MoneroKon 2022 Planning Meeting: Sunday 30th January 2022 @ 18:00 UTC

[umma08]

Location
IRC:
#monero-events

The Matrix channel:
#monero-events:monero.social (https://matrix.to/#/#monero-events:monero.social?via=matrix.org&via=monero.social)

The Telegram channel:
t.me/monerokon

These instructions for joining the Matrix server:
https://forum.monero.space/d/79-how-to-join-the-monero-core-team-matrix-server-web

Time:

18:00 UTC

Proposed Meeting Items
:
Please comment on GitHub in advance of the meeting if you would like to propose an agenda item.

Agenda:

1. Greetings
2. Update on CCS status
3. Request for info on XMR > fiat exchange
4. Update on contract between DR and G+H (all)
5. Update on availability/quotes (G+H)
6. Update on website and ticketing (DR+ajs)
7. Updates from kanban board (if applicable)
8. Agree next steps
9. AOB
10. Confirm next meeting time and date

[umma08]

updated to include new Agenda item (3) as proposed by string111[m] on IRC/Matrix

[umma08]

Logs of meeting are below

[2022-01-30 18:00:06] Hello all. It is MoneroKon 2022 planning meeting time. Agenda may be found here: #656
[2022-01-30 18:00:12] 1. Greetings
[2022-01-30 18:00:23] Hello.
[2022-01-30 18:00:57] [telegram] Hello
[2022-01-30 18:02:06] hey msvb-web hi @manhuichi
[2022-01-30 18:03:00] let's maybe wait a min or two and see if anyone else will join us the matrix bridge being down may hinder a few people
[2022-01-30 18:03:29] hello
[2022-01-30 18:04:17] [xmpp] hi
[2022-01-30 18:04:30] ok. i think we have a good crowd to have a meeting
[2022-01-30 18:04:44] i will post the logs afterwards, if people missed out
[2022-01-30 18:04:49] 2. CCS Status
[2022-01-30 18:04:55] the CCS is 83% funded
[2022-01-30 18:05:26] i am going to do another reddit push this week, but any other outreach help would be appreciated
[2022-01-30 18:06:24] are there any questions/comments/concerns on the CCS as it stands?
[2022-01-30 18:07:20] 3. Request for info on XMR > fiat exchange (new agenda item added a few mins ago)
[2022-01-30 18:07:38] [xmpp] A tweet from @monero account was sent out a couple days ago
[2022-01-30 18:07:46] there was a q posed on matrix/irc about the CCS > fiat exchange.
[2022-01-30 18:07:51] @ajs thanks
[2022-01-30 18:08:13] https://nitter.it/monero/status/1486406276770840583
[2022-01-30 18:08:19] binaryFate: i am not sure if you wish to answer this/feel it needs to be answered. i can get the exact q if you give me two mins
[2022-01-30 18:08:50] I am not sure what is the question
[2022-01-30 18:08:56] "I have a question about the event: Since you will not be able to pay all the bills with monero exclusively, how do you intend to cash it out?"
[2022-01-30 18:09:02] It's Luigi's question 'How will cryptocurrency to fiat conversion be accomplished?'
[2022-01-30 18:09:10] https://libera.monerologs.net/monero-community/20220129#c67549
[2022-01-30 18:10:43] My "contribution" in that respect is very simple. On whatever date we collectively decide is a good time to do the CCS -> fiat conversion, we'll do it, that is use the market price on that day.
[2022-01-30 18:11:39] We don't know why, but Luigi was interested to know how the conversion would happen.
[2022-01-30 18:11:42] I'll receive the XMR from the CCS, and the corresponding fiat amount will be soon after available for the DR company to pay stuff.
[2022-01-30 18:12:08] Probably he wants to know which service would be used or how the conversion would work if no service is used.
[2022-01-30 18:13:26] I think that information is off-topic to everyone else but me and deedledea[m]
[2022-01-30 18:13:34] i guess having a transparent record of (at least) the exchange rate used (and its source) may be helpful. would that be doable, binaryFate ?
[2022-01-30 18:13:56] so we could agree coinmarketcap/kraken/coinranking (or some other)
[2022-01-30 18:15:09] I will be transparent to the extent that it is the market rate on the day we collectively decide to do it
[2022-01-30 18:15:13] I kind of think it's irrelevant, but maybe others care a lot about it.
[2022-01-30 18:16:11] I will not give information how I convert and where (if at all), as this has no bearing on the konferenco project whatsoever but would be silly for me to spread over the internet
[2022-01-30 18:16:32] ok. let's move on, and if others want to raise this topics again, they can. personally i think knowing the source of the market rate may be helpful, but agree there are confidentiality issues as well
[2022-01-30 18:16:50] 4. Update on contract between DR and G+H (all)
[2022-01-30 18:17:12] @manhuichi if you are here - is this completed yet?
[2022-01-30 18:17:36] [telegram] yes - done! (re @xmr_events_bot: (irc) midipoet @manhuichi if you are here - is this completed yet?)
[2022-01-30 18:17:43] Great :-)
[2022-01-30 18:17:54] 5. Update on availability/quotes (G+H)
[2022-01-30 18:18:08] @manhuichi - this is also for you to update
[2022-01-30 18:20:03] [telegram] We have reached out to this list of venues. Received replies from Arroz Estudios, Suspenso (250 pp) and Village Underground (50 pp).
[2022-01-30 18:20:30] [telegram] I have uploaded some docs they sent on here: https://drive.google.com/drive/folders/1XvGX_VZWIc4Po0oWEmAucuG1vgV15vJ1?usp=sharing
[2022-01-30 18:21:06] Also. https://cryptpad.disroot.org/kanban/#/2/kanban/edit/dXRhQNnsd3eLZelrDTAyK-eZ/
[2022-01-30 18:21:24] @manhuichi - great. i was looking for these earlier. for those that don't want to use google - i will try and get this info over to kanban (localmonero05 is the same info there already?)
[2022-01-30 18:21:40] [telegram] In terms of availabilty for all, currently available but there is request, nothing confirmed. Dates June 4-5, 11-12, 18-19, July 2-3
[2022-01-30 18:22:05] [telegram] Sorry - didn't know I could upload docs to the Kanban!
[2022-01-30 18:22:39] [telegram] In terms of availabilty for all, currently available but there is request, nothing confirmed. Dates: June 4-5, 11-12, 18-19, July 2-3
[2022-01-30 18:22:53] [telegram] In terms of availabilty for all venues above, currently available but there is request, nothing confirmed. Dates: June 4-5, 11-12, 18-19, July 2-3
[2022-01-30 18:23:45] Is Village Underground a new choice? I didn't see it before.
[2022-01-30 18:23:53] [telegram] Regarding the no. of people for the events, when do you think the team can confirm?
[2022-01-30 18:24:17] [telegram] Yes, I added a few more and was speaking to @midipoet getting venues for 50 pp as a backup (re @xmr_events_bot: (irc) msvb-web Is Village Underground a new choice? I didn't see it before.)
[2022-01-30 18:25:15] [telegram] Regarding the no. of people for the events (50 or 250 people), when do you think the team can confirm?
[2022-01-30 18:25:16] @manhuichi so it seems for all those we have heard from the last weekend in June is not available? (is this correct?)
[2022-01-30 18:25:48] The Village Underground seems to be a good choice if something goes wrong and our 100-200 estimate is reduced to 50 capacity. But the rooms are very small, which is a bad quality for health ventillation. Am I wrong?
[2022-01-30 18:28:15] [telegram] I didn't check that weekend as I am booked for another event, Graham will be available. I can check ask if it's your preference. (re @xmr_events_bot: (irc) midipoet @manhuichi so it seems for all those we have heard from the last weekend in June is not available? (is this correct?))
[2022-01-30 18:28:44] [telegram] Village Underground has outdoor space as well (re @xmr_events_bot: (irc) msvb-web The Village Underground seems to be a good choice if something goes wrong and our 100-200 estimate is reduced to 50 capacity. But the rooms are very small, which is a bad quality for health ventillation. Am I wrong?)
[2022-01-30 18:29:14] [telegram] Village Underground has outdoor space as well - there was another event there and they had food trucks outside and networking area (re @xmr_events_bot: (irc) msvb-web The Village Underground seems to be a good choice if something goes wrong and our 100-200 estimate is reduced to 50 capacity. But the rooms are very small, which is a bad quality for health ventillation. Am I wrong?)
[2022-01-30 18:29:30] [telegram] Village Underground has outdoor space as well - there was another event there we attended and they had food trucks outside and networking area (re @xmr_events_bot: (irc) msvb-web The Village Underground seems to be a good choice if something goes wrong and our 100-200 estimate is reduced to 50 capacity. But the rooms are very small, which is a bad quality for health ventillation. Am I wrong?)
[2022-01-30 18:29:45] If we expect 200 people, do you think Suspenso wouldbe the best choice @manhuichi? That one has both excellent indoor and outdoor options is that right?
[2022-01-30 18:30:30] [telegram] Yes for 250 Arroz Estudios and Suspenso have both indoor and outdoor space. (re @xmr_events_bot: (irc) msvb-web If we expect 200 people, do you think Suspenso wouldbe the best choice @manhuichi? That one has both excellent indoor and outdoor options is that right?)
[2022-01-30 18:30:44] @manhuichi my own (and i think our) preference would be for both you and graham to be on site for the event. What do people think about the first week of July?
[2022-01-30 18:31:32] or the weekend of June 18-19 (for that matter).
[2022-01-30 18:31:49] [telegram] Yes ideally both of us should be present, we have a lot of things to do on the day 😅 (re @xmr_events_bot: (irc) midipoet @manhuichi my own (and i think our) preference would be for both you and graham to be on site for the event. What do people think about the first week of July?)
[2022-01-30 18:32:17] But Arroz does not allow weekend rentals I think, right? So it would seen Suspenso is our best option. Have you @manhuichi been to both Suspenso and Arroz for a tour, by chance?
[2022-01-30 18:32:36] [telegram] Fist weekend of July is good with me
[2022-01-30 18:33:24] msvb-web: i also think Suspenso - but i think we need to understand what the licensing thing is if we bring our own DJ
[2022-01-30 18:33:28] [telegram] Arroz have made an exception to open on any of the weekends if you want
[2022-01-30 18:33:37] oh that's cool
[2022-01-30 18:33:51] [telegram] (but we need to get back to them with a precisde date asap)
[2022-01-30 18:34:02] Yes, that's really good news. So we have two excellent choices, as long as our dates are possible. Arroz and Suspenso.
[2022-01-30 18:34:48] shall we discuss this at the midweek meeting (with a view to deciding a firm date and next steps)? or do people want to try and decide this now?
[2022-01-30 18:35:18] If we choose a July date, let's not forget that Defcon begins less than a month later.
[2022-01-30 18:35:36] msvb-web: that's a really good point.
[2022-01-30 18:35:49] [telegram] <ajs_xmr>Do the venues include any AV equipment?
[2022-01-30 18:36:17] [telegram] (The only weekend that doesn't suit Arroz is 18/19 June)
[2022-01-30 18:37:05] Can you @gramsdb and @huichi both attend on the weekend before and after that?
[2022-01-30 18:38:10] 11-12 June and 25-26 June, are both these dates available at both our favourite venues as well as both @manhuichi @gramsdb can attend?
[2022-01-30 18:39:29] msvb-web: 25-26 June is out (for both G+H attending) (afaiu)
[2022-01-30 18:39:52] so 11-12 is the next option (afaiu)
[2022-01-30 18:39:52] [telegram] Just me, Graham will be available on 25-26 June
[2022-01-30 18:39:56] So our best choice is probably 11-12 June, do you think so midipoet?
[2022-01-30 18:40:04] msvb-web: yes
[2022-01-30 18:40:09] i think we should target that
[2022-01-30 18:40:26] and get firm quotes for suspenso and arroz for those dates
[2022-01-30 18:41:09] Can ajs_[m], deedledea[m], binaryFate, and carrington[m] attend on 11-12 June?
[2022-01-30 18:41:40] Any reason at all to not seriously choose 11-12 June for our date?
[2022-01-30 18:41:55] msvb-web: i cannot think of any
[2022-01-30 18:42:44] So let's pretend that we made a permanent date choice then? If we do, then ajs_[m] could write it on the website.
[2022-01-30 18:43:08] agree.
[2022-01-30 18:43:33] @manhui and @gramsdb can we try and get firm quotes from Suspenso and Arroz asap for those dates
[2022-01-30 18:43:50] *@manhuichi
[2022-01-30 18:44:08] [telegram] 👍🏻
[2022-01-30 18:44:21] 6. Update on website and ticketing (DR+ajs)
[2022-01-30 18:44:32] ajs_[m]: is there any update on the website shuffle?
[2022-01-30 18:44:36] What information is missing to get the quotes, what will the venues ask us in order to supply the quotes?
[2022-01-30 18:45:06] oops. good question msvb-web
[2022-01-30 18:45:50] [telegram] <ajs_xmr>Website is done, but waiting on DNS for domain to be updated (WIP)
[2022-01-30 18:46:10] @ajs_xmr ok. thanks.
[2022-01-30 18:46:12] Let's pretend we are a venue. Huichi and Grams say 'please tell us how much it costs.' What is our response then? A whole bunch of questions right?
[2022-01-30 18:46:31] But maybe they are totally prepared for the questions.
[2022-01-30 18:46:36] msvb-web: we have a venue wishlist (including firm requests)
[2022-01-30 18:46:50] but i think @manhuichi indicated they wished for more info
[2022-01-30 18:47:24] @manhuichi if you can add those requests/missing info to the venue wishlist doc, we can try and answer them asap
[2022-01-30 18:47:25] Yes midipoet, that's why I think there is no information missing. But if one single thing is missing it will cause a week of delay. Let's hope for the best.
[2022-01-30 18:48:22] 7. Updates from kanban board (if applicable)
[2022-01-30 18:48:33] i don't think there is anything major to add on this
[2022-01-30 18:48:43] [telegram] Do we need a setup day? Sponsors get table and chair?
[2022-01-30 18:49:16] [telegram] Do we need a setup day (half day)? Sponsors get table and chair?
[2022-01-30 18:49:29] @manhuichi - yes to both - full day of setup to be sure (i would think). maybe sponsors get two chairs.
[2022-01-30 18:49:48] [telegram] How many sponsors are you aiming for?
[2022-01-30 18:50:37] There is a list of sponsor candidates on the canban, maybe divide by four and that's our estimate?
[2022-01-30 18:50:46] msvb-web: yes ^
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[2022-01-30 18:52:06] so no more than 5 sponsors that require a table (i would think)
[2022-01-30 18:52:14] probably close to 3/4
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[2022-01-30 18:53:28] There may be an equal amount of workgroups that don't qualify as sponsors. Outreach, Monerujo, Hardware, Localisation, Mastering Monero, things like that.
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[2022-01-30 18:54:05] msvb-web: yes, good point. so do we think a requirement of 10 tables (max) with two chairs per table. (that seems a lot)
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[2022-01-30 18:54:18] @manhuichi and @GrahamDB are asking 'how many tables we want a quote for' I think, rather than 'how many sponsors will there be' right?
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[2022-01-30 18:55:03] [telegram] Yes, just need to know to get a quote for the furniture we need and for setup day. Branding wise, are we looking to get branded booths or something simple like stand up banners?
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[2022-01-30 18:55:18] If we are getting quotes for the venue including tables and the tables are cheap we should get twelve, midpriced, could be eight, and expensive could be five.
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[2022-01-30 18:55:32] that seems sensible ^
[2022-01-30 18:55:43] [telegram] Yes, just need to know to get a quote for the furniture we need and for setup day. Branding wise, are we looking to get branded booths or something simple like stand up banners? If it's branded booths, then we need to get production company in the day before
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[2022-01-30 18:56:25] It's unlikely that sponsors will arrange for branded backwalls and printing. Workgroups will have almost none at all. So we just want plain tables and chairs, if the tables come with tablecloths that's good for us.
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[2022-01-30 18:57:15] @manhuichi - my feeling is we should get a quote including a set-up day, regardless. does anybody else have a feeling on this?
[2022-01-30 18:57:17] We will tell sponsors 'you get rights to occupy a table' and 'you can bring your own banners if they fit behind the tables.
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[2022-01-30 18:57:48] [telegram] 👍🏻 (re @xmr_events_bot: (irc) midipoet @manhuichi - my feeling is we should get a quote including a set-up day, regardless. does anybody else have a feeling on this?)
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[2022-01-30 18:58:31] ok. i am conscious of time and don't want to run too much over
[2022-01-30 18:58:32] We need a setup day for 200 capacity. The only reason(s) to cancel the setup day is if we are desperate for savings (from exchange rate problems) and capacity is less than expected.
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[2022-01-30 18:58:44] msvb-web: yes, agree
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[2022-01-30 18:58:58] So let's get quotes please for 12 tables and a setup day.
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[2022-01-30 18:59:36] We'll socially engineer if the quotes are high, to cancel a half setup day and four tables, which the venue will understand as 'they are about to fully cancel we should give them a big discount.'
[2022-01-30 18:59:45] lol
[2022-01-30 18:59:57] This really works, it's a serious suggestion.
[2022-01-30 19:00:06] i will add the requirements of set-up day and 12 tables to the kanban venue wishlist
[2022-01-30 19:01:20] 8. Agree next steps
[2022-01-30 19:01:30] are we ok for sub-meeting this week on Jitsi?
[2022-01-30 19:01:44] what day works best (tue/wed/thurs)?
[2022-01-30 19:01:50] Okay with me for Jitsi mid week.
[2022-01-30 19:02:07] @manhuichi and @gramsdb?
[2022-01-30 19:02:22] [telegram] I think Thursday so we have some time to talk with the venues
[2022-01-30 19:02:33] ← binaryFate left (~binaryFat@monero/binaryFate): part
[2022-01-30 19:02:44] perfect. let's say Thursday 19:00 UTC (i will ping people to confirm)
[2022-01-30 19:02:52] → binaryFate joined (~binaryFat@monero/binaryFate)
[2022-01-30 19:02:53] * ChanServ set +o binaryFate
[2022-01-30 19:03:05] 9. AOB?
[2022-01-30 19:03:17] the original dates for the Berlin event were chosen in part because academic speakers were more likely free during that time. No idea if this is a consideration for this event and if so what the timing should be.
[2022-01-30 19:03:23] What does AOB mean?
[2022-01-30 19:03:29] any other business
[2022-01-30 19:03:52] nioc: yes - you have a point. i think mid June is off season for most academics
[2022-01-30 19:04:49] ok :)
[2022-01-30 19:04:56] this is from an Irish college
[2022-01-30 19:05:02] https://usercontent.irccloud-cdn.com/file/HA7izOkA/Screenshot%202022-01-30%20at%2019.04.49.png
[2022-01-30 19:05:32] much research
[2022-01-30 19:05:44] [telegram] May would be a good month :D
[2022-01-30 19:06:02] nioc: also, i think the weekend should allow academics to join (especially as it is research related).
[2022-01-30 19:07:27] if there are no other comments, questions, or concerns, i think we can adjourn
[2022-01-30 19:07:49] deedledea[m]: check PM
[2022-01-30 19:08:14] @manhuichi and gramsdb please do keep an eye on the Venue Wishlist Kanban. link here
[2022-01-30 19:08:24] https://cryptpad.disroot.org/pad/#/2/pad/edit/NnjBlAV78oEKScZKVnqMOtox/
[2022-01-30 19:08:40] [telegram] ok thanks
[2022-01-30 19:08:45] as that is the requirements for the quote. if there is anything missing/required, please ping us
[2022-01-30 19:09:00] i think we really should try and get a venue locked in asap
[2022-01-30 19:10:22] ok. meeting adjourned. see some of you this Thursday. if anybody want's to join that sub-meeting, please ping me, and i can send you details.
[2022-01-30 19:11:00] Thanks midipoet for moderating the meeting.