[peqi-hackathon-orga] ACTIONS agreed on the conference call: 10. September

Dear all,

thanks for participating the in the zoom-call yesterday!

Here are some notes on what we've agreed on - in the form of TODO items:

1. PLEASE SEND THE LOGO of your organisation (if you didn't already)
	- (to be added to T-shirts & the poster)
	- email to Ulka
	- or upload to Trello) : https://trello.com/b/IZK0WmgU/peqi

2. We introduced an extended deadline . New dates:

(adjusted, considering weekends & vacations of RIPE NCC staff)

15 September 2019: First deadline for applications
30 September 2019: Preliminary list of participants published
20 October 2019: Extended deadline for applications
30 October 2019: Final list of participants published
1 November 2019: Introductory webinar for hackathon participants
5-6 November: THE EVENT :)

This has been updated in the main article on RIPE Labs.

Internally, YOU may decide to keep the applications open till the 5.11.
and be very flexible with how to deal with late-comers - but -
personally, I have to have "cut-off dates" in order to deal with all the
administration of participants that is required.



3. Please promote the events, invite more people; use "social media
banners" , posters, write articles & blog posts, talk to your friends


4. We agreed to use Slack as a chat SW
- for the orga (us), before the events
and
- for the participants, during the events

RIPE NCC will set up the "main channel" ...
(or something, still have to get used to it...)

5. We agreed to use AWS as a central point for connecting networks;

=> PLEASE let all your technical contacts get in touch with him
<W.Kozlowski at tudelft.nl> )


6. We agreed to use zoom.us for the video connections during the event

This still has to be LEARNED & TESTED.

Ulka reminded everyone about the "node requirements" , specially about
"audio & video setup" - please check the document again (it's on Trello)

=> PLEASE make sure there are several people who can take over some of
the functions that are needed in each node (facilitation, logistics..)


7. After the 1st deadline, we need to inform the people who applied on
time if they are accepted or not.

We agreed that each node will send their own messages to the people who
applied for their node.

I will resend the info on how to "rate" applicants, and how to send
confirmations.



8. Question: "Shall we invite people to code all night?"
- this is a local decision, depending on the availability of the room,
local support people etc

- centrally, we will NOT offer support to connect between the nodes 24/7
-> official "working" times are 9-6 CEST (adjusting for Dublin's
different time zone)

=> PLEASE REVIEW the proposed day agenda / time schedule (on Trello) and
check if this will work for you

9. Is there a central budget for snacks, dinner, social events? No.

There IS a central budget for T-shirts, we will print these in Amsterdam
& ship to all nodes; it will be covered from the QuTech / TU Delft
hackathon budget.

=> PLEASE upload your "shipping address" on Trello!

=> think about "what do you want to offer" (lunch, snacks, drinks,
dinner?) and make that clear to the participants in advance

(30.10. is the last deadline to let them know these kinds of things)


10. Is there a "standard" "hackathon challenge", or shall each node come
up with own challenges & projects>

Yes, and Yes :)

There is a "core challenge" (integrate QKD with everything) (e.g.
e-mail, chat, messaging, browser, OpenSSL...)

And

Other people can come up with their own ideas!

(in the previous hackathon we had, there were many projects: IRTF draft,
Improvements to SimulaQron, etc )
https://github.com/RIPE-Atlas-Community/ripe-atlas-community-contrib/tree/master/quantum-internet-hackathon

https://labs.ripe.net/Members/elena_signorelli/your-quantum-internet-hackathon-report-for-2018


11. NEXT ORGA MEETING: 24. September

> Let's use ZOOM: https://zoom.us/j/7489902822
> Meeting ID: 748-990-2822	

> TRELLO board, for sharing documents : https://trello.com/b/IZK0WmgU/peqi
> 
> Text-based collaborative document:
> https://pad.riseup.net/p/quantum-internet-hackathon-2019-orga-keep

Regards,
Vesna