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PPI Minutes 2014-07-03

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::Agenda PPI BOARD MEETING 
--- 03/07/2014 20:10 h CEST ---
  • Mumble: mumble.piratenpartei-nrw.de
  • Room: "/international/pirate parties international/board meeting"
mumble://mumble.piratenpartei-nrw.de/International/Pirate%20Parties%20International/board%20meeting/board?title=Piratenpartei%20NRW&version=1.2.0

Record of the meeting

1 - ATTENDEES

1.1 - Members of the PPI board

participating:

Gregory Engels, Thomas Gaul, Koen De Voegt, Stathis Leivaditis, Bastian Krone

excused: (names)
unexcused: (names)

1.2 - Others

Tomasz Slowinski, Alessandro Gioffini

2 - PROCEEDINGS

RoP: http://int.piratenpartei.de/PPI_Board/Rules_of_Procedure
Meeting opened at 20:10 CEST by Thomas
Meeting closed at 21.12 CEST by Thomas
Meeting chaired by Thomas
Secretary for this meeting is Gregory
Quorum [not] established with 5 out of 7 board members present.
Recording started: Yes

3 - PPI GA 2015 - mumble conference with all offers/public offer opening

We have received four offers for hosting the next General Assembly.

PP-Iceland (Reykjavik)

  • PP-IS have technical dificulties to connect to this mumble meeting. Thomas read out the offer.
GA-2015 Call for hosts

This is the Pirates in Iceland offer to be hosts of the conference in 2014

DATE
10.-12. april 2015
OFFERING PIRATE PARTY
Pirate Party Iceland
PLACE
Harpa, Austurbakki 2, 101 Reykjavík. Web: harpa.is
Distance and time to the closest train station and airport: Harpa is in postnr. 101 that is in the center of Reykjavik.
Size of the venue (people, m^2): Silfurberg, see harpa.is
Number of chairs and tables available: Over 200
Access for disabled persons: Yes
Details on the sound equipment: Its excellent see webpage. (This is one of :Iceland‘s best concert/conferencehall).
Details on the video equipment:ditto
Details on the electricity setup:ditto
Details on the Internet setup: One of the best in Iceland. Eve Online Fanfest is among the latest customers of Harpa as well as EUWIN 2011 og EABCT 2012. In 2012 Harpa got the MICE Report awards as the best conference house in northern Europe.
Details on the streaming setup: ditto
Wardrobe: Yes
1-2 extra rooms: Yes
Possibility to decorate (e.g. flags, posters): Yes
Catering: There are 3 restaurants in Harpa and about 60 others within a 5 min. walk.
TEAM
Contact data of the project leader: Friðrik Indriðason/Sævar Óli Helgason, frikkind @ gmail .com / kvarkurkvarkz @ yahoo . com, gsm :+354-695138/+354-8487019
Size of the planning team: 2
Size of the team at the location: 8-10
BUDGET
Approx. costs of the conference: ca, 4,5 million isk, about 30.000 eur
Funding possibilities: None at the moment. We are asking for around 200 eur as a conference fee per person
Additional funding concepts: We are working on that. As it stands at the moment none of the biggest firms/corparations in Iceland want to sponsor the conference. All have the same policy of not sponsoring political parties under any circumstances, apart from elections. Some smaller firms might be interested and if we get any money this way the conference fee will be lower.
ACCOMMODATION
Approx. number of hostels/hotels near venue: Over 30
Approx. costs for accommodation for 2-3 days:We are asking Icelandair to put together an offer for all that come. It includes flights from Kastrup in Copenhagen to Reykjavík and back. Plus hotelrooms for two nights near the venue that is 10.-12. Apríl. The cost will propably be around 600 to 700 eur per person.
Approx. living costs in the city of the venue for the time of the conference: At the moment lunch is about 20 eur, dinner is about 40 eur, a cup of coffe abour 3 eur, a pint af beer is about 6 eur. Hotels and hostels costs from 100 eur a night and upwards. A good hotel will cost about 150-200 eur a night.
Thomas: first we should clarify that PPI is an NGO and not a political party.
Stathis: Is there a case of funding by the Icelandic Parliament?
Gregory: we would need 150 People to pay that costs. Are there any other venues in Reykjavik for ~200 people?
Bastian: we would need a sponsorship from some millionaire... it sounds like a wish.

PP-Estonia (Tallin)

  • Date of the conference: (can be a list of alternatives) ATM venue can be reserved for any of the weekends during period April-June 2015, there is an argument of weather to organize the event in May or June, however April or May might be better for media and other participance (see :http://www.accuweather.com/en/ee/tallinn/127964/may-weather/127964)
  • OFFERING PIRATE PARTY
Your name: (Pirate Party) EE
PLACE Telliskivi loomelinnak http://telliskivi.eu/en/
Address of the venue: Telliskivi 60a, Tallinn, Estonia :http://www.openstreetmap.org/way/206162457
Distance and time to the closest train station and airport: 6,2 KM – 15 min by car, buss or taxi (<10 EUR)
Size of the venue (people, m^2): 1000m2 Pictures & details: http://telliskivi.eu/en/renting/event-venus/ (Green Hall 300€/day or combination of halls)
Number of chairs and tables available: 150-300
Access for disabled persons: Yes/No possible
Details on the sound equipment: Rent professional equipment
Details on the video equipment: Rent professional equipment
Details on the electricity setup: Will use extension cords if needed
Details on the Internet setup: fiber, provided by Elion (can prioritize or rent & use extra 4G or other lines for fallback, speed up to 500 Mbit/s :https://www.elion.ee/ariklient/internet/arikliendi-internet)
Details on the streaming setup: professional equipment 250 chairs for 2 days - 750 EUR
Wardrobe: Yes/No Yes
1-2 extra rooms: Yes/No Yes
Possibility to decorate (e.g. flags, posters): Yes/No Yes
Catering: 7 restaurans in 100 m radius, catering possible

Information on Social events planned: Can reserve places nearby for welcome or social events, visit relevant communities at Loomelinnak or elsewhere :http://ptarmigan.ee/ http://hub.garage48.org/ etc

TEAM
Contact data of the project leader: (name), (e-mail address), (telephone number), (JabberID), (SIP address) Mart Stöör mart . stoor @ piraadipartei . ee
+372 510 1979
Size of the planning team: 5
Size of the team at the location: 15 + volunteers for simple tasks
BUDGET
Approx. costs of the conference: (total and summary detail)
  • furniture (250 persons)
  • tables 1200
  • Chairs 750
  • coffee tables 50
  • conference room 600
  • Equipment (audio and video + projector) 1700 or alternatively we buy full service for 4800€
Funding possibilities: none
Additional funding concepts: sponsors
ACCOMMODATION
Approx. number of hostels/hotels near venue: About 60 hotels in 20 min walking radius
Approx. costs for accommodation for 2-3 days: B – 55€ (~150€ for 3 days, 15 hotels), C – 85€ (~225 EUR for 3 days 30+ hotels) D – 120€ (~360 EUR for 3 days, 40+ hotels)
Approx. living costs in the city of the venue for the time of the conference: 25 EUR per day is probably fine with food and drinks
Gregory: Question - what is the total estimated cost? Why is the rental cost of the tables that high? Is external catering possible at the venue? Can we look for alternative provider to rent the furniture?
Bastian: I do not like the splitting of the costs - we do not need some of the costs, like streaming equipment, as we can provide this for free, we just need the room and internet. I think that this offer is overdressed and is impossible to fulfill without the sponsor support.
Tomasz: We could help with some of the equipment, as i think the rent is a little to high.

PP-Italy (Milan)

Alessandro from PP-IT is present in the meeting and can present the offer.

  • DATE
Date of the conference: each weekend is suitable for us, knowing it

July the 22nd. considering that we prefere a period from Feb to Apr

due to EXPO organization in Milan from May, 1st till Oct. 31st.

  • OFFERING PIRATE PARTY
Your name: Pirate Party of Italy
PLACE
Address of the venue: Museo dell'Industria e del Lavoro, via Granelli

1, 20099 Sesto San Giovanni (MI)

(https://www.google.com/maps/place/Via+Luigi+Granelli/@45.516901,9.223429,15z/data=!4m2!3m1!1s0x4786c758e14b6695:0x3f2890382cff1d15?hl=it-IT)
Web: www.spaziomil.it
Distance and time to the closest train station and airport:
- railways: Milano-Greco Railway Station (1,5 km), Milano Porta

Garibaldi (7 km), Milano Centrale (6 km), Milano Cadorna-Triennale

(9,7 km)

- airport: Milano Malpensa (48 km), Milano Linate (15 km), Bergamo
Orio al Serio (46 km)
- metro: MM5 (Bignami stop), MM1 (Sesto Marelli stop)
- autobus #728, #58, #87
- tram #7, #31
Size of the venue (people, m^2): 400 > 3200 mq (excepted restaurant)
We can module all space in the way we need.
Number of chairs and tables available: all needed (chairs for

everyone, 1 table each 8 partecipant)

Access for disabled persons: Yes
Details on the sound equipment: 3-5 radio microphones, 3 wired

microphones, mixers

Details on the video equipment: 1 beamer/screen, more on request
Details on the electricity setup: 220V power supply, European standard plugs
Details on the Internet setup: wired and wi-fi connection, broadband DSL and mobile connections
Details on the streaming setup: dedicated uplink for streaming audio-video > 2Mbs, netbalancing on request
Wardrobe: Yes
1-2 extra rooms: Yes (more than 2)
Possibility to decorate (e.g. flags, posters): Yes
Catering: Yes (Web: www.ilmaglio.eu)
TEAM
Contact data of the project leader: (name), (e-mail address),
(telephone number), (JabberID), (SIP address)
Alessandro Ciofini, alessandro. ciofini @ gmail . com, +393483540475
Antonia Lanari, emmappit @ gmail . com, +393497209989
Size of the planning team: 12
Size of the team at the location: 25
BUDGET
Approx. costs of the conference: (total and summary detail) 2000 €
Funding possibilities: yes: donation, sponsorship, crowdfounding
Additional funding concepts: we will organize a big concert for free, selling pirate gadgets there

ACCOMMODATION

Approx. number of hostels/hotels near venue: > 20
Approx. costs for accommodation for 2-3 days: 150 € in hotel (total), free in couchsurfing
Approx. living costs in the city of the venue for the time of the conference: 50-70 € (total)
"""PDF attached to the email to be uploaded!!!
Alessandro: We have a lot of suitable places in milan and we had a hard time to select one. We will have the Expo next year, and we want to host the PPI GA right before the beginnig of it. There will be a lot of events and press spread out around the city and we could profit from it.
We are proposing the biggest venue, you possibly could organize a rock concert there - to be on the safe side. We would like to organize -not a woodstock meeting - but some big event to spent there a whole day "hackaton"-style.

In the Budget of 2000 Euro everything is included but the food (because we still waiting for an offer for catering). Last year we have organized a gatering for PP-IT and 10-15 € was enough for catering for a day, so we can assume this sum.

Gregory: with all that space (over 3200 sqm) we could accommodate up to 2000 people - is the furniture included in that case? - Answer: we might do something about additional chairs, but basically yes, everything is included.
Gregory: What about accoustics - for such a big room it could be challenging. is PA included in the rent of the hall, or do we need to plan this specially? - Answer: The microphones are included. We will have about 30 people working on the event and we would like to check everything beforehand to be working, and we will provide what is missing on our own account.
Tomasz: What about transportation from other countries? Answer: We are having three international airports in Milan - Linate and Malpensa and Bergamo Orio Al Serio - there is public transportation to the venue (two metro stations) so there should be no need for a taxi. Another important point to remember - the venue is surrounded by inexpensive hotels and eateries.

PP-Poland (Warsaw)

Tomasz is present in the meeting and can present the offer:

DATE
Date of the conference: possible dates 29/30.06, 4/5.07, 29/30.08 and other dates :between end of June and mid September.
LOCATION:
Poland Capitol city - Warsaw.
Almost center of Europe - 2 international airports, easily connetced to
both Americas and Asia.
Great and cheap flights, trains and buses to all European countries
(for 20 EUR you can buy ticket to any European airport if you book it
early enough - 3-4 months)
PLACE:
Address of the venue: Akademia Kozminskiego, Jagiellonska 57/59, 03-301 Warsaw, Poland
Distance and time to the closest train station and airport: 25 min (~18 km) by car / taxi, perfect public transportation by bus / tram 2 hops
Size of the venue (people, m2): 400, ~420 m2, can be provide into two parts (movable wall)
Number of chairs and tables available: 400
Access for disabled persons: Yes
Parking: Yes (free and secure)
Details on the sound equipment: 5 mics (more if need)
Details on the video equipment: 2 projectors
Details on the electricity setup: yes
Details on the Internet setup: free access for visitors
Details on the streaming setup: possibility to arrange a high speed dedicated symmetrical connection (university is connected through two independent optic fibers)
Wardrobe: Yes (~450)
1-2 extra rooms: Yes (with projectors, mics ect.)
Possibility to decorate (e.g. flags, posters): Yes
Catering: Yes
OFFERING PIRATE PARTY:
In the name of Polish Pirate Party: Tomasz Słowiński, Radek Pietron, Piotr Roszatycki
TEAM:
Project leader:
Tomasz Słowiński
tomasz . slowinski @ polskapartiapiratow. pl
tel.: +48 539 33 00 44
+ 5-8 other people core team
+ 30 during confrence
BUDGET:
Cost of conference: venue is for FREE but we need to cover some costs like cleaning and pay some people from local support ect. but we still working on financing possibilities (sponsors, local government, ngo's, authorities) so ~1000 EUR for organizing.
Catering is full service (25 euro / day) it is means that we will provide all meals with support people all the time (lunch, dinner, coffee table with cakes and sweets, snacks and starters, fruits ect.)
Catering company is own of by Tomasz's family member and specializes in events of a high standard and outdoor events for a large number of visitors.
You can check it on the website: http://wpoldrogi.pl and photos in attachment (huge barbecue trailer is on one of the photos).
Catering is not obligatory, during registration we will ask people if they want it. It will also give us chance to have information how we will need to prepare it.
ACCOMODATION:
- Nearby hotels : 40+ (within 20 minutes distance) - avg cost from 5 EUR a day (we cooperate with company that will provide fitting accommodation to everyone, without any fee, just for hotel/hostel best price - so you can get full weekend for less than 20 EUR)
- We will offer couch surfing that is popular in Poland
OTHER INFO:
- living costs:
http://www.numbeo.com/cost-of-living/city_result.jsp?country=Poland&city=Warsaw
- it would be great to meet you all here in Warsaw and make something big before incomming elections in Poland (this even can help us with elections)
- we still negotiating place and financing possibilities but this will be finished if we'll be chosen, but there are real great plans for that.
Tomasz: the internet is _really fast_. For the budget of 1000 Euro - we are actually still negotiating with the local government and also look into possibilities like crowd sourcing.
Dichter: How about internet. Answer: Is it included in the prize. And it is lit Fiber.
Bastian: can we actually get the acess to that fiber, not just using a shared WiFi. Answer: yes, we have full access and we can put up several subnets there.
Gregory: Do you have experience in organizing a big meeting for pirates, or would it be a first time for you? Answer: We have organized the PP-EU meeting and Tomasz is knowing the venue very well as he is organizing a regular big meeting of enterpreneurs in that very venue.

Alessandro: how big is that place? Answer: the hall is 450 sqm, and there are several other rooms, we could also split the room in two, there is a smaller aula and 5 classrooms that we all could use.

===================================================
Next Meeting 10:00 BST in London on 05/07/2014
Meeting Closed: 21:12 CEST by Thomas