Orga Jitsi 7 May 2025

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Orga Jitsi 7 May 2025
Name Orga Jitsi 7 May 2025
StartDate 2025/05/07 20:00
EndDate 2025/05/07
Where Online https://meet.why2025.org/orga
Orga Jitsi 7 May 2025

Bi-weekly meeting for all volunteers.
Meet time: 20:00 UTC+02:00

Orga Minutes of 7th of May 2025

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! Opening the meeting 20:01

2. PL Update

  • 3036 tickets sold with only 92 days to go!
  • BIBOB check has completed, and we are just fine people after digging in the OSINT and the information we gave them ;-)
   * It's green and burocratic, it's Permit the Frog

3. Teams updates

Team:Family

No one there, so no updates right now.

Team:Info

Ad

  • Continuously working on promo, socials, whycast, blog, etc
  • Several updates and fixes on different wikipages and website
   * UserInfo can now be updated using the form.
   * Added logos from team:sponsors

   * Done by Jelco and Galatcum, the young hackers for the event. So they started with the "NewComers wikipage"
   * Feedback is welcomed, or corrections.


  • Call to action: News for blogposts (about your team, what info visitors can find on your wiki). Share your team's info with info@why2025.org
  • Call to action: Report any issues with the wiki if know any
  • Call to action: Stories for the WHYcast, for your team or village, or just have a story.
  • Help needed: Fixing the Interests page: https://wiki.why2025.org/Interests

Anything you want to share send it to: info@why2025.org

Update by 3 teams:

Team:Content

Team:Heralds

Team:Speaker Desk

  • Setting up sub teams, looking for subteamleads: Speakerdesk, Review, Heralds,
  • we're reaching out to wishlist
  • We are starting with 134 proposals in our mailbox
  • CFPizza this Friday, 9th of this week.
   * You can join us online, or join us on location 
   * Register here: meetup.com/nl-NL/wiccanl/events/306807566/
   * Go here: https://why2025.org/post/323
   * You will get free pizza!
  • Call for action: We need some subteamleads!

Question Dany: Add the vacancies to the page, so they show up.

Team:Cohesion

Dany:

  • Wiki gardening planned :+1:
  • Planning a meetup/training with Brenno for the members of team:Cohesion

Email to dany@why2025.org

Q: Redlizard: Are you going to work with 12 hrs shifts, because that's really long. Dany: Yep, we are going to do 12 hrs event, but if we have more volunteers we will look into 8 hrs shift. But this is currently our plan. 1

Team:Accessibility

No Simon available, no updates

Team:Sysadmin

Splodin:

  • No updates, do you have any questions.

Question: Any new stats on grafana? Answer: Working on it, update for next time.

Team:Terrain

Gina:

  • We are now getting ramping up the build up and teardown planning.
  • If you have big things that impact our build up planning and we haven't emailed you please let us know.
  • Fences: If your team has ordered fences that are also in the online map please let us know so that we don't double order them.

Q: Please reach out to team:Terrain if you have ordered your fences with our team. Mail: terrain@lists.why2025.org

Team:Ticket & Entrance

No updates

Team:Badge

No one on the call, so no updates.

Team:CTF

Thice: 

 * This page also contains information on how others can provide Secret Tokens to the game
 * We are still working on the Secret Token Game website which will contain a form to submit Secret Tokens
  • We created templates for Secret Token Game puzzles (which can be found on the Project page on the Wiki)
 * With these templates other teams can create puzzles as well if they want
  • We will write a blogpost about the Secret Token Game and join the WhyCast if we are welcome again

Team:On-site transportation

Manduca:

  • All Boels orders have been signed. Updates are still possible, but depend on availability. Don't be late!
  • Planning the trainings for team On-site (Forklift and Telehandler) and Deco (Cherrypicker).
  • KAV-order for the shuttle-vans and trucks for off-site and meubelhaus is done. Still needs to be signed.
  • We have some late minute drop-outs in our team, so we need to fill one or two positions again. Won't be a problem I think.

Q: Mack would like to know the options for Productiehuis. Manduca: Please contact me offline.

Team:Off-site transportation

Wido:

  • There are enough volunteers for the team \o/
  • Call to action: Only two requests for transport have been filed, please file your (incomplete) request better sooner than later.
  • Call to action: Please inform us as soon as possible through our e-mail: offsite-logistics@lists.why2025.org

Q: Steven G. (Entertainment) we have currently a transport request, but we need drivers with C. A: Wido: Currently we have no B-type vehicles to do the transport. Q: AK: 3.5T truck I would assume? A: Wido:The largest truck that you can drive with a B-license (so yes)

Team:Shuttle

No major updates at this point.

Team:Warehouse

  • No one available, so no updates.

Team:Waste

  • No updates, everything gets wasted

Team:NUTS (Power, Lighting and Sanitation)

Killergeek:

  • A first draft has been made for the backhaul.
  • Due to long cable length we can't run from only the transform.
  • So we are going to use generators with battery's.
  • Current stat (because we like numbers) on 400A cable is total 15KM (3P + N + ⏚) just for the backhaul.

Q: RedLizzard: Are we going to connect the campers to the plumbing infrastructure? A: Henry: We have no plans to do this for wastewater, on the camperfield there will be water and electricity Q: Steven G: We have wastewater of a village, can we get this dumped properly A: Please send us an e-mail. A: Manduca: extra info: we can lift up to 6tons. So that won't be a limitation.

Team:ROC

MrLinux:

  • Selecting antenna-tower options
  • Working on the operating practice

Team:Sponsors

Jos:

  • I have no real updates for this time, next time I have some updates.

Team:Finance

Henry: Total tickets sold: **3003** (6 may 21:11 CEST) (3036 per 13:30)

| Ticket type | Units sold | | -------- | -------- | | Low on funds | 141 | | Generous nerd | 71 | | Corporate nerd | 70 | | Baby Nerd (0-5 years) | 71 | | Kid Nerd (6-11 years) | 124 | | Young Nerd (12-15 years)| 68 | | Car Parking | 771 |

Additional gains (compared to regular nerd):

| Ticket type | Gain | | -------- | -------- | | Generous nerd | € 4.592 | | Corporate nerd | € 10.920 | | Late nerd | € 18.000 | | Procrastinerd | € 3.780 | | **Total** | **€ 37.292** |

Losses (compared to regular nerd):

| Ticket type | Loss | | -------- | -------- | | Low on funds | € 10.894 | | Baby Nerd | € 24.311 | | Kid Nerd | € 34.524 | | Young Nerd | € 10.228 | | **Total** | **€ 79.957** |


Question: Q: Gina: Out of interest, is the loss of tickets on baby, kids, etc. compared to the adult taking (342 euro) Henry: We do pay tourism tax for babies, currently we have 71 babies on the field.

  • Henry: What to do with 'low on funds' tickets?
   - We see more questionable combinations of 'low on funds' requests.
   - Responses like: I'm only temporary unemployed and will pay for a regular ticket next year.

   Should we raise the minimum amount for the 'low on funds' free input price? To what, € 142, € 200?
   Note that mailing to friends@ is always possible and is not bound to the minimum amount, its only the free input where we are talking about.

RedLizard: Didn't we have a limit based on the Generous ticket sales. Henry: We do not have a hard limit at this point, we do look at Corporate + Generous Nerd tickets sales. But we do not have a hard limit, we try to look at the balance. RedLizard: I think it's reasonable to look at the sales in the Merch shop. Henry: We cannot ask to deeply. KoffiePot: I have looked at the CCCamp tickets, a reduced tickets is half the price of a regular ticket. 50% of discount for the ticket. No one complains and it seems fair. McFly: The CCC friends tickets, does not have a price, and you set your own price. Henry: We have a similar situation for WHY2025. To clarify, we also have a friends ticket and talk to the PL about what you can afford. Konmei: Can we think about refrasing the ticket when people order this ticket? Reframe: Please take into account that we have to find funds in another place. Henry: Shared the text to friends/low on funds ticket:

  • "Dear WHY2025 Visitor,

We noticed that you purchased a "Low on Funds Nerd" ticket and selected [almost] the minimum possible amount. We understand that everyone's circumstances are different, and we genuinely appreciate your interest in attending WHY2025.

We’d love to see you at the event and want to assure you that if this amount represents what you can currently afford, we won’t ask any further questions. However, we wanted to check in with you to ensure this is indeed the maximum you're able to contribute.

The “Low on Funds Nerd” tickets are intended to ensure that the event remains accessible to everyone, regardless of financial circumstances. Having said that, as a non-profit event, we depend largely on our ticket sales to deliver the high-quality experience we aim to provide to all attendees.

The margin on our tickets is small. Please keep in mind that we cover the loss we make on discounted tickets through other (limited) funding. If there’s any flexibility in your contribution, it would help us to continue offering these tickets and support to everyone who might need it. Additionally, we can offer you the option to pay for your ticket in installments if that would be helpful.

Please feel free to reach out if you have any concerns or if there’s anything we can do to help.

Warm regards, Team:Tickets&Entrance "

Steve G: I brought my son to the event. Some friends of him are willing to come to the event, but they are not able to afford the full price (the university/hbo) and those students could be the ones ordering. Henry: Students are our target for low on funds tickets. The PL issue that we do not want to just raise the ticket price. Jos: Can you quanitfy the amount of tickets we are talking about? RedLizard: If the proportion we have doubts about, is below 25%. Then I suggest letting it be, if it's above this, then we should do discuss this.

Henry: We sold 40 low on funds tickets since 1st of April (so 40 in 5 weeks).

Nancy: closes the discussion, but if you want to add, then please mail Henry.

Team:Entertainment

Erik:

  • We have 4 main acts already.
  • We are looking for new team members to help out, as we lost some volunteers.
  • We have been contacted by a team that wants to join the fun for the Entertainment area.

RedLizard: If you want to contact team:terrain, so we can fit them in on the terrain. StevenG: They are also talking about fire throwers and stuff like that. It sounds awesome. But we need to make sure it fits the permits and be able to do it safely. NetSmurf: There has been a call for Art. Maybe we should refer them to Deco. Check out the blog: https://why2025.org/post/318 Moem: Don't sent them to us, because we are the ones who sent them to Team:Entertainment. Nancy: You need: Team:Permits, Team:Terrain and ~~Team:PartyArea~~? NetSmurf: The should not goto Team:PartyArea. RedLizard: I think we should locate them on a seperate location so they can set up their art. If they just want to display some art works, then they can also register as a Village. Konmei: There are lot of villages brining cool stuff to look at, so for a placement they should register as village and put the requirements accordingly into the registration so they are going to be placed like all the other villages. Dany: They can not have from all sides (double dipping), get free tickets and get paid to be there.

Team:Volunteers

No update, no one available.

Team:Flags

No update, no one available.

Team:Merch

NetSmurf:

  • We are progressing, in the shop there are now quota's so people can see how many items are left.
  • The sampling process has started.
  • Call for action: We still need a coordinator to organise Merch:

Team:Foodcourt & Team:Bar

JustSem:

  • We've finalized the terrain design for the FoodCourt, waiting for approval from Team:Terrain
  • We've got design drafts for the WHY cups. May be changed, but can be seen here: https://drive.proton.me/urls/WHQES8706M#Jr9bnRwPcGCG
  • We're looking at delivery for some speciality beers, question is what day and address for delivery is most suitable?


  • Phones have been requested, looking to request radio's as well.

Q: justSem:

  • We would like to know what the address we can deliver to for the event.
  • And when the stuff can be delivered to the field.

A: NetSmurf: We can setup the time and date, as only when the coolers are installed for the field. Day -2/-1 should be a good moment time, and then a delivery should be RedLizard: Do not deliver late, day -1/-2 would be a good moment in time.

  • justSem: Your shift templates stipulates angels handling alcohol to be required to be 18+ whilst the national law says 16+ We'd like to confirm which one is applicable.
  • Team:Volunteers: National law will be fine.

Dany: Foodcourt people: A while ago we had a mail from Bruggelingen, they are an activist team and they would like to hear back from team:FoodCourt justSem: We do not do our foodcourt ourselves. I would like you to talk to the FoodCourt about this. Please mail me: justsem@why2025.org


Update 4 teams: Firewall:

Team:Fire

Team:First-AID

Team:Security

Team:Permits

Update from City council per team:

    • All**
  • City council will perform a 'schouw' to ensure we comply. we proposed to do that on day -1. this will be especially for GGD (sanitization), Fire, Jacuzi, Sauna, First aid, buildings (tents). But it can be more.
    • PL**
  • Question was asked if the city council can attend in our safety meetings. We mentioned that we are very open and they are more than welcome.
    • Terrain**
  • The drawings are inconsistent, as they are from different dates, different terrain situations are drawn. This causes confusion. Proposal is to to add a date and version number to the drawings and make them consistent.
  • The city council is afraid of kids drowning. Last year a kid drowned and it seemed to have made a large impact on them. They asked if we can place fences around the water especially where children are.
  • The traffic controller must be at the beginning of the road (near the bungalow park)
  • Parking spots were not clear in the drawings (I think they looked at the wrong drawings)
  • They seemed to be OK with our proposal to link 4 campers and a safety lane in between.
    • NUTS**
  • City council wants to know how we connect the campers to water and sewage. Can you please share a few lines of writing with us on how this is done.

Killergeek:

  • Had a quick talk with the team lead nuts, the campers get a connection for power and thats it.
  • There will be no connection for water and sewer for the campers.
  • If they want water they need to get a jerry can and go to the toilets and get water from the water point.
  • For the sewage they need to catch that in a bucket or can and bring it to the toilets to flush away.


    • Family village**
  • Same as above they were suggesting handing out safety vests for small children, maybe we can rent these.
   * Redlizard: The Family Zone is fenced off properly.
    • Communication**
  • For the same as above, it is important that we put in the 'house rules' that parents are accountable for their children and point them especially on the safety risks with regards to water (drowning)


    • Piiindakaas**
  • The Jacuzi and Sauna we must announce via the 'omgevingsloket', city council will share the link, we will apply
    • Fire**
  • City council was not reluctant to our proposal to work with BHV certified staff, but they will validate this and come back to us within 2 weeks.
    • Security**
  • They asked us to validate that the vendor has 'grijze passen'. This is for them a must have.
  • They warned Dimitri for placing expensive material on the dike (flame throwers) as this might get stolen. How will we secure that?
  • In previous events they had people walking on the N504. Advise is to (1) create signs pointing people to where Alkmaar is (not on the road). and (2) on the day of leaving to place security staff near the N504 to point them into another direction


Question: RedLizard: Buildup perspective, on the "schouw", it will be on day -1. That seems early, on MCH we had one visit on day -2 and day 0. Firewall: I would not want them on day 0, as there is no room for correction. We will pick this up with NetSmurf. Redlizard: We are planning the overall buildup plans. StevenG: for the PartyArea: I know I should deliver more information on the sound. But they really need to get an update. StevenG: You mention the firewall on the dike, so I ask this for Dimitri, I think he mention that the dike should be fenced off. If that is correct, then what is the worry about the municipality.


Team:Møbelhaus

Lumi

  • So far, we have 18 orders. We still have more than enough furniture to rent in the shop.
  • Waiting for a reply from Sponsors :)
  • Currently multiple villages are reaching out to us to figure out how to order furniture & other stuff. For other stuff, we keep re-directing them to the village team first, so that you can decide if they shall directly contact the teams.
  • Trinn had an email conversation with the volunteering team to explain the Moebelhaus setup & when and in which way we need volunteers & to discuss about shifts.

Team:NOC

AK:

  • Draft made for mapping the on-site cabling and planning of the datenklo (DK) positions --> we'll upstream data to the GIS/map
   * Looks like we need to update the Boels-order a bit, looking at about 56 DK's now (while 44 are in the sheet), we'll ASAP contact Manduca about this
  • Done more DWDM-testing for uplink to Nikhef Amsterdam, aiming for **400G** now!
  • Upgraded routing equipment in Nikhef Amsterdam, more 100G ports available
  • Build-up/teardown schedule draft made
  • More volunteers joining the team, we have 17 members currently, most "roles" are filled. But we are still looking for someone who wants coordinate NOC Helpdesk (they also do the datenklo runs/rounds)
  • For NOC special requests (anything not "regular wired/wifi internet": VLAN's, fiber, etc) please email noc@why2025.org

Team:POC

No update.

Team:Parking

Konmei:

  • Found parking coordinator who can support during event and to certain extent beforehand
  • Still needing more team members
  • Verkeersregelaars: status and requirements currently unclear, clarification with team:permit needed (support has been offered from another volunteer to help out with preparation in this regards) - one verkeersregelaar needed at wagenweg, confirmation that no more are needed would be appreciated

Team:PartyArea

Steven G.:

  • We are working on the Permit, and no other updates for now.

Team:Press

No update, as there is not teammember

Team:Productiehuis

Mack & Bix:

  • Mack: Names for track 2,3,6?
   * Nancy: Team:Content had some idea. 
   * Mack: Then we will use North, East, or West.
   * Dany: Any suggestions are welcome.
   * Nancy: Please sent any inspiration to team:content or Nancy.
  • buildup schedule for track 2, 3 and 6?
   - AV supplier "has" to start in the weekend
   - NetSmurf: I sent you a link to the Tent.XLS.  The information you need is in the spreadsheet.
  • tear down schedule for track 2, 3 and 6?
   - AV supplier would a little more time than at MCH
  • When will there be food for build-up crew?
   * Nancy: Yes
   * Redlizard: Not on the saturday before.
  • Pump to fill water containers to ballast entrance gate skeleton (to stabilize it)
   * StevenG: You could ask the layer company to 1000 kg balast
  • Access for emergency services? Consequences for design entrance port.
   * Firewall: Correct. 
   * Mack: The design entrance needs to be something like 4m width and 5m high.
  • Manitou for buildup/teardown AV to be used by Spykersound (see MCH). Will be taken care off in direct contact with Manduca.
  • Discuss audio on food court. Too large a distance!
   * JustSem: I'll email you for that.
  • Costs antenna cable for induction loop? Is that on the budget of Productiehuis or on Accesbility
   * Mack can you sent a mail to Nancy and Simon.

Q: Moem: Once you have a design of the entrance gate structure, can you sent it to us please? Mack: Will do.

Team:Deco

Moem:

  • We are getting some nice responses to our Call for Art.
  • You can still add requests to our list of signs.
   * Please do that rather than emailing us. Doing both is also fine. https://wiki.why2025.org/Team:Deco/Signage

Team:Villages

IcyPalm:

  • 93 villages in list, whoohoo...
  • supporting team:parking as they are still lacking team members
  • detailed timeline in work, date of first placing round to be determined

Projects:Serendiep

Noooo uppdaatteee.

Q&A

4. Q&A

Erik: Just a question in general. An awesome act contacted us to participate on the WHY event. They've a bus with Music, DJ, sound, light and even flame throwers. So it is a form of art. What teams need to be involved? --> Been answered, see up in the minutes

idea for stage names:

  • We could use the names of galaxies for the stages. Andromeda stage, Milky way stage, Triangulum stage.


NetSmurf: In my teams Security and Supermarket, we have a lot of external suppliers. Are we going to give them vouchers, or do they have their own colors for the wristband? Henry: Yes, Boekenwuurm and I discussed this. And we are going to put the suppliers on a seperate list and they get a seperate wristband. So they will not get the badge and booklet. NetSmurf: Are they allowed to camp? Henry: Yes, they are allowed to camp. Steven G.: Are artists allowed on the field / camp? Henry: They are allowed on the daylist, but if they need to stay overnight there is a cheap option for the use of toilets.

To get an idea about the art project: https://edflix.nl/w/8vNWxV5ukeCHegeTZTLhDg

Next meeting

The next online meet is in two weeks: 21th of May 2025 at 20:00, at the same location: https://meet.why2025.nl/orga

Closing the meeting: 22:04

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