Orga Jitsi August 2024

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Orga Jitsi August 2024
Name Orga Jitsi August 2024
StartDate 2024/08/14 20:00
EndDate 2024/08/14
Where Online, https://meet.hack42.nl/why-meet
Orga Jitsi August 2024

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

Monthly meeting for all volunteers.
Meet time: 20:00u Orga Jitsi August 14 2024 - 20.00 - 22.00


Agenda:

1. Welcome!

2. PL Update

3. Teams updates

4. Q&A

Meeting minutes

<please add your name and team name here (if you are in a team)>

Present:

  • Team:Projectleiding : Nancy, Boekenwuurm, Halcyon/Tom, Henry/hp197
  • Team:Volunteers : Okarin
  • Team:CTF : Thice, Asby
  • Team:ROC : MrLinux
  • Team:Terrain : Uglyhack, Rox, Gina
  • Team:POC : Twi, loppermann
  • Team:NUTS: Glenn, Ilone, Claudia, Mario, Bas, Snoei, Michel, killergeek, Emiel,
  • Team:NOC: Killergeek
  • Team:Sponsors: Hein-Jan, Joe, Lukas, Tom
  • Team:Deco: Emiel,
  • Team:Villages: winko, icypalm, konmei
  • Team:Info: Rob, Ad, Mlijn
  • Team:sysadmin: xesxen
  • Team:Safety (Fire, First-Aid, Security): Koffiepot, Firewall
  • Team:Content: Dany
  • Team:Cohesion: Dany
  • Team:Badge: Nikolett, Paul, Lukas,

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

Team: Projectleiding

  • Visualisation for how teams collaborate in the works, sharing any day now. We hope this makes it easier for new orga helpers to understand how orga works. For sure will be incomplete and wrong in some places, please help us improve it!
  • Budget - the teams that haven't submitted yet know who they are. Please submit a budget so we can calculate ticket price and start selling tickets.

Team:Family

Team:Info

  • had meeting with press team to sync
  • socials have been set up
  • liaison in more teams now to sync posts

Team:Content

  • CfP finalised
  • pretalx live, needs customisation
  • talks w/ Milliways and PL about cyber circus
  • 25th May closing date for CfP (Towel Day!!)

Team:Heralds

Team:Speaker Desk

Team:Cohesion

  • needs to get started
  • contact dany@freedom.nl to help out

Team:Accessibility

  • Simon newly joined, works in accessibility, and helped out in other festivals
  • looking forward to help make WHY amazing
  • Lots of info on the wiki Team:Accessibility

Team:Sysadmin

  • the pretalx system is up
  • the old ticket system of MCH2022 is in use, and is replaced soon. Please contact sysadmin if you use it so you can be transfered over

Team:Terrain

  • Have visited the terrain after the event that will take place before us
  • terrain is damaged, areas were unusible. Many areas missing grass and look ploughed.
  • evaluation what can be done is in progress
  • viabilities of these areas are concerning.
  • There is some discussion is areas were in use by Liquicity and the use of anti-root-fabric on the tractor area
  • This unexpected development delays the terrein lay-out and map status question to team
  • is the map drawing finnished?
    • A: No, as we consider large parts of the field as potentially unusable we want more confidence in what we will use first. We will have a first draft and ask teams for comment as soon as possible.

Team:Ticket & Entrance

  • early

Team:Badge

Wonderful and engaged team that is operational since one year. We had a smooth transition from Phase2 into Phase3.

Things getting serious. We learnd a lot with Prototype1.

Everything is transparent and online: https://github.com/badgeteam

Initial WHY2025 badge documentation is live: https://badge.team/docs/badges/why2025/

We can definitely use more software developers that are willing to commit working with us.

Badge.Team attends interesting events and promotes there WHY2025.org and badges :) Here you can find an overview we keep up-to-date https://nextcloud.badge.team/s/Y4Eyd6ywd6WNsjp

Team:CTF

  • On track, no updates, no issues, wiki up-to-date, budget submitted, nothing needed from other teams at this moment

Team:On-site transportation

  • had kickoff meeting, getting things started
  • Boels list, if a team need anything from boels, contact us to make a reservation.
 * Boels is the big rental organisation

Team:Off-site transportation

  • offsite is a different team in close coperation with other logistic like teams

Team:Shuttle

  • teamlead found

Team:Warehouse

  • Had kickoff

Team:Waste

  • no progress

Team:NUTS (Power, Lighting and Sanitation)

  • Inventarisation done, waiting for the map
  • compliment on their wiki page

Team:ROC

Team:Sponsors

  • Already had a few calls together
  • Wiki is updated, please visit and shoot ;-)
  • Prommisses to sponsors are on the wiki
  • New sponsor document is reviewed, waiting on the huisstijl so it can be finished
  • Some sponsors are already lining up
  • General IFCAT news: They are trying to get AMBI (common good reaching instution) to make it more interesting for a company to sponsor
  • WHY2025 is the >>> 10th EVENT <<<
    • for which some cool slogan or shout out would be great

Team:Finance

  • no extra updates

Team:Music

  • no teamlead yet

Team:Volunteers

  • Another team member
  • finalising budget

Team:Deco

  • Waiting for huisstijl, throwing around ideas on Signal from time to time

Team:Flags

  • no progress at this moment

Team:Huisstijl

  • Nearly done, something should be shown at the 7th of September meeting, and it should be earlier. Merch and Sponsors will be asked for comment.

Team:Merch

  • No updates. They are busy and waiting for huisstijl

Team:Safety: Fire, First-AID, Security

Visited Liquicity, very helpfull. Main learnings:

  • Street Signs (routes to and from the event and emergency routes) are considered important by the municipality, this is very expensive.
  • For Safety we can use the same emergency routes, thus allowing to share the signs and divide the costs by two with Liquicity.
  • Number of FTE required for security shared and what the requirements are as this highly impacts the budget.

Next September 3rd, Nancy and I (Firewall) will visit the municipality Geestmerambacht to ask last questions with regard to the permits. Main question will be on the timing, where we file to a temporary permit now and propose to send in the final on January 1st.

Ask:

  • All: If you have questions for the municipality let us know on safety@why2025.org
  • Netsmurf: Are the tents already known, so that we can order fire equipment?
    • Waiting on meeting team:terrain for reuse tents, before that no decision. Request to have a meeting with the 3 of us (terrain, safety, netsmurf)
  • Terrain: Re-use the emergency routes will save budget on signs.
  • Terrain: Pyrotechnics would like to claim the dike next to the terrain.
    • not yet at that level of detail, but the request is known
  • Team terrain, bar and likely others will be needed to finalize the 'safety plan'.
  • ROC: Let us meet on the porto's the totals I see are a bit too much (55) we need a total of 30 (fire: 8, security: 9, first aid: 8, hq: 5)

Questions:

  • Terrain: What is your opinion on the m2 used by safety. It appears that liquicity uses less m2 than we have planned now. No strong oppinion, but different then expected and historicly used
    • let's discuss it and let us look into it

Team:Foodcourt

  • renamed horeca to foodcourt
  • Transfer to new PL lead, and no new calls yet, so starting up

Team:Bar

  • inventarising gear needed for bars (tables etc)

Team:Moebelhaus

  • no people to give updates

Team:NOC

  • no people to give updates
  • working on fiber link to the field

Team:POC

 * no updates


Team:Parking

  • early, but also have no teamlead
  • There will be a badge for parking (and waste) angels
  • Konmei wants to help out, but cannot teamlead

Team:PartyArea

  • no people to give updates

Team:Permits

  • other teamlead avaidable in september
  • Who is Risvet, they are on the page but no way to reach them.

Team:Press

  • no people to give updates

Team:Productiehuis

  • no people to give updates
  • Simon from accessibilities will be in contact with them about hearing loops
    • It is a big loop around the public to send data to the hearing aids
    • VOC from CCC has knowledge of them

Team:Villages


final remarks and Q&A

We passed all teams! Please make the wiki as complete as possible, that shortens meetings :)

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