Orga Jitsi 9 April 2025

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Orga Jitsi 9 April 2025
Name Orga Jitsi 9 April 2025
StartDate 2025-04-09 20:00:00
EndDate 2025-04-09 00:00:00
Where Online https://meet.why2025.org/orga
Orga Jitsi 9 April 2025

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

Orga Minutes of 9th of April 2025

Meeting minutes

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 Boekenwuurm opens the meeting 20:01 and welcomes all people.

2. PL Update Fieldday, no big updates since saturday.

3. Teams updates

Team:Family

Team:Info

Ad:

  • Blogs pushed out: April fools post, Transday visibilitty day, CFPizza blog, Moebelhaus.
  • Website upgrades: End less scroll for news and WHYCast posts, so you can post all you want.
  • WHYcast: all blogs are up on the website, all they way back to issue 0.

Ask for all teams:

  • Keep sending more blogs. We appreciate by publishing them. :)
  • Make sure you update the Wiki with information from your team, lots of people are now on the Wiki updating regullarly. Let's make it better.
  • Get ready to deliver the content for the booklet.
  • We need content for the WHYCast, so if your team has not been there yet, report yourself to Nancy.

Update by 3 teams:

Team:Content

Team:Heralds

Team:Speaker Desk

Chantal:

  • We had a great meeting and are getting stuff done. Expect more news from us soon!

Team:Cohesion

Dany:

  • We are back on track, and are growing the team. 3 new members

Team:Accessibility

Simon:

  • Lots of updates from other teams that have answered almost all my questions.
  • Looking forward to hearing how post site visit was and discuss any accessibility thoughts people had
  • Consider accessible toilets and talk to Gina about this more
  • Want to talk to Team:Bar / Food to understand design for bar, will there be a low counter and how menu's etc advertised.
  • Also, happy Autism Accessibility Month everyone.

Team:Sysadmin

Splodin:

  • We had a bit of downtime past Sunday, due to a small downtime on the main server. We ran out of space, we missed the first notification. We are now putting more limits and seperation so we cannot go down.
  • We are looking to go into maintainance mode, most services are up and running already.
  • If you have any request, servers you need, please let us know now. So we can get it running a long time ahead of time.

Ask to all teams:

  • We need more stats, so if you have any data then please update start shipping your data to MQTT, so we can make dashboards out of it. We are interested to make your numbers visible.

Team:Terrain

Uglyhack:

  • We got a lot of different feedback by the terrain day. Lots of input on Field-day. It was a very good Fieldday. We did some experimenting on the terrain.
  • The new map: 3D online map: https://map.why2025.org

Team:Ticket & Entrance

No one is here to update us.

Team:Badge

Lukas/Kintaro:

  • Team:Hardware is working focused during the important grinding phase. We’re on track with the updated timeline, and to keep things aligned, we’ve increased our touchpoints and meetings to better synchronize everyone’s work.
  • BadgeHub is making steady progress as well.
  • We had a first touch point with a sponsor company that is starting to work on their application / game. Here we provide a first touch point and exchange partnership.
  • Thank you to Team:Sysadmin each time we reach out when we ask for access and accounts for new Team:Badge members.

== Team:CTF Thice:

  • We uploaded our presentation of the Fieldday to the Wiki.
  • No further updates today.

Ask to Team:Sponsors:

  • We would like to ask Team:Sponsors to get back to us on our email.

Team:On-site Logistics

Manduca:

  • Quotes are still coming in, most stuff is on there.
  • Let us know if you have specific transportation needs before, during and/or after the event! So we can make sure we are ready for that.
  • Please update me if you need stuff from us on the Boels list.
  • Any corrections are welcome.

Team:Off-site Logistics

Wido:

  • A request for a mailing list has been send out and request for nextcloud access.
  • As soon as the mailing list is available first requests for transport needs will be sent out. (Right after the update I saw that the mailing list already is available.)
  • There are three drivers available now, three more volunteers would be nice.

Team:Shuttle

No one is here to update us.

Team:Warehouse

CH23:

  • During the Fieldday we asked people for information (regarding wares they need, or housing for their stuff), we have received info from nearly all teams. I have yet to go through the data, but will do so Soon(tm).
  • We also took a good look at the field, and came up with a possibly better layout for our little part of the field - currently under review of Team:Terrain et al.O

Team:Waste

No one is here to update us.

Team:NUTS (Power, Lighting and Sanitation)

  • no updates

Team:ROC

No one is here to update us.

Team:Sponsors

Jos:

  • For those who where not on the Fieldday.
  • We have 72% of the budgeted sponsors already, enough in the pipeline.
  • We are behind on e-mail, and we are currently rearranging our internal team processes to distribute work.

Team:Finance

Hp197:

  • There is not IRS (Internal Reemburstment System) yet, hope to finish that soon

Team:Entertainment

Heskez667: We are are planning to get acts, and want a CfP Entertainment options already build in.

Dany: Get the information to me/Content. Dany@why2025.org to get the changes for the CfP page.

Team:Volunteers

No one is here to update us.

Team:Deco

Catharina:

  • We have access to the map, from Team:Terrain. We are planning to update the map from Deco soon.
  • Before June 13th to get your sign requests in. Do this thru the Deco page.

Team:Flags

no updates, no one is here to update us.

Team:Merch

NetSmurf:

  • The Wiki is updated, and requested Team:Info for some blogs.
  • the 1st of May, we are going to calculate the order, we will 20% for the shop and 20% more for the field sales.

Update 3 teams:

Team:Fire

Team:First-AID

Team:Security

Firewall:

  • No new updates other than communicated on the Fieldday.
  • Requirements from city council with regards to having fire fighters (brandwacht) instead of 'BHV' might lead into budget increase.
 (first await the outcome of the city council)

CH23: Will Liquicity have firefighter. Firewall: No. But we will figure this out with the city council.

Team:Permits

Firewall:

  • Will send today the list of requirements for the permit to Team:Terrain.
  • Jick needs alignment with Nancy to finalize the last permit work.

Q: Uglyhack: you asked for a updates picture, I sent that, but did not see it read. Firewall: Yes, I saw it.

Team:Bar

K4T0:

  • Decided on combining Team:Foodcourt and Team:Bar.
  • At the Fieldday we connected with different teams and answered questions from Team:Terrain about the location of the Foodcourt on the field. We expanded the stage in the Karoke-(North)bar to accomodate the Jam-sessions. Also fine-tuned our to-do lists. We hope to be able to start the promotion on the Foodcourt-menu and the Bar-specials soon.
  • Kato shares with us a few of the details of the food and bar area, like entertainment, and firepit.

Q: Number3: There is a blog written in coorperation with Team:Info. It needs review and visuals. Kato: I will ask justSem Q: NetSmurf: We need to setup the shops, sysadmin we need to give the shops in advance. We need more then shop1, shop2, shop3, ... Kato: We are finalizing the contracts with the seperate foodtrucks. Once the names are known, and get that to Henry and Sysadmin, so the shops for the foodtrucks can be setup. Q: Boekenwuurm: The North part will be a Karaoke bar. Do you know if that is compliant with the sound gradient. Kato: There are options to be discussed, Team:Terrain mentions that the North is close to the family zone. We need to figure out the right location for the Karaoke bar. The Karaoke was moved along with the Arcade north. But Kato is willing to look at what is the best other option is available. Link: https://wiki.why2025.org/File:NoiseGradient.png

Team:Foodcourt

  • Decided on combining Team:Foodcourt and Team:Bar into one team. We will keep both wiki-pages for promotion.

Team:Møbelhaus

Lumi (via chat)

  • From Möbelhaus we keep watching the incoming orders. We still have enough items to rent. Will start in the upcoming weeks to plan our build up strategy. Sandos is going to connect with Team:Sponsors to check if we get the vouchers handed out so that sponsors can order specific sponsor items.

Team:NOC

Killergeek: no mic.

  • Site visit gave good impression on how and where we want to route fiber.

Team:POC

No one is around to update us.

Team:Parking

No one is around to update us.

Team:PartyArea

NetSmurf:

  • They are in a meeting right now.
  • The team is figuring out how to setup the party area, with lasers, leds, lights, smokemachine, fire, and more...

Team:Press

Boekenwuurm:

  • They have a new teammember.

Team:Productiehuis

No one is around to update us.

Team:Villages

Icypalm:

  • Last weekend we had 69 villages registered on the wiki (Nice!)
  • Had a lot of contact with different teams on the Fieldday, was very useful.
  • Need to have contact with On-site logistics about details with driving routes

Q&A

4. Q&A

Q: RedLizzard: There is a little room to shuffel the bar to the left. But, we have some more space, but we need to figure this out. NetSmurf: We need to setup a meeting with Team:Terrain & Team:Bar_and_Food.

Q: Simon: Will there be toilets near the bars? RedLizzard: Yes, each bar has toilets next to them.

Q: hp197: There is an issue to get accessible showers. Simon: If we would have one or two we could work with this. Yes a combo toilet and shower could be useful even if we only have one or two. We can discuss what the options available are! We need to take this discussion offline. CH23: If we have a combination toilet/shower for accessibility. Just keep in mind, that if you have combined showers, then you might have an issue for toilet-use.

Next meeting

The next online meet is in two weeks: 23th of April 2025 at 20:00, at the same location: https://meet.why2025.nl/orga

Closing the meeting: 21:03 (for the second time)

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