32 TaCoS 2023 - 16.02.23
===

###### tags: `Meeting`

:::info
- **Location:** In Person
- **Date:** 16.02, 2023
- **Agenda**

0. Agenda/Organisational stuff
1. Task Updates
2. Emails/Announcements
3. News regarding EasyChair
4. Decide on "Important dates" CfP and Registration
5. Website update

* contact form works now, accomodations are up, awaiting pictures from sponsors and speakers and a detailed agenda

6. Finance/sponsor update

* 500 Euros from SLE!
* everyone is asking about Payment address and "Unsere Konditionen"

7. Deadline update
8. Organisation update
9. Next Meeting

10. Miss. Scelläneous skelly
11. Tasks
- **Participants:**
- [x] Nele
- [x] Mogens
- [x] Luke
- [x] Emma
- [x] Deniz
- [x] Anna
- [x] Anh Kim
- [x] Alex
- **Minute keeper:** Nele, Mogens
---
**Links**:
- Mail: https://webspace21.do.de/roundcube/?_task=mail&_mbox=INBOX
- Cloud: https://cloud.phil.hhu.de/index.php/s/cC8wDLZi4SQMnPW?path=%2F
- Sponsors: https://cloud.phil.hhu.de/index.php/apps/onlyoffice/s/cC8wDLZi4SQMnPW?fileId=142522598
:::
0 Agenda/Organisational stuff
---
1 Task Updates
---
- [ ] Make Anna owner of the drive (Luuk)
- [x] Ask Kilu to help us with getting the HdU (Emma, Luuk)
- [x] Talk to Kevin about keynote (Luuk)
- [x] Google Uliana for keynote (Luuk)
- [ ] Talk to Wiebke about keynote (Deniz)
- [x] finish Förderantrag GFFU (Emma, Alex)
- [x] Ask Kilu to help us with getting the HdU (Emma, Luuk)
- [x] Ask about cold/alcoholic beverage in HdU and book the room (Emma)
- [x] talk with Veranstaltungskoordination concerning rooms (Mogens)
- [x] look at the payment option from Easy Chair (Alex, Anna)
- [ ] talk to Van der Lest/Ulrike about catering (Mogens)
- [x] ask the people of the old TaCoS/StuTS about the diversity sponsoring (Alex)
- [x] email to the informatics department (Alex)
- [x] fill out giphut sponsor profile (Anna)
- [ ] think about stuff that we could get with some money that we have for additional stuff ~500 Euros (all)
- [ ] ask speakers about preliminary information about the talks (Luuk/Deniz?)
- [ ] think about the possibility of paying for public transport (all)

Other:

* **Do we buy 50 pins or nay?**
Nay for now, unless informatics stops ghosting us. But we can give other extra stuff that is more accessible to early bird sign-ups.

* We need to decide on **conditions and ways to handle sponsor money in case someone actually funds us**:
* DHd asked how they should advertise us and the scholarships they fund
* how do we actually advertise scholarships and make them accessible to the people? What to write on website?
* what do we expect our sponsors to do if they want to say they are sponsoring us? Do we have a message ready that they can use?

* We should get more followers and start advertising our sponsors
* The DHd is having a conference in March and like us to boost it a lil

* make a Mastodon Social Media

* public transport is cancelled!
---
2 Emails/Announcements
---
Unanswered emails:
* Text for Digital Humanities can be found in the template folder on the cloud soon, Nele will announce in the Discord when

Alex met with the StuTS people (05.02.) and talked to them about diversity sponsoring, there are two possibilities:
* (1) connect sponsor and sponsee directly
* (2, dispreferred) let sponsor transfer to us, then transfer to sponsee

We will stick to (1).

If there is another meeting with the StuTS people, we can join again.

3 News regarding EasyChair (Conference management tool)
---

We don't yet know how they will charge money, but the platform looks good so far. Alex will investigate the money situation so we can buy the license.

4 Decide on "Important dates" CfP and Registration
---
[example for important dates](https://www.thi.de/konvens-2023/)
[text for cfp](https://71.stuts.de/cfp/en/)
[text for participation](https://71.stuts.de/registration/en/)

**Call for Papers**:
- open: 10 March
- close: 10 April
- notification of acceptance, latest: 22 May
- extension until: 24 April
**Registration**:
- open: *as soon as possible*
- close: 01 June
>*There is an (kinda ugly but working) html template for this but we dont have the dates so I did not push it* - Anna

5 Website update
---
Speaker pictures have been added!

Location and links to other conferences are added!

It's pretty!!!!

6 Finance/sponsor update
---
Invoices have been sent!

More emails should be sent! Everybody look at the sponsor sheet.

7 Deadline update
---
*insert here if you have any*

8 Organisation update
---
Veranstaltungskoordination has booked what is free in the seminar rooms we want at the date we have. Taken slots have to be rebooked, Mogens will communicate that over the next few weeks.

Catering is still pending, Ulrike/caterer will be contacted.

9 Next Meeting
---
02.03. 18 Uhr :heart:

10 Miss. Scelläneous skelly
---
**We're actually very well organised, guys. Look at Frankfurt!**

What do we do with "too much" money?

* stickers
* t shirts for us
* pins for everyone
* tshirts if people want some too but they gotta pay

One of our keynote speakers asked for a list of charities to donate to. We could do, e.g., language revitalisation organisations, or something else language-related.

---
For contacting other Fachschaften, refer to this:

- Advertise the TaCoS best practice: (When we have opened for registration!)
- Konvens 2023 https://www.thi.de/konvens-2023/ (aaricia) can advertise
- Cross-advertise with 73. StuTS https://73.stuts.de/ and Manami000👑#5127
- write all linguistics Fachschaften https://docs.google.com/spreadsheets/d/1KPv5LZUqz8pbgGMerdJeWVH-l2RU-PWF7GbJm7wxcLA/edit#gid=1378151842
- write all informatics Fachschaften.
- we can use LinguistList once call for papers open and once when registration opens
- we could use Romanistik.de
- use Social Media of StuTS and Konvers

---

11 Tasks
---
- [ ] **decide on the registration opening date (everyone)**
- [ ] **talk about hybrid (everyone)**
- [ ] **talk about best practice reg. advertising to Fachschaften (everyone)**
- [ ] Send HdU document from Discord (Emma)
- [ ] Talk to Kevin about keynote (Anh Kim)
- [ ] Talk to Wiebke about keynote (Deniz)
- [ ] Veranstaltungskoordination jonglieren (Mogens)
- [ ] talk to Van der Lest/Ulrike about catering (Mogens)
- [ ] receive answer from the informatics department (Alex)
- [ ] think about stuff that we could get with some money that we have for additional stuff ~500 Euros (everyone)
- [ ] ask speakers about preliminary information (3-4 sentences) about the talks and tell them the dates (Luuk/Deniz)
- [ ] Socials-Skelett bauen (Mogens/Nele)
- [ ] expand the template folder by a "About TaCoS" general text (Nele)
- [ ] make Mastodon account (Mogens)
- [ ] figure out EasyChair money situation (Alex)
- [ ] if money situation in EasyChair is figured out, buy license and set it up on Website (Alex/Website people)
- [ ] open issue about registration/deadline (Website people)
- [ ] solve placeholder/pic situation *after Anh Kim finishes that AP* (Website people)
- [ ] make an email template in the cloud folder for sending to Fachschaften (Luuk)
- [ ] have a good vorlesungsfreie Zeit until next meeting :heart: