Orga Jitsi November 2024

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Orga Jitsi November 2024
Name Orga Jitsi November 2024
StartDate 2024/11/06 20:00
EndDate 2024/11/06
Where Online https://meet.hack42.nl/why-meet
Orga Jitsi November 2024

Monthly meeting for all volunteers.
Meet time: 20:00 UTC+01:00

Orga Jitsi November 2024 Meeting Notes

Monthly meeting for all volunteers.
Meet time: 20:00u
Orga Jitsi November 6 2024 - 20.00 - 22.00

Agenda

1. Welcome!

Christel opens the meeting, with a call to everyone to put their update in the teams section of the teams.

2. PL Update

  • **Location In person orga meet December 14 (bring your ugly Xmas sweater)**
   * Location: Bitlair, Amersfoort.
  • **Start ticketsale update**
   * Closer to the date for sales of the tickets yet, but normally we aim for the beginning of December, specifically December 1st. The pricing of the tickets needs to be set, along with the price tiers and camper tickets.
  • **Wiki updates/team information**
   * We need more vacancies... You can now add your vacancy number to your team's page.
   * Please add the information on your team's pages, including contact information.
  • **Talk at Wiccon, stand at Wiccon and NLUUG and Guerilla at Cybersec (thanks to Piiindakaas)**
   * Promotion at Wiccon, the history of hackercamps was shared at Wiccon. We reached out to volunteers. If they contact you, please reach out to them. Nancy updates on NLUUG, mentioning a lot of WHY-minded people. We shared WHY2025 with many. Marieke attended Cybersec; the WHY banner was very popular, even more so than the DIVD one.
  • **New stickers are coming!!**
   * There will be new designs, and you are welcome to share your sticker design with us. If you have a promotion moment, please let us know, and we will ship stickers to you!

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, Netsmurf, Piiindakaas, hp197
  • Team: NOC: Killergeek
  • Team: NUTS: Killergeek, Michel, BassieWassie, MrUnknown
  • Team: Content: Dany, Jos
  • Team: Cohesion: Dany
  • Team: Terrain: Rox, Uglyhack
  • Team: Info: Jim/Jvdbreemen, Rob, Ad
  • Team: Permit: Firewall
  • Team: Safety: Firewall, Koffiepot
  • Team: Badge: Andriy (autkin), Elmel Bart (NightOwlNL), Renze
  • Team: Family: Andriy (autkin)
  • Team: CTF: Thice, Asby
  • Team: Sponsors: Hein-Jan
  • Team: Accessibility: Simon
  • Team: Sysadmin: Xesxen, Splodin
  • Team: Moebelhaus: Lumi
  • Team: Villages: Konmei, Winko
  • IFCAT: Number3/Robert

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

  • No update at this point.

Team:Info

  • Some teams don't have a liaison with Team:Info yet. We're trying to reach out to each of the teams, but contact info can be challenging sometimes. Please reach out to Team:Info yourself in case you have anything to share with us already.
  • Blog access is now available, which means that news items will become available soon. Our first post will be there shortly.
  • Subteam: Promo took the banner to WICCON and NLUUG.
  • Subteam: WHYcast has recorded more interviews for upcoming episodes.
  • Work on the booklet has started.

Call to Liaison!! Teams without liaison as of 06-11-2024:

  • [Firewall] Team: Safety Liaison: Jvdbreemen
  • [Glenn](https://wiki.why2025.org/User:CaptainPower) Team: NUTS Liaison: Jvdbreemen
  • [ ] Team: Off-site Transportation (Vacant)
  • [ ] Team: On-site Transportation (Vacant)
  • [ ] Team: POC (Vacant)
  • [ ] Team: Shuttle (Vacant)
  • [ ] Team: Warehouse (Vacant)

[Team:Info-Wiki](https://wiki.why2025.org/Team:Info#Teams_&_Liaisons)

Request to all: If you have a request, then please also send your request to the mailing list.

Team:Content

  • We are working on a timeline on the wiki. If you want to be a reviewer (end of this year, beginning of next year), other roles will be available later.
  • We are also waiting for the flood of CfP for WHY, which is expected around Christmas.

Team:Heralds

  • Subteam of Team:Content.

Team:Speaker Desk

  • Subteam of Team:Content.

Team:Cohesion

Team:Accessibility

  • Emails have gone out to other teams to arrange conversations around each area. The priority is to understand transport, villages, and conduct. Already discussed medical waste with Team:FirstAid following last meeting. Will follow up with Bar/Food as well.
  • Working with Team:Music to think about an inclusive approach to CfP and will touch base with Team:Productiehuis.
  • We have had a couple of emails of interest, followed up, and we will see if anyone still wants to join.
  • Will update the Wiki in the coming week.
  • Please do add Accessibility to any relevant Signal groups.

Team:Sysadmin

  • Handed over access to the blog to Team:Info.
  • Deploying Pretix for Team:Tickets&Entrance. Final changes and testing are pending before we can go live.
  • Handed over a map database server to Team:Terrain.
  • Created many user accounts in (& deployed) Authentik for Hedgedoc & (allowlisted) Blog access.
  • Setting up the public MQTT ticket feed and statistics (Grafana).
   * Please think of event stats we can publish! :)
       * Example: Number of proposals in the CFP.
  • Mailing list changes (see orga list for details).

Team:Terrain

  • Netsmurf: MSG for Team:Terrain: The LF2025 Nebula stage can be turned a bit as requested.
  • Netsmurf: Question for Team:Terrain: Is the new position of the Spiegeltent that was shared OK?
   * Response from Uglyhack: We will talk about this in Team:Terrain. They (Liquicity) would like to know if the tent locations will work for us.

Team:Ticket & Entrance

  • Christel: They had their first meeting. They are looking at scanners and have started setting up the ticketing and entrance needs.

Team:Badge

  • Andriy: Update: Who is going to ask for going to FOSDEM and apply for a stand? Will WHY2025 Orga?
   * Christel added it to the to-do list for Team:Info. WHY wants to join.
  • Q from Andriy: Is WHY2025 Orga going to apply for a FOSDEM stand for promotion? Badge.team would welcome a joint application. It must be sent by Nov 7, 23:59 UTC.
  • We are ready to order prototype 3.
   * The next prototype is about to be ordered. Hardware bugs are being fixed right now.

Team:CTF

  • We have created an announcement page for the CTF, which we will put on [ctf.why2025.org](http://ctf.why2025.org) soon (together with Sysadmin).
  • We are orientating on the CTF Teaser.
  • We did a bit of WHY2025 and WHY2025 CTF promotion at LockCon with the presentation "Lockpicking in CTFs".

Team:On-site Transportation

  • No updates.

Team:Off-site Transportation

  • Not started yet.
  • No team lead yet for off-site transportation.

Team:Shuttle

  • No updates.

Team:Warehouse

  • No updates.
  • However, if you need anything, go ask Team:Warehouse!!

Team:Waste

  • No updates.

Team:NUTS (Power, Lighting and Sanitation)

Team:ROC

Team:Sponsors

  • 21 potential sponsors are currently being contacted.
  • Docusign ready for signing and smooth paper flow, great leap forward.
  • Gold, Silver, and Community sponsor agreements are ready on Docusign.
  • We're looking for a new team lead, who can help us out and lead The Way!

Team:Finance

  • We have been awarded a grant by a generous sponsor for the event—50k for the event!!
  • I will create an expense declaration form this or next week; it will be on the Wiki at the Team:Finance page. If you can schedule costs, please wait until the ticket sale starts.

Team:Entertainment (formerly Music)

  • No update from Felix (stuck in a train en-route).
  • We renamed Team:Music to Team:Entertainment.
  • Nancy: Reason is that we will schedule more than just music, including spoken word and other forms.

Team:Volunteers

  • We have a new team member.
  • We received an email from a new volunteer. We are working to place them in a fitting team (please make sure your vacancies are up to date).

Team:Deco

  • No updates.

Team:Flags

  • No updates.

Team:Huisstijl

  • Piiindakaas: First version of the design generator is there, still improving & working on it. Looks awesome! Trying to make the design generator more mobile-friendly.

Team:Merch

  • No update.
  • Netsmurf: Updates are coming. As PL contact, he has seen some of the designs, and they will be out of this world.

Team:Permits

   * Permit from Liquicity (Not available for public viewing)
   * [Model Veiligheidsplan Veiligheidsregio Noord-Holland Noord](https://www.dijkenwaard.nl/fileadmin/bestanden/Wonen_en_leven/vergunningen/Vergunningen/Evenementenvergunning/Model_Veiligheidsplan_2015.pdf)
   * [Checklist from Municipality Dijk en Waard](https://www.vrnhn.nl/sites/vrnhn/files/2024-05/Bijlage%204A%20-%20Checklist%20indieningsvereisten%20versie%20dec%202023.pdf)
   * [Handboek evenementen en veiligheid](https://evenementenhandboek.nl/wp-content/uploads/2019/10/NHEV-sep2019DEF3.pdf)
  • This resulted in a document layout of all the chapters we need to fill out and need to write our plans for.
  • We will divide the chapters over the permit team members and then start contacting the teams for input. So far, we expect help from:
   * Safety
   * Terrain (for drawings and hygiene)
   * Info (for communication plans)
   * Foodcourt
   * Bar
   * All teams related to traffic

Firewall: We will reach out to the teams that we need input from.

Team:Safety (Fire, First-AID, Security)

Firewall:

  • We will rename ourselves to Team:Safety.
  • See status permits. As of now, we will be heavily participating with Team:Permits to write the permit requests.
  • Requested Netsmurf to check with the manege if we can use it as the evacuation location.
  • Netsmurf: I have called them a few times in the past two weeks. The owner was on holiday. I hope he calls back to have a meeting with him next week.
  • November 19th: We have a meeting with the vendor to supply the fire extinguishers and finalize the hardware order.

Team:Bar

  • Update by Netsmurf: Kato is actively onboarding Team:Bar.

Team:Foodcourt

  • Update by Netsmurf: Team lead had to stop for personal reasons. He decided that he could not handle the workload for WHY with his personal situation.
  • We decided to select a commercial party that will handle organizing the food market. We had a great discussion with the food organizers, and it looks like we will get a proposal (hopefully) next week. We will take it from there.

Team:Moebelhaus

   * Please use the mailing list.
  • The earlier we know what is needed by the teams, the better we know what is left for the shop. :)

Team:NOC

  • No update.

Team:POC

  • No update.

Team:Parking

  • Leyrer (me) volunteering for this. Will contact Netsmurf. Currently in a 38C3 planning call, so can't talk. Sorry.
  • Netsmurf: Nice, thank you, all help is welcome there! Rik and Konmei are also active there. If you send me the contact details, I will put you in the Signal group.

Team:PartyArea

  • No update.

Team:Press

  • Piiindakaas: We are working on a press release for the ticket sale.

Team:Productiehuis

Mack:

  • Tent books are being checked. We would like details on the Spiegeltent (drawing is needed of the tent).
  • Extra induction loop is sourced.
  • We lost a team member (PsychiC) due to personal reasons.
  • We need more volunteers!!

Christel: Please use the mailing list and the Wiki as well!

Team:Villages

  • No updates at this moment; waiting for ticket sales to start.

Q&A

Within the hour... 53 minutes... are there any questions:

  • Henry: Do we already have a team lead for Team:Volunteers? Answer: Yes, it's Okarin.
  • Nancy: Question on the WHYcast: Is that the only way to get updates? Answer: NO, it's not! Updates go to other channels, like blogs.
  • Netsmurf: During the field day, we had some fire extinguishers. No one responds. Robert asks to email it to the general mailing list.
  • Hein-Jan: How does it work to get an update? You can add it to your team page, as a property (use the form), and then magically using Wiki magic, the update will appear.
  • Dany: Wonders if people are interested in pins for the WHY event. Response in chat/session: Yes, it's a great idea. We would love to have one. Dany will figure it out, and quotes will be gotten. Tip: Make a [Projects Page](https://wiki.why2025.org/Projects).
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