Uni of Stuttgart ok with Wineconf

[Michael Stefaniuc]

Hello,

just got an email (i would just forward it but it's in German) from 
Mister Gemkow where he tells that the University of Stuttgart is ok with 
the Wine Conference as long as we stay non comercial aka do not make 
money with the Wineconf (which is what we want anyway).
April seems to be the prefered month for the conference and following 
weekends would be available: 2.4./3.4., 16.4./17.4. and 23.4./24.4.
Mister Gemkow wants to book the rooms so we would need to decide when to 
hold the conference. And he would need to know also the number of rooms 
needed and the room sizes.

Btw. could somebody please put Mister Ulrich Gemkow 
 on the wineconf mailing list?

bye
    michael

[David Gümbel]

On Dienstag 04 Januar 2005 16:28, Michael Stefaniuc wrote:
> just got an email (i would just forward it but it's in German) from
> Mister Gemkow where he tells that the University of Stuttgart is ok with
> the Wine Conference as long as we stay non comercial aka do not make
> money with the Wineconf (which is what we want anyway).

That's cool! But, well, yould you forward the mail anyway, my german isn't 
that bad after all ;-) and I'd really like to contact him on that subject 
ASAP.

Thanks,

David

[David Gümbel]

On Dienstag 04 Januar 2005 16:32, David Gümbel wrote:
> On Dienstag 04 Januar 2005 16:28, Michael Stefaniuc wrote:
> > just got an email (i would just forward it but it's in German) from
> > Mister Gemkow where he tells that the University of Stuttgart is ok
> > with the Wine Conference as long as we stay non comercial aka do not
> > make money with the Wineconf (which is what we want anyway).

Just FYI, I've provided both Mr. Schmid and Mr. Gemkow with the contact info 
of each other so they can find a good hotel together.

Cheers,

David

[Jeremy White]

This is great!  It seems like 4/23 is the weekend that worked
best for Brian, and Brian has done enough work organizing this
that we owe him that change, imho.

I think if we can lock in the date, we can post to wine-devel,
and whip up a quick RSVP function.  In fairly short order,
we should start to get a sense of the head count
(which should then let us credibly predict room needs).

We will need 2 rooms for sure; more if we get swamped or
want to have a separate track.

I have added Mr. Gemkow to the list.

Cheers,

Jeremy

Michael Stefaniuc wrote:
> Hello,
>
> just got an email (i would just forward it but it's in German) from 
> Mister Gemkow where he tells that the University of Stuttgart is ok with 
> the Wine Conference as long as we stay non comercial aka do not make 
> money with the Wineconf (which is what we want anyway).
> April seems to be the prefered month for the conference and following 
> weekends would be available: 2.4./3.4., 16.4./17.4. and 23.4./24.4.
> Mister Gemkow wants to book the rooms so we would need to decide when to 
> hold the conference. And he would need to know also the number of rooms 
> needed and the room sizes.
>
> Btw. could somebody please put Mister Ulrich Gemkow 
>  on the wineconf mailing list?
>
> bye
>     michael

[David Gümbel]

On Dienstag 04 Januar 2005 16:35, Jeremy White wrote:
> I have added Mr. Gemkow to the list.

BTW, did you also add Mr Schmid of WRS 
 ? If not, could you please do 
so ?-)

Thanks,

David

[Jeremy White]

> BTW, did you also add Mr Schmid of WRS 
>  ? If not, could you please do 
> so ?-)

Done.  BTW, I think the list is publicly accessible at
   http://www.winehq.org/mailman/listinfo/wineconf
such that anyone can sign up.

I think anyone is welcome to join (although the threat
was that if they were subscribed, they'd have to work <g>).

Cheers,

Jer

[Brian Vincent]

As it was written in the Book of Jeremy White :
> This is great!  It seems like 4/23 is the weekend that worked
> best for Brian, and Brian has done enough work organizing this
> that we owe him that change, imho.

Excellent news!  I just confirmed those dates will definitely work for me. 
If that causes a problem for anyone else I can be flexible, but it sounds
like it might work best.

I think we've agreed on the following:

1) The event will be non-commercial in the sense we don't make money on 
    it.  CodeWeavers and WRS will provide $$$ and support to help pull 
    this event off.

2) Wineconf will be hosted at the University of Stuttgart.

3) The criteria for meeting space we came up with seems pretty solid.  I
    included it at the bottom of this email in case anyone wants to review
    it again.  Included are room sizes and other requirements.

I think this is current working list of things to do:

1) Confirm we have 3 rooms at the University that will meet the criteria
    we came up with.  I think it's better to try to get 3 now, then try
    to add another later.  Of course, if 3 is a problem then we can make
    2 work.  WRS will need confirmation of that.  Confirm by 1/8?

2) WRS will help locate lodging near the University.  Lodging package by 
    1/14?

3) Send a message to wine-devel and let everyone know dates, times, 
    places, and a plan for putting together an agenda.  I think we 
    should solicit wine-devel for ideas about how we should structure
    the presentations.  I think last year CodeWeavers had it about 97%
    right but we did discuss adding multiple tracks this year.  I can put
    this message together unless Jeremy wants to do it.  Preview of message
    on 1/8 sent to this list, message sent to wine-devel on 1/10.  (Keep
    in mind if I send the message on 1/10 there can still be a discussion 
    on that day because of the timezone I'm in.)

4) Put together a simple website similar to last year's so we can 
    distribute all the info from the above.  Jeremy - do you think you
    can free up Newman sometime this week to do it?  Tentative web site
    by 1/14?  Or, I can put it together somewhere on WineHQ if no one
    minds me doing the cvs commits.

To Jeremy's point, anyone can subscribe to this list, but at the moment
the discussion is around planning the event not discussing the specifics
of people's travel arrangements.

Can anyone else think of what needs to be done?

Thanks Michael for looking into this and thank you Mr. Gemkow for the 
generous offer!

-Brian

[Jeremy White]

> - The event will be non-commercial in the sense we don't make money on 
> it.  CodeWeavers and WRS will provide $$$ and support to help pull 
> this event off.

Don't forget Shachar as well.  Luckily, it looks like not much money
will be needed.  I think the summary is as follows:

a)  if it helps, we'll provide guarantees to a hotel to help lock in
       better rates.  This may not be necessary or even help.
   b)  If we can, it's nice to just provide breakfast and lunch each
       of the two days.  It seems like that's a nice way for people to
       contribute $ (we bought dinner last year one night as well,
       and we're happy to do that again).
   c)  I'm not sure if we need any $ from WRS (although maybe a breakfast
       would be nice), but man power would be invaluable.
   d)  We have a fair amount of money donated to the Wine project available.
       Last time I looked, it was about $1500.  Last year, we used that
       to subsidize travel (I was able to give about $400 to 4 people last
       year).  Not sure if that's a good use for those funds or not,
       so I'm open to suggestion.

Cheers,

Jeremy

[Brian Vincent]

As it was written in the Book of Jeremy White :
> > - The event will be non-commercial in the sense we don't make money on 
> > it.  CodeWeavers and WRS will provide $$$ and support to help pull 
> > this event off.
>
> Don't forget Shachar as well.  Luckily, it looks like not much money
> will be needed.  I think the summary is as follows:
>
> a)  if it helps, we'll provide guarantees to a hotel to help lock in
>       better rates.  This may not be necessary or even help.

This was specifically what I had in mind when I mentioned there would
be some commercial monetary support.
> b)  If we can, it's nice to just provide breakfast and lunch each
>       of the two days.  It seems like that's a nice way for people to
>       contribute $ (we bought dinner last year one night as well,
>       and we're happy to do that again).

(that was great last year, thanks!)
> c)  I'm not sure if we need any $ from WRS (although maybe a breakfast
>       would be nice), but man power would be invaluable.

Yes - someone to help point people in the direction of the University,
moving around tables and chairs, make phone calls, etc.
> d)  We have a fair amount of money donated to the Wine project available.
>       Last time I looked, it was about $1500.  Last year, we used that
>       to subsidize travel (I was able to give about $400 to 4 people last
>       year).  Not sure if that's a good use for those funds or not,
>       so I'm open to suggestion.

I would sure hate someone important using the excuse they don't have enough 
money to attend.  Is this something we should consider including in the
wine-devel announcement?

-Brian

[Jeremy White]

> I would sure hate someone important using the excuse they don't have enough 
> money to attend.  Is this something we should consider including in the
> wine-devel announcement?

Yeah, this was something I felt a bit awkward about last year.  I don't
want to just broadcast it, because then 30 people get a $50 discount
on their travel.  But if it is a make or break issue for someone - even
someone with only a modest Wine track record - then it seems like
we've done A Good Thing (TM).

What I did last year was announce that their was a limited fund and
then asked people to contact me privately.  That seemed to filter
it well, and we only had 4 people ask, so I feel like the money made
a real difference to at least those 4 people.

Cheers,

Jeremy

[Andreas Mohr]

Hi,

On Tue, Jan 04, 2005 at 10:29:19AM -0700, Brian Vincent wrote:
> I think we've agreed on the following:
> - Wineconf will be hosted at the University of Stuttgart.

Nice!! Since I plan to take several days off, this will allow me to
do lots of helping with preparation, especially since the University is
much closer to my parents' home (~10km) and accessible than other
Stuttgart areas...
> - WRS will help locate lodging near the University.  Lodging package by 
> 1/14?

Given my closeness, I should be able to get some (limited) private lodging
going...

Andreas Mohr

[Michael Stefaniuc]

Andreas Mohr wrote:
> On Tue, Jan 04, 2005 at 10:29:19AM -0700, Brian Vincent wrote:
> > I think we've agreed on the following:
> > - Wineconf will be hosted at the University of Stuttgart.
>
> Nice!! Since I plan to take several days off, this will allow me to
> do lots of helping with preparation, especially since the University is
> much closer to my parents' home (~10km) and accessible than other
> Stuttgart areas...

Once we have the definite date for the conference i'll take 1-2 days off 
too, to help with the preparation.
> > - WRS will help locate lodging near the University.  Lodging package by 
> > 1/14?
>
> Given my closeness, I should be able to get some (limited) private lodging
> going...

I probably could do that too, for 2 people, but have to check with my GF.

bye
    michael

[Ulrich Gemkow]

Hello,

please let me add some comments on this...

On Tue, Jan 04, 2005 at 10:29:19AM -0700, Brian Vincent wrote:
> As it was written in the Book of Jeremy White :
> > This is great!  It seems like 4/23 is the weekend that worked
> > best for Brian, and Brian has done enough work organizing this
> > that we owe him that change, imho.
>
> Excellent news!  I just confirmed those dates will definitely work for me. 
> If that causes a problem for anyone else I can be flexible, but it sounds
> like it might work best.
>
> I think we've agreed on the following:
> - The event will be non-commercial in the sense we don't make money on 
> it.  CodeWeavers and WRS will provide $$$ and support to help pull 
> this event off.

This is required for the university to host wineconf. We see this as
an opportunity to support open source software.
> -
>
> Wineconf will be hosted at the University of Stuttgart.
> -
>
> The criteria for meeting space we came up with seems pretty solid.  I
> included it at the bottom of this email in case anyone wants to review
> it again.  Included are room sizes and other requirements.

It seems you missed to add the information, I need this to look for the
rooms.
> I think this is current working list of things to do:
> - Confirm we have 3 rooms at the University that will meet the criteria
> we came up with.  I think it's better to try to get 3 now, then try
> to add another later.  Of course, if 3 is a problem then we can make
> 2 work.  WRS will need confirmation of that.  Confirm by 1/8?

After having the info how many rooms of which sizes are needed, I have
to check with our central administration that the required rooms are 
free and not reserved for other purposes. For this I need some time.

Please wait with further broader announcements until we have the 
room reservation confirmed by our central administration.
> - WRS will help locate lodging near the University.  Lodging package by 
> 1/14?

I can give some information on this if this helps
> -
>
> Send a message to wine-devel and let everyone know dates, times, 
> places, and a plan for putting together an agenda.  I think we 
> should solicit wine-devel for ideas about how we should structure
> the presentations.  I think last year CodeWeavers had it about 97%
> right but we did discuss adding multiple tracks this year.  I can put
> this message together unless Jeremy wants to do it.  Preview of message
> on 1/8 sent to this list, message sent to wine-devel on 1/10.  (Keep
> in mind if I send the message on 1/10 there can still be a discussion 
> on that day because of the timezone I'm in.)
> -
>
> Put together a simple website similar to last year's so we can 
> distribute all the info from the above.  Jeremy - do you think you
> can free up Newman sometime this week to do it?  Tentative web site
> by 1/14?  Or, I can put it together somewhere on WineHQ if no one
> minds me doing the cvs commits.
>
> To Jeremy's point, anyone can subscribe to this list, but at the moment
> the discussion is around planning the event not discussing the specifics
> of people's travel arrangements.
>
> Can anyone else think of what needs to be done?
>
> Thanks Michael for looking into this and thank you Mr. Gemkow for the 
> generous offer!

Hope this helps, Greetings

Ulrich
> -Brian
> _______________________________________________
> wineconf mailing list
> [e-mail]
> http://www.winehq.org/mailman/listinfo/wineconf

[Brian Vincent]

As it was written in the Book of Ulrich Gemkow :
> > - The event will be non-commercial in the sense we don't make money on 
> > it.  CodeWeavers and WRS will provide $$$ and support to help pull 
> > this event off.
>
> This is required for the university to host wineconf. We see this as
> an opportunity to support open source software.

We want it to be non-commercial too, so this is good.
> > - The criteria for meeting space we came up with seems pretty solid.  I
> > included it at the bottom of this email in case anyone wants to review
> > it again.  Included are room sizes and other requirements.
>
> It seems you missed to add the information, I need this to look for the
> rooms.

I did forget to include it.  Here it is:

* guests: about 50-70

* rooms: 
  - two: one break room, one meeting room
  - size: large enough to hold the 50-70 people ;)
    [8m x 12m minimum, anything larger is fine]
* equipment:
 * LCD projector
 * white board or something large to write on
 * Internet connection and LAN equipment to support 30 laptops.
 * some form of microphone
 * if possible, digital audio/video archive of conference

* duration: two full days.
  At least 2 nights of lodging with an optional day on
  either side would be nice. ?I think last year's schedule worked well,
  so we should plan on:
   - arriving on Friday, with a loosely organized, late dinner (point us in
   - arriving on Friday, with a loosely organized, late dinner (point us in
     the direction of a restaurant)
   - arrangements on Saturday for an informal breakfast - coffee, tea,
     bagels,?etc
   - start the conference at 8am, break for lunch, continue until late
     afternoon
   - organized dinner on Saturday night
   - start again early on Sunday
   - finish late in the afternoon

* accomodation:
 * moderately priced
 * about 50-80 USD/night, youth hostel nice2have in addition
 * Codeweavers: would you still offer to financially reassure
  a hotel, once we found one?

By the way, this was the "v0.2" list but I removed the date and location
section from it since we seem to have that figured out (yay!)
> > I think this is current working list of things to do:
> > - Confirm we have 3 rooms at the University that will meet the criteria
> > we came up with.  I think it's better to try to get 3 now, then try
> > to add another later.  Of course, if 3 is a problem then we can make
> > 2 work.  WRS will need confirmation of that.  Confirm by 1/8?
>
> After having the info how many rooms of which sizes are needed, I have
> to check with our central administration that the required rooms are 
> free and not reserved for other purposes. For this I need some time.
>
> Please wait with further broader announcements until we have the 
> room reservation confirmed by our central administration.

Yes, we will definitely wait.
> > - WRS will help locate lodging near the University.  Lodging package by 
> > 1/14?
>
> I can give some information on this if this helps

You may want to contact David about this and discuss it.  I think 
the two of you would be able to work something out quickly.
> Hope this helps, Greetings

Thank you again!  This helps immensely.

-Brian Vincent

[Michael Stefaniuc]

Hello,

Brian Vincent wrote:
> As it was written in the Book of Ulrich Gemkow :
> > > - The criteria for meeting space we came up with seems pretty solid.  I
> > > included it at the bottom of this email in case anyone wants to review
> > > it again.  Included are room sizes and other requirements.
> >
> > It seems you missed to add the information, I need this to look for the
> > rooms.
>
> I did forget to include it.  Here it is:
> -
>
> guests: about 50-70
> -
>
> rooms:
> - two: one break room, one meeting room
> - size: large enough to hold the 50-70 people ;)
> [8m x 12m minimum, anything larger is fine]

Herr Gemkow, one think to check is the cleaning of the space we will 
use. If I remember correctly this thing was handled in following ways 
(depending on the type of the event):
- remove the litter and move the furniture back to their place
- fully clean up the place (including sweeping and washing the floor).
   Normaly this was done by the university cleaning personel but one had
   to pay for it.
If it's the last option Jeremy and I think this is a good idea if 
somebody willing to sponsor picks it up. The first option is easy, we 
will just grab some "voluteers" and it shouldn't take longer then half 
an hour to get it done.
> - equipment:
> - LCD projector

Probably this has changed since I left the university but back then 
beamers were a scarce resource and had to be booked in time to actualy 
get them. If this is a problem i could bring a LCD projector from the 
office.
> - white board or something large to write on
> - Internet connection and LAN equipment to support 30 laptops.
> - some form of microphone
> - if possible, digital audio/video archive of conference

I think this is more something for a volunteer who likes to film. Like 
Boaz did last time.
> - duration: two full days.
> At least 2 nights of lodging with an optional day on
> either side would be nice. ?I think last year's schedule worked well,
> so we should plan on:
> - arriving on Friday, with a loosely organized, late dinner (point us in
> the direction of a restaurant)

I figure you guys don't want to go into an american, mexican, italian, 
chinese or whatever international restaurant but would like to try some 
swabian/german food?
I'm living now for a couple of years in Stuttgart but my restaurant 
selection is probably not complete or the best:
- Tauberquelle
    - pro: good swabian food
    - contra: 40 people max out the restaurant so we would have to
           book the whole restaurant. And if we get more than 40 people
           we can go there anyway.
- Paulaner
    - pro: decent bavarion/german food. Enough space for way more
      than 40 people. In summer they have a Biergarten outside
      (don't know when the season starts for them and it's highly
      weather dependent)
    - contra: nothing major besides that they serve bavarian instead 	  of 
swabian food ;)
- Amadeus
    - pro: standard german/swabian food. Lot of space. Biergarten in
      the summer (same restrictions apply like for the Paulaner)
    - contra: more a pub than a restaurant, people go there mostly 	
      to drink then to eat and the food of the above restaurants is 	
      better.
I once was in a restaurant in the cellar of the "DGB Haus" and they 
served good german/swabian food and it was cheap. Don't know if the same 
people still manage that restaurant (don't even know the real name) and 
if the food quality is still the same but nevertheless here are the details:
- "DGB Haus"
    - pro: good german/swabian food. space. cheap
    - contra: don't know if it's still the same like I rember it
Those 4 restaurants are basicaly all in Stuttgart downtown aka walking 
range of each other.
A restaurant (more an inside beergarden (in summer also outside)) is the 
Wichtl in Feuerbach which is still Stuttgart but you need to take the 
S-Bahn for 2 stations or the U-Bahn for a couple more stations to get 
there. Distance measured from the main train station which is downtown.
- Wichtl in Feuerbach
    - pro: good food, pizza style (more like a 'Tarte Flambee' or
      french pizza) but german. Own brewery in the building, beer is
      good. Biergarten outside.
    - contra: not directly downtown but still easy to reach.
> - arrangements on Saturday for an informal breakfast - coffee, tea,
> bagels,?etc

Some possbilities i see here:
- catering service
- i don't know if the Studentenwerk still manages all the cafeterias at
   the University. If yes, i don't know if they would/could do it (state
   organization/company and working on the weekend is hard). If not we
   more than sure can use the caterer which serves the cafeterias too.
- do it ourselfs. Getting pretzels, bread rolls and other backery stuff
   on the weekend isn't hard. Rest can be buyed in one sweep through the
   "Metro". Only problem is the wast amount of coffee we would need.
   Maybe we could rent the big coffee machines from the Studentenwerk,
   i know they've rented/borrowed out bigger kitchen devices before.
> - start the conference at 8am, break for lunch, continue until late
> afternoon

What do you think we should have for lunch? Big pizza delivery into the 
conference place. I mean pizza or other fast food.
> - organized dinner on Saturday night

What type of restaurant? I figure one of the restaurants i've mentioned 
before would be ok too. Best fit for this would be the Paulaner and the 
"DGB Haus"; Amadeus and the Wichtl are better suited for the informal 
dinner on friday.
> - start again early on Sunday

With breakfast again?
> - finish late in the afternoon

Lunch same style like on saturday?

Hmm ... food: getting vegetarian food is not hard at all in all the 
restaurants i mention. If other food restrictions apply like vegan i'm 
not that sure that you can get something more exquisite than salad with 
bread or pasta with tomato sauce.

bye
    michael