[16:06:27] <harpreet>	 hello everyone
[16:09:40] <Satdeep>	 Hello everyone
[16:11:51] <ravidreams_>	 Hi Satdeep, let's get started
[16:12:04] <Satdeep>	 Yes
[16:12:08] <ravidreams_>	 Can you share updates from Chandigarh
[16:12:48] <Parveer>	 Venue and dates are final
[16:13:34] <Parveer>	 Venue is Chandigarh Engineering College Landran (Mohali)
[16:13:37] <Satdeep>	 Parveer is sharing them
[16:13:39] <harpreet>	 satdeep have u shared pictures of venue
[16:14:02] <Parveer>	 And dates are 5,6,7 August 2016
[16:14:34] <Satdeep>	  I do have pictures of the venue and the I will upload them to Commons and add them to the page on Meta
[16:15:12] <ravidreams_>	 Great
[16:15:28] <Satdeep>	 So, we have to make sure we dont delay anything now.
[16:15:35] <Satdeep>	 PEG has to be done within 10 days
[16:15:51] <ravidreams_>	 Do we also have some concrete cost estimates from local vendors
[16:15:53] <Satdeep>	 Only then we can open Scholarship applications in mid April and award them in June
[16:16:23] <Satdeep>	 Award them in May
[16:16:33] <Satdeep>	 Costs for what ?
[16:19:36] <Satdeep>	 I have added concrete estimates related to Venue infrastructure and Accommodation
[16:19:40] <ravidreams_>	 I mean you were looking for estimates for food etc.,
[16:20:12] <Satdeep>	 We will get the estimates for Food within a week
[16:20:47] <ravidreams_>	 Ok, is there any other major item in budgeting that we need to finalize?
[16:20:53] <Satdeep>	 We have cheap accommodation at the venue hostels at around Rupees 250 per person (4 person per room)
[16:21:06] <Satdeep>	 Will be adding pictures
[16:21:35] <ravidreams_>	 For every one's info, the scholarship team has consensus to give 100 scholarships in total
[16:21:39] <Jim_Carter>	 sorry for joining late
[16:21:49] <Satdeep>	 Those who are not satisfied can get their own accommodations at Hotels which closeby (Within 10 KMs)
[16:21:57] <ravidreams_>	 Everyone including organizers will go through the process
[16:22:22] <ravidreams_>	 Program team also had done some major discussions
[16:22:41] <ravidreams_>	 But we need more activity and leadership happening in each of the teams
[16:22:59] <ravidreams_>	 Satdeep, tight timeline for PEG noted.
[16:23:34] <Satdeep>	 Yes. Because the dates are final now 5-7 August 2016
[16:23:57] <ravidreams_>	 Another FAQ is how we will handle the grant money.
[16:24:22] <ravidreams_>	 Since it will be lot of money, no individual can receive or operate it
[16:24:35] <ravidreams_>	 We need institutional support to handle the grant
[16:24:55] <ravidreams_>	 WMIN at the moment cannot receive foreign funding
[16:25:14] <Satdeep>	 What kind of institutional support ?
[16:25:20] <ravidreams_>	 So, I propose requesting CIS to be our fiscal sponsor.
[16:25:46] <ravidreams_>	 They can receive and handle the money, accounting for us
[16:26:24] <ravidreams_>	 They won't interfere in decision making and will only technically approve expenses validated by our finance team
[16:26:40] <Satdeep>	 Okay
[16:26:44] <Satdeep>	 I support
[16:27:22] <ravidreams_>	 I am proposing this early so we have enough time for questions and clarifications.
[16:28:29] <ravidreams_>	 By institutional support I mean an institution that has license to receive foreign funding for this purpose and also has the resources and experience to do proper accounting
[16:29:43] <ravidreams_>	 Another thing I was already informally doing was to seek organizational partners who can help us in a variety of ways
[16:29:57] <ravidreams_>	 Now, I will proceed to formally reach out to them
[16:30:07] <Satdeep>	 What kind of help ?
[16:31:04] <ravidreams_>	 These will be mission aligned partners like FOSS organizations. For example, they can help us in outreach, conducting hackathon, identifying and connecting to keynote speakers etc.,
[16:31:20] <ravidreams_>	 Clearly, we need to scale our resources now
[16:32:39] <Satdeep>	 Yes
[16:33:22] <ravidreams_>	 I might also ask CIS to offer support by allocating some of their staff time to help in grants writing, reporting etc.,
[16:34:07] <Satdeep>	 Yes, that will be great
[16:34:50] <ravidreams_>	 Another FAQ is who will file the PEG. Let's say Community of Wikimedians in India will be the applicant :)
[16:35:37] <Parveer>	 I agree
[16:36:02] <Satdeep>	 Yes, I also agree
[16:36:39] <Jim_Carter>	 Agree
[16:38:28] <Jim_Carter>	 When shall the scholarship process start?
[16:38:50] <Satdeep>	 We start it in early April i guess
[16:40:34] <Jim_Carter>	 Will we get a month? to evaluate the scholarship applications?
[16:40:58] <Jim_Carter>	 I mean when shall we release the results?
[16:41:32] <ravidreams_>	 As far as I know, for WCI 2011 there were hundreds of applications which resulted in huge work load
[16:41:59] <ravidreams_>	 I suggest that we eliminate inappropriate applicants in the beginning itself
[16:42:16] <ravidreams_>	 The scholarship application needs to be designed keeping this in mind
[16:42:39] <Jim_Carter>	 Yes, I will propose to perform the evaluation in the way we do in Wikimania
[16:42:42] <ravidreams_>	 It is better to have the results by June 1st week
[16:42:55] <ravidreams_>	 To allow 60 days window for booking tickets
[16:43:38] <Satdeep>	 Okay
[16:43:53] <Jim_Carter>	 ok.
[16:44:06] <Satdeep>	 and will we have a proper travel agent for booking tickets ?
[16:44:06] <ravidreams_>	 Brb in 5 mimutes
[16:45:05] <Jim_Carter>	 For how much time shall the scholarship session will be opened for public?
[16:45:57] <Jim_Carter>	 Wo shall design the scholarship application form?
[16:46:18] <Jim_Carter>	 who*
[16:48:36] <Satdeep>	 I guess we have to that
[16:48:47] <Satdeep>	 Let us start working on that after PEG
[16:49:12] <Satdeep>	 I think 3 weeks for scholarship application should be enough and we get on reviewing them
[16:54:18] <ravidreams_>	 Let us engage professionals in all aspects of the event
[16:54:29] <ravidreams_>	 Work gets done and less load for volunteers
[16:54:45] <ravidreams_>	 So, a travel agent's service can be availed
[16:54:54] <Satdeep>	 Yes, that is necessary
[16:55:11] <ravidreams_>	 Scholarship committee will take care of all aspects of awarding scholarship
[16:55:13] <Jim_Carter>	 yes, I agree
[16:55:16] <ravidreams_>	 Including forms
[16:55:34] <Jim_Carter>	 forms, emails and?
[16:55:45] <ravidreams_>	 Let's see if Wikimania organizers can share any tool to make the scholarship process easy
[16:55:58] <ravidreams_>	 Jim_Carter: everything :)
[16:56:31] <ravidreams_>	 Another latest development is Wikimania might become a biennial event
[16:56:49] <Jim_Carter>	 Should the scholarship committee will be given the permission to apply discretion instead of blindly using an already set criteria?
[16:56:51] <ravidreams_>	 But there is consensus for more regional and thematic events
[16:57:05] <ravidreams_>	 So let us approach our event from that aapect
[16:57:15] <Jim_Carter>	 We can use google docs or
[16:57:41] <ravidreams_>	 All teams are autonomous. But they will need consensus within the team
[16:57:54] <ravidreams_>	 Also best practice s are there for a reason :)
[16:59:18] <Satdeep>	 Yes, Ravi
[16:59:22] <Satdeep>	 Everything seems fine
[17:00:24] <Satdeep>	 And yes Jim we will create a Google Form as it will automatically create a spreadsheet of all the answers
[17:01:10] <Jim_Carter>	 yes.
[17:01:41] <Jim_Carter>	 For how much time the scholarship applications will be open?
[17:01:57] <Jim_Carter>	 because it depends on the number of applicants
[17:03:21] <ravidreams_>	 These things can always be flexible and discussed / decided within the team
[17:03:37] <Jim_Carter>	 ok.
[17:03:43] <ravidreams_>	 No more updates from my side for today :)
[17:04:05] <Satdeep>	 Local team is also done with updates and queries :)
[17:04:39] <Jim_Carter>	 no question from me
[17:04:57] <ravidreams_>	 Ok let's meet next Saturday then
[17:05:16] <ravidreams_>	 Saturday session looks more convenient than expected :)
[17:07:52] <Satdeep>	 Yes indeed it is
[17:08:26] <Satdeep>	 We hope to come up with more updates next Saturday
[17:08:38] <ravidreams_>	 Yes
[17:10:57] <ravidreams_>	 Bye for now