This is an automated email from the ASF dual-hosted git repository. rbowen pushed a commit to branch events-templates in repository https://gitbox.apache.org/repos/asf/comdev-events-site.git
commit 6647ef005ec36533fee11df1fbb74e3640495ce3 Author: Rich Bowen <[email protected]> AuthorDate: Fri Jul 17 12:54:21 2026 -0400 Add proposed event funding application forms (not linked) Applicant-facing pages under events/apply/ with copy-paste forms for speaker travel, meetup, sprint, summit, and materials requests. All marked PROPOSED/not yet active. Not linked from any index page. --- source/events/apply/_index.md | 52 +++++++++++++++++ source/events/apply/materials.md | 75 ++++++++++++++++++++++++ source/events/apply/meetup.md | 67 +++++++++++++++++++++ source/events/apply/speaker-travel.md | 106 ++++++++++++++++++++++++++++++++++ source/events/apply/sprint.md | 68 ++++++++++++++++++++++ source/events/apply/summit.md | 90 +++++++++++++++++++++++++++++ 6 files changed, 458 insertions(+) diff --git a/source/events/apply/_index.md b/source/events/apply/_index.md new file mode 100644 index 0000000..3b61b7e --- /dev/null +++ b/source/events/apply/_index.md @@ -0,0 +1,52 @@ +--- +title: "Apply for Event Funding (PROPOSED)" +url: /apply/index.html +--- + +{{< 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. See +[[email protected]](https://lists.apache.org/[email protected]) +for the ongoing discussion. +{{< /alert >}} + +# Apply for Event Funding + +ComDev proposes to fund small community events and speaker travel for +ASF contributors who lack corporate backing. + +## Programs + +| Program | What it covers | Max | +|---------|---------------|-----| +| [Speaker Travel Grants](speaker-travel/) | Economy travel + hotel for conference speakers | $3,000 | +| [Evening Meetups](meetup/) | Food + supplies for a community gathering | $400 | +| [Contributor Sprints](sprint/) | Full-day venue + catering for focused coding | $1,800 | +| [Single-Day Summits](summit/) | Full-day event with catering and AV | $6,000 | +| [Event Materials](materials/) | Stickers, badges, signage, supplies | $200 | + +## Who can apply + +- Individual contributors whose employers don't cover travel or events +- ALC chapters hosting regular community events +- Communities growing in regions without big-tech presence + +**Not eligible:** Projects with multiple vendor sponsors already funding +their events; speakers whose employers cover travel; events with +existing corporate sponsorship covering costs. + +**Principle: ASF resources go where the market won't.** + +## How to apply (once active) + +1. Choose the program that fits your request +2. Copy the application form from the relevant page below +3. Fill it out in your email client +4. Send to the events grants mailing list (address TBD) +5. A committee member acknowledges within 5 business days +6. Decision communicated per the timelines on each program page + +All applications go to a private, moderated mailing list. You don't +need to be subscribed to send -- messages from non-subscribers are +held briefly for moderator approval and then processed normally. diff --git a/source/events/apply/materials.md b/source/events/apply/materials.md new file mode 100644 index 0000000..9cd7176 --- /dev/null +++ b/source/events/apply/materials.md @@ -0,0 +1,75 @@ +--- +title: "Event Materials Reimbursement (PROPOSED)" +--- + +{{< alert color="warning" >}} +**Not yet active.** No applications are being accepted at this time. +{{< /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 +- Markers, sticky notes, whiteboard supplies +- Printed handouts + +## Not covered + +- T-shirts, food/drinks, AV purchases, company-promotional items + +## Process + +1. Send pre-approval request (form below) **before** purchasing +2. Committee approves on-list (48hrs) +3. Purchase materials +4. Reply to approval thread with receipt photos +5. Reimbursement within 30 days + +## Pre-Approval Form + +**Subject:** `[MATERIALS] Pre-approval -- Event Name, Date` + +{{< copyblock 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: +{{< /copyblock >}} + +## After purchase + +Reply to your pre-approval thread with subject: + +`[MATERIALS] Receipts -- Event Name, Date -- $Amount` + +Attach receipt photos or PDFs. diff --git a/source/events/apply/meetup.md b/source/events/apply/meetup.md new file mode 100644 index 0000000..b65123e --- /dev/null +++ b/source/events/apply/meetup.md @@ -0,0 +1,67 @@ +--- +title: "Meetup Funding (PROPOSED)" +--- + +{{< alert color="warning" >}} +**Not yet active.** No applications are being accepted at this time. +{{< /alert >}} + +# Evening Meetup Funding + +Up to $400 to cover food and supplies for a community gathering. +Venues are expected to be donated. Priority to ALC chapters. + +## Eligibility + +- 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 + +## Application Form + +**Subject:** `[MEETUP] Project/ALC -- City, Date` + +{{< copyblock 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? +{{< /copyblock >}} + +## After the event + +Post a brief report to [email protected] and submit receipts +for reimbursement. diff --git a/source/events/apply/speaker-travel.md b/source/events/apply/speaker-travel.md new file mode 100644 index 0000000..d3f6c6b --- /dev/null +++ b/source/events/apply/speaker-travel.md @@ -0,0 +1,106 @@ +--- +title: "Speaker Travel Grants (PROPOSED)" +--- + +{{< alert color="warning" >}} +**Not yet active.** No applications are being accepted at this time. +{{< /alert >}} + +# Speaker Travel Grants + +Up to $3,000 for ASF contributors with accepted talks at non-Apache +conferences who lack employer funding for travel. + +## Eligibility + +- Talk **accepted** (not just submitted) at a non-Apache conference +- Talk covers an Apache project or The Apache Way +- Your employer does not provide sufficient travel funding +- Same-continent travel preferred; inter-continental requires + committee override + +## 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 + +- Maximum: $3,000 +- We verify cost estimates against current economy fares and + reasonable hotels near the venue. Inflated requests are rejected. +- Reimbursement-based: you pay upfront, submit receipts afterward +- One grant per person per fiscal year +- Must provide at least one deliverable within 30 days (blog post, + slides, video, trip report, or social media coverage) + +## Application Form + +Once active, copy the form below into an email to the events grants +list (address TBD). + +**Subject:** `[TRAVEL GRANT] Your Name -- Conference Name, City, Date` + +{{< copyblock 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.) +{{< /copyblock >}} + +## What happens next + +1. Committee acknowledges receipt (5 business days) +2. Independent cost estimate produced +3. Two committee members score your application +4. Decision communicated (15 business days) +5. If approved: attend, deliver, submit receipts +6. Reimbursement within 30 days of complete receipts diff --git a/source/events/apply/sprint.md b/source/events/apply/sprint.md new file mode 100644 index 0000000..0650a7e --- /dev/null +++ b/source/events/apply/sprint.md @@ -0,0 +1,68 @@ +--- +title: "Contributor Sprint Funding (PROPOSED)" +--- + +{{< alert color="warning" >}} +**Not yet active.** No applications are being accepted at this time. +{{< /alert >}} + +# Contributor Sprint Funding + +Up to $1,800 for a full-day focused coding event (~15 people). + +## Eligibility + +- Apache project committers organizing a sprint +- Must have experienced reviewers confirmed to attend + +## What's covered + +- Venue rental (if not donated) +- Lunch, snacks, coffee +- Power strips, signage, supplies + +## Application Form + +**Subject:** `[SPRINT] Project -- City, Date` + +{{< copyblock 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? +{{< /copyblock >}} + +## After the event + +Post a report to [email protected] (attendance, PRs, outcomes) +and submit receipts for reimbursement. diff --git a/source/events/apply/summit.md b/source/events/apply/summit.md new file mode 100644 index 0000000..ee0dbdc --- /dev/null +++ b/source/events/apply/summit.md @@ -0,0 +1,90 @@ +--- +title: "Single-Day Summit Funding (PROPOSED)" +--- + +{{< alert color="warning" >}} +**Not yet active.** No applications are being accepted at this time. +{{< /alert >}} + +# Single-Day Project Summit Funding + +Up to $6,000 for a full-day project summit (~40 people). + +## Eligibility + +- Apache project PMC members +- **Requires PMC approval:** 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 + +## Not covered + +- Multi-day events (require external sponsorship, fall under VP Conferences) +- Events that are essentially vendor product launches +- Speaker travel (apply separately under Speaker Travel Grants) + +## Application Form + +**Subject:** `[SUMMIT] Project -- City, Date` + +{{< copyblock 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? +{{< /copyblock >}} + +## After the event + +Post a detailed report to [email protected] and submit receipts +for reimbursement.
