Kubernetes Prow Robot
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Future home for all things planning and strategy for Kubernetes contributor
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events.
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TODO: Add overview (ties to contribex charter, what we do, how, why), what events
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this team supports, other resources
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this team supports
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# Core Events Team roles
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## Core Events Team roles
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Inspired by the [Release Team]
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The Event Lead(s) is responsible for determining which core roles need to be filled at the start
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of planning for each event. After initial core team meetings, each lead will determine
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how to best staff for that function and fill in other roles.
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how to best staff for that function and fill in other roles. Each role will ideally have a shadow for succession planning. Those who have been a part of a previous event get first dibs on lead roles to maintain consistency.
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CNCF will provide an events manager dedicated to each summit that will help us put
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the logistical and operational pieces together.
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| Role | Handbook | Notes |
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| --- | --- | --- |
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| Events Lead | TODO | May have more than one |
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| Events Lead/Chair | TODO | May have more than one |
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| Project Manager | TODO | |
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| Registration Lead | TODO | |
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| Marketing Lead | TODO | |
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| CNCF Events Manager | CNCF | CNCF will staff this |
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| Overall Content Lead | TODO | |
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| New Contributor Workshop Lead | TODO | Events Lead and General Content will determine this |
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| Accessibility, Inclusiveness, and Diversity | TODO | |
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| Accessibility, Inclusiveness, and Diversity | TODO | |
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## Handbooks:
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### Lead/Chair
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Recruit a core team
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Recruit volunteers to help at the event in various capacities (see [best-practices.md])
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Create an event strategy with the Content Lead(s) and consider having a social event
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Provide venue ideas and suggestions to CNCF; do a walk thru if possible
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Organize and lead n cadence update meetings
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Direct liaison with CNCF Event Manager
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Create day of operations event brief for all staff members
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Decide if the social needs it's own lead
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Create welcome slides and MC day of event
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Event wrap up: blog post, summary emails to steering committee and k-dev, lead retro, create survey
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Ensure the overall event is a great experience for all contributors
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### Project Manager
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Triage project board, related issues, and PRs
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Identify holes in tasks and assign/ask for volunteers; coordinate with lead
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Track ongoing blockers for the event
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Keep timelines
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### Accessibility, Inclusiveness, and Diversity
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Reach out to underrepresented local groups to advertise new contributor workshop - examples: GoBridge, Women Who Code
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Advertise to past and current diversity scholarship winners
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Code of Conduct process/reporting and training for event staff
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Confirming that shirt sizes are true to fit, measurements are posted with the registration
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Making sure that food options are considered for folks with special accommodations with CNCF
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Advertise childcare (get information from CNCF)
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Advertise quiet room (get information from CNCF)
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### Content Lead - New Contributors
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Make modifications and continuous improvements to the new contributor workshop template
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Incorporate the new contributor playground
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Teach the class or recruit teachers and teachers assistants
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Work with Lead on determining the capacity and how many sessions will run
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Determine if different levels need to be offered
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Organize SIG Meet and Greet
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### Content Lead - Current Contributors
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Work with Lead on content strategy
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Use previous surveys, events, focus groups, and anything else needed to determine content ideas
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If an unconference is a part of the day, recruit a coordinator to help plan and facilitate
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Help keep event site up to date with the most recent content changes
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Decide what trainings should be provided that would be valuable in a face to face setting (example: SIG Chair Training)
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Coordinate speakers, teachers, and folks to deliver the content
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### Marketing and Comms
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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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### Registration
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figuring out, implementing, and testing online registration workflow
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figuring out, implementing, and testing onsite reg workflow including how to give out swag
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create invite only list and determine mechanisms around who gets the first round of invites
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Do an invite only round and open contributor/public round
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Prepare copy of instructions and other registration updates for distribution
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# Out of scope
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Meetups //TODO - link to cncf kubernetes meetups page
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We don't coordinate meetups. CNCF leads these efforts and their information can be found [here].
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[Release Team]: https://github.com/kubernetes/sig-release/tree/master/release-team
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[best-practices.md]: ./best-practices.md
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[here]: https://github.com/cncf/meetups
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@ -1 +1,100 @@
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Future home of best practices, lessons learned, etc.
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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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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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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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and SIG Leads with a comment period. This helps to ensure that we've heard and have
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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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## 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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The event team can decide if they want a dedicated project manager role at the time of planning.
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## Registration
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TODO
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## Badges
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TODO
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## Venue
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Venue contracts are signed by CNCF
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Conduct venue walk thrus - this is super important to get a feel for the space
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Things to check for:
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Capacity in all rooms, including when stages and AV are present which will cut from chair capacity.
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Signage requirements (what we can and can’t hang/stick to the walls/etc)
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Layout options - some venues have restrictions (example: if there is a birds of a feather, seats should be in a fishbowl for easy conversation vs a lecture)
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AV Options
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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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## 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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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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## Sponsorship
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We like to keep our events clear from sponsorships as it distracts from the mission.
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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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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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No matter how big the event, there will always be opportunities to help out onsite in some capacity. Here are roles we've recruited for in the past that have been extra helpful:
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Operations lead - helps recruit and train day of staff, charts out their schedules
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Notetakers - some sessions, birds of a feather for example, make for not great recordings because of the constant conversation with multiple people in the room so notetakers help capture action items and other key parts to the meeting.
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Session hosts - Introduces the session/speaker, keeps time, acts as an inclusion advocate to make sure everyone that wants a chance to talk gets one
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## Transparency
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All events will be recorded unless otherwise noted. Recordings will be hosted on the Kubernetes Community YouTube channel. Events should try for livestreaming when possible, especially larger events.
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## Signage
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What signage do we need/content? Design?
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Always order twice the signage you think you need. More is always better.
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AV options (multiple mics, work with transparency person)
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Order AV services
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## Contributor Awards
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It's nice to celebrate the hardwork that goes into the community and recognize those doing it.
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TODO - codify this, determine what awards, process for nominations, etc.
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## Survey
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Questions that we have asked in the past that would be helpful to keep consistent to analyze for trends:
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TO BE UPDATED
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## Resources
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Links to docs that aren't a fit for markdown:
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[welcome slides]
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[blog post example]
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[(example)]: ./2019
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[Seattle 2018 doc]: https://docs.google.com/document/d/17StTsUSCh1XxPjF-TpCnhXvZalHs7lwhSrVIgNpFwLU/edit?usp=sharing
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[event OWNERs]: ./OWNERS.md
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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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