umma08
commented
2 years ago Logs below:
[2022-06-11 19:00:48] <midipoet> It's MoneroKon planning meeting time (the last IRC meeting). Agenda is here: https://github.com/monero-project/meta/issues/713
[2022-06-11 19:00:50] <midipoet> 1. Greetings
[2022-06-11 19:00:57] <msvb-web> Hello.
[2022-06-11 19:02:51] <midipoet> 2. Invoices for community approval (DR)
[2022-06-11 19:03:04] <midipoet> we have quite a few of these to get through today, so i am going to move on
[2022-06-11 19:03:21] <midipoet> first is Arroz Studios: https://cryptpad.disroot.org/file/#/2/file/PAUR6xrRzzis0uK6SolR8fLe/
[2022-06-11 19:03:58] <midipoet> there were some concerns about this one, especially the high price of the high tables/chairs.
[2022-06-11 19:05:05] <midipoet> i spoke with the venue on Friday, an overview of that convo is found here: https://www.irccloud.com/pastebin/rI3yGlLh/
[2022-06-11 19:06:22] ⇐ kico quit (~kico@user/kico): Ping timeout: 246 seconds
[2022-06-11 19:06:30] <msvb-web> The transcript is useful. The invoice is complex, but probably nothing that can be simplified.
[2022-06-11 19:06:46] <midipoet> my opinion is that we are going to have to bite the bullet on the cost of this, given the time pressure, and put it down as a lesson learned regarding required seating capacity, sponsor requirements, and timing of apportioned costs.
[2022-06-11 19:07:47] <midipoet> so let's vote on this: Approve = +1, Disapprove = -1, Abstain = 0.
[2022-06-11 19:08:19] <midipoet> my vote is approve (+1)
[2022-06-11 19:10:21] <msvb-web> I think I'm the only other person in the meeting?
[2022-06-11 19:10:24] <msvb-web> Approve.
[2022-06-11 19:10:30] <msvb-web> There are no long tables in the invoice, but the transcript suggests that there are enough of them without buying new ones. There will be one or two needed outside at the merchandise area, for the six metre length of the container.
[2022-06-11 19:11:03] <msvb-web> I think Graham has the idea of putting tables there, so I assume the transcript relating to indoor tables is the uninformed party.
[2022-06-11 19:11:44] <midipoet> msvb-web: my understanding is that there was confusion about whether the long tables were needed or not. The Venue manager (Steven) has stated that they will cover the cost of the long tables, seeing as we have covered 100% of the high tables and chairs (which they will be keeping)
[2022-06-11 19:12:26] <msvb-web> Yes okay. Obviously we can't use high tables for handing out dozens or hundreds of bags though.
[2022-06-11 19:12:53] <midipoet> exactly. the high tables are for 7 of the sponsors, and scattered around the inside area for additional seating
[2022-06-11 19:13:00] <msvb-web> I was careful to make Huichi's floorplan accurate, and I updated Aj's area as well to include parasols there for him.
[2022-06-11 19:13:12] <midipoet> that's very helpful - thanks
[2022-06-11 19:13:27] <msvb-web> So let's assume the merchandise group reserves two long tables, and will give one up if there is urgency.
[2022-06-11 19:13:50] <msvb-web> No other votes for the invoice I guess.
[2022-06-11 19:13:59] <midipoet> ok next invoice is Luz e Som (this is for the video screens). We had paid half of this invoice and this is the balance.
[2022-06-11 19:14:01] <midipoet> https://cryptpad.fr/file/#/2/file/xNwa5xYmpVtMvQ70sVtEfePb/
[2022-06-11 19:14:19] <midipoet> i vote approve (+1)
[2022-06-11 19:14:56] <msvb-web> I think aluguer means rent.
[2022-06-11 19:15:04] <msvb-web> Approve.
[2022-06-11 19:15:18] <midipoet> Yes these are rented video screens
[2022-06-11 19:15:25] <midipoet> next invoice is for the stickers: https://cryptpad.disroot.org/file/#/2/file/i0P2y5cG0pWDPqGXdpfFehg9/
[2022-06-11 19:16:14] <midipoet> i vote approve (+1)
[2022-06-11 19:17:31] <msvb-web> This makes no sense, the VAT in Germany (place of origin) is 19%. The VAT in Portugal is 23%. They claim 25%, but there is no EU country with this rate.
[2022-06-11 19:17:34] ⇐ mfoolb quit (~mfoolb@user/mfoolb): Ping timeout: 240 seconds
[2022-06-11 19:17:34] <ajs_[m]> hi
[2022-06-11 19:18:35] <midipoet> to be honest, i thought VAT gets reclaimed at year end (not a tax accountant though)
[2022-06-11 19:19:29] <msvb-web> I assume the invoice is wrong, but the question is if we want to allow having no stickers. The ones I ordered (500 resin filled dome 7cm) may arrive on time or maybe not.
[2022-06-11 19:20:33] <msvb-web> Can ajs_[m] vote please? I don't like voting approve on nonessential items with clear mistakes or false tax values.
[2022-06-11 19:21:10] <ajs_[m]> +1
[2022-06-11 19:21:25] <midipoet> for the price difference between 19% tax rate and 25% tax rate it is probably not worth not having the stickers.
[2022-06-11 19:21:36] <midipoet> +1
[2022-06-11 19:22:21] <msvb-web> Okay, no problem. I'll abstain, so we can move to the next invoice.
[2022-06-11 19:22:25] <midipoet> next invoice is from AJ, it is for various A/V equipment, and some miscellaneous expenditure: https://cryptpad.disroot.org/file/#/2/file/17756WhbRftE-bXRehVot+K5/
[2022-06-11 19:23:03] <midipoet> this also has a tax element, which will probably need to be okayed by DR at some point (assuming they wish to claim back the VAT)
[2022-06-11 19:23:22] <midipoet> either way, i approve (+1)
[2022-06-11 19:23:30] <msvb-web> Approve.
[2022-06-11 19:23:42] <ajs_[m]> 0
[2022-06-11 19:24:09] <msvb-web> You ajs_[m] maybe put the baggage scale on twice by accident, but it doesn't matter.
[2022-06-11 19:24:28] <msvb-web> Or maybe this is a repeat invoice that we did not approve last week.
[2022-06-11 19:24:37] <msvb-web> Doesn't matter either way
[2022-06-11 19:24:52] <ajs_[m]> i had to reorder digital baggage scale because my last order was canceled by supplier
[2022-06-11 19:25:08] <ajs_[m]> i am waiting on refund for that order
[2022-06-11 19:25:10] <msvb-web> Ah that's too bad, but hopefully the new order will arrive on time.
[2022-06-11 19:25:30] <ajs_[m]> it has already
[2022-06-11 19:25:32] <midipoet> next up is the invoice for the Bus. this is for speakers to get from the venue to restaurant and back (safely): https://cryptpad.disroot.org/file/#/2/file/Kww40xi12udkni8Yw8b7+JCZ/
[2022-06-11 19:25:57] <midipoet> the tax on this is 6% (have no idea why)
[2022-06-11 19:26:06] <ajs_[m]> all these suppliers have been delivered to warehouse
[2022-06-11 19:26:12] <msvb-web> It's reduced, just like food products get reduced tax.
[2022-06-11 19:26:20] <msvb-web> I approve the invoice.
[2022-06-11 19:26:28] <midipoet> +1
[2022-06-11 19:27:06] <midipoet> next up is an invoice for flyers, cards and a banner: https://cryptpad.disroot.org/file/#/2/file/HCXq0+X1ioJcsOFZ9QGVlIRM/
[2022-06-11 19:27:14] <midipoet> (i am actually not sure what these are)
[2022-06-11 19:27:21] <ajs_[m]> +1
[2022-06-11 19:27:49] <midipoet> are the flyer for Monero info or conference/schedule info?
[2022-06-11 19:27:59] <ajs_[m]> this is actually an order from a sponsor and monerujo
[2022-06-11 19:28:22] <midipoet> okay
[2022-06-11 19:28:25] <msvb-web> Accept.
[2022-06-11 19:28:29] <msvb-web> I mean approve.
[2022-06-11 19:28:34] <ajs_[m]> because of time, we are buying them and they will reimburse us for the cost
[2022-06-11 19:28:41] <midipoet> ajs_[m]: sounds good
[2022-06-11 19:28:43] <midipoet> +1
[2022-06-11 19:28:50] <midipoet> okay that is all the invoices approved
[2022-06-11 19:28:58] <midipoet> i will ask that DR process these ASAP
[2022-06-11 19:29:08] <midipoet> as suppliers are at time critical, i would assume
[2022-06-11 19:29:14] <ajs_[m]> +1
[2022-06-11 19:29:17] <midipoet> deedledea[m]: ^^^
[2022-06-11 19:29:21] <midipoet> binaryFate: ^^^
[2022-06-11 19:29:50] <ajs_[m]> especially the banner invoice
[2022-06-11 19:29:52] <midipoet> it would be really great if these could get processed today or tomorrow, so we have a chance the money may arrive in the accounts of suppliers on Monday/Tuesday
[2022-06-11 19:30:12] <midipoet> ok. next item
[2022-06-11 19:30:13] <midipoet> 3. Update on venue requirements q list (G+H/all)
[2022-06-11 19:30:30] <midipoet> https://cryptpad.disroot.org/pad/#/2/pad/edit/NnjBlAV78oEKScZKVnqMOtox/
[2022-06-11 19:30:47] <ajs_[m]> i ordered it with rush delivery, but not sure if the banners and flyers will arrive before Friday
[2022-06-11 19:30:56] <midipoet> i think we are ok on most items on this doc, apart from the water (which we are still trying to figure out)
[2022-06-11 19:31:56] <midipoet> what is the status with the water? are we just hoping to order first thing on Tuesday (when offices open back up)?
[2022-06-11 19:32:11] <ajs_[m]> i can't believe why getting water is such a problem.
[2022-06-11 19:32:21] <midipoet> yeah - its odd
[2022-06-11 19:32:23] <msvb-web> The merchandise table banner was returned by logistics, so I'll make my own using a vinyl cutter and reused nylon material.
[2022-06-11 19:33:17] <midipoet> the venue will have a water tap available, and absolute worst comes to worst we can buy bottles from the supermarket
[2022-06-11 19:33:18] — msvb-mtx[m] uploaded an image: (422KiB) < https://libera.ems.host/_matrix/media/r0/download/monero.social/ZHLLSkCordegUfxxKqtSYlBj/image.png >
[2022-06-11 19:33:24] <msvb-web> This is the current state of the floorplan, by the way. I guess it may relate to the current topic.
[2022-06-11 19:34:27] <midipoet> msvb-web: do you know where the water tap is on there by any chance?
[2022-06-11 19:34:32] <midipoet> (just in case)
[2022-06-11 19:35:02] <msvb-web> No, sorry. I just know where the bathroom is. There will be water pipes in that area as well as the bar corner.
[2022-06-11 19:35:51] <midipoet> one item is also the outstanding requirement for power cables and parasoles
[2022-06-11 19:36:27] <midipoet> as far as i understand it the venue is thinking of rigging up awnings now (as ajs and i had discussed prior)
[2022-06-11 19:36:51] <midipoet> it seems they will take the responsibility for this, which will aid our set up time
[2022-06-11 19:37:11] <midipoet> this also means that we wont get a massive invoice for €400 parasoles
[2022-06-11 19:37:20] <midipoet> i hope, anyway
[2022-06-11 19:37:48] <msvb-web> It could go very badly, but I don't know what the solution is.
[2022-06-11 19:38:04] <msvb-web> We tried quite hard to get parasols and were told they would provide some anyway.
[2022-06-11 19:38:22] <midipoet> msvb-web: the absolute worst case is we arrive on Friday and find there are none
[2022-06-11 19:38:36] <midipoet> which means we will go to a local hardware store and source cheapones
[2022-06-11 19:39:01] <msvb-web> Yes with 30 degree sun. The local hardware store will be sold out, you can be sure of that.
[2022-06-11 19:39:16] <msvb-web> But let's hope for the best instead of occupying more meeting time.
[2022-06-11 19:39:28] <ajs_[m]> they are being cheeky about it, but we have viable alternatives at this point
[2022-06-11 19:40:14] <midipoet> msvb-web: i don't think the hardware store will be sold out
[2022-06-11 19:40:17] <ajs_[m]> *no
[2022-06-11 19:41:31] <msvb-web> Maybe we can move the merchandise tables indoors if no parasols are available.
[2022-06-11 19:41:46] <msvb-web> But what will A/V people do? They need to be outdoors the whole time.
[2022-06-11 19:42:14] <nioc> hi temp Sat-Sun 25-26C mostly sunny
[2022-06-11 19:42:44] <midipoet> ajs_[m]: the venue have agreed to either go 50/50 on the cost of parasoles (the €400 ones), which would mean a cost to us of €800, or to provide the awnings solution (at a lower cost). i informed them that we sourced awnings for €~400 total for 4 5m*5m rectangles. i also shared the link
[2022-06-11 19:43:18] <msvb-web> 25-26 sounds almost reasonable.
[2022-06-11 19:44:01] <midipoet> are there any other mission critical venue concerns/questions/comments?
[2022-06-11 19:44:24] <msvb-web> A comment, that it's good we can have a Thursday evening meeting with the venue people.
[2022-06-11 19:44:55] <midipoet> msvb-web: yes. they were also very keen for this as well, and i think it will be nice. the venue manager, production manager will be there, as well as all of us
[2022-06-11 19:44:59] <msvb-web> Oh, I see that somebody removed my latest addition of parasols at the A/V area and the merchandise area.
[2022-06-11 19:45:14] <msvb-web> This is not okay, because those are the two where people will need to sit or stand all day long.
[2022-06-11 19:45:31] <msvb-web> Why did somebody remove the parasols from the floorplan?
[2022-06-11 19:46:04] <msvb-web> And they added one to the registration area as well, which I thought had a small roof.
[2022-06-11 19:46:36] <midipoet> ok. let's move on
[2022-06-11 19:46:52] <midipoet> 5. Remaining budget/merch (midipoet/all)
[2022-06-11 19:47:18] <midipoet> https://docs.google.com/spreadsheets/d/1Ls-U_F6DPjm0kpXwzz-noLLKR5Ti42gffj31LcoINc8/edit?usp=sharing
[2022-06-11 19:47:46] <midipoet> that is the current overview of expenditure. it includes projected and estimated spend
[2022-06-11 19:48:17] <midipoet> as you can see we are somehow back in the green
[2022-06-11 19:48:31] <msvb-web> That's good news.
[2022-06-11 19:48:35] <midipoet> yes
[2022-06-11 19:48:51] <midipoet> this budget also includes a projected spend of 100 ECO Merch packs
[2022-06-11 19:49:06] <msvb-web> Oh, even more good news. I missed that line.
[2022-06-11 19:49:26] <midipoet> once we get through the latest round of invoices, i will try and tally with DR and make sure my calculations are correct
[2022-06-11 19:49:42] <msvb-web> Are there any questions about adding the additional merchandise?
[2022-06-11 19:50:03] <midipoet> msvb-web: if you have the goods, i think we got the money ;-)
[2022-06-11 19:50:06] <msvb-web> I have a general status report about merchandise, if we want to have that. Which applies to all merchandise not just additional.
[2022-06-11 19:50:22] <midipoet> msvb-web: yes, please
[2022-06-11 19:50:26] <msvb-web> All the goods are in either the Lisbon or Munich warehouses, except for...
[2022-06-11 19:50:26] <ajs_[m]> got for it
[2022-06-11 19:51:12] <msvb-web> All shirts (including backup), all hats (including backup), and all bottles. These are in Lisbon or a Fedex/UPS warehouse in Porto.
[2022-06-11 19:51:19] <msvb-web> And awaiting customs processing.
[2022-06-11 19:51:47] <msvb-web> Which will probably take 1-3 days, so probably we are okay and will probably receive everything by 17 June.
[2022-06-11 19:51:52] <msvb-web> Probably.
[2022-06-11 19:52:09] <msvb-web> The shirt deliveries are split three ways (double backup) and the hats two ways (double backup.)
[2022-06-11 19:52:17] <msvb-web> Just the bottles have no backup shipment.
[2022-06-11 19:53:05] <msvb-web> Good news is that a nice volunteer will meet me Wednesday night and we'll go to the warehouse together and I think he has a car, super bonus.
[2022-06-11 19:53:17] <msvb-web> So we will be two people, and I think he speaks Portuguese.
[2022-06-11 19:53:19] <msvb-web> That's all for the merchandise status report.
[2022-06-11 19:53:56] <midipoet> nice
[2022-06-11 19:54:11] <midipoet> 6. AOB
[2022-06-11 19:54:22] <msvb-web> We may move inside to the rear wall, if a trainwreck causes no parasols to arrive.
[2022-06-11 19:54:32] <ajs_[m]> afterparty tickets
[2022-06-11 19:54:53] <msvb-web> It seems the venue people want to encourage quite a lot that we distribute extra evening tickets.
[2022-06-11 19:55:53] <msvb-web> What if we tell them yes okay, but they need to double the security. I won't be at the party after such a lot of work, so hardly any of us want to take on extra security and public safety work at night.
[2022-06-11 19:56:08] <ajs_[m]> will they handle the ticketing the afterparty or do they want us to deal with it?
[2022-06-11 19:56:35] <midipoet> well the contract says that we keep ticket sales revenue
[2022-06-11 19:56:52] <midipoet> but how would we sell/distribute them?
[2022-06-11 19:56:55] <msvb-web> I have no information about it, but if they are as enthusiastic as it seems then probably they will be willing to stand at the door. That's what the 'extra staff' option is for.
[2022-06-11 19:57:23] <msvb-web> We sell by standing at the door and requiring a wristband (we have enough.)
[2022-06-11 19:57:39] <midipoet> right, but who takes cash, or do we just give out the wristbands?
[2022-06-11 19:57:53] <msvb-web> The door standing person takes the cash.
[2022-06-11 19:58:09] <msvb-web> Just like it would be if we were not sold out and allowed door sales to the day conference.
[2022-06-11 19:58:17] <msvb-web> Why is this so unclear?
[2022-06-11 19:58:38] <midipoet> it's not unclear, just sounds a pain (taking cash at the door)
[2022-06-11 19:58:52] <msvb-web> I'm not the one to encourage the idea by the way, I'm just thinking it will be more fun for everyone if we do it.
[2022-06-11 19:59:02] <midipoet> can we not just open up the party to people/their community/network?
[2022-06-11 19:59:10] <msvb-web> I will be relaxing or maybe even sleeping when the party starts.
[2022-06-11 19:59:21] <ajs_[m]> i could add another product to the website and ticket it as a second event in the system
[2022-06-11 19:59:51] <msvb-web> That is what the venue people want I think ajs_[m].
[2022-06-11 20:00:03] <midipoet> ajs_[m]: yeah, that could work - but would you have to potentially process another 100 tickets through the payment system then?
[2022-06-11 20:00:10] <midipoet> 100+ really
[2022-06-11 20:00:11] <msvb-web> I'm writing from information that Graham sent me in a email, so Graham is the source of this information.
[2022-06-11 20:00:27] <ajs_[m]> yeah, np
[2022-06-11 20:01:15] <msvb-web> Okay, then it's decided. Please keep your eyes on this channel though, as I will count the actual wristbands delivered in one hour and report what we will have to distribute.
[2022-06-11 20:01:39] <midipoet> it seems easier (to me) just to have 100/150 wristbands for evening available at the door at 8pm. first come first served. one per person.
[2022-06-11 20:02:19] <midipoet> if we want to take cash, we can just have a donation box of some sort (suggested €5 or €10)
[2022-06-11 20:02:36] <msvb-web> I was assuming that wristbands would be the only key used. Like a person with a lanyard or a badge (or both) would be denied entry if they don't have a wristband.
[2022-06-11 20:02:49] <msvb-web> Which is an option we now have (after 200 merchpacks go to 200 visitors.)
[2022-06-11 20:03:28] <ajs_[m]> and we have 250 backup wristbands ready
[2022-06-11 20:03:36] <msvb-web> What do you midipoet want for the entrance key to be, is it wristbands, lanyards, or badges?
[2022-06-11 20:03:45] <midipoet> ajs_[m]: if we do the online/system ticket route, we might have the same DDOS problem
[2022-06-11 20:04:00] <midipoet> msvb-web: wristbands seem the most sense
[2022-06-11 20:04:20] <msvb-web> I agree, because wristbands cannot be thrown over the wall.
[2022-06-11 20:04:35] <msvb-web> So I will count them now, and report here. So that ajs_[m] knows what to set the party limit at.
[2022-06-11 20:05:06] <midipoet> ok. in the interests of time, i think we are open to having the party open to the public
[2022-06-11 20:05:29] <midipoet> do we need to make a decision on whether the tickets should be digitised or not?
[2022-06-11 20:05:38] <midipoet> *tickets for the afterparty
[2022-06-11 20:05:57] <ajs_[m]> midipoet: who would be sitting at the door taking cash? (not it!)
[2022-06-11 20:06:15] <msvb-web> Yes ajs_[m], we need to get some sort of volunteer for that.
[2022-06-11 20:06:15] <midipoet> a volunteer!
[2022-06-11 20:06:20] <midipoet> or the venue themselves
[2022-06-11 20:06:26] <msvb-web> Let's try to make the venue provide one first, since they benefit the most.
[2022-06-11 20:06:30] <midipoet> i mean, it will be their extended network that wants to come party
[2022-06-11 20:06:38] <midipoet> msvb-web: exactly
[2022-06-11 20:07:14] <msvb-web> So ajs_[m] we want to not yet make the evening tickets available on the website, until we tell the venue 'provide a volunteer or else no more evening tickets.' Is that a good way to deal with it?
[2022-06-11 20:07:28] <midipoet> yes
[2022-06-11 20:07:40] <midipoet> we can always open digital tickets next week if we have to
[2022-06-11 20:07:46] <msvb-web> What is the price for the evening party? 10 at the door or 20 or 5?
[2022-06-11 20:08:08] <msvb-web> I don't know at all what a typical Lisboa price is. A Las Vegas price is 80 USD.
[2022-06-11 20:08:35] <midipoet> i think 5 euro is fine
[2022-06-11 20:08:39] <midipoet> (personally)
[2022-06-11 20:08:44] <midipoet> or maybe 10 euro at a push
[2022-06-11 20:09:16] <midipoet> one last thing - we need a group for volunteers/planning team
[2022-06-11 20:09:19] <midipoet> is a Signal group ok?
[2022-06-11 20:09:26] <midipoet> if so, i can set one up and DM people
[2022-06-11 20:09:36] <ajs_[m]> okay
[2022-06-11 20:09:41] <msvb-web> Yes, please make one midipoet.
[2022-06-11 20:10:17] <midipoet> ok
[2022-06-11 20:10:21] <midipoet> will do
[2022-06-11 20:10:34] <midipoet> i think that is all. the next meeting is at the venue on Thursday at 8pm
[2022-06-11 20:10:36] <midipoet> :-)
[2022-06-11 20:10:37] <msvb-web> ajs_[m]: Can we rename 'monerokon' to 'monerokon-speakers' or how else should we clarifiy which people belong in which group?
[2022-06-11 20:12:01] <midipoet> 7. Confirm next meeting time and date
[2022-06-11 20:12:04] <ajs_[m]> the one i made is a general one, could be renamed to monerokon-public
[2022-06-11 20:12:16] <msvb-web> Oh, I thought it was for speakers.
[2022-06-11 20:12:24] <ajs_[m]> you are an admin, can change it if you like
[2022-06-11 20:12:32] <midipoet> @Arroz Studios Thursday 8pm (<< next meeting)
[2022-06-11 20:12:34] <msvb-web> Oh, dankon. I didn't know I had superpowrs.
[2022-06-11 20:13:03] <msvb-web> Okay guys thanks for all the good meetings. I'll see you on Thursday.
[2022-06-11 20:13:15] <midipoet> See you all Thursday - safe travels
[2022-06-11 20:13:27] <ajs_[m]> thanks!
Location
IRC: #monero-events Matrix: #monero-events:monero.social (Instructions for joining the Matrix server) Telegram: https://t.me/monerokon
Time: 18:00 UTC
Agenda:
Please comment on GitHub in advance of the meeting if you would like to propose an agenda item.