4hr or 8hrs per week, will help people selecting.

- Please share more about your epic and "not so epic but cool to mention" wins!

Please sent more epic stories. If you need support with this, then Team:Info is here to help.

Nancy will sent out the volunteers vacancy mail to the mail orga list.

3. Teams updates

Team:Family

Haakjes:

We are updating the Family FAQ, there is now something usefull.

  • Working on Blog post

We are working on the draft for the blog.

  • Setting up communication with Team:Volunteers

We are working on the communication to volunteers, thru Team:Volunteers.

The projects will be done by volunteers to the familyzone.

Team:Info

Number3

  • How to blog for all teams was sent out thru the maillist.
  • Publishing blog on Moebelhaus (/w Lumi)
  • WHYcast - weekly podcast is still going strong.
  • Weekly transcription of WHYcast is working, automating WHYcast to blog.
  • Website enhanced with WHYcast blog page, besides News we will now publish weekly blogs.
  • Work on the Booklet is starting, be prepared you will be asked for help soon.
  • Prepping to "New to the event" page.
  • Onboarding new Info-volunteers (Shout out to Jelco)

Call for action:

  • Subteam Promo: Please help us with content, and tell your story in the WHYcast; mail us at whycast@why2025.org >>>>> Everybody is promo <3

Nancy: Question: Could you do something about the Merch button? Merch button will be published soon

Update by 3 teams:

Team:Content

Team:Heralds

Team:Speaker Desk

Chantal:

  • The improvements for the pretalx
  • Stickynotes meeting, where we can pick all the speakers on the stage.
  • More to share next time
  • CfP pizza night will be organized: Hybride event. You can come to the event in real life: https://www.meetup.com/wiccanl/events/306807566/

Team:Cohesion

Piiindakaas:

  • We have a meeting scheduled with potential new members are planned.
  • The new potential members are very divers

Team:Accessibility

No updates

Team:Sysadmin

XesXen:

  • Jitsi server upped to 16 cores
  • Various tickets
  • Some wiki gardening happened. Teams/Villages/Clusters/Projects now have their own namespace. You can search by `Sys` for example and get Team:Sysadmin as an autocomplete result in the search box on the top right.
  • Updated all future online orga meetings to have the correct meeting link.

Team:Terrain

Uglyhack

  • We will be trying some flatterband 5th of April.
  • Finalizing Rijplaten plan.

Question: Mack: Is there a possiblity of reusing the Liquicity Rijplaten? Uglyhack: The idea is now to reuse the option to keep the plates on the event. The concern is that plates are available to have it available.

Jeroen: Check out the information in the excel. The information is in the spreadsheet, so the information is there to use. Mack will go and look at this.

RedLizard: Quick announcement: We will be drawing on the ground at Fieldday to show what it will be clear where Heaven be, or other things to figure out the details.

Team:Ticket & Entrance

No updates

Team:Badge

Lukas/Kintaro:

  • The three main teams (BadgeHub, Firmware, Hardware) within Team:Badge continuing their work and making steady progress.
  • Nothing more specific to share at this time. We remain focused and moving forward.

Team:CTF

Thice: - The WHY2025 CTF Teaser round took place this past weekend (21-23 March). 

   - 48 hours of challanges CTF, we had a lot of great feedback. 
   - It was a success with over 220 teams joining and over 80 teams scoring points, great feedback.

- We joined the WHYCast today together with the CTF Teaser winner. - We are working on a **blog post** about the CTF Teaser. - We are working on the concept for the WHY2025 version of the 'secret token' challenge. - We now switch the focus from the teaser to the preparations of the main CTF.

Team:On-site Logistics

Manduca: - Boels quotes are getting more final. Please check what is on the list for your team!! ==> https://docs.google.com/spreadsheets/d/1in7HbYoADSuZVbCAx2pDSuw1xaQ7ie5QEIamzZhGN4s/edit?usp=sharing - Also if you have requirements regarding timing of delivery or pick-up (not before time x, or must be there by x, etc) let us know (logistics-leads@lists.why2025.org) - Got a quote on shuttles and small lorries which I will discus with the appropriate teams (Moebelhaus, Off-site logistics and Shuttle). - Please update if anything needs to be delivered like -10days before start, this way we can start planning.

Nancy: Are there is a lot of teams that need information from? Manduca:

  • Warehouse
  • Bar
  • Heaven
  • Parking

Mail me at: logistics-leads@lists.why2025.org

If you do not respond, Manduca will guess.

Team:Off-site Logistics

Manduca: We had our logistics meeting, the new lead is relativly new, so he got some startup help.

Team:Shuttle

No updates

Team:Warehouse

No updates

Team:Waste

Bas: Sad. Can't join this online meeting again. The time really doesn't work for us. Updates:

  • Quote for waste (infrastructure and removal of the waste) is in from a company, evaluating it.
  • Sent out requests to Team:Warehouse & Team:Onsite
  • Will contact Team:Terrain soon to discuss details.
  • Would like access to the detailed planning document to set up stuff with our waste removal company.

Team:NUTS (Power, Lighting and Sanitation)

No updates

Tom talked to Glenn, team NUTS will be on the Fieldday in the 5th of April.

Team:ROC

No updates

Team:Sponsors

Tom:

  • First there is good news, the last time we need help. They have now 60% in written contracts and they have lots in the pipeline now.

Call to action: Sponsors: They need a lighting solution for all tents. Please if you have an ideas, then you can please share it. Jeroen: Last time someone ordered LED tickets. Manduca: We can rent them from Boels. Boekenwuurm: Hornbach is cheaper. Redlizzard: Is there anyone taking care of lights for the infrastructure teams? If there is no one, then we need to start addressing this. AK47: Just want to mention that we have a bunch of the lights at BitLair, 20ish or so. Tom: This is something we need to address, maybe the orga maillist?

Who will take the action ?

Team:Finance

Hp197: No updates

Team:Entertainment

No updates

Team:Volunteers

Okarin:

  • We started with the planning of Heaven.
  • And talking to Team:Bar to join in on their cooling order.

Question to other teams: - We would like to ask if Team:Family has recived the email about their plans for young volunteers? 

Anwser: Team:Family got the email, and we had Xu in our chat, I've asked Pikachu to link up with your team.

- We would like to ask PL to send the vest sizes?

Netsmurf: Q: In the rijplaten section... there is a section rijplaten for volunteering. Could you please update your sheets using the information. Mail will be sent to Okarin with the information.

Team:Deco

Moem: - Lot of work last weekend. We managed to get a whole lot of free carpet. It's now stored in Hackalot. 600m2 was donated, and now is stored safely. - Our Heavenmeister ~~is~~ was having trouble reaching Team:Volunteers. ~~Please reach out to us.~~ (Okarin(team volunteers): We did reply about 3 hours ago.)

- Question to SysAdmin: We are having wiki trouble. Our list of Projects is no longer appearing in a table. Is it just us? (Xesxen fixed it. Yeeeey!)

Nancy: Who can checkout the wiki problem. Xesxen will check it out. Moem says: thanks!

Team:Flags

No updates

Team:Merch

Nancy - We need a coordinator for Team:Merch, but for now: NetSmurf

  • We are selling Merch, we need to get a new blog out.
  • Tomorrow we will be fitting the new merch in Amsterdam.

Update 4 teams:

Team:Fire

Team:First-AID

Team:Security

No updates

Team:Permits

Nancy:

  • Permits are on the way, we are waiting to get an update from the local authority.
  • We will be going to the municipality meeting to meet up with police, major, fire department (Nancy, Firewall and Henry)

Nancy: There is a firewall short on the channel of WHYcast. Permit is in.

Team:Bar

NetSmurf:

  • There is a lot happening, but no details available.

Team:Foodcourt

justSem:

  • Revenue might be higher then previously expected. We've ran the numbers with Bruisend. Their estimate is for us to earn >130K instead of our 75K estimate. We would love to make that happen!
  • Want to inquire with Team:Info whether the fact that we've got way broader opening hours this year can be clearly communicated beforehand.

Anwser: Team:info --> You can send your information and news you want to share to Team:Info thru: info@why2025.org

Team:Møbelhaus

Sandos:

  • Launched moebelhaus-shop on March, 20th [2]
  • Corresponding blog-post [3]
  • Extra amount of furniture (chairs and tables) reserved for sponsors. They get access to that items via special sponsor-vouchers.
  • For any question concerning your order or the shop, pls. open a ticket at why2025@c3moebelhaus.de

Team:NOC

AK:

  • SURF is in contact with Team:Sponsors.
  • Agreement with Liquicity made about uplink.
  • Need to start planning the network on the map, but it didn't happen yet.
  • No other updates in the last 2 weeks

Team:POC

No update

Team:Parking

No update

Vacancy for Team:Parking --> We need a coordinator, prefferably someone that can talk dutch. Konmei will do 3/4 of the work, but she needs someone that is based in the Netherland and can be her coordinator to get things done.

Team:PartyArea

NetSmurf:

  • We have a teamlead for PartyArea: Arjan
  • The stage has been shown last online meeting, we are now working with productiehuis to get the equipment.

Marieke:

  • We do have a lot of information, when we have the final list done we can deliver it to Team:PartyArea.

Team:Press

Marieke:

  • We have hardcopies of the newspaper.

Team:Productiehuis

..Mack..Sorry ... it seems I have a shaky connection today ... :-(

Q&A

  • NetSmurf: Did you mention the terrain contract? It has been signed and downpayment had been done.
  • RedLizard: It is in left area rented or not... some things should not be in the minutes.


  • Piiindakaas: We are going to bring a drone to Fieldday. We want to take a group picture of all orga's *back*.


  • Netsmurf: Question for Team:NUTS --> We have a lot of Vestoen lighting at Liquicity. Could we maybe the lighting in place. UglyHack needs to look at the map from Liquicity to compare it to our plans.


  • Kintaro: Will there be a ring of fire or a firewall?
  • Nancy: Both.
  • NetSmurf: We have not have a team yet.
  • Moem: I don't remember the ring of fire.
  • Henry: Cost back at MCH2022 have been 2500 Euro for it.
  • Moem: This is something we will think about, it could be a fine plan.

Next meeting

The next in person meet The location will be Fieldday @ Geesterambacht, 5th of April: https://wiki.why2025.org/FieldDAY_2025_04_05

Closing the meeting: 21:12

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