MatrixConf25 + c3voc

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