---
# System prepended metadata

title: PackagingCon 2023 Meeting

---

# PackagingCon 2023 Meeting

## 23rd October 2023

**Attendees**

- Dave Clements
- Samina Trachier
- Jim Weiss
- Wolf Vollprecht

**Agenda/Notes**

- Sprint venue
    - Needs insurance
    - NumFOCUS has a $2M cap; contract is asking for $3M cap.
        - Jim will followup; Wolf can check for options tomorrow if we can't get NumFOCUS worked out.
        - Look at what Nicole says, and provide that for now.
        - 
- Banner and Stickers have arrived in Berlin.

- Sponsors
    - Will advertise last two on social media on Tuesday and Wednesday.
    - LLNL submitted ad.
        - Had to add a page They are good with the ad we have.
        - Quansight and Trail of Bits won't be posting an ad.

- Brochure
    - 2nd Gold sponsor page looks blank 
    - Will fill with something.
    - Wait until end of today to finalize and send to printer

- Communications
    - When do we send out pre-conference communications?
        - Today/tonight
    - Dave C did not send one out last week.
    - What should be in it.
        - Location information
            - Dave will hack througbh this
        - Discord Link
        - New BoFs
        - Process for joining virtually
            - Will recieve a link a couple of hours before the stream begins.
            - Will likely be using YouTube live streaming
        - Shout out sponsors
    - Dave will create draft today, Wolf and Samina will review. 
        - Wolf will likely send

- Volunteers
    - [Signup]()
    - [Schedule](https://docs.google.com/spreadsheets/d/1dMiXCHFrBBpC0G6cVwgFaEQ-Zd9zZ5Tx8GmV-NhnGTI/edit#gid=0)
        - Sebastian crane is oversubscribed.
            - Dave will reach out to Sebastian about this.
        - Dave will also reach out to 3 other potential sponsors.
        - 

- Speakers
    - Review [who is not registered](https://docs.google.com/spreadsheets/d/1UJ08yzMAJvW0SfwkBpJbZhEnnoG7v4OCxQt5IlHCiIU/edit#gid=841707114), and yell at them.
    - Dave C has yelled at all of them.
    - Identified 6 speakers who have not yet registered:
        - ~~Adam Retter~~ Cancelled
        - Daniel Liszka
        - Gregory Becker
        - ~~Jonathan Leitschuh~~ Cancelled
            - Dave C dropped him from the schedule
        - Mikola Lysenko
        - Samuel Giddins
            - "I haven’t registered since I’m not able to make it, I’m going to be sending in my recorded talk"
            - I told him he needed to register virtually.

- Session Moderators
    - [Current state](https://docs.google.com/spreadsheets/d/1nlnuu70OjF0hMgDoc6mEDpV2lwwmPCDYzgKGZ1vZPKA/edit#gid=1641019168)
    - [Possibilities](https://docs.google.com/spreadsheets/d/1lnhc-rMw8kGu38eulpfDRbwdIVevvarMZrENu4teFDw/edit#gid=0)
    - Well known in Nix
        - Graham Christensen
        - Eelco Dolstra
    - Probably can't publish

- BoFs
    - 2 new ones added to schedule
    - 1 more in the queue
        - Dave C will schedule
        - OK, proposal largely overlaps with an existing one.
        - Wrote to proposer of new one

- Schedule
    - We have holes
    - Todd may or may not have filled them.
    - Put this up for discussion on general chat
    - Decide tomorrow.
    - 

- Code of Conduct
    - Is someone ready to take a report.
    - Dave C will find this rep.
    - 

- Opening & closing
    - Wolf first day
    - Todd second day
    - Dave Lester close 2nd day

- Social
    - Thursday evening
    - But don't have a venue yet.
    - If this is nailed down before email, then include it, otherwise don't.

- Advertising
    - Samina will continue to push.
    - 

- Badges
    - Wolf will pull directly from Tito.
    - Will have blanks, and probably volunteer stickers too.
    - 



## 16th October 2023

**Attendees**

- Wolf Vollprecht
- Dave Clements
- Samina Trachier
- Jim Weiss

**Agenda/Notes**

Sprints Venue
-  €3k for Deutch Bahn 
-  Need contract from them tomorrow.
-  Might get catering sponsored

2 cancellations for talks
- Holger cancelled
  - Reproducible builds
  - Could ask about remote
- Jonathan
  - OpenSSF
  - He may not work there.
- Wolf will work with Todd on replacement, possibly upgrading lightning talks

Printed Program
-  Wolf is happy to do designing.
-  Will work on program tonight.

Venue
-  Self service wardrobe.

Badges
-  Will use stickers
-  Will have one sticker per day.
-  Wolf will design.

Moderators
-  Dave C will work on this.

Prefix might sponsor a social event.
-  Wolf will investigate.
-  If it happens it will probably be on Thursday night.

Discord
- Create a thread for every talk?
- Q&A threaded interface in Discord
  - Wolf and Dave L have admin permissions
  - Wolf will ask if this can be enabled.

Volunteers
-  Wolf will direct 2 volunteers to signup
-  Dave C will work with one person already in Signup.
  
BoFs
-  1 published, no other submissions yet.


## Date 9th October 2023

**Attendees**
- Wolf Vollprecht
- Dave Clements
- Samina Trachier
- Todd Gamblin


**Agenda/ Notes**

- Venue confirmations:
    - Told them we'd expext max 120 people
        - Dave will update catering budget to reflect fixed number: 120 people.
    - Longer times are confirmed
    - Need another round of advertising
        - Wolf will ask about posting in the general room on Discord.
- Sponsors
    - LLNL contract signed. No clowns list.
    - Bloomberg is only Platinum sponsor.
        - Can we get their logo on the video?
        - Samina has a transparent overlay that can be edited.
        - 

- Venue floor plan
    - Keep the two rooms in the middle generally open.
    - Stage not set up for panels, but if we add one, it should not be a problem.
    - 

- Mics / AV
    - two headset ones
    - two handheld ones
    - That should be enough
    - They have streaming tech.
    - They are handling all the streaming
        - Wolf will ask about recording tomorrow.
        - This will likely reduce volunterr need

- Sprints venue: 
    - Still waiting for DB (someones sick)
    - DB has two venues.
        - One is close to conference, but has cost.
        - Other is free, but farther away
        
- BoF planning? (Dave?)
    - 1 BoF about CUDA packaging.  Dave C will work with Kevin Mittman
- Volunteers
    - Update sheet tomorrow to reflect no streaming responsibility.
    - Wolf will reach out to 3 people via email.
    - Wolf will share with an academic!
- Booklet?
    - Have _started_ a Figma document
    - Printer?
- Program updates
    - Pavithra is now Jaime
    - Dave will Jaime info to Samina
    -  
- Session Moderators
    - Harsh.... is out too. Virtually attending
    - Dave will select who he damn well wants to!
- Digital talk requirements
    - Full HD, MP4 or MOV preferred
    - Wolf 
- Registrations
    - [Spreadsheet](https://docs.google.com/spreadsheets/d/1UJ08yzMAJvW0SfwkBpJbZhEnnoG7v4OCxQt5IlHCiIU/edit#gid=0)
- Banner
    - With Sponsors listed.
    - Samine will work on this.
    - Wolf provided dimensions.
    - 


## Date 2nd October 2023

**Attendees**

* Wolf Vollprecht
* Dave L
* Dave C
* Samina
* Jim


- Time plan
    - start at 8:30, entrance 8:00, end 6:30 - 7:00?
    - registration in the morning - more than half an hour
    - maybe start before 7:30 for doors open on registration
- Sprints venue
    - Deutsche Bahn still wants 3.7k but it's the better deal so far
    - Still talking regarding sponsorships
- BoF planning
    - Samina will help getting this into PreTalx
        - BUT, will have call be in Google Forms.
        - Can go out today.
    - Start with Lunch time
        - Got to parallel with talks as needed.
    - We have 2-3 additional small rooms we can have these in
- Sprints planning
    - EUREF has an option for €5k including Catering
    - Deutche Bahn has a cheaper option that includes drinks.
        - Probably go with with Deutche Bahn
- Booklet
    - Booklet design - does Dave have something in mind?
        - Dave C wil find templates from prior Euro conf, TODAY
    - Go with Full bleed
    - Looking at Flyeralarm.de and similar websites
    - 2x3 pages _not enough_
- Dagger.io talk?
    - -> Platinum sponsorship?
    - One space for a long talk on Thursday.
    - Lunch is 75 minutes on day 1, and 50 minutes on day 2.
        - Could make space on day 2.
    - Leaning towards sponsorship talk.
    - Wolf will reach out.
- Bloomberg?
    - Trying to finalize talk
    - Could be given remotely if visa does not come through.
- Volunteers
    - Update [schedule](https://docs.google.com/spreadsheets/d/1dMiXCHFrBBpC0G6cVwgFaEQ-Zd9zZ5Tx8GmV-NhnGTI/edit#gid=0) to reflect current schedule - Dave C
    - Add other volunteer types - Samina
        - Help / Registration desk
        - Be an MC for a session
            - ~~Dave C favors asking specific people.~~
            - Wolf will send the call for MCs.
            - Dave C will add a slot for MCs to volunteer schedule.TODAY
            - 
    - Signup form: https://drive.google.com/drive/folders/1aq8io2tEpwLfq0p8CMOYUUVH-Rb3Lq7U

- Registration
    - Push out registration deadline until it starts - Samina
    - At about 80 in person.
    - Capacity is 150

- Prerecorded talk guidelines
    - Wolf will ask Venu what is preferred/supported



## Date 25 September 2023

**Attendees**

* Wolf Vollprecht
* Jim Weiss
* Dave Lester
* Mahe Iram Khan

- Send contract related emails to Jim @NumFOCUS -> Wolf
- Send email to all speakers tonight
    - Remind them to buy tickets
    - Code of Conduct reminder
    - Slides?
    - Anything else we should remind them of?
    - Talk schedule

- Talk schedule adjustments
    - Talk length: 20 min + 5 min QA
    - Cut speakers off / have MC to cut people off when the time has come

- Virtual presentations / pre-recorded / need to ask venue about supported formats
    - Live QA
    - Google Form - ask for timezone of speaker?
    - Ask for who actually wants to do a remote presentation because we don't have the fully final number of the remote presenters
- Q&A
    - Use Discord (package.community?) for Q&A in addition to microphone that's handed around

- Sprints location:
    - Have offer from Deutsche Bahn offices, ~3.7k but hopefully we can get a reduction
    - Incl. drinks (25 pp), 1 staff and 1750 for the room

- Covid is on the rise? Should we do more? What about eventual refunds etc?
- Refund policy:
    - Be generous, refund up to 7 days before the event for COVID reasons
    - If someone has COVID, refund them and make them not show up

- Stickertable?
    - Conda, prefix, other sponsors?!

- Need to design the booklet?!
    - Make little physical booklet with QR Code for the schedule, logos for sponsors and map of the venue
    - Add code of conduct QR code and submission form
    - Socials / sprints / other signups tbd

- Conference badges
    - Sustainable shirt stickers

- VAT issue still pending (NUMFOCUS Europe doesn't seem to work)

## Date 18 September 2023

**Attendees**

* Wolf Vollprecht
* Dave Lester
* Jim Weiss

- Ticket sales have slowed down
- Most talks are confirmed now
    - Need to do some shuffling around for Chocolatey talk and William Woodruff (who wants to do his talk on Friday)
- Need to do another push for more ticket sales, maybe targetting Europe more somehow?
- Remind speakers to buy tickets?
- Sprints location
    - Deutsche Bahn has offices / coworking space close by but also wants $$$
    - We can stay at EUREF for $$$ 
    - Could shoot for c-base but less sure that it works out



## Date 6 September 2023

**Attendees**

* Wolf Vollprecht


- Blast out another email to prev. year people with the schedule
    - Other email lists?
    - 
- Devbox and Kat will do remote talks
- 

## Date 21 August 2023

**Attendees**

* Dave Clements
* 
* 
* 
* 
* 

5 people total.


**Agenda / Minutes**

* State of submission review?
    * We have until Friday.
    * 11 active reviewers
    * 25 people
        * 3 of them have not been in PreTalx yet. 
    * at 42 out of 370 needed reviews
        * Todd has assigned reviewers now.
    * 
* Sponsors
    * We need to update registration form ASAP to accommodate "opt-in" email list for platinum sponsors. 
        * Dave C will update and contact those who have already registered.
    * Bloomberg is a platinum sponsor
        * Will advertise that this week.
    * Dave C will recontact (his) [potential sponsors](https://drive.google.com/drive/folders/1VGVqEhQVL4HTkCDeV3tjTYtBZKr0yV62) over next 10 days.
        * I encourage others to do so as well
    * Red hat is no.
    * OpenSSF? Linux Foundation? (Probably not directly, but ...)
        * Cheng: Can we ask them is we can ask member companies.  Cheng will ask OpenSSF
        * Dave L: Co-marketing?
    * Mcrosoft / GitHub: Wolf will take this.
* [Volunteer form](https://drive.google.com/drive/folders/1aq8io2tEpwLfq0p8CMOYUUVH-Rb3Lq7U) created, not linked to from anywhere
    * Any virtual? Probably NOT
* August email will go out to those who signed up for it. (Dave C)
    * Talk about when early reg closes (sept 8) and when schedule will be live.
    * Also that we got lots of submissions, and any new sponsors.
* After we have published the schedule
    * We need to get people to buy more tickets.
    * We can have list of talks up by, say Sept 3.  Maybe not the schedule.
* Next call on ... Monday the 28th?
* Taxonomy talk?
    * Nothing worked out yet.
    * 


## Date 24 July 2023

**Attendees**

* Dave Clements
* Samina Trachier
* Wolf Vollprecht
* Dave Lester
* 


**Agenda / Minutes**

* Sponsors
    * Has Quansight sponsorship been tweeted yet?
        * No, Wolf will set up email forwarding so Dave C can do it.
    * Anaconda is a silver sponsor.
        * Anaconda Marketing will help prommote the event
        * Agreements are signed
    * Wolf has started tracking sponsors he's contacting.
        * Some talks with Red Hat, but they are hesitant this year
        * OpenSuse, waiting on budget
        * Docker and Canonical - Needs contacts
        * Microsoft
    * Push sponsorships on Twitter, LinkedIN, Mastodon
        * Dave C and Wolf
    * Post to specific companies in slack, asking for contacts
        * Dave C will post companies from the [tracking spreadsheet](https://docs.google.com/spreadsheets/d/148io4I_Tfz5cyW2lCsEdnptvCNzqfKJojWDhM5kYkgU/edit#gid=0)
    * Dave L has established contact with Google folks.
    * SLSA - Dave L will look into companies in this space.
* Talk submission deadline is one week from today.
    * Should we move that back a week?
    * We have 8 submissions as of yesterday.
    * How many do we need?
        * 70 last year
        * Did the math, it's more likely we need 30-40 this year
    * The plan
        * Keep current deadline for now.
        * Rexamine on Friday, and Monday.
        * Extend out until Friday if needed.
            * Can push farther out if needed.
    * Listen.dev contacted.
    * SLSA - Dave L will look into this
* Outreach
    * [Mailing List / Web site post](https://docs.google.com/document/d/1JJM7Tw9pV_imzphZRkEmBlWShT8xtcTz5RNVoediy6k/edit) ready to go.
    * Can also send to 300 participants
        * Wolf will do this.
    * Dave C will start sending out today.  Tracking [here](https://docs.google.com/spreadsheets/d/1bMO2Na1jFWADUpqbv4wSnoU5T0oYZ7N1XYQ9Fpl4l-M/edit#gid=0)
    * LinkedIn Account
        * Dave C would like access
        * Wolf will share
    * Email signup on website.
        * Website says monthly emails.
        * Any plan yet? 
        * Dave C will send email
    * Need Short sweet post about submission deadline.
        * Also tag twitter thread with potential speaking organizations like npm
    * 

## Date 12 July 2023

**Attendees**

* Dave Lester
* Wolf Vollprecht
* Dave Clements
* 

**Agenda / Minutes**

* Need more organization / advertising.
    * DC will post highly effective rant to slack reminding people to get involved  
    * WV will reach out to individuals.
* Need form for reviewers
* Wolf wrote to all speakers from last time.
* DL: Taxonomy of package managers?
    * This is a good place to start
* We talked about should we have a place for Packagers to Gather?
    * Yes. 
    * Platform?  Plusses / minuses
    * Dave L will research this and report back in two weeks.
* DC will reach out to Anaconda again
* WV will reach out to QuantStack
* DC will specifically ask for permission to put more time into this.
* DL: Link to past videos on the conference website?
* WV: Sponsors at the top?
    * WV will do this 
* DL: Diversity of speakers
    * Proactive outreach.
    * 


## Date: 14 June 
23

**Attendees**

* Dave Clements
* Wolf Volprecht
* Samina Trachier
* 
* 
* 



**Agenda / Minutes**

* We have one submission.
* Samina will continue to post from NumFOCUS on Twitter
* Ti.to: Recent expansions look fine.
* Marketing plan
    * CFP close, and early bird (are different dates)
* Do we need to solicit volunteers?
    * Yes
    * How do we gt more organizers?
    * Or more organizers involved?
    * Could do a twitter call for volunteers.
        * Wolf will tackle
        * Samina can reach out to Berlin PyData to ask for vols.
        * Samina [shared the form from a PyData conf](https://docs.google.com/forms/d/e/1FAIpQLSd7UJjDdkLH3zjve8hs0c5aEPOPnXTzkT1XBBvhD4lQXNgf8g/viewform)
    * Dave will create volunteer form.
* CFP reviewers
    * Might need to be a team effort to recruit these
    * Offer Reviewers a discount code.
* 43 page views on Tito.
* Squarespace: 269 visits so far.
* Sponsors
    * No strong leaning on short or long initial email.
    * Dave may do an A/B test
* Single track event
* BoFs
    * Can use all 3 rooms.
    * We have these rooms for the full event.
    * (We also have cafeteria!)
* Advertise single track, or don't bother?
    * Dave argues don't bother.

* Biggest things
    * Get more attention!  Post to more places
    * Get sponsors.




## Date: 17 May 2023

**Attendees**

* Samina Trachier
* Dave Clements
* Wolf Volprecht
* Travis Hathaway
* Cheng Lee
* 

**Agenda**

* Venue Contract is signed! 
    * Deposit paid for venue.
* Sponsorships
    * Cloudsmith not optimistic, but hasn't said no yet.
    * Dave will reach out to Bloomberg and Tidelift today
        * Will also reach out to a few others, TBD.
        * ChainGuard, Citadel,
        * 
* CFP PR is ready
    * Pretalx platform is good to go.
    * How long to have it open
* Advertise on Wednesday May 31.  
    * CFP open, registration open.
    * Tito is ready to go, almost.  Samina will fix stuff after call.
    * Dave will create PR with Registration info links.  Will be ready to go on May 30
    * 
* Call for organizers (in Berlin)
* Noa Tamir is interested in helping to organize PackagingCon.
* Need to find reviewers
    * Cheng?
    * Add something to website about recruiting reviewers.
* Next meeting will be on Tuesday, May 30.  Moving because of holiday on the 29th.
* 


## Date: 1 May 2023

**Attendees**

- Wolf Vollprecht
- Cheng H Lee
- Dave Clements
- Samina Trachier

**Agenda**

* Sponsorships
    * Won't be offering discounts to potential sponsors that are contributing significant employee time to organization.
* CFP / PreTalx
    * CFP looks good.  
    * PreTalx setup is in the works
    * Cheng will [submit a PR](https://github.com/packaging-con/packaging-con.github.io/pulls) for the CFP to web site.
* Social
    * Stick with Twitter / Tweetdeck
    * Look into Mastadon
        * https://fosstodon.org/@packagingcon
    * Also post to LinkedIn
    * Wolf will add Dave to PackagingCon TweetDeck team.
* Marketing
    * Samina will work with NumFOCUS designers.
    * Wolf favors abstract, might get skyline, ...
* Registration costs - These are the early proposed rates from NumFOCUS.
    * early bird:
        - student: 150
        - personal: 200
        - professional: 300

    * Standard:
        - Student: 200
        - personal: 300
        - professional: 400
    - Dave will look at this today and get back to Samina today. (Done)
    - 
* Will continue meeting every two weeks, alternating between Mondays and Wednesdays


## Date: 19 April 2023

**Attendees**

- Wolf Vollprecht
- Cheng H Lee

- CFP is ready


## Date: 3 April 2023

**Attendees**

- Mahe Iram Khan (in spirit)
- Wolf Vollprecht 
- Dave Clements

**Agenda**
MIK: 
* People attending PyCon DE should announce PackagingCon there for increased visibility and awareness. Perhaps a lightning talk?
* Also at PyCon US
    * Dave C will explore lightning talk possibilities for the packaging summit.
* The call for sponsors should also be put on Twitter, (Instagram), LinkedIn?
* 

WV:
* Sponsors email: 
    * Dave's email: https://docs.google.com/document/d/13VF7AUaRI5Px_j59fYwmKvQ7sA7I1VzXNokTvmIVzSo/edit?usp=sharing
    * Dave will start contacting this week; will track 
    * Samina: NumFOCUS sponsors - samina can connect, Bloomberg and Citadel in particular.

* Venue contract final review in progress.
    * Pay 80% up front.
    * Terms and Conditions are more strict.
    * Some things can be adjusted within limits
* Sprint venue?
    * Might have a nearby location at a friendly company.
    * OSSci / IBM partnership.
        * See [here](https://opensource.science/recap-ossci-meetup-february-16-at-us-santa-cruz-increasing-research-impact-through-open-source-78a9674d84cb)
    * This was the group at SciPy 2022.
    * 

Registration rates draft:

- Early bird / late bird?
    - Early / full / late ?
- Student / Unemployed / Employed?

- Last year:
    - $20 for students
    - $50 for professionals
    - $100 for professionals (reimbursed by employer)

- Early Bird: 100 / 200 / 300
- Late  Bird: 150 / 300 / 500

- All presentations live
    - streamed on YouTube or similar
    - Make it a single track event
    - How do we track online q&a?
    - Focus more on in person participants

- Promote last years content.

- 150 people
    - Including organizers and volunteers
        - who are presumably admitted free.
        - We need that number.
        - ~20 tickets for organizers and volunteers.
    - Samina tries to oversell by ~8% 

- NumFOCUS is moving from Eventbrite to Tito.
    - We will use Tito for this conference.
    - Samina will set it up.
    - (There is also [PreTix](https://pretix.eu/about/de/), from same group as PreTalx)

- PackagingCon 2021
    - 229 GA tickets
    - 16 plat sponsor tickets
    - 9 gold sponsor tickets
    - 9 silver tickets
    - net sales US$12,300

- Hotels?
    - Ask venue if they have a list of partner hotels.
    - Probably do not reserve a block of rooms.

- Twitter poll?
    - To gauge potential interest.


## Date: 22 March 2023

**Attendees**
- Dave Clements
- Wolf Vollprecht

3 people total. 

**Agenda**

- Budget draft: ![](https://i.imgur.com/iaVDL44.png)
    - Jim and Samina need to approve expenses
    - https://docs.google.com/spreadsheets/d/1JB-uK9CyzhWipfmKJPh_u9vscQYhc-K33fAiVbMK8gA/edit#gid=0
    - Dave will look at budgets from other conferences to see if we are missing anything.

- Announce it?
    - Yes.
    - Right now, dangit.

- Sponsors 
    - Dave will start reaching out to sponsrs


> We are happy to announce that PackagingCon is coming back! PackagingCon 2023 is going to happen as a hybrid event October 26-28th in Berlin - and we've updated our website to reflect that. 
> Looking forward to welcoming you all over here!
> packaging-con.org
> PackagingCon is a gathering of software package management enthusiasts - we are looking forward to talk about and present solutions from many ecosystems such as Nix, Fedora, Debian, Python / pip / poetry, conda, mamba, Spack, ... you name it!



## Date: 22 February 2023

**Attendees:**

- Dave Clements

4 people total

**Agenda:**

- [ ] (DPC) [Draft Timeline created](https://docs.google.com/spreadsheets/d/1130kWpcB5PRIUT9HsdARs1CHOY4g2mRAPtRf3FtWzK0/edit#gid=0).
    - Please update
- [ ] (WV) Website updated with dates!
    - Wolf will figure out what to do with 2021 content.
    - And then Tweet.
- [ ] ( ) Offer
    - There is an offer (shared in General channel on Slack).  €60K includes catering
    - Assume 150 people which is €400 / person, which seems pretty darn good for a 2 day event.
    - Currently addressed to NumFOCUS Europe.
    - Have a proposal in German.  Wolf will ask for English version too.
    - Wolf will ask them to reserve for 14 days to give us time to confirm.

- [ ] ( ) CFP
    - has been [written](https://docs.google.com/document/d/1ANbbWPIxQIFB6qtZ-bkNr6_mmxX1EtB22hot11JplsM/edit#heading=h.g16xpsu4g82l) by Cheng.
    - Samina will ask NF back-end dev to start on PreTalx setup.
- [ ] ( )
- [ ] ( )



## Date: 06 February 2023

**Attendees:**

- Dave Clements
- John Ayad
- 
-

4 people total

**Agenda:**

- [ ] (DPC) We need a timeline for goals, and public deadlines
    - DPC will create a draft and run it by Tomara.
    - Will present at next call.
- [ ] (DPC) NumFOCUS update?
    - NumFOCUS believes we don't need to pay VAT.
        - This belief makes DPC anxious
        - Buy Jim has experience here.
        - Tomara
            - Since it is so complicated we just don't do it.
            - Sponsorships don't pay VAT either.
    - Contracts
        - NumFOCUS signs contracts
        - 70/30 Split
            - But we don't know which way!
        - Our goal is to break even of make a little money.
- 
- 
- 
- 



## Date: 25 January 2023

**Attendees:**

- Wolf Vollprecht
- Cheng Lee
- Samina Trachier

Fixed new date for conference: 26th of October - 28th in Berlin! :tada: 
Will call venue tomorrow to reserve & get proper quote.

Networking with sponsors at Pydata Berlin: good idea :)



## Date: 09 January 2023

**Attendees:**

- Dave Clements
- Wolf Vollprecht


2 people total


**Topics**

- Venue
    - School
        - Cheaper, not as much catering.
        - Not as much common area where you can sit informally
    - Fancy
        - Can book all catering from them.
        - Large auditorium
        - 2 seminar rooms, cafe, nice outdoor cafe terrace,.
        - Weather can be nice in April.
        - More expensive.
        - At least 1/3 more expensive.
        - Rough estimate €200/person per day, maybe decreasing to €150
- Dates
    - April is 3 to 3.5 months away.
    - Fall is much safer.
    - [Reproducible Builds](https://reproducible-builds.org/events/hamburg2023/)
        - When:  October 30th, November 1st-2nd 2023.
        - Where: Hamburg, Germany at https://dock-europe.net/

- [Draft Sponsorship Prospectus](https://docs.google.com/presentation/d/1JyKdRQuefE-SvAXRtnuRXLShKpTthgT8UhdCt4GNGzM/edit#slide=id.p)
- 
- 
- 
- 
- 
- 



## Date: 28 December 2022

Cancelled

## Date: 12 December 2022

**Attendees:**

- Dave Clements (Anaconda)
- Cheng Lee (Anaconda)
- Ciara Carey (Cloudsmith)
- Jannis Leidel (Anaconda, Python Software Foundation)
- Andrew Nesbitt (Ecosyste.ms)
- John Ayad (Palantir)

9 people total


**Topics**

- Introduction
    - Ciara Carey, cloudsmith! Someone else (Hillary Foster) from Cloudsmith will join as an organizer shortly.
    - Andrew Nesbitt - involved in 2021. 
- DC: Sponsorships
    - [2021 Prospectus](https://docs.google.com/presentation/d/1KRmrp2bfYF4w7XWnZib9bZL-q00pkLEUxUBhSn64dec/edit#slide=id.p)
    - Questions about 2021 packages and how they relate to 2023
        - Convert $ to €.  Keep amounts the same?
            - Yes
        - Job board listing for Platinum
            - Link to their job board?
            - Do we have a conference job board?
            - In 2021 we had a simple job page for sponsors.
            - Make job board available to all.
        - 6 tickets for gold and 15 for Platinum
            - Did any sponsor want all their tickets last year?
            - We will keep high number, which can be different.
            - In person costs more, so lower them.
                - 5/gold, 10/Platinum?
                - Maybe lower.
    - Questions to consider for 2023
        - Exhibit spaces?
            - They are a pain, but some sponsors really want them.
            - No.  
        - Printed / Online program
            - Do we want this?
            - If so, we want to offer ads.
            - Yes, and keep it small.
                - John disagrees. Don't have it at all.
        - swag table
        - Sponsoring coffee.
- Schedule / stream
    - Sched or [Pretalx](https://pretalx.com/p/about/)
    - One stream per room.
    - Involve NumFOCUS in platform discussion.

- Ticketing
    - Check with NumFOCUS
    - LAst time we used EventBrite
    - Defer to NumFOCUS.

- April dates:
    - EUREF & GLS also available 27 & 28 of April
    - Euref calculates ~€200 / day / person with Catering
        - https://euref.de/euref-campus/
        - Euref does catering.
        - English image video: https://www.youtube.com/watch?v=LVWzbahKgmc
    - GLS not "all inclusive" -- could be better option to keep flexibility?
        - Lots of restaurants nearby
        - We could do minimal catering.
        - https://www.gls-campus-berlin.de/seminarraeume-berlin/
    - Berlin Kongressfonds -> up to 60 Euro per Person
        - Jannis will investigate
- Wolf will create survey location and dates
- Next call will be on 9 January.
    - Happy holidays!


## Date: 30 November 2022

Attendees:

- Wolf Vollprecht
- Joshua Lock
- Dave Clements
-
- 

8 people total




Topics:

- Location:
    - Got some offers in Berlin
    - Cost seem to hover around 20-30k Euros
        - 30k is with catering, location matters more if we don't have catering – proximity to restaurants
    - https://www.palisa.de/
    - https://www.gls-campus-berlin.de/
        - Available 13-15 April
        - PyCon DE is in Berlin (17-19) with 1 day break between
        - KubeCon Europe is the following week (17-21) in Amsterdam
        - 3 x rooms, 1 for 100 people, 2 for 50. 3 parallel tracks?
    - Requested a bunch more but haven't heard back
    - https://drive.google.com/drive/folders/1cViip5vevT5QlyP2aVuNmfqC0beqiPoh?usp=share_link
- Google drive space
- Website update?
    - Logo has been updated
- CfP?
- Linux Plumber style microconference -- Joshua has some resources
    - https://blogs.vmware.com/opensource/2021/05/05/guidelines-for-conducting-successful-microconferences/
- Sponsorships
    - Dave C will work on prospectus, packages, and costs.
        - Will have something by next call.


## Date: 16 November 2022

Attendees:

- Wolf Vollprecht (prefix.dev)
- Cheng Lee (Anaconda)
- Jason Hall (Chainguard)
- Kerim Satirli (HashiCorp)
- Jaime Rodríguez-Guerra (Quansight)
- Matthias Meschede (Tweag)
- Steven! Ragnarök (Open Robotics)
- Mahe Iram Khan (Anaconda)
- Dave Clements (Anaconda)

Topics

- Location decision?
    - Who wants to be location chair?
    - Austin
    - Berlin 
        - Leaning hard towards Berlin.
        -  
    - San Jose
    - Should we consider colocating with another conference?
        - JupyterCon (Paris)
        - Colocate with FOSDEM
        - Linux OSS (May, Vancouver)
        - Linux OSS (Sep, Dublin)
        - Consider capturing 20% of other conf attendees
        - KubeCon Europe (17 – 21 April 2023, Amsterdam)
- Date
    - tbd?
- CFP
    - Volunteer who wants to write it?
        - Cheng and Kerim
        - https://pretalx.com/packagingcon-2021/cfp <- last edition
- Website:
    - Update?!
    - Do we have a volunteer?
    - Repository: https://github.com/packaging-con/packaging-con.github.io
        - Steven

- BOFs
    - Include this in CFP
    - Ask speakers if they are interested in running BOFs?
        - Moderators that aren't domain experts don't lead good BOFs
    - DrupalCon has a nice writeup: https://events.drupal.org/amsterdam2019/bof-sessions

- Workshops
    - 2-4 hours?
    - As long as you can get two tracks for workshop day, it makes sense.
    - Usually the day before.
    
- Sprints?
    - Will add an extra day or two.
    - Maybe focus on common challenges instead of particular platforms.
- Hybrid
    - Maybe: Support remote participants on anything that does not negatively impact in-person participants. Focus mainly on talks for remote.
- Sponsorships
    - Dave C can run this, Kerim can help with Europe.
    - NumFOCUS has contacts and best practices.
    - Sponsor swag.
- Planning Management
    - Google account (Wolf)
    - HackMD (Dave will create common space)
    - Need to track competing events

- Swag:
    - package to unwrap for speakers
    
    
- Surveys from last year -> post on Slack
    - If we have demographic info, we'll need that for sponsor prospectus.




# Packaging Con 2022 / 2023 Kickoff meeting!


Agenda:

- Date?
    - Aim for 2022 or Spring 2023?
- In Person or Remote?
    - If in person, where?
- Decision: Spring 2023; in person/hybrid
- Location chairs:
    - Anaconda / NumFOCUS in Austin
    - QuantStack in Berlin
    - Steven! (OpenRobotics) in San Jose
    - Est 100-200 in person
- Try to plan for a hybrid conference from get-go
- Make a list of locations with pros and cons
- 2 day event, 1 day sprint (thursday/friday + saturday sprints)
- Registration fee to pay for the hotel (make companies pay)

Early things:
- Get sponsors again
- Keynote speakers


Todo:

- Update website? Do we have volunteers?
    - repo here https://github.com/packaging-con/packaging-con.github.io
- pretalx was OK!
- pretix? or eventbrite

---

Join reproducible builds summit?

    Hello everybody,

    I'm glad to announce you that we are tentatively planning to hold this
    year's Reproducible Builds Summit in Venice, Italy!
    As several have requested, we picked an European location that is well
    connected, including by rails. ;)

    Before going ahead and start the actual venue seeking/booking, we'd like
    to hear your opinion on what dates would fit you best, as to maximize
    the attendance.

    As usual, RBS will run through the week, Tuesday to Thursday, and we'd
    like attendees to arrive on Monday and leave on Friday, but of course
    people arriving or leavig mid-week are welcome too! :)

    The tentative dates currently are:
        September:
            13-15
            27-29
        October:
            4-6
            18-20
            25-27
        November:
            1-3
