This is an automated email from the ASF dual-hosted git repository. rbowen pushed a commit to branch wg-events-proposed in repository https://gitbox.apache.org/repos/asf/comdev-site.git
commit ab400ecd80e43505fd0e551ebe4d2e448ec63c05 Author: Rich Bowen <[email protected]> AuthorDate: Fri Jul 17 12:33:31 2026 -0400 Add shadow content for wg-events application pages (not linked) Hidden pages under source/workinggroups/wg-events/ describing proposed event grant programs with copy-paste application forms. Not listed in workinggroups/_index.md -- accessible only by direct URL. All pages marked "not yet active" with warning banners. Will be linked once budget is approved and mailing list is created. --- source/workinggroups/wg-events/_index.md | 74 +++++++++++ source/workinggroups/wg-events/materials.md | 86 +++++++++++++ .../workinggroups/wg-events/meetup-application.md | 86 +++++++++++++ source/workinggroups/wg-events/speaker-travel.md | 140 +++++++++++++++++++++ .../workinggroups/wg-events/sprint-application.md | 89 +++++++++++++ .../workinggroups/wg-events/summit-application.md | 111 ++++++++++++++++ 6 files changed, 586 insertions(+) diff --git a/source/workinggroups/wg-events/_index.md b/source/workinggroups/wg-events/_index.md new file mode 100644 index 00000000..e4712997 --- /dev/null +++ b/source/workinggroups/wg-events/_index.md @@ -0,0 +1,74 @@ +--- +title: "Event Support & Speaker Travel (PROPOSED)" +--- + +{{< alert color="warning" >}} +**This program is not yet active.** The processes described here are +proposed and under discussion. No mailing list has been created, no +budget has been approved, and no applications are being accepted at +this time. Discussion happens on +[[email protected]](https://lists.apache.org/[email protected]) +with subject prefix `[wg-events]`. +{{< /alert >}} + +# Event Support & Speaker Travel + +ComDev proposes to fund small community events and speaker travel for +ASF contributors who lack corporate backing. This page describes the +programs and how to apply (once active). + +## Programs + +| Program | What it covers | Who it's for | +|---------|---------------|--------------| +| [Evening Meetups](meetup-application/) | Food + supplies for a 3-4 hour community gathering | ALC chapters, project communities | +| [Contributor Sprints](sprint-application/) | Full-day venue + catering for focused coding | Project committers organizing a coding day | +| [Single-Day Summits](summit-application/) | Full-day event with catering and AV | Projects wanting a community day (PMC approval required) | +| [Speaker Travel Grants](speaker-travel/) | Economy travel + hotel for speakers at non-Apache conferences | Contributors with accepted talks who lack employer travel funding | +| [Event Materials](materials/) | Stickers, badges, signage, supplies | Any funded event organizer | + +## Eligibility (all programs) + +This fund targets projects and contributors who **cannot get support +elsewhere**: + +- Individual contributors whose employers don't cover travel or events +- Communities growing in regions without big-tech presence +- ALC chapters hosting regular community events + +**Not eligible:** + +- Projects with multiple vendor sponsors already funding their events +- Speakers whose employers routinely cover conference travel +- Events with existing corporate sponsorship covering costs + +**Principle: ASF resources go where the market won't.** + +## How it works (once active) + +All requests are submitted by email to a moderated private mailing +list. The list is moderated (subscribe is approve-only), but anyone +can send to it -- messages from non-subscribers are held for +moderator approval and processed normally once released. + +1. Copy the application form from the relevant program page +2. Fill it out in your email client +3. Send to the events grants mailing list (address TBD -- list does + not exist yet) +4. A committee member acknowledges your request +5. The committee evaluates and decides +6. You're notified of the outcome + +All processing happens on-list in structured formats. No side-channel +approvals. + +## Coordination with other ASF programs + +This program operates alongside: + +- **VP Conferences** -- for running actual events (conferences, CoC) +- **Travel Assistance Committee (TAC)** -- for travel to Apache events +- **VP Brand Management** -- for trademark use in event naming + +ComDev provides funding and self-serve guides -- not logistics support. +Organizers run their own events. diff --git a/source/workinggroups/wg-events/materials.md b/source/workinggroups/wg-events/materials.md new file mode 100644 index 00000000..99c3fdbc --- /dev/null +++ b/source/workinggroups/wg-events/materials.md @@ -0,0 +1,86 @@ +--- +title: "Event Materials Reimbursement (PROPOSED)" +--- + +{{< alert color="warning" >}} +**This program is not yet active.** No applications are being accepted. +The mailing list does not exist yet. +{{< /alert >}} + +# Event Materials Reimbursement + +Up to $200 per event for locally-purchased materials. **Pre-approval +required** before purchase. + +## What's covered + +- Stickers (ASF logo, project logos) +- Name badges and lanyards +- Signage (directional signs, welcome banners) +- Power strips and extension cords (if venue doesn't provide) +- Markers, sticky notes, whiteboard supplies +- Printed handouts (getting started guides, etc.) + +## What's NOT covered + +- T-shirts (separate ambassador program) +- Food/drinks (covered under meetup/sprint/summit budgets) +- AV equipment purchases +- Anything primarily promotional for a company + +## Process + +1. **Get pre-approval** (send the form below BEFORE purchasing) +2. Committee approves on-list (48hr for <$100; single confirmation + for $100-$200) +3. Purchase materials +4. Reply to your approval thread with receipts (photos are fine) +5. Reimbursement processed within 30 days + +## Pre-approval form + +Once active, copy the form below into an email and send to the events +grants list (address TBD). + +**Subject line:** `[MATERIALS] Pre-approval -- Event Name, Date` + +<div class="copy-block"> +<button onclick="navigator.clipboard.writeText(document.getElementById('materials-form').innerText)">📋 Copy form</button> +<pre id="materials-form"> +MATERIALS PRE-APPROVAL REQUEST +=============================== + +1. EVENT + Event name: + Event date: + Event type: [Meetup / Sprint / Summit] + Associated funding request (if any): [link to approval thread] + +2. MATERIALS NEEDED + Item | Estimated Cost + ------------------------------|--------------- + [e.g., 100 stickers] | $[X] + [e.g., 20 name badges] | $[X] + [e.g., directional signage] | $[X] + [e.g., 2 power strips] | $[X] + | + TOTAL REQUESTED: | $[X] (max $200) + +3. PURCHASE PLAN + Where will you buy these? (local print shop, office supply + store, online vendor, etc.): + +4. ORGANIZER + Name: + Apache ID (if any): + Email: +</pre> +</div> + +## After purchase + +Reply to your pre-approval thread with: + +**Subject line:** `[MATERIALS] Receipts -- Event Name, Date -- $Amount` + +Attach receipt photos or PDFs. Reimbursement processed within 30 days. diff --git a/source/workinggroups/wg-events/meetup-application.md b/source/workinggroups/wg-events/meetup-application.md new file mode 100644 index 00000000..2fcca4b0 --- /dev/null +++ b/source/workinggroups/wg-events/meetup-application.md @@ -0,0 +1,86 @@ +--- +title: "Meetup Funding (PROPOSED)" +--- + +{{< alert color="warning" >}} +**This program is not yet active.** No applications are being accepted. +The mailing list does not exist yet. +{{< /alert >}} + +# Evening Meetup Funding + +Up to $400 per meetup to cover food and supplies for a community +gathering. Venues are expected to be donated (office space, university, +coworking). Priority given to ALC chapters. + +## Who can apply + +- ALC chapter organizers +- Apache project committers/contributors organizing a local meetup +- Anyone with a donated venue and a plan to gather Apache enthusiasts + +## What's covered + +- Pizza / catering for ~20 people +- Soft drinks and water +- Paper plates, napkins, cups +- Basic supplies (name badges, markers) + +## What's NOT covered + +- Venue rental (venues should be donated) +- Alcohol +- Speaker fees + +## Application form + +Once active, copy the form below into an email and send to the events +grants list (address TBD). + +**Subject line:** `[MEETUP] Project/ALC -- City, Date` + +<div class="copy-block"> +<button onclick="navigator.clipboard.writeText(document.getElementById('meetup-form').innerText)">📋 Copy form</button> +<pre id="meetup-form"> +MEETUP FUNDING REQUEST +====================== + +1. ORGANIZER + Name: + Apache ID (if any): + ALC Chapter (if applicable): + Email: + +2. EVENT DETAILS + Date: + Time: + Venue (name + address): + Venue cost: $0 (donated) / $[amount if not free] + Expected attendance: + Event page URL (if exists): + +3. PROJECT/TOPIC + Which Apache project(s) or topic area? + Brief description of planned activity (talks, demos, social): + +4. BUDGET + Food (pizza/catering, describe): $ + Drinks: $ + Supplies (plates, napkins, etc.): $ + Other (specify): $ + TOTAL REQUESTED (max $400): $ + +5. SPONSORSHIP + Are you seeking local sponsors? [Yes/No]: + If yes, what is the sponsor covering? +</pre> +</div> + +## After the event + +Post a brief report to [email protected]: +- How many people attended +- What happened (topics discussed, any notable outcomes) +- Photo (optional, with consent) + +Submit receipts for reimbursement. diff --git a/source/workinggroups/wg-events/speaker-travel.md b/source/workinggroups/wg-events/speaker-travel.md new file mode 100644 index 00000000..bde6f092 --- /dev/null +++ b/source/workinggroups/wg-events/speaker-travel.md @@ -0,0 +1,140 @@ +--- +title: "Speaker Travel Grants (PROPOSED)" +--- + +{{< alert color="warning" >}} +**This program is not yet active.** No applications are being accepted. +The mailing list does not exist yet. This page describes the proposed +process for discussion purposes. +{{< /alert >}} + +# Speaker Travel Grants + +Up to $3,000 per grant for ASF contributors who have talks accepted at +non-Apache conferences but lack employer funding for travel. + +## Who can apply + +- You have a talk **accepted** (not just submitted) at a non-Apache + technical conference +- The talk covers an Apache project or The Apache Way +- Your employer does not provide conference travel funding (or provides + insufficient funding for this trip) +- You are traveling within the same continent as the conference + (inter-continental travel requires committee override and is + approved only in exceptional cases) + +## What's covered + +- Economy class airfare +- Hotel (mid-range, within 3 miles of venue, up to 3 nights) +- Conference registration (if not waived for speakers) +- Ground transport to/from airport + +## Important notes + +- **Maximum grant: $3,000** +- We independently verify cost estimates by checking current economy + airfare and reasonable hotels near the venue. Inflated requests will + be rejected. +- **Same-continent travel preferred.** Inter-continental requests + require full committee override. +- Grants are **reimbursement-based**: you pay upfront, attend the + event, submit receipts afterward. +- **One grant per person per fiscal year.** +- You must provide at least one deliverable within 30 days (see below). + +## Expected deliverables + +After attending, you commit to at least ONE of: + +- Blog post (on blogs.apache.org or personal blog) +- Slides published publicly (SpeakerDeck, GitHub, etc.) +- Video recording shared (if conference records talks) +- Trip report email to [email protected] +- Social media post(s) about the talk/event + +## Application form + +Once the program is active, copy the form below into an email and +send to the events grants list (address TBD). + +**Subject line:** `[TRAVEL GRANT] Your Name -- Conference Name, City, Date` + +<div class="copy-block"> +<button onclick="navigator.clipboard.writeText(document.getElementById('travel-form').innerText)">📋 Copy form</button> +<pre id="travel-form"> +SPEAKER TRAVEL GRANT APPLICATION +================================= + +1. ABOUT YOU + Name: + Apache ID (if any): + Email: + Employer (or "independent/unemployed/student"): + Does your employer provide conference travel funding? [Yes/No/Partial]: + If partial, what does your employer cover? + +2. CONFERENCE DETAILS + Conference name: + Conference URL: + Conference dates: + Conference location (city, country): + Expected attendance (approximate): + Is this an established conference (>2 years running)? [Yes/No]: + +3. YOUR TALK + Talk title: + Talk abstract (2-3 sentences): + Has the talk been accepted? [Yes/Submitted/Invited]: + If accepted, link to acceptance or program page: + Which Apache project(s) does the talk cover? + +4. TRAVEL DETAILS + Traveling from (city, country): + Estimated airfare (economy class): + Estimated hotel (# nights x nightly rate): + Conference registration fee (if any): + Other costs (ground transport, visa, etc.): + TOTAL ESTIMATED COST: + +5. AMOUNT REQUESTED + Amount requested from ComDev (up to $3,000): + Are you receiving partial funding from another source? [Yes/No]: + If yes, how much and from whom? + +6. EXPECTED DELIVERABLES + (Check all you commit to providing after the event) + [ ] Blog post on blogs.apache.org or personal blog + [ ] Slides published publicly (SpeakerDeck, GitHub, etc.) + [ ] Video recording shared (if conference records) + [ ] Trip report email to [email protected] + [ ] Social media post(s) about the talk/event + +7. ANYTHING ELSE + (Optional: context on why this grant matters to you or your + community, prior speaking experience, etc.) +</pre> +</div> + +## What happens after you apply + +1. A committee member acknowledges receipt within 5 business days +2. The committee independently estimates trip costs +3. Two committee members score your application +4. Decision communicated within 15 business days +5. If approved: reimbursement instructions sent +6. After the event: submit receipts + deliverable +7. Reimbursement processed within 30 days of receipts + +## Evaluation criteria + +Applications are scored on: + +1. **Need** -- do you genuinely lack other funding sources? +2. **Apache relevance** -- does the talk advance Apache projects? +3. **Conference quality** -- is this a meaningful, curated event? +4. **Geographic/demographic reach** -- does this grow ASF presence in + underrepresented regions? +5. **Cost reasonableness** -- are the estimates in line with market + rates? diff --git a/source/workinggroups/wg-events/sprint-application.md b/source/workinggroups/wg-events/sprint-application.md new file mode 100644 index 00000000..ebc943af --- /dev/null +++ b/source/workinggroups/wg-events/sprint-application.md @@ -0,0 +1,89 @@ +--- +title: "Contributor Sprint Funding (PROPOSED)" +--- + +{{< alert color="warning" >}} +**This program is not yet active.** No applications are being accepted. +The mailing list does not exist yet. +{{< /alert >}} + +# Contributor Sprint Funding + +Up to $1,800 per sprint to cover a full-day focused coding event for +~15 people. The format that most directly produces commits, merged PRs, +and new contributors. + +## Who can apply + +- Apache project committers organizing a sprint for their project +- Must have experienced reviewers confirmed to attend (sprints without + reviewers produce orphaned PRs) + +## What's covered + +- Venue rental (if not donated) +- Lunch, snacks, coffee for participants +- Power strips, signage, supplies + +## Requirements + +- At least 2 experienced committers/reviewers present +- Curated issue list prepared in advance +- Newcomers explicitly welcomed and paired with mentors + +## Application form + +Once active, copy the form below into an email and send to the events +grants list (address TBD). + +**Subject line:** `[SPRINT] Project -- City, Date` + +<div class="copy-block"> +<button onclick="navigator.clipboard.writeText(document.getElementById('sprint-form').innerText)">📋 Copy form</button> +<pre id="sprint-form"> +SPRINT FUNDING REQUEST +====================== + +1. ORGANIZER + Name: + Apache ID: + Role on project (committer/PMC/etc.): + Email: + +2. EVENT DETAILS + Date: + Start/end time: + Venue (name + address): + Venue cost: $0 (donated) / $[amount] + Expected attendance: + Event page URL (if exists): + +3. PROJECT + Apache project: + What will participants work on? (curated issues, docs, release + prep, etc.): + Link to curated issue list (if available): + How many experienced reviewers will be present to review PRs? + +4. BUDGET + Venue (if not donated): $ + Catering (lunch + snacks + coffee): $ + Supplies (power strips, signage, badges): $ + Other (specify): $ + TOTAL REQUESTED (max $1,800): $ + +5. OUTREACH PLAN + How will you promote this to potential participants? + Will newcomers be explicitly welcomed and paired with mentors? +</pre> +</div> + +## After the event + +Post a report to [email protected]: +- Attendance count +- PRs submitted / issues closed / docs written +- New contributors onboarded (if any) +- What worked, what you'd change + +Submit receipts for reimbursement. diff --git a/source/workinggroups/wg-events/summit-application.md b/source/workinggroups/wg-events/summit-application.md new file mode 100644 index 00000000..5343bb63 --- /dev/null +++ b/source/workinggroups/wg-events/summit-application.md @@ -0,0 +1,111 @@ +--- +title: "Single-Day Summit Funding (PROPOSED)" +--- + +{{< alert color="warning" >}} +**This program is not yet active.** No applications are being accepted. +The mailing list does not exist yet. +{{< /alert >}} + +# Single-Day Project Summit Funding + +Up to $6,000 for a full-day project summit (~40 people) with catering +and AV. For projects that want a focused community day but lack +corporate sponsorship to fund one. + +## Who can apply + +- Apache project PMC members +- **Requires PMC approval**: you must link to a lists.apache.org thread + showing your project PMC discussed and approved this request + +## What's covered + +- Venue rental +- Full-day catering (breakfast, lunch, breaks) +- AV equipment rental +- Signage and printed materials + +## What's NOT covered + +- Multi-day events (those require external sponsorship and fall under + VP Conferences) +- Events that are essentially vendor product launches +- Speaker travel (apply separately under Speaker Travel Grants) + +## Requirements + +- PMC approval thread on lists.apache.org (REQUIRED -- link in form) +- Community-organized and community-benefiting (not a vendor event) +- Preference given to projects that have never had a community event + +## Application form + +Once active, copy the form below into an email and send to the events +grants list (address TBD). + +**Subject line:** `[SUMMIT] Project -- City, Date` + +<div class="copy-block"> +<button onclick="navigator.clipboard.writeText(document.getElementById('summit-form').innerText)">📋 Copy form</button> +<pre id="summit-form"> +SUMMIT FUNDING REQUEST +====================== + +1. ORGANIZER + Name: + Apache ID: + Role on project: + Email: + Co-organizers (if any): + +2. EVENT DETAILS + Date: + Start/end time: + Venue (name + address): + Venue cost: $ + Expected attendance: + Event page URL (if exists): + +3. PROJECT & PROGRAM + Apache project: + Why does this project need a summit now? (new release, community + growth, governance transition, etc.): + Draft agenda or program outline: + Confirmed speakers/facilitators: + +4. BUDGET (detailed) + Venue rental: $ + Catering (breakfast/lunch/breaks, per-person estimate): $ + AV equipment rental (if needed): $ + Signage and printed materials: $ + Speaker expenses (if any): $ + Other (specify): $ + TOTAL REQUESTED (max $6,000): $ + +5. SPONSORSHIP & CO-FUNDING + Have you sought corporate sponsors for this event? [Yes/No]: + If yes, what did they offer? + Is any portion funded by other sources? + What happens if ComDev funding is not available? (event cancelled, + reduced scope, etc.) + +6. PMC APPROVAL (REQUIRED) + Link to lists.apache.org thread showing your project PMC has + discussed and approved this summit request: + +7. EXPECTED OUTCOMES + What does success look like for this event? + How will you measure it? +</pre> +</div> + +## After the event + +Post a detailed report to [email protected]: +- Attendance count +- Program delivered vs. planned +- Outcomes achieved +- Lessons learned + +Submit receipts for reimbursement.
