Orga Jitsi 29 Januari 2025

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Orga Jitsi 29 Januari 2025
Name Orga Jitsi 29 Januari 2025
StartDate 2025/01/29 20:00
EndDate 2025/01/29
Where Online https://meet.hack42.nl/why-meet
Orga Jitsi 29 Januari 2025

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

Orga Meetup 29 januari 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 (yet https://stats.why2025.org/d/ee4d1oz3se6f4d/why20253a-ticket-sales?from=now-24h&to=now&timezone=browser&refresh=5m:P) 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! Boekenwuurm opened the meeting @ 20:02. And thanks all the 32 people that are already here in the meeting. Boekenwuurm really happy with the Jitsi presence. Let's get going.

The goal of the meeting is reporting the progress, then share it in the meeting. Updates, but also to make connections and asks questions.

2. General Updates

Ticket sales!

The sales is going strong, 1852 tickets have been sold at this point in time. This is beyond the half way at this point in time. https://stats.why2025.org/d/ee4d1oz3se6f4d/why20253a-ticket-sales?from=now-24h&to=now&timezone=browser&refresh=5m

Last friday 42 camper tickets got released, as we have more spaces. And no, this is not the magic number, but this is the space we have available. The camper tickets are going to the camper wait list, and if someone decided not to buy the ticket, then it goes on down the list.

01.-02.February -> FOSDEM.org (This coming weekend!!)

  • A lot of WHY2025 Orga members will be at FOSDEM, Brussels. www.fosdem.org
  • We will bring plenty of posters, stickers and more, if you are there and need some promo material for your local community, please come and find us :D
  • We are at building K, Level 2. https://fosdem.org/2025/stands/

Call for action: If you want to help out at the stand, even if it's just a short while that would be great! If you are there and want to find us, you can join the signal group: https://signal.group/#CjQKIFi4NiOV-KNeawFcDHGdt7JI2B-Q4YPKYM-UmLa3HqALEhA6jIJwkwbd7f6t9d1WzZ53

Hacker hotel

  • Again, a bunch of people of the WHY orga will be at Hackerhotel.
  • Organizing small projects and Tiny Tasks where people can join in and make an immediate impact.

Can you help us out in preparing this?

  • Do you have an idea for a Tiny Task or a small project we can tackle for your team? Let us know!
  • Post your ideas on our shared pad: https://pad.ifcat.org/WHYtinytasks
  • If you have an hour to spare, drop by the WHYroom, come say hi, see what Tiny Tasks are available, and discover how you can contribute!
  • Share your stories with the WHYcast (previous events, cool info about your team)
  • " left over" Tiny tasks will be shared on the Wiki after the event.

22nd of February - In person org meet at Hack42 in Arnhem. ==

Grapical goodies: Fun to share, here you can find all created Stickers, Posters, Banners, Tiara....

Teams updates

Team:Family

No update.

Team:Info

Ad

  • Lots promo of social stuff around camp and camper tickets
  • Thank you team:content for writing the blogpost on CfP, we pushed it out last week.
  • No shocking developments since last time
    • Call to action to all teams: write a concept blog, we will finish it for you as team:info.**

Subteam:Promo Nancy

    • Call to action: We would like to have more history in the WHYcast, please help out!**

Boekenwuurm adds, if you know someone that has been in the hackerscene forever, then send them to the WHYcast (nancy || ad) whycast@why2025.org

Team:Content

Dany

  • Some more proposals have come in since last time, but we want MOAR!!
  • The CFP form and options will be extended to include an Entertainment option at request of Team:Entertainment. So we're WHYSE now. :P
  • A blog will ~~be published soon~~ has been published by Team:Info to move people to CFP
        • Call to action: We need you to generate more CfP's, do you know someone that could talk at our event ask them to write a CfP. We need more content... wanna do a workshop? Do you know fun or difficult things you can teach others, put in a CfP.

Team:Heralds

Dany

  • No specific Updates

Team:Speaker Desk

Dany

  • Some people show interest in joining Speaker Desk

Team:Cohesion

Dany

  • I might have a volunteer for the Silent Lounge deco (Woohoo!). He reached out to Boekenwuurm, so that's amazing.

Boekenwuurm will reach out to him to connect the person to the task

Team:Accessibility

Simon Simon cannot stream, because he is still at work. He has received several e-mails from different teams, he will reply to all that have request/questions tomorrow. Simon is reading up on the dutch acccibility laws. Dutch accessibility laws are very well written. Conversations will be had with other festivals. New member that knows about web-accessibility, and she knows about it and is dutch and will pick up the task.

Call to action: Simon tells everone to put themself on the WHYcast.

Mack: Would like to have contact about the induction loop for the hearing impeared. Simon: Yes please, send me an email and we will find the time to talk.

For those who missed the last WHYcast, Team:Accessibility was in this episode. https://www.youtube.com/@WHY2025NL/shorts

- I owe email replies to Team Info, Terrain, Maps and Volunteer. I am sorry for delay, I have been reading up on Algemene wet gelijke behandeling and other NL law (very well written!). Also got some feedback from three other festivals in Europe. Emails replies to follow on Thursday 30th - Will come up with a list if protected characteristics and want to suggest both some ays we can support inclusion across our information before and during the event and how we can support volunteers and orgas - My team are looking at web and we will meet to talk, Ik works with some orgas already and will follow this up once we have talked - Will review Tiny Tasks - Want to have a think about on event accessability volunteers who can provide extra advice or help tp any team during the event - will discuss with PL and Cohesion

Team:Sysadmin

Splodin

We've been working through our support tickets as always. There's a bit of a backlog at the moment, so please bear with us while we catch up. Work in progress.

Other than that, we have a few updates regarding things mentioned at the previous orga meet:

- Yesterday we updated the configuration of the WHY2025/IFCat email server. Emails bound for mailboxes hosted by Microsoft are now sent via the BIT SMTP server. Hopefully this will lead to improved deliverability of the emails, and fewer email ending up in the Junk folder. - We are in contact with a sponsor about a Jitsi server for WHY2025, we will share more details about this when we have them.

Team:Terrain

Gina

  • New teamlead: https://wiki.why2025.org/User:Gina
  • New Map Exports will come in early Feburary, soon it will be updated
  • Online map https://map.updownup.de/ was not updating correctly but now is mostly uptodate with our planing again
  • If you need specific stuff (like Rijplaten) and have not told us please let us know by email!

Team:Badge

Lukas(Kintaro)

  • On-boarded 4 Newcomers last week for Team:Badge.
  • Table together with WHY2025 Orga at FOSDEM this weekend.
  • Open to find even more interested and engaged Newcomers at FOSDEM.
  • There will be members from Team:Badge we hope to see you there.

Team:CTF

Thice

Team:On-site transportation

Manduca

Team:Off-site transportation

Wido is in the call, Boekenwuurm will connect to talk about team lead position with him.

Team:Shuttle

No updates.

Team:Warehouse

No updates.

Team:Waste

No updates.

Team:NUTS (Power, Lighting and Sanitation)

Dynom No updates.

For those who missed the last WHYcast, Team:NUTS was in this episode. @nancy will add the link here:

Team:ROC

No updates.

MrLinux will be at FOSDEM and HH2025... CU there!

Team:Sponsors

Jos We are catching up to follow up to the leads. We want to have at least one more person, if you know how to pitch to sponsors. If you know anyone, then please forward them to us.

Call to action: Need more leads to new sponsors, so if you have any leads, then please mail us.

Nancy: I know someone, and I will share that with Jos. Also I will bring sponsor brochures to FOSDEM, and she will bring it. Find us at the table in Building K.2

Okarin: Please put the vacancy on the vacancies page.

Team:Finance

No updates.

Team:Entertainment

Felix 3lix

  • We are in the planning of Entertainment.
  • We have requested content to add a CfP stream.

Dany: I have time planned this weekend to add that to the CfP page! There will also be CFP posters at FOSDEM to take!

Team:Volunteers

Okarin If it's not on the wiki, then nobody is able to find it. If you want more teammembers, please please add it to the wiki.

    • Call to action: Please update the vacancies page if your team is still looking for members.

Boekenwuurm: Please keep adding everything to the public wiki!

Team:Deco

Moem

  • We are working on some awesome and decorative lamps for Heaven. No further updates at this time.

Team:Flags

No updates

Team:Huisstijl

No updates, because they finished their job of creating the huisstijl and design generator. It's now up to all creative people to use it. (https://design.why2025.org)

Team:Merch

Netsmurf Sad update: Rowan will not be able to join the event. However this means that he cannot be at WHY2025, so he will not be able to join. This means he stopped as a teamlead, due to lack of motivation.

Vacancy: Teamlead for merch is much needed!

Boekenwuurm: I have one question about the wristband design, several people want to this. NetSmurf: I have heared conflicting messages. Thice: One design is already to Rowan, and it then it ended up in NetSmurfs design. Boekenwuurm: I am looking at the mails from Rowan, and I dont see it. Thice: I will forward it to boekenwuurm. Boekenwuurm: I am still in my backlog of mail, I will get to it.

Team:Fire / Team:First-AID / Team:Security

Koffiepot

  • Firewall is not here, he is in a workshop.
  • Because we got asked about upscaling. We are looking into this to scale to 4000 people.
  • The permits are almost done to be sent out, using

Team:Permits

Koffiepot:

  • We are working very hard on the permits, if you have open questions from Team:Permit, please provide the information asked :) No permit = no event ;)

Redlizard: There is a magic cutoff, there is a number of 5000 that we cannot scale more than that. Koffiepot: We are preparing for 4.000. If we need to go beyond that we need to have a discussion. The next step is 4500 people. Nancy: Chips in, she thinks it is 5000. Boekenwuurm: TL;DR: We are at the moment clear that we can scale to 4000. Koffiepot: We do not want to go to 5000, for others reason.

Jos: What is the effect if we scale up beyond 3500. Boekenwuurm: We are looking into this right now, if we scale up to beyond. If we do, we will be looking into the impact by this. Felix: Just in regards to permits, do we need to have permits for music/entertainment. Nancy: Will reach out to Felix to get the permit requirements. NetSmurf: For Safety, per 400 visitors we need an addition first-aider or security guard. Redlizard: More people more money, more hiring of safety people. Koffiepot: Only if we go beyond 4000 we will have to look into scaling safety

Team:Bar and Foodcourt

Kato

  • Last time we told a lot about the bar. We had a lot of email contact on that, no decissions.
  • We are about to close the contract with the foodcourt organizers. We will keep in mind 3500-4000. If we need to have more we need to scale up beyond this.

Nancy: Does nobody want to know what food we will have? Kato: We will first close the contract. Then we will decide on a deal for the table and chairs, and in the meantime the foodcourt organisers will subcontract the foodvendors/foodtruck and with them we will decide on the menu. Something Italian will be part of this, with Limonchello-Spritz and Apperol-Spritz.

Team:Møbelhaus

Lumi

  • Initial discussions & plans for the shop setup:
   * Order conditions
   * Prices

I will bring the team of Moebelhaus, and they have joined for WHY. They are experienced Moebelhaus teammembers, done CCC congresses & the German camp before. The members are: Trinn & Sandos. You can contact any of us.

Lumi: Who can I contact about pricing? NetSmurf & Henry: Please reach via e-mail out to NetSmurf and Henry, and PL.

Team:NOC

No updates

Team:POC

Martin Please contact with Adyen. I know people are working on this, but we need to have an update on the plans.

Jos: Sander from team:sponsor Henry: We are working thru Sander

Team:Parking

Konmei Since teamlead had to resign (personal reasons), all the loose ends need to be collected. If you had direct alignments, please reply or resent it to the mailinglist. In particular about orders that have been placed for parking.

Team:Press

Robin No updates

Team:PartyArea

NetSmurf

  • We have an open meeting tomorrow, we have a meeting in Amsterdam Noord tomorrow. It will the kickoff meeting for the partyarea.

Team:Productiehuis

Mack - Connecting different teams with Spykersound, the budget will be split specified to teams. - Spykersound will be joining the meeting on the 22nd - There was a call some half year ago for **blacklights**. We need specifications for those because those things are expensive and power hungry. If we won't get specifications that idea will be scrapped.

Boekenwuurm: I think I know what area it will be, because there is an idea of a wall of fluor tape. Small art installation, about one container big. Mack: Please have the information on the 22nd available. Boekenwuurm: If you have asked about this before, then please step forward. Moem: It sounds like something Bart Derudder did at Bornhack. Could it have been him?

Team:Villages

Konmei - No updates, nothing to add

Team:Accessibility

Simon:

  • I owe email replies to Team Info, Terrain, Maps and Volunteer. I am sorry for delay, I have been reading up on Algemene wet gelijke behandeling and other NL law (very well written!). Also got some feedback from three other festivals in Europe. Emails replies to follow on Thursday 30th
  • Will come up with a list if protected characteristics and want to suggest both some ays we can support inclusion across our information before and during the event and how we can support volunteers and orgas
  • My team are looking at web and we will meet to talk, Ik works with some orgas already and will follow this up once we have talked
  • Will review Tiny Tasks
  • Want to have a think about on event accessability volunteers who can provide extra advice or help tp any team during the event - will discuss with PL and Cohesion

Team:Ticket & Entrance

- No (publicly facing) updates. - Tickets are being sold

Q&A

Martin: Who is responsible for the for the schedule?

Number3: Post your ideas on our shared pad: https://pad.ifcat.org/WHYtinytasks

NetSmurf: I have a small updates.

Number3: I now fixed the wiki.

Zeno4ever: You have missed the permit team, IF you have any permit related permits information. Get the information to permit, please make sure they get the information. Check YOUR email. Rule: IF from Permit, respons now! Or as soon as you can.

Next meeting

The next online meet is in two weeks: 12th February at 20:00, at the same location: https://meet.hack42.nl/why-meet The next in person meet The location will be hack42 (Arnhem), on the 22nd of february: https://wiki.why2025.org/Orga_Meet_22_February_2025

Or come and meet us at FOSDEM this weekend.

Closing the meeting: 21:07

42+5=47 people joined today!

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