Merge pull request #3854 from jonasrosland/update-events
Add more Contributor Summit marketing lead info and cleanup of best practices
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# Best pracices for running a Kubernetes Contributor Summit
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New home for best practices, process documentation, and other artifacts that detail out the 'how to' of running a Kubernetes contributor summit.
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//TODO
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@ -5,7 +7,23 @@ general clean up; style guide check
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add more reference links
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potentially separate into multiple docs or re-organize
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## Kick Off
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- [Kickoff](#kickoff)
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- [Project Management](#project-management)
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- [Registration](#registration)
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- [Badges](#badges)
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- [Venue](#venue)
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- [Social / Celebration](#social-celebration)
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- [Communication and Advertising](#communication-and-advertising)
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- [Sponsorship](#sponsorship)
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- [Swag / T-Shirts](#swag-t-shirts)
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- [Day of Event Staff](#day-off-event-staff)
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- [Transparency](#transparency)
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- [Signage](#signage)
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- [Contributor Awards](#contributor-awards)
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- [Survey](#survey)
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- [Resources](#resources)
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## Kickoff
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Event lead will start the event strategy doc that will outline goals and content
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strategy with content team. This doc should first be circulated within contributor experience for
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the [event OWNERs] to review and for the SIG to weigh in. Next, steering committee
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@ -14,10 +32,10 @@ content for most of different types of contributors that we have.
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[Seattle 2018 doc]
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A GitHub page in the events section will be created to capture history, the team, and other basic information. [(example)] This will not be used as the event website.
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A GitHub repo in the events section will be created to capture history, the team, and other basic information. [(example)] This will not be used as the event website.
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## Project Management
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Each event will have a [project board] created. The incoming team will need to create a label `area/cityfoo-summit` and any issue or PR related to all summits will have the label `area/contributor-summit`.
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Each event will have a [project board] created. The incoming team will need to create a label `area/regionfoo-summit` and any issue or PR related to all summits will have the label `area/contributor-summit`.
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The event team can decide if they want a dedicated project manager role at the time of planning.
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@ -40,17 +58,17 @@ Accessibility
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If the event is being held during KubeCon/CloudNativeCon it's important to get a space that is not with other co-located events to avoid confusion like we have had in the past.
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## Social
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Hallway Track is listed as the favorite track at every event. The social is a longer hallway track that doesn't interfere with content. The social should have fun activities!
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## Social / Celebration
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The Hallway Track is listed as the favorite track at every event. The social/celebration is a longer hallway track that doesn't interfere with content. The social should have fun activities!
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## Communication and Advertising
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kubernetes-dev@googlegroups.com is our artery for contributor communication and should be the main news network for contributor events.
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[kubernetes-dev@googlegroups.com][k-dev] is our artery for contributor communication and should be the main news network for contributor events.
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Other channels:
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Slack - #contributor-summit, #kubecon, #kubernetes-dev
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Twitter
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Kubernetes blog
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discuss.kubernetes.io
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Thursday Community Meetings
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Slack - [#contributor-summit], [#kubecon], [#kubernetes-dev]
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[Twitter]
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[Kubernetes blog]
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[discuss.kubernetes.io]
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[Weekly Thursday Community Meetings][community-meetings]
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## Sponsorship
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We like to keep our events clear from sponsorships as it distracts from the mission.
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@ -58,8 +76,9 @@ We like to keep our events clear from sponsorships as it distracts from the miss
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## Swag / T-Shirts
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What messaging do we want to convey with the swag?
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thockin has designed all contributor summit NA shirts and jberkus for Shanghai; both have done an EU shirt
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Best practices:
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Order shirts 10 days before the event to make sure everyone gets the size that they want unless there are custom/shipping issues.
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Order shirts well in advance before the event to make sure everyone gets the size that they want in case there are custom/shipping issues.
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Past brand that works well: Dakota. Previous brands had odd sizing and community feedback matched that.
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## Day of Event Staff
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@ -98,3 +117,11 @@ Links to docs that aren't a fit for markdown:
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[blog post example]: https://kubernetes.io/blog/2018/10/16/kubernetes-2018-north-american-contributor-summit/
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[welcome slides]: https://docs.google.com/presentation/d/11eDR_0Dl_MBbeoMDF_mQaJC3shnnd6buhIVei2Ke0SM/edit#slide=id.p
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[project board]: https://github.com/orgs/kubernetes/projects
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[k-dev]: (https://groups.google.com/forum/#!forum/kubernetes-dev)
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[#contributor-summit]: (https://kubernetes.slack.com/messages/contributor-summit)
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[#kubecon]: (https://kubernetes.slack.com/messages/kubecon)
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[#kubernetes-dev]: (https://kubernetes.slack.com/messages/kubernetes-dev)
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[Twitter]: (https://twitter.com/kubernetesio)
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[Kubernetes blog]: (https://kubernetes.io/blog/)
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[discuss.kubernetes.io]: (discuss.kubernetes.io)
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[community-meetings]: (https://github.com/kubernetes/community/blob/master/events/community-meeting.md)
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Marketing Lead Handbook
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(and supplemental marketing documentation needed to run a Contributor Summit)
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# Marketing Lead Handbook
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This document defines marketing planning and activities needed to run a Contributor Summit.
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- [Overview](#overview)
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- [Skills and Qualifications](#skills-and-qualifications)
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- [Responsibilities](#responsibilities)
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- [Documentation](#documentation)
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## Overview
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TODO
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As Marketing Lead, you are responsible for the overall marketing communications timeline. The role also includes ensuring all non-technical content (web, mail, physical prints) is correct and informative, and supporting the other roles (registration, content) as needed.
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- Time Commitment
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- 1-3 hours a week from 0-1.5 months in
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- 2-5 hours a week from 1.5 months-to event
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## Skills and Qualifications
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TODO
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- Good grasp on general marketing activities surrounding events
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- Understanding of common forms of marketing communications
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- Event planning experience
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## Activities
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## Responsibilities
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Create a communication schedule - what, when, how, who
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Figure out online presence - website, social media strategy
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Potentially recruit a social media coordinator role
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Provide social updates throughout pre-during-and post event
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Assist with GitHub page
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Work with lead on a recap for blog
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Determine signage needs and copy, coordinate with cncf on explicit needs
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Create a deck template for curated talks and/or other purposes
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- Create a communication schedule - what, when, how, who
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- Manage online presence - website, social media strategy
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- Potentially recruit a social media coordinator role
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- Provide updates on social media, mailing lists, and Slack throughout pre-, during-, and post-event
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- Assist with GitHub event repo adds and edits
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- Work with Event Lead on a recap blog
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- Determine signage needs and copy, coordinate with CNCF on explicit needs
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- Create/update deck templates for curated talks and/or other purposes
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## Time Commitment
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1-3 hours a week from 0-1.5 months in
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2-5 hours a week from 1.5 months-to event
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## Misc Info, Docs to link, etc.
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TODO
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## Documentation
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[Email comms used for Contributor Summit Barcelona, 2019](https://github.com/kubernetes/community/blob/master/events/2019/05-contributor-summit/communications.md)
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