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# System prepended metadata

title: Meeting notes 2020-04-24

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# Meeting notes 2020-04-24

## Agenda

- Meeting housekeeping
    - 1h meeting
    - facilitator (Moritz, Backup Pieter)
    - notekeeper (blinry)

- keynote speaker?
    - Ask Nikki next?

- Move deadline to Sunday, May 3rd?

- Reviewing proposals
    - Timeline, suggestion:
        - extend deadline to 2020-05-03 anywhere on earth
        - reviewing starts 2020-05-04, in the afternoon
        - reviewing ends 2020-05-07, midnight AoE
        - deciding on accept/reject together on 2020-05-08
        - send acceptance/reject emails on the same day (note: website says 2020-06-06)
    - Invite more people to review?
    - offering the opportunity to proposals accepted in past years to speak this year, without going through the selection process

- Update on Zulip
    - E-mail sent, and reply gotten, we have two options:
        - We could offer you a sponsored Zulip account. This means:
            * We'll provide Zulip Standard, free of cost
            * If you list sponsors, partners, or other donors on your website, we request you list Zulip at an appropriate tier.
        - Alternatively, we can offer Zulip under our non-profit plan for $12/user/year (no need to list us as a sponsor in that case).

- Sponsoring
    - Mozilla: do we want it & what we'll offer

- Budget
    - speaker compensation
    - captioning the talks

- Key message: text & where we will put it
    - Proposal: https://hackmd.io/Wl2IFUErRmWfi1mliRHdig?both

- What to include on registration form 
    - Proposal: the key message, check mark for CoC, intro from them, questions for us

- Having guidelines/ expectations for attendees 
    - Proposal: Have something short (~a few bullet points) about eg politics chat, @ing all

- Time range for the event?
    - in the past: 9:00 CEST doors open, 10:00 CEST welcome announcements, 16:15 CEST goodbye. Pretty much Europe-only.
    - time range that works for both Europe and the East Coast: 15:00 CEST/9:00 EDT - 21:00 CEST/15:00 EDT
    - time range that includes the West Coast: 18:00 CEST/9:00 PDT - 00:00 CEST/15:00 PDT
    - (sanity check: 16 talks of (10 min + 2 min swap) + long break of 60 min + 2 short breaks of 30 min + 15 min hello + 15 min goodbye = 5.7 h) (+ plus keynote?)


- Any updates on Zoom?
    - Are we concerned about Zoom-bombing? What precautions to take?

## Notes

Opening speakers:

- Darsha doesn't have resources, maybe next year
- Nikki, Os' recommendation: build an opinion until Sunday, then decide
- We don't really have a backup. If we don't like Nikki, we can mention who we'd prefer to ask next. Open for new recommendations!

Move the deadline?

- 6 submissions currently
- current deadline: 30th
- options:
    - 1: announce today that the deadline is on Sunday
    - 2: remind people of the 30th-deadline, then announce the extension
    - 3: not extend, and send two reminders
- more talks is better. We had 35? last year, and it was not really easy to find 16 good ones
- better decide today, rather than waiting how many submissions we get
- maybe the number of reminder emails is essential for the number of submissions?
- decision: we're going to extend to May the 3rd, and send to reminders

Dates for reviewing

- blinry can anonymize by afternoon the 4th (Monday)
- how many days do we need for reviewing?
- !!Con is that weekend
- decision: discussing the proposals Sunday, May 10th, starting 10:30 CEST

Invite previous speakers?

- options:
    - 1: ask people whether they want to give their (previously accepted) talks this year before we look at the new talks
    - 2: don't give them special rights, include them in this year's reviewing process
- is it fair to just include them. we think so.
- decision: option 1

Zulip

- decision: we want a sponsored account :)

Key message

- will go to:
    - the invitation to Zulip
    - website, CoC page
    - pretix

Sponsoring

- we are kind of cool with Mozilla sponsoring us
- what to use it for?
    - captioning?
    - paying (keynote) speakers?

Captioning

- tech: YouTube provides an endpoint for subtitles
- could we caption ourselves?
    - at CCC events, people do live captioning, in groups of 4-5
        - later: ML, volunteers would edit

Time range

- until midnight seems too late
- we prefer keeping closer to the old time range, as US people have enought cool events
- offer speakers time slots later in the day
- we could move the keynote last
- doing it first would be a warm-up
- take further discussion offline

Pieter will facilitate next time, prepare the agenda, people can add stuff to ~1 h before

## Tasks

- [ ] Check out Nikki, talk about opening speakers on Sunday (everyone)
- [x] send a reminder today-ish that the deadline is extended (Moritz: mailing list, blinry: RC Zulip)
- [ ] send a reminder before next weekend (Moritz: mailing list, blinry: RC Zulip)
- [x] Update the website to reflect the new dates (CfP May 3rd + when we will get back to people: May 17th) (Chris)
- [x] Extend the deadline in pretalx (blinry)
- [ ] Invite more reviewers (Moritz)
- [x] Ask previous speakers whether they want to give they talks this year (Moritz)
- [x] Reply to Zulip people (Pieter)
- [ ] Put key message on the website (Chris)
- [x] Reply to Mozilla (Moritz)
- [x] Provide 2018 communication with Mirabai (Moritz)
- [x] Look up what professional captioning costs (Nasreen)