community/events/events-team

This page outlines the roles involved with leading contributor events, specifically Kubernetes Contributor Summits. The staff of the event team changes with each event. Events are a subproject of SIG-Contributor-Experience.

Core Events Team roles

Inspired by the Release Team

The Event Lead(s) is responsible for determining which core roles need to be filled at the start of planning for each event. After initial core team meetings, each lead will determine 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.

CNCF will provide an events manager dedicated to each summit that will help us put the logistical and operational pieces together.

Role	Handbook	Notes
Events Lead/Chair	Event Lead Handbook	May have more than one. The Event Lead is responsible for acting as a chair for the event, carrying out the strategic vision, and being the glue needed to execute on the event.
Project Manager	Project Manager Handbook	The Project Manager is responsible for managing the cross events tasks/issues, carrying out the strategic vision, and being the glue needed to execute on the event.
Registration Lead	Registration Handbook	The Registration lead role is charged with handling all aspects of attendee registration workflow; including before the event and potentially day-of.
Comms Lead	Comms Handbook	The Comms lead is responsible for ensuring the contributor community is informed about contributor summit activities. This includes sending emails, social media, slack messages, & coordinating with the SIG-ContribEx Comms team when needed.
CNCF Events Manager	CNCF	CNCF will staff this. The CNCF representative is responsible for coordinating various aspects of the event with the contributor-led summit staff team, including space and budget planning.
Content Subteam	Content Subteam Handbook	The content subteam is responsible for coordinating the CFP and summit activities such as unconference sessions, SIG and WG meetings, and the documentation sprint.
Operations Lead	Operations Handbook	The Operations lead is responsible for day-of event management, supervision of event space, schedule adherence, and delegation/management of room staff.
Awards	Awards Handbook	The Awards role only needs to be filled once per year. Awards have traditionally been held at the North American Kubernetes Contributor Summit.
Meet & Greet	TODO	Traditionally, the Kubernetes contributor community has held a Meet & Greet during KubeCon to meet prospective contributors.
Accessibility, Inclusiveness, and Diversity	Accessibility, Inclusiveness, and Diversity at Events Handbook	Accessibility, inclusiveness, and diversity are responsibilities of all summit staff team members. Should additional accountability be needed in this area, the summit leads may choose to assign someone to this role.

Handbooks:

Lead/Chair

Event Lead Handbook

Project Manager

Project Manager Handbook

Accessibility, Inclusiveness, and Diversity

Reach out to underrepresented local groups to advertise contributor summit - examples: GoBridge, Women Who Code
Advertise to past and current diversity scholarship winners
Code of Conduct process/reporting and training for event staff
Confirming that shirt sizes are true to fit, measurements are posted with the registration
Making sure that food options are considered for folks with special accommodations with CNCF
Advertise childcare (get information from CNCF)
Advertise quiet room (get information from CNCF)

Content Subteam

The Content Subteam Handbook includes detailed handbooks for Content Coordinator, and other roles.

Comms

Comms Handbook

Registration

registration handbook

Day-Of Operations

Operations Handbook

Awards

Awards Handbook

Accessibility, Inclusiveness, and Diversity

Accessibility, Inclusiveness, and Diversity at Events Handbook

Out of scope

We don't coordinate meetups. CNCF leads these efforts and their information can be found here.