# 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](https://cof.ens.fr/k-fet/carte/).
* @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.)