MatrixConf25 + c3voc

• 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