= MatrixConf25 + c3voc
---- dataentry meeting ----
art            : elementCall
ort            : https://call.element.io/room/\#/matrixconf25--c3voc?password=hQVd6eTHC85w7x6ibBM7Dg&roomId=%21dXpOKNugQInlLfuQVg%3Acall.ems.host
begin_dt       : 2025-06-16
ende_dt        : 2025-06-16
start_zeit     : 20:30
end_zeit       : 21:00
link_url       : https://pad.c3voc.de/E2VUd9BSQj-9419BaPj1kQ
tags           : meeting
announced_bool : ja
----

== Attending
  * justjanne
  * braid
  * thib
  * kim
  * jwacalex
  * hexchen
  * derchris
  * yan


== Meeting Minutes 

=== General Information 

  * Three Days Three Rooms/Track
  * Recording and Livestreaming
  * Event works with volunteers for all the stuff
  * During Buildup we need someone from the venue for Audio/Video/Network Setup

=== Shipping and Transportation 

  *  how early can we receive and how late can we return the equipment from location?
  *  the venue can receive gear before the conference. we has to confirm how early.
  *  someone has to be there to receive the package and check that everything is intact. 
  *  -> matrixconf can ask the venue to inspect the packages, if there is something broken, the foundation must replace the parts
  *  Thib to check with the venue if their insurance works for the hardware and hardware transportation (ADSp-Verzichterklärung)

=== Budget 

  * VOC normally estimates a fixed amount for a day and room: 500€ -> 3 tracks 3 days = 4500€
  * negotiable from VOC side
  * From Matrix side: Does 10k€ budget sound realistic for transport, accommodation, insurance, and 3 tracks 3 days?
  * hardware transport + transport insurance would be about 6000€
  * how to pay
    * the Chaos Computer Club Veranstaltungsgesellschaft mbH (CCCV) will invoice hardware and shipping
    * hotel is done by Matrix
    * person transport is done by ?
  * Assuming €130 per night, 6 rooms, and 5 nights (conference + 1 day before and 1 day after) that's about €4k
  * Then we also have to add the train on top of that: at least 1k in train ticket
  * Looking at a total budget about €15K

=== # of people 

  * VOC: 1 can do a room but 2 are better
  * Volunteers will help with camera operation and video mixing

=== Venue 

  * Videos of the venue: [[https://cloud.thibaultmart.in/s/8CWrEcMoETL5kkM]]
  * Network requirements: 1 uplink to connect the VOC equipment
  * Thib to ask if it is possible to create VLans on the organizers network

=== Volunteering

  * VOC would require 2 volunteers per talk to staff the camera and mixing
  * Doing 2 2hr shifts

=== Followup Meeting 

  * Date: 2025-07-07 20:30 CEST (KW28)
  * Topics:
    * Number of Tracks
    * Funding
    * Number of VOC Volunteers
    *