diff --git a/events/events-team/marketing/README.md b/events/events-team/marketing/README.md index 5dc2d8ff4..810bdad78 100644 --- a/events/events-team/marketing/README.md +++ b/events/events-team/marketing/README.md @@ -1,6 +1,6 @@ -# Marketing Lead Handbook +# Communications Lead Handbook -This document defines marketing planning and activities needed to run a +This document defines communications and marketing activities needed to run a Contributor Summit. - [Overview](#overview) @@ -11,78 +11,110 @@ Contributor Summit. ## Overview -As Marketing Lead, you are responsible for the overall marketing communications -timeline. The role also includes ensuring all non-technical content (web, mail, +As Communications Lead, you are responsible for the overall marketing communications +before, during, and after the event. 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. Time Commitment: - 1-3 hours a week from 0-1.5 months in -- 2-5 hours a week from 1.5 months-to event +- 3-5 hours a week from 1.5 months-to event ## Skills and Qualifications -- Good grasp on general marketing activities surrounding events +- Good grasp on general marketing activities surrounding events - Understanding of common forms of marketing communications - Event planning experience +- If working on the website, you'll need HTML/CSS/JavaScript experience +- A healthy emoji vocabulary! ## Responsibilities -- Create a communication schedule - what, when, how, who -- Manage online presence - website, social media strategy -- Potentially recruit a social media coordinator role -- Provide updates on social media, mailing lists, and Slack throughout pre-, - during-, and post-event -- Assist with GitHub event repo adds and edits -- Work with Event Lead on a recap blog -- Determine signage needs and copy, coordinate with CNCF on explicit needs -- Create/update deck templates for curated talks and/or other purposes +- Create a communication schedule regarding the event - what, when, how, who + - This includes email, Slack, and social media (via the Buffer platform with Contributor Comms) + - You'll source the informaton needed from your fellow leads, and can refer to prior art (linked below) for templates +- Manage online presence of the website, alongside the social media strategy +- Recruit a website lead to handle all updates to the website + - Consider ensuring website reviewers/approvers are on the team to merge upstream changes +- Provide updates on social media, mailing lists, and Slack before, during, and after the event + - After-event communications will include a post-event survey, created by SIG ContribEx leads +- Work alongside the CNCF Events Team to coordinate communications efforts +- Assist with deck content for curated talks and/or other purposes ### Communication Channels and Property Access Communications to the Kubernetes Contributor Community should be sent from official Kubernetes accounts to ensure they reach the community. Mass messages -from personal accounts can easily wind up being marked as spam. +from personal accounts can easily wind up being marked as spam. However, in the event +that you lead Communications and _aren't_ a member of the [SIG ContribEx Contributor Comms team](/communication/contributor-comms/README.md), +personal email accounts can be used. Please check with the current Event Lead and +Emeritus Leads on the best course of action. **Email** -Mail should be sent from the contributors@kubernetes.io account. For access, work -with the event lead who will coordinate with [SIG Contributor Experience leads] -to grant temporary access to the account for the duration of the event. +Unless you have access to official Kubernetes accounts, please use your own email account +to send all email communications. All emails should include summit-team@kubernetes.io in CC each time. +The Event Lead will add all team leads to this distribution list. +Outbound communications should always target the main distribution list, dev@kubernetes.io, as well +as the co-chairs and tech leads distribution list, leads@kubernetes.io, when necessary. -**Twitter** +While it is appreciated that you triage incoming mail for summit-team@kubernetes.io to +varying team leads, you are not responsible for answering all incoming messages. The entire +summit planning team should triage and handle their ownership areas when it comes to email communications, +respectively. -Tweets can be sent from two accounts: [@K8sContributors] and [@Kubernetesio]. +**Website** -Tweets targeting the greater Kubernetes community should use the [@Kubernetesio] -account. Tweets using this account must be coordinated with the [CNCF]. Work -with the CNCF events rep to schedule the tweets or put you in contact with -the CNCF marketing members in charge of the account. Tweets using this account -are often limited in the content and quantity that may be sent. +The [Contributor Site](https://www.kubernetes.dev/) should be the source of truth for all Contributor Summit information. +As timing, location, registration, and schedule information is confirmed for the event, the website should be populated +as soon as possible. The [`OWNERS`](https://github.com/kubernetes/contributor-site/blob/master/OWNERS) file defines +who can approve upstream changes. -Tweets targeting the current contributor base should use the [@K8sContributors] -account. There are no restrictions with this account for the amount or kind of -messages that may be sent. This account may be used for announcements, -live-tweeting, pictures and more. Reach out to the Kubernetes [Contributor Comms] to schedule or use this account. +All communications via email and social media should link out to the Contributor Site whenever possible. The +["Events"](https://www.kubernetes.dev/events/) top-level page is where all Contributor Summit information is +organized, by calendar year. +**Slack** -## Shadow to the Marketing Lead Role +Slack messaging should be implemented so that all corners of our community are communicated with. Let your emoji power shine! +The following channels will be important for all major announcements, plus most reminders: +- **#contributor-summit** +- **#kubernetes-org-members** +- **#chairs-and-techleads** -This role can include one or more shadows. The Marketing Lead can delegate/assign -tasks to the shadows. The expectation from a shadow is to lead one of the -events-team roles in an upcoming summit. The shadows to the Marketing Lead are -responsible for handling all Marketing lead related activities in the absence of -the Lead. +Please contact the [SIG ContribEx Contributor Comms team](/communication/contributor-comms/README.md) for access to the Announcement +bot in the Kubernetes Slack, which will be useful for broadcasts. The **#contributor-summit** channel should be used for all day-of +event communications by you and other summit sub-teams. Contributors and attendees will also ask questions here: this channel should +be monitored up until the day of the summit (the Day-of Ops Team will work with you on communications and monitoring on the +day of the event). +**X and Mastodon** + +Tweets can be sent from two accounts: [@K8sContributors](https://twitter.com/K8sContributors) and [@Kubernetesio](https://twitter.com/kubernetesio). +Mastodon uses [@K8sContributors](https://hachyderm.io/@K8sContributors) on the hachyderm.io instance. +Messaging is coordinated via Buffer, which is owned by the [SIG ContribEx Contributor Comms team](/communication/contributor-comms/README.md). +Please work with the Contributor Comms team for access. + +Announcements, live-tweeting, and pictures are all suitable updates for sharing on social media. +Most emails sent should have this information mirrored on social media, with links out to the +website for further information. + +## Shadow to the Communications Lead Role + +This role should include one or more shadows. The Communications Lead should delegate/assign +tasks to the shadows, including the drafting of emails and Slack/social media posts. +The expectation from a shadow is to lead one of the summit planning team roles in an upcoming summit. +The shadows to the Communications Lead are responsible for handling all Communications Lead-related +activities in the absence of the Lead. ## Documentation -[Email comms used for Contributor Summit Barcelona, 2019] - - -[Email comms used for Contributor Summit Barcelona, 2019]: /events/2019/05-contributor-summit/communications.md -[SIG Contributor Experience leads]: /sig-contributor-experience/README.md#leadership -[@K8sContributors]: https://twitter.com/K8sContributors -[@Kubernetesio]: https://twitter.com/kubernetesio -[CNCF]: https://www.cncf.io/ -[SIG-ContribEx Contributor Comms team]: /communication/contributor-comms/README.md +- [Email comms used for Contributor Summit EU in Paris, 2024](https://drive.google.com/drive/folders/1m2sRXVp_S37V46jPk9SS3pznFZKq41uI?usp=drive_link) (Requires access – please ask Contributor Comms) +- [Email comms used for Contributor Summit EU in Barcelona, 2019](/events/2019/05-contributor-summit/communications.md) +- [Contributor Site](https://www.kubernetes.dev/) +- [SIG Contributor Experience leads](/sig-contributor-experience/README.md#leadership) +- [@K8sContributors on X](https://twitter.com/K8sContributors) +- [@Kubernetesio on X](https://twitter.com/kubernetesio) +- [@K8sContributors on Mastodon](https://hachyderm.io/@K8sContributors) +- [CNCF](https://www.cncf.io/) +- [SIG ContribEx Contributor Comms team](/communication/contributor-comms/README.md)