Orga Jitsi October 2024

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Orga Jitsi October 2024
Name Orga Jitsi Date
StartDate 2024/10/09 20:00
EndDate 2024/10/09
Where Online

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


Monthly meeting for all volunteers.
Meet time: 20:00u Orga Jitsi October 9 2024 - 20.00 - 22.00


Orga Jitsi October 2024 Meeting Notes

1. Welcome!

2. PL Update

  • Loads of cool news, teams will update you :)
  • Please check your team's wikipage. URLs might not be working if they lack "wiki." at the beginning.
  • Budget/ticket price update - Henry
  • Tiny tasks list.

3. Teams updates

4. Q&A

1. Welcome and 2. PL Update

Opening of the meeting: 20:02 by Nancy!

Robert will take notes. But feel free to type your own update with your team! And correct me (Robert) while I am trying to make the minutes of the meeting.

Wiki / Website news

  • The website went live last week, but the wiki links might be broken. Please check your wiki links: https://wiki.why2025.org
  • Use MediaWiki syntax to avoid this next time: [[Page_Name]]

Finance / Budget Update by Henry

After a long and detailed process that I won’t bother you with, I am pleased to present you with the new average ticket price. Please note that this is an average price, and the actual prices in the ticket shop may vary. Some tickets may be higher or lower than this, but this is the target average we are aiming for.

The average ticket price will be: €342

Disclaimer

The world is sort of on fire and inflation is driving up costs by anywhere from 10 to 20% compared to 2022. We are not going to pass this increase onto the ticket prices but to make this work, we need teams to manage their costs carefully. We kindly ask all teams to review their budgets and find creative ways to reduce expenses where possible otherwise we might not be able to reach the goal.

Nancy: ProjectLeiding will be reaching out to all teams that will have to be creative and try to lower the cost/budget.

Mack: Would you like a 'realistic' budget? And a real budget?

Tom: We did a lot of creative bookkeeping to keep the price of the ticket low. We really need the help from the teams to think along with ProjectLeiding to keep the cost low. Please look at your budgets if there is stuff we can do without, but don't go cutting the budget which will make it a less excellent event.

Nancy: If you have any ideas that are amazingly creative, then please email Nancy.

Kato: Team:Bar and Food: Sharing that there will be three bars, not four bars. So we have to put in the budget, which will most likely be lower. Also, we want to have more marketing of what we have. We will also be changing the food setup, this might also impact the income on food.

Sim: Just to get some feel on the scale of things, what budget size would make a dent? (I understand the basic principle of all bits help, but there is also "penny wise, pound foolish")

Henry: It's not the idea to lower the budgets of all teams at this point. The thing is we need to be realistic, but we also want an amazing, fun, and mindblowing event.

Nancy: New idea we will be launching: The tiny-task list. Example: Hackerspaces list needs to get updated. We need help to validate the list, and we need volunteers to check the list. The idea is to reach out to everyone, and we will put out a request. We will be putting: https://wiki.why2025.org/Tiny_Tasks

3. Teams

Team:Family

Sim: Brief updates:

  • Coordination with Content in place.
  • New parents are calling in to join the zone and as volunteers (nice PR, thx Nancy).
  • We were looking for progress on the budget, has been clarified above.

Nancy: Pikachu was in the last WhyCast.

Team:Info

  • Currently, there is not much to update.
  • We expected to deliver the text for the website this week (Rob is working on this).
  • We are doing guerrilla actions at other events. We were at an event (FHI Industrial Cybersecurity event @ 's-Hertogenbosch) and we put up the banners there to get some attention.
  • Jim is joining Team:Info to help out with WhyCast.
  • We need to find a way to have redundancy in communication with all teams. Liaisons to all teams.
  • We established a new channel: Signal Group for dropping news, so Team:Info can pick it up. Link: https://signal.group/#CjQKIDpfWfHxWShNjToyYXlO0M0r5yZQ-8u470F1H2cCgdTiEhAz1tBe2BtXFKJvEjdTWVD8

Nancy: If you want to be a guest on WhyCast, please reach out to the WhyCast email address WHYcast@why2025.org. Chantal was with me at One-Conference, and Ad was making some Why-noise at Hacker-Fest.

Team:Content

Team:Heralds

Team:Speaker Desk

Dany:

  • CfP is online, and the first proposals are in, and we are slowly planning the review process. After Halloween, we will start planning and putting out the timeline for review and other items.
  • If you have anything to share with Team:Content, please send an email to content@why2025.org and don't just talk to us in meetings. If you don't send an email, we cannot guarantee we remember.

Team:Cohesion

Dany:

  • Team Cohesion had a difficult/complex conversation about the code of conduct, and we are working on that to keep the event safe for everyone. This is work in progress, as we progress we will keep everyone updated.
  • Great news: We are also organizing the silent lounge. We are going to order lounge furniture. If you have good rental places or want to join in on the rental order, get in touch.
  • If you want to help decorate the silent lounge, please email: cohesion@why2025.org.
  • In general: if you have anything to share with Team:Cohesion, don't only talk to Dany at events or meets but also send an email to cohesion@why2025.org. Without email, no guarantees that your input is included.

Team:Accessibility

Simon:

  • Team Accessibility Wiki is working well. Need to update and add to the list of mini-projects.
  • Received some great emails from other teams and will look for dates to talk about some projects soon and start producing more work.
  • Ideas to look into: hearing loops for the event (need to find out more, I have a lot of information to process).
  • Air quality: Something I need to look into, but if there is anyone that can help me.
  • Captions for talks: Having screens and real-time transcription during the talks.
  • Lots of things to come, we will be reaching out to different teams. If you want me on your groups, you are welcome to add Simon.

Nancy: Do you still need help?

Simon: Yes, I need help. The "we" is currently just me. If you want to help out Simon, please keep reaching out to him.

Simon: If you want my help, then please reach out to Simon too.

Team:Sysadmin

Xesxen:

  • We are getting some more resources up. No real big updates or news.

Team:Terrain

RedLizard:

  • We had a meeting on the feedback from the last meeting.
  • We are now working on the second draft.
  • We are making sure that there is a map that can be used for the permit.
  • Personally, I am a bit overwhelmed, I am trying to fix this.
  • The rest of the team is fine and working toward the deadlines.

Nancy: Please take care of yourself.

Team:Ticket & Entrance

Boekenwuurm:

  • Start meetings next week.

Team:Bar and FoodCourt

Kato:

  • We will have 3 bars instead of 4. There will be no bar next to or in the silent lounge but one bar next to the food court.
  • We will re-calculate the budget and orders for Productiehuis, Boels, etc. Also more marketing for what we sell.
  • We plan to make a "terras" with the food court, where people can drink and eat together.
  • On statiegeld/emballage: We are not allowed to hand out glass bottles, may have an exception for the mate bottles. Then we organize with Team:Waste to set crates along the campsite and collect full crates. The other drinks will be served in the merch WHY2025-glasses.
  • We will be having WHY2025-glasses, like previous events.
  • We will have a recycle policy, with a coin that one can trade for a glass, and people can retrade glasses.
  • We have been reaching out to food trucks, but we have not had any luck to connect with food trucks. We need food trucks.

Request from Kato: If you know any food truck people, please let Kato know.

Bas: Last time the Mecklenburgh (who did angel food) was also interested in having a stall in the commercial area. Kato: We need to follow this one up.

FighterX64: Might be an idea to have our own run snackbar, also can do snack delivery to tents?

  • We sell snacks at the bar (no competition with the food trucks). If someone wants to do a courier service, that can be used to deliver food too!

Team:Badge

Kintaro (Lukas):

  • Badge.Team is delivering on time.
  • 5 badges of Prototype2 have arrived, and all are working.
  • TeamHardware is now testing and applying improvements.
  • Now: Further testing and finalization will lead to Prototype3.
  • TeamFirmware is growing and active.
  • BadgeHub Team is growing and active.
  • We are open to committed new team members.

Team:CTF

Thice:

  • We are working on a placeholder website for the CTF (https://ctf.why2025.org when ready), currently waiting on Team Sysadmin (no rush).
  • We are looking into organizing a teaser round for the CTF, which would work as promotion for the CTF, but also for the whole event.
    • A teaser round is a short CTF of a couple of hours with a small amount (probably 3) online challenges.
    • We will publish the teaser round on CTFTime (https://ctftime.org/) which will reach all active CTF players.
    • Players will probably create write-ups for the challenges, resulting in more promotion.
    • For OHM2013 and SHA2017 (but not for MCH2022) we did the same. Both times around 100 teams participated and scored points (we don't count teams that do not score points). The CTF community has grown since then.
    • For SHA2017 we provided 4 tickets to the winner of the teaser round. Maybe we can provide some kind of prize this time as well?
  • This year we would like to have a 10x10 tent on the field for the CTF (last time we had a crowded 5x10 tent).
  • We will contact Team:Info when we have something to share about the CTF.
  • We want to join the WhyCast in the future to talk about the CTF and Secret Tokens. We will initiate contact later about this.

RedLizard: We need to have more information as Team:Terrain to have places that are fun. Please come forward and let us know! The CTF tent is definitely a place that will be fun.

Thijs and Gina: The TU Delft CTF from last weekend had some great infrastructure (effectively kCTF but without Google Cloud requirement). Might be nice to contact them about that.

Thanks! Noted by Team:CTF.

Team:On-site Transportation

Manduca:

  • Having monthly meetings; see our team's page: Team:On-site Transportation
  • Still working on Boels order. Pushing them to send a first quote so teams can check budgets and stuff.
  • Team leads: Please check the list and MAIL Manduca & FighterX64 with updates: [1]
  • Also figuring out renting of small vans and trucks.
  • Planning for on-site itself is on the way. Need to discuss stuff with Terrain.

Question: Where are the portacabins and road plates coming from?

Team:Off-site Transportation

  • Not yet started.

Team:Shuttle

  • No updates.

Nancy: I did receive a budget through Signal, that needs to be added to the Boels list.

Team:Warehouse

  • No update.

Team:Waste

Bas:

  • Had a first meeting to discuss basics and start making the budget.
  • Question to all: if you have special waste requirements, please let us know!
  • Would like to have a meeting about the statiegeld situation with the teams that would be involved (Bar, Finance?).

Manduca: Maybe check what they did at Into the Great Wide Open? Read a nice article somewhere on how they handled recycling/waste-separation.

Knorrie had a very very very good relationship with De Groot for Waste at OHM! And they are around the corner.

Nancy went to school with the managing director, that might help as well.

Request: If you need wheely bins, let us know. We can order more, the only thing we demand is that they need to be back in time and in one piece without damage!

Wheeze: Who cleans the toilets?

Nancy: We hire people for that.

Henry: The same company that did SHA17 and MCH22.

Team:NUTS (Power, Lighting and Sanitation)

KillerGeek (Noc, NUTS):

  • Important: Sanitair and storage unit quote has been received and needs to be signed by PL.
    • Material is reserved and available.
  • We need a terrain map (Acad) as soon as possible from Team:Terrain.
    • So we can start planning infra routing soon.
    • Any state of the map (draft map is just fine) is good for us, we can work with changes; it's better than doing things last moment.
  • We need info from other teams ASAP.
    • Powering from a transformer means there is less flexibility compared to generators. The transformer is fixed, we can't move it.
    • Please tell us what you need or give a good estimation.
    • Where on the terrain would you like to have that power?
    • Keep in mind that basically the following rule applies: closer to the transformer means more power available.
    • Volunteer kitchen at a far edge of the terrain is NOT a good idea, for example.
    • For Team:Villages, there is less flexibility if a village needs a lot of power, try to get info much earlier than last times.
    • Contact us for help with planning if unsure if power-wise it would work out.

Mack: We might need enough power to the stage tents.

Konmei: Just one remark, Village should not directly connect to power; we need Village to talk to Team:Village, and Team:Villages will be in sync with Team Power and Team:Terrain.

Some discussion on that the villages need to let know, but speculative, as most villages have not been reporting in at all. This needs more discussion in the future.

Note: Contact Team:Terrain and Team:Village for a meeting to discuss the expectations from each other for good communication.

Team:Warehouse: Request for 1x 16A, but the portacabins have 3p 32A connections mostly.

Team:ROC

MrLinux:

  • Tetra field day in Dordrecht (ThX Wheeze_nl) was a great success! Tested the repeater and some radios, discussed planning.
  • We're contacting the teams for the "final" number of radios.
  • We have a quote for the radios.
  • We have to confirm some politics around the infrastructure.
  • Just contacted Team:Finance with an insurance question.
  • We will contact Team:Terrain for the exact location of the antennas (we need power from day -6 till the last day).
  • Strange location of the warehouse? (where e.g. the batteries will be charged/exchanged).
  • The ROC tent is not yet on the map.
    • Question: Where to order? Pricing?
  • We will need something like a small pipowagon from day -6, for the radio equipment (at the antenna-site).
    • Question: What team can we contact?
    • Answer: Add it to the Boels order -> check boels.nl and mail Manduca & FighterX64 (see also Team:On-site logistics).
  • We will need barriers around the antennas.
    • What team can we contact?
  • Question: Who from IFCAT may we contact for signing the request for radio license?
    • Answer: Boekenwuurm.
  • We are working on a final budget by the next orga meetup (next month).

Statement: The ROC will be only working on communication for the orga-volunteers that need to communicate.

Dany: The spreadsheet is still read-only.

MrLinux: You can reach us using email roc@lists.why2025.org or IRC.

Killergeek (NOC, NUTS) says: @ROC if you have an estimation about power use, send it. Then we put it in the spreadsheet to have at least a power usage idea. Where the tower comes is the next step.

Tower: Probably under 500 watts.

Warehouse: Chargers, will have to measure.

Team:Sponsors

Halcyon (Tom):

  • Hein-Jan had to step down as lead, Halcyon takes over in (short) interim.
  • For new lead, looking in the existing team; otherwise will open vacancy.
  • Booklet done.
  • Reached out to top sponsors of MCH.
  • Followed up on inbound mails.
  • Success in the first week: Got €10k committed already (~10% of goal).

Request: If you have any companies or ideas who we should ask to sponsor, please reach out to Team:Sponsors. And we will start working on those possible contacts. Any (warm) leads are welcome!

Tom: Thanks a lot for anyone who helped to finish up the sponsor brochure (Nancy).

Team:Finance

Henry:

Team:Music

Felix/3lix:

  • I just started and trying to grow the team.
  • If you have any ideas, just let me know.
  • I will be updating the wiki tonight with my details.

Kato: It's great to see you. There will be a Karaoke Bar. And I would love to have the music from the stages to the bars.

Mack: Please get in touch with us too, so we can make sure we have amazing sound.

Team:Volunteers

Okarin/Mitchell:

  • We are working on a budget.
  • Collecting statistics to estimate the number of meals needed.
  • Beta version of the budget is done.

Team:Deco

Moem:

  • We will have a meeting tomorrow, not much to update.
  • We are looking at reusing as much stuff as we have from the previous event.
  • We will be getting free carpet, so if the silent lounge wants carpets, then please contact us.
  • We now have a heaven-meister: Auke who will decorate Heaven.

Team:Flags

  • No updates.

Team:Huisstijl

  • No updates.

Team:Merch

Piiindakaas:

  • We saw the first design, and it's awesome.
  • It's really awesome...
  • Check out the wiki of Team:Merch for details: Team:Merch

Team:Fire

  • No updates.

Nancy: He has been working with Dimi.

Team:First-AID

  • No updates.

Team:Security

  • No updates.

Team:Moebelhaus

Lumi:

  • Updated Boels list for village/sponsor furniture (based on as-is figures from last time).
  • Confirmation that we can consider the amounts listed there for now.
  • Teams should list their needs in advance so that we can properly estimate the available amounts for rental (in the Moebelhaus shop).

Team:NOC

Killergeek:

  • Question to Team:Terrain: Did the check for ducts, troughs, duikers, sinkers in the terrain get done by Team:Terrain?

RedLizard: The work should be done soon, we are working on this, and we will be validating it on the field.

UglyHack: We looked at the ducts, duikers, on the field. We have not been able to identify any duikers.

RedLizard: Refers to OHM, ditches seem to be connected, but we have to check.

Rox: I think there are three under the roads.

Some more discussions on the call on the real situation.

Team:POC

  • No updates.

Team:Parking

Nancy: There is a team lead, but not in the house.

  • No updates.

Team:PartyArea

  • No updates.

Team:Permits

Dave/Nancy:

  • Two new team members! Kickoff to get the team up to speed on October 23.
  • We have sent in the event calendar report (PL:Nancy) to make sure we are on the list for 2025.

Team:Press

Piiindakaas:

  • No updates.

Team:Productiehuis

Mack:

  • We just received the latest situation on the tents and are going to plan a meeting with Spykersound to set up a first estimate for the budget.
  • All teams that need extra AV equipment, please give us a heads-up ASAP so we can give you an estimate.

Mack question: 1. Do we need to order UV lights? Or buy them on AliExpress? It's not in our budget at this time for the event. 2. If anyone knows some hearing loop amplifiers (suitable for >75m^2) laying around, please contact Mack. 3. Especially Team:Music and Team:Party Area, please contact us for any extra equipment needed.

Team:Villages

Marijn:

  • We are working on the first villages, as they popped up.
  • Very early stage of planning. No big updates at this point.

4. Q&A

Question: On the hackerspace list: Dave shared that he "maintains" the global list of hackerspaces.

Boekenwuurm: The first version of the website is online!!! It's a work in progress, beta forever, but everyone that is working on this is working hard. You can do a PR if you like to help on the GitLab.

Nancy: We are currently using the Jitsi of Hack42. Henry comments that the server to Hack42 needs to be upgraded. Tom adds he will check with SysAdmin (Splodin).

Sticker update

Piiindakaas: MORE STICKERS! (and all other printables. Basically everything on the website)

Printer: Flyeralarm Discount code = "HackAllThePrinters"

Usage is for the community, feel free to use this discount for other events or personal use. Flyeralarm might have some very technical requirements for the design, if help is needed please reach out.

For now, the discount is only applicable for orders in The Netherlands. Yet. Still working on an international discount code; they're huge in Germany and have such amazing stuff there.

Closing remarks by Nancy

The meeting in December will be in person, we will let you know the location ahead of time.

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