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2026-04-03 - LixCon 2026 weekly

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.)
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