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new c22fdf621 Add Cassandra Meetup Organizer Handbook and Events Approval
Checklist pages
c22fdf621 is described below
commit c22fdf621b7e1ea7e5c6b2d76e7de5d1e8cb023b
Author: Diogenese Topper <[email protected]>
AuthorDate: Mon Oct 30 16:35:06 2023 -0700
Add Cassandra Meetup Organizer Handbook and Events Approval Checklist pages
patch by Diogenese Topper; reviewed by Mick Semb Wever for CASSANDRA-18899
---
.../ROOT/pages/events/approval-checklist.adoc | 53 +++++++++++
.../ROOT/pages/events/organizer-handbook.adoc | 106 +++++++++++++++++++++
site-ui/src/layouts/events.hbs | 2 +-
3 files changed, 160 insertions(+), 1 deletion(-)
diff --git
a/site-content/source/modules/ROOT/pages/events/approval-checklist.adoc
b/site-content/source/modules/ROOT/pages/events/approval-checklist.adoc
new file mode 100644
index 000000000..b798be9ba
--- /dev/null
+++ b/site-content/source/modules/ROOT/pages/events/approval-checklist.adoc
@@ -0,0 +1,53 @@
+= Events Approval Checklist
+:page-layout: basic
+:page-role: event-approval-checklist
+:description: Checklist for getting your Apache Cassandra® event approved by
the PMC
+
+All Apache Cassandra® events must be approved by the Cassandra PMC. To obtain
approval, make sure you have familiarized yourself with the
https://apache.org/foundation/marks/events.html[Third-Party Event Branding
Policy^] and the https://apache.org/foundation/marks/guide[Apache Product Name
Usage Guide^], and provided all the details in the checklist below to the PMC
via email at mailto:[email protected][[email protected]^].
+
+_The Apache Cassandra PMC reserves the right to withdraw event approval under
reasonable circumstances._
+
+**Format & content**
+
+* Provide details on the format of the event (number of tracks, length of
talks, types of talks, etc.)
+* Outline the agenda
+* Include representatives from the
https://cassandra.apache.org/_/community.html#meet-the-community[PMC] on your
selection team
+* Provide details on how you will be selecting speakers
+
+**Trademark Compliance**
+
+* Highlight how Apache and third-party products are being covered in the
content - an event about an Apache product must include some sessions and
lessons that can apply to the core download without needing third-party products
+* Include and provide details of the event's anti-harassment policy - this
must be identical to the
https://apache.org/foundation/policies/anti-harassment.html[ASF anti-harassment
policy^] or an approved alternative.
+* Feature prominent attributions of all Apache marks and products used
+* Link the text “Apache Software Foundation” to http://www.apache.org
+* The first use of Apache Cassandra must use the full product name and be
followed by the ® symbol. The same applies to any usage of the product name in
page titles or email subjects.
+* Include a prominent description of the appropriate Apache product
+* Review and comply with the
https://apache.org/foundation/marks/events.html[Third-Party Event Branding
Policy^]
+* Review and comply with the https://apache.org/foundation/marks/guide[Apache
Product Name Usage Guide^]
+* Do not include any Apache or Apache product branding directly in your event
branding
+
+**Email template**
+
+You can use this as a template for writing an email to the PMC for event
approval:
+
+—
+
+I would like to kindly request the PMC's approval for my upcoming
{In-Person|Online} event.
+
+My event, {EVENT NAME}, is set to take place on {DATE}. It will be focused on
Apache Cassandra and will take the following format:
+
+{Briefly explain the event format - include things like the number of tracks,
length of the talks, types of talks, and whether the event will be online or
in-person}
+
+The event {Landing/Registration} page is visible at the following URL: {EVENT
URL}
+
+Here is an outline of the agenda that we are expecting to follow:
+
+{Provide as much detail about the agenda as you have at this stage - make sure
to highlight how you will be covering Apache products in your content}
+
+We will be selecting speakers in the following manner:
+
+{Provide details of your CFP and any processes you plan on implementing for
speaker selection, indicating who will be involved in selecting speakers}
+
+We will abide by all Apache trademark and branding guidelines and will include
the ASF anti-harassment policy in our event materials.
+
+—
\ No newline at end of file
diff --git
a/site-content/source/modules/ROOT/pages/events/organizer-handbook.adoc
b/site-content/source/modules/ROOT/pages/events/organizer-handbook.adoc
new file mode 100644
index 000000000..daabeb9d7
--- /dev/null
+++ b/site-content/source/modules/ROOT/pages/events/organizer-handbook.adoc
@@ -0,0 +1,106 @@
+= Meetup Organizer Handbook
+:page-layout: basic
+:page-role: meetup organizer handbook
+:description: Your handbook for organizing a local Apache Cassandra meetup.
+
+Organising events for your local Apache Cassandra® meetup is a rewarding
experience and a great way of giving back to your local community while
enhancing your own learning. Anyone can organise local Cassandra events so long
as they are familiar with using Cassandra and follow these guidelines.
+
+=== The Prime Directive
+
+The overarching principle that informs these guidelines is simple: **Community
events are all about the Cassandra community**. This is our Prime Directive.
+
+While that may feel obvious to say, it’s an important point that will underpin
all of the decisions you will make as an organiser - keep the community at the
forefront, and everything else will fall into place.
+
+Three key guidelines emerge from this Prime Directive:
+
+. All actions taken as an event organiser are with the best interest of the
community in mind.
+* _Example: Speaker spots are not for sale. Sponsors do not automatically get
to speak - all speakers are selected based on their experience, the merit of
their topic, and the value it will provide to the community._
+. Membership in the local meetup group is open to all who wish to join,
regardless of ability, skill, financial status or any other criteria.
+* _Example: People don’t need any prior knowledge, skills or technology to
attend local Cassandra events._
+. Local meetup groups allow events to be organised by any reliable/trusted
member of the community.
+* _Example: If someone in the community expresses an interest in organising
events, they should be encouraged and empowered to do so._
+
+=== Become an Organiser
+
+Any community member can organise events for their local Cassandra meetup.
Organisers need to have some familiarity with Apache Cassandra, and they need
to agree to the guidelines and expectations outlined below. Anyone interested
in starting a new local Cassandra meetup group must fill in
https://docs.google.com/forms/d/e/1FAIpQLSfFN7n6RI6Oy4CzLD7MpoHatjzeZX-8tEVVeI3ilLyNAHOp3A/viewform[the
application form^]. If you are already a member of a local Cassandra meetup
group and would like [...]
+
+Once your meetup group is live, we will add your group to the Cassandra meetup
directory. See the Promoting Events section below for more information about
promoting individual events.
+
+=== Organising Cassandra Events in an External Group
+
+If you are an organiser for another meetup group that isn’t exclusively about
Cassandra but you are facilitating Cassandra-focused topics, then we would
still love to promote your events to the Cassandra community. You can submit
event details via
https://docs.google.com/forms/d/e/1FAIpQLSeKY6FG27OlcF2jsUxs0-JyxtWWpYOTZnq7-78ZCTzgw-sVgg/viewform[this
form^], and we will add them to the central events calendar.
+
+=== Building an Organising Team
+
+A diverse organising team is important for building a diverse and inclusive
community; it also helps distribute the work of organising amongst more people.
Remember the Prime Directive - Cassandra events are organised for the benefit
of the community and not a single person or organisation.
+
+You can find additional organisers for your team in the #cassandra,
#cassandra-events, and #cassandra-dev
https://the-asf.slack.com/ssb/redirect[ASF slack^] channels, as well as the in
Planet Cassandra Discord, by posting on social media, or by asking people you
know who are interested in Apache Cassandra.
+
+=== Promoting Events
+
+It is strongly recommended that you finalise your event details (date, venue,
speakers, etc.) at least one month before the event. The earlier you can start
promoting your event, the better, so it’s best to get those details finalised
well in advance.
+
+You can use any platform you like for your group’s local events. If the
platform incurs fees, then you should find local sponsors to cover your costs
(see the _Finding Sponsors_ section below). You may use any advertising
platform or format you like for promoting your event, provided you
https://www.apache.org/foundation/marks/guide#naming[use the correct Cassandra
and sponsor branding where appropriate^].
+
+Once your event is published on your platform of choice, submit the details
via
https://docs.google.com/forms/d/e/1FAIpQLSeKY6FG27OlcF2jsUxs0-JyxtWWpYOTZnq7-78ZCTzgw-sVgg/viewform[this
form^] to be added to the central Cassandra calendar. If the platform allows
for automated posting, then we will look into enabling that so you don’t need
to submit each event individually.
+
+=== Selecting Speakers
+
+Anyone can apply to speak at a local Cassandra event. Organisers can publish a
formal Call For Papers (CFP) or just make sure the community knows they can
reach out to apply at any time. Speakers and topics can be anything relevant to
the local community, and organisers can select what they like, so long as it is
in the best interests of the community.
+
+After you launch your local meetup group, we will review your first three
events before you announce them - that will ensure that the content remains
relevant and follows the program’s guidelines. After that, you won’t need to
check in with us before announcing any events, but we will continue to support
you and answer any questions you may have.
+
+Here are some things to consider when selecting speakers and topics:
+
+* Speaking spots cannot be bought by sponsors under any circumstances -
speakers on selected solely on their merit and the value of their content.
+* Sessions must never be purely a sales pitch.
+* Focus on new content - if something is already published elsewhere, it will
be less attractive to community members.
+* Favour new speakers where possible - new voices are interesting to listen
to, provide new points of view, and facilitate diversity in the community.
+* Make an effort to find and encourage speakers from underrepresented groups
where possible - diverse viewpoints make everyone richer.
+* Speakers don’t have to be active in the local community, and they can be
from out-of-town, but familiarity with existing community members generally
means they will be more well-received than others.
+* Sessions can be presented in any format that is relevant or useful for the
topic - we encourage you to be creative and mix up your event formats.
+* Slides must use a plain Cassandra deck that doesn’t include excessive vendor
info and branding - if you aren’t sure whether slides are appropriate, please
contact Planet Cassandra staff to ask about it.
+
+=== Finding Sponsors
+
+If you need a sponsor for your events, any company can come on board as a
sponsor for your local Cassandra meetup; however, it is best to select sponsors
that offer relevant products or services to Cassandra community members.
Sponsors can come on board to cover any financial costs related to your events
- venue hire, refreshments, etc. - or they can provide material sponsorship -
venue, workshop materials, etc.
+
+In return for sponsorship, sponsors should receive some benefits. Some ideas
for this are:
+
+* Promotion in event communications
+* Branding posted at the event
+* Discount codes for products/services provided to attendees
+* Distribution of company swag
+
+Organisers can be creative with the benefits they provide to sponsors, but
please bear in mind the following non-negotiable restrictions:
+
+* Speaking spots are not provided to sponsors in return for their sponsorship
under any circumstances.
+* A list of attendee names or contact details may not be given to sponsors (or
anyone else) - aggregate demographic data is fine to share, but specific
details about attendees are not.
+
+=== Finding a Venue
+
+Organisers can use any venue that is appropriate for the event and the people
attending it. Here are some things to consider when selecting a venue:
+
+* Ensure that the venue has adequate accessibility features for all potential
attendees.
+* The venue should be able to accommodate the number of expected attendees
with seating for everyone, as well as include any features that are required
for the format of the event (e.g. desks/tables for workshops that require
attendees to use their laptops)
+* Avoid venues that could be potentially problematic for some attendees - this
could include political or religious venues.
+
+=== Running Online Events
+
+Organisers may choose to run online events. The same guidelines apply to
online events as to in-person ones. When selecting a platform to use for online
events, ensure you select a platform that has adequate accessibility features
for all attendees, as well as any features that the event format requires.
+
+=== Producing Swag
+
+You may produce event or community-related swag for community members,
provided it adheres to the https://www.apache.org/foundation/marks/[ASF
Trademark Policy^]. You can check with the Apache Cassandra PMC to ensure
compliance. This applies to all event materials, e.g. social graphics, flyers,
banners, etc. Here are some guidelines to help organisers make good choices:
+
+* Only produce swag that you are certain will be useful to the majority of
attendees - conference and event swag is routinely discarded into landfills, so
be conscious of the environment when selecting swag. You could even poll your
local community on what swag they want in order to ensure real interest in the
items.
+* If you are producing t-shirts as swag, make sure to select a vendor that
provides shirts in fitted and straight cuts from size XS to 5XL - this ensures
that you will be able to cater to all members of the community.
+* Also, if you are producing t-shirts, experience has shown that people
generally don’t want to continue wearing shirts that are covered in sponsor
logos. It is better to stick to designs related to Cassandra or the community.
+
+=== Recording Content
+
+Organisers are encouraged to record sessions at their local Cassandra meetups
and publish the recordings online, either as audio or video (or both). All
recorded content is licensed under the
https://creativecommons.org/licenses/by-sa/4.0/[Creative Commons
Attribution-ShareAlike 4.0 License^] - in practice, this means that anyone can
redistribute the content, provided they provide attribution to the Cassandra
community, use the same licence (and link to it), and indicate any changes they
[...]
+
+== Code of Conduct
+
+The Apache Software Foundation code of conduct applies to all Cassandra
community spaces, including events:
https://www.apache.org/foundation/policies/conduct[https://www.apache.org/foundation/policies/conduct^]
\ No newline at end of file
diff --git a/site-ui/src/layouts/events.hbs b/site-ui/src/layouts/events.hbs
index 001f8a4c2..7d72a6d5e 100644
--- a/site-ui/src/layouts/events.hbs
+++ b/site-ui/src/layouts/events.hbs
@@ -26,7 +26,7 @@
Cassandra events bring the community together. Everyone
(whether they are an individual user, contributor, or company) is welcome to
attend and help organize these events. They are an opportunity for users,
enthusiasts, and community members to share their experiences working with
Cassandra daily, hear talks and participate whether they are beginners or
experts.
</p>
<p class="py-large text-center">
- Organizing an event or want to get involved? <a href="{{{
site.url }}}/_/community.html#discussions">Get in touch with us</a>!
+ Organizing an event or want to get involved? Take a look
at the <a href="{{{ site.url }}}/_/events/organizer-handbook.html">Meetup
Organizer Handbook</a> for guidelines to getting started and make sure you that
you double check the <a href="{{{ site.url
}}}/_/events/approval-checklist.html">Events Approval Checklist</a> for
compliance. Any other questions? <a href="{{{ site.url
}}}/_/community.html#discussions">Get in touch with us</a>!
</p>
<div id="all-tiles" class="grid-list-wide list pb-large">
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