2026-04-03 - LixCon 2026 weekly

Participants: raito (Lix/AFNix/DGNum), Kate (Lix), soyouzpanda (DGNum), sinavir (DGNum) Topic: LixCon 2026 weekly 2/4

Agenda:

• Calls for Proposals
• Postcards
• Website
• Equipment rentals
• Distinguishing staff from attendees
• Network setup
• Room planning
• Accessibility
• Conference start/end times
• Final operational email to attendees
• Physical code of conduct

Calls for Proposals (CfP)

• @raito: CfP wrapping up, schedule almost ready, will integrate into website.

Postcards

• Kate: designs ready, awaiting approval.
• raito: aligned with Monday deadline.
• Stickers for attendee names:
  • soyouzpanda: can buy sticky papers and print names.
  • @sinavir: will handle small materials purchase.

Website

• Kate: possible redesign to fit more into the Lix theme, low priority.
• @raito: schedule to include Pretalx widget; DGNum reviewing/polish ongoing.
  • Physical Code of Conduct is blocked on Lix team.
  • RSS feed pending on soyouzpanda.
  • Target website announcement around Monday.

Equipment rentals

Drinks

• Number of Fritz Cola: @sinavir to confirm with @hexchen.

• Deposit questions:

  • Kate: standard German bottle deposit applies; returning bottles reduces next purchase cost.
  • @sinavir: hexchen will collect bottles; can adjust order accounting.
  • @raito: money handling to be figured out later.

Fridges

• Proposal by Mathieu; @sinavir to obtain a quote.

Payment terminals

• AFNix: 3 terminals (2 @thubrecht, 1 @delroth).
• DGNum: 2 terminals already ordered and obtained.

Largely enough.

Snacks

• @sinavir: plan to buy usual student bar items; leftovers can be redistributed.
• @raito: requests list of student bar items.
• @soyouzpanda: list is here.
• @raito: will create final list for snacks/coffee.

Seating and Tables

• Discussion on this topic adjourned due to @sinavir leaving early.

C3VOC Equipment

• @sinavir coordinating with @hexchen.
• Remote speaker: pre-recorded session + live interactive Q&A.
• @sinavir: confirm ENS parking max height for C3VOC van.

Distinguishing staff from attendees

• soyouzpanda: staff badge holders need distinction; color-coded lanyards suggested.
• Kate: suggest to procure lanyards with text to identify staff.
• soyouzpanda: student association has 12 organizer armbands.
• @raito: both lanyards and armbands to be used.
• soyouzpanda: owns procurement of lanyards.

Network setup

• @raito: school uplink not used due to IT human resource limits.
  • Consequence: no IPv6.
  • Nonetheless: wired Internet, APs, private VLAN available.
• @soyouzpanda: alternative solutions may exist (@sinavir).
• Alternative: routers connecting via VPN; MTU adjustments likely.
• Action items:
  1. Communicate limitations → @raito
  2. Invite attendees to rely on LTE/5G → @raito
  3. Prepare local Nix(OS) cache → @raito
  4. Prepare B plan → @sinavir

Room planning

• @sinavir: all fine according to previous communications.

• Requirements (from prior meeting):

  • 3 public rooms including quiet room
  • 1 non-public room

Accessibility

• Kate: per European accessibility act:

  • Audit all graphics (screen reader alternatives)
  • Provide paper documentation at 200% scale
  • Comply with subtitle/sign language requests
  • Publish a11y contact email and designate on-site contact

• Action items:

  • @soyouzpanda: audit website with RGAA checker, publish a11y contact
  • @raito: check with @hexchen regarding captioning/sign language; announce the on-site contact at the intro talk

Conference start/end times

• Friday 8:00 staff / 9:00 public check-in → 10:00 first talk → 18:00 public end → 20:00 staff
• Saturday: 9:00 public check-in → 18:00 public end → 19:00 late (no entrance anymore) → 20:00 staff
• Sunday: same as Saturday

Plan for teardown: grab volunteers, no formal plan needed.

Final operational email to attendees

Dependencies: website ready, conference schedule and start/end finalized

Checklist:

• Conference start/end times
• Travel info (public transport)
• Schedule of talks
• Lunch/dinner info
• Encourage interest-based group formation

Physical code of conduct

• @raito to coordinate with Kate; implement quickly.

Next agenda

• Seating and tables (beanbags)
• Snacks, coffee, and hacking snack plan
• Equipment rentals update (quotes, purchases)
• Accessibility updates
• Final drinks order (Fritz Cola count, etc.)