Orga Jitsi December 2024

Orga Jitsi December 2024 Meeting Notes

Monthly meeting for all volunteers. Meet time: 20:00 Orga Jitsi December 4, 2024 - 20:00 - 22:00

Agenda

2. PL Update

• Regarding unrest:
  • Nancy: Explains that there is unrest around the badge team and that the ProjectLeiding is working on a public statement. The process is that they are preparing it now and it will be discussed with Team:Cohesion first. The aim is to publicly share this coming Monday (if all goes well).
• Start ticket sale:
  • Christel is taking over; it is going to be open tonight. There are some last-minute issues with the plugins. However, the ticket shop is still in test mode. The payment needs to be fixed and tested. As soon as it is open, it will be shared publicly. Keep your eyes on the ticket shop.
• Location for the in-person orga meeting on December 14 (bring your ugly Xmas sweater):
  • Location: Bitlair, Amersfoort.
  • Nancy:

Meeting minutes

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

Present:

• Team: Projectleiding: Boekenwuurm, Piiindakaas, Nancy, Tom, hp197, Netsmurf
• Team: Terrain: Rox, Uglyhack
• IFCAT Board Member: Number3/Robert
• Team: Info: Ad
• Team: Permit: zeno4ever
• Team: Productiehuis: Mack
• Team: Content: Kirilis, Katzazi
• Team: Sysadmin: Xesxen
• Team: Cohesion: WinSCaP
• Team: NOC: Killergeek
• Team: NUTS: Killergeek, BassieWassie, Michel, Sjors, Dutchmartin
• Team: On-site Transportation: Manduca
• Team: ROC: MrLinux, Lennart
• Team: Ticket & Entrance: Martin
• $other: Pwuts

Please do share with us:

• Status of your timelines
• Status of open vacancies (and put them in the wiki where they can be found by new people): [1]
• Any other cool news to share

Team:Family

• Pickachu:
  • Working on budget planning and making plans for the family village.
  • Updates are coming for Mastodon and the mailing list.
  • Callout for projects: If you have any ideas for the family village or a talk, submit them to our wiki page.
• Mack: For team: Family Village, please send us your requirements for video/audio equipment so we can include them in our budget.

Team:Info

• Ad:
  • Working on more blogs/news posts, including a ticket sale post soon (need to sync with the final ticket shop text).
  • Parallel with this session: Collaborative writing for website text (with a priority list).
  • Subteam Promo is doing more socials around the ticket shop (and should do more CfP soon as well).

Team:Content

• Kirils/Team:Content co-chair:
  • CfP is open; we are slowly receiving proposals.
  • Considering promoting it after the Christmas period.
  • New people are joining; we are fixing our schedule.
  • There is an active Signal group.
  • We need more people!

Team:Heralds

(No updates provided.)

Team:Speaker Desk

(No updates provided.)

Team:Cohesion

• Evert-Jell:
  • No update at this point.
  • Missing a guide on subsidiarity and proportionality; this will be finalized.

Team:Accessibility

(No updates provided.)

Team:Sysadmin

• Xesxen:
  • A new team member has joined us.
  • We've set up a ticket store:
    • Pending some last-minute changes, we are about to go public.
  • Stats are public:
    • MQTT: mqtt://mqtt.why2025.org / wss://mqtt.why2025.org
    • Grafana: https://stats.why2025.org
    • We'll purge test data soon :)
    • Bonus: The old badge app will be available so you can get a ticket counter on your desk for ticket sales!

Team:Terrain

• UglyHack:
  • Just before the meetup, we demoed the latest map.
  • We will try to keep the map on the wiki up to date as a PDF.
  • Email us (terrain@lists.why2025.org) for direct access to the map.
  • Gina is the team lead for now.
• Rox:
  • Team meeting notes/minutes should not be used to communicate; please send us an email or reach out through contact information on the wiki.

Team:Ticket & Entrance

• Martin:
  • There is a ticket shop; it will go online soon.
  • Discussions are ongoing about payment methods and a 3% payment overcharge. It will be resolved internally within the ticket team.
• Question on tickets:
  • Pikachu: Is there any ticket information/stats? Specifically, we would love to know the number of kids.
  • Answer: 3 ticket levels are available: Baby Nerd (0-5 years), Kid Nerd (6-11 years), and Young Nerd (12-15 years).

Team:Badge

(No updates provided.)

Team:CTF

• Thice:
  • No updates from our team; we are busy with end-of-year madness in the security field.
  • Question: We would like to set up a 10x10 tent. On the map, it is listed as 5x10.
  • Christel: Please send a mail to Netsmurf and Christel with the details.

Team:On-site Transportation

• Manduca:
  • Still trying to get Boels to send a quote....
  • Updates on the Boels list: [2].
  • Working with Team:Terrain and Team:NUTS on our facilities.

Team:Off-site Transportation

(No updates provided; team not operational.)

Team:Shuttle

(No updates provided; no team members present.)

Team:Warehouse

• CH23:
  • No updates.
  • However, if you need anything, please update me on the settings.

Team:Waste

• Sorry, it's been a busy few weeks, so no updates. Will pick up the slack soon and get to work.

Team:NUTS (Power, Lighting, and Sanitation)

• Michel:
  • Had a meeting with Team:Terrain last week about sharing map data and are planning a next session for the first week of January.
  • Just had an update on the map, which was useful.
  • Next meeting with Team:Terrain is planned for the first week of January.

Team:ROC

• MrLinux:
  • Still need confirmations on the number of portofoons needed for teams: Content, Villages, and Bar.
  • [3]

Team:Sponsors

• Joe:
  • We have multiple contract sponsors coming through.
  • If you have any leads for possible sponsors, please share them.
  • WHY emails seem to be blocked by Hotmail/Outlook; can we fix this?
• Vacancy:
  • We still need a team lead or any volunteers. Please help us!

Team:Finance

• Henry:
  • We received a whole bunch of budgets and created a global budget overview.
  • The budget is fixed. If you submitted your quote, your budget has been approved.

Team:Entertainment (formerly Music)

• Felix:
  • Not here in the meeting, so no update.

Team:Volunteers

• Okarin:
  • We have been onboarding new team members.
  • Working on a plan for Team:Volunteers.
  • Arranging catering.

Team:Deco

• Moem:
  • Had a meeting this weekend.
  • Three things to report:
    • Heaven has someone who will decorate it; there are some great ideas.
    • Silent lounge needs a person/team to decorate it.
    • We have started working on the lecterns for the track tents.

Team:Flags

(No updates provided.)

Team:Huisstijl

• Piiindakaas:
  • Update: There is an amazing design generator. It needs to be moved to the WHY domain and will be fixed in a week.

Team:Merch

• Netsmurf:
  • Working on really nice designs and validated them with Piiindakaas.
  • Price quotes are coming in, and we are working to get the prices and merch into the shop.

Team:Permits

• Zeno4ever:
  • Team meeting next week.
  • No other updates; if you have input or questions, let us know.

Team:Fire, Team:First-Aid, Team:Security

• Netsmurf:
  • Working on the terrain permit, flame throwers, and more safety information details.

Team:Bar

• Netsmurf:
  • Working on ideas for the bar and trying to get vendors.
  • Three bars will be available on the terrain.

Team:Foodcourt

• Netsmurf:
  • The previous lead stepped down as team lead.
  • PL had a quote from an organizer for the food court.
  • Meeting next week; updates will follow.

Team:Moebelhaus

• Netsmurf:
  • Lumi is busy preparing Congress.
  • Moebelhaus will likely start a month after Congress.

Team:NOC

(No updates provided.)

Team:POC

• Martin:
  • We finally have a working email address.
  • SIP trunking seems to be working; any requests can be sent.

Team:Parking

• Rixvet:
  • New team member joined—welcome, Leyrer!
  • Draft of the parking terrain layout: [4].
    • Services/responsibilities include entrance and parking ticket control, overflow area, luggage shuttle, village build-up queue area, kiss-and-ride, orga parking, speaker/VIP/special needs parking, motorcycle parking, shuttle bus station, DIY wheelbarrow luggage transfer, and night parking.
  • Questions or input? Email parking@lists.why2025.org.

SERVICE INTERRUPTION by Jos: Payment has been made to the ticket shop. Jos was the first to report!!! WHOOP WHOOP...

Team:PartyArea

(No updates provided.)

Team:Press

• Robin:
  • A press release is available and needs to be shipped.
  • Please email us with sites where we can send press releases.

Team:Productiehuis

• Mack:
  • Trying to draft a proper budget. We need input from other teams—what do you need for AV equipment?
  • Synchronizing with Milliways and Team:Entertainment/PartyArea.

Team:Villages

• No major updates.

Q&A

• Zeno4ever:
  • Is iDeal not available?
• Christel and Jos:
  • Confirmed that they paid with iDeal.

• Nancy:
  • Any other questions? No?

Hope to see you all on December 14 for the physical team meetup.

Closing the meeting at 20:45.