This is an automated email from the ASF dual-hosted git repository.
asf-gitbox-commits pushed a commit to branch asf-site
in repository https://gitbox.apache.org/repos/asf/comdev-events-site.git
The following commit(s) were added to refs/heads/asf-site by this push:
new 0227c83 Updated asf-site from main at
851cdd93094408d250e7b453529587fd088aa12b
0227c83 is described below
commit 0227c8356bc0a88e2224458a52a0d8559019a79c
Author: jenkins <[email protected]>
AuthorDate: Fri Jul 17 17:23:24 2026 +0000
Updated asf-site from main at 851cdd93094408d250e7b453529587fd088aa12b
Built from
https://ci-builds.apache.org/job/Community%20Development/job/events-site/job/main/242/
---
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content/events/index.html | 24 ++-
content/events/index.xml | 2 +-
content/index.xml | 38 +++-
content/organize/index.html | 52 ++++-
content/organize/index.xml | 36 +++-
content/organize/small-event-guide.html | 225 ++++++++++++++++++++++
content/organize/templates/day-of-checklist.html | 193 +++++++++++++++++++
content/organize/templates/sprint-in-a-box.html | 215 +++++++++++++++++++++
content/sitemap.xml | 17 +-
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diff --git a/content/events/index.html b/content/events/index.html
index 0fc68c3..e1f5044 100644
--- a/content/events/index.html
+++ b/content/events/index.html
@@ -103,10 +103,28 @@ community gathering. Whether you’re planning
something local or
virtual, we can help you get the word out.</p>
<p><strong>To get started:</strong></p>
<ol>
-<li>Send a note to <a
href="https://lists.apache.org/[email protected]";>[email protected]</a>
describing your event.</li>
-<li>We’ll set up a page for you on this site where you can share
details, collect volunteers, and coordinate logistics.</li>
+<li>Read the <a href="/organize/small-event-guide/">How to Organize a Small
Apache Event</a> guide</li>
+<li>Copy one of our <a href="/organize/#templates">event page
templates</a></li>
+<li>Submit a PR to <a href="https://github.com/apache/comdev-events-site";>this
repo</a> with your event page</li>
+<li>Send a note to <a
href="https://lists.apache.org/[email protected]";>[email protected]</a>
to let us know about your PR – we can help review and publicize</li>
</ol>
-<p>You don’t need to be running a large conference — even a small
contributor sprint or community meetup is welcome here.</p>
+<p>Or, if you’d rather not deal with PRs: just send a note to
+<a
href="https://lists.apache.org/[email protected]";>[email protected]</a>
+describing your event and we’ll set up a page for you.</p>
+<p>You don’t need to be running a large conference — even a small
+contributor sprint or community meetup is welcome here.</p>
+<hr>
+<h2 id="resources-for-organizers">Resources for Organizers</h2>
+<ul>
+<li><a href="/organize/templates/sprint-in-a-box/">Sprint in a Box</a> —
Everything you need for a one-day contributor sprint</li>
+<li><a href="/organize/templates/day-of-checklist/">Day-of Checklist</a> —
Printable checklist for event day</li>
+</ul>
+<!--
+* [Event Funding](/organize/templates/funding-request/) — Request financial
support for venue, catering, materials
+-->
+<ul>
+<li><a href="/volunteer/">Volunteer Opportunities</a> — Find help for your
event</li>
+</ul>
</div>
diff --git a/content/events/index.xml b/content/events/index.xml
index 60ec7fd..6226518 100644
--- a/content/events/index.xml
+++ b/content/events/index.xml
@@ -70,7 +70,7 @@ Get Involved Hackathon — Dedicated time and space for
contributors to work tog
<guid>https://events.apache.org/events/index.html/</guid>
<description>Current Events Community over Code Glasgow 2026 — October
11–14, Glasgow, UK Coordinate Your Community Event Here This site is available
to all ASF project communities to organize and promote meetups, hackathons,
sprints, release parties, or any community gathering. Whether you&rsquo;re
planning something local or virtual, we can help you get the word out.
To get started:
-Send a note to [email protected] describing your event.
We&rsquo;ll set up a page for you on this site where you can share details,
collect volunteers, and coordinate logistics.</description>
+Read the How to Organize a Small Apache Event guide Copy one of our event page
templates Submit a PR to this repo with your event page Send a note to
dev@community.</description>
</item>
<item>
diff --git a/content/index.xml b/content/index.xml
index 8f93c90..08b85d7 100644
--- a/content/index.xml
+++ b/content/index.xml
@@ -156,6 +156,16 @@ Community over Code is the annual conference of the Apache
Software Foundation
Get Involved Hackathon — Dedicated time and space for contributors to work
together on real project tasks. 25 projects are already signed up. Call for
Volunteers — Help make the event a success — hackathon coordination, university
outreach, meetup engagement, speaker support, and design.</description>
</item>
+ <item>
+ <title>Day-of Checklist</title>
+
<link>https://events.apache.org/organize/templates/day-of-checklist.html</link>
+ <pubDate>Mon, 01 Jan 0001 00:00:00 +0000</pubDate>
+
+
<guid>https://events.apache.org/organize/templates/day-of-checklist.html</guid>
+ <description>Event Day Checklist Print this and bring it with you. Check
items off as you go.
+Before doors open (arrive 30–60 min early) Unlock the room / meet the venue
contact Set up tables and chairs in the arrangement you want Test the WiFi —
connect a device, run a speed test, do a git clone Test the projector / screen
if using one Put up directional signs from building entrance to room Write on
whiteboard or print on paper: WiFi network name and password Project chat
channel (Slack/Discord/IRC) Event hashtag Schedule overview Set out power
strips / extension cords Set out a [...]
+ </item>
+
<item>
<title>Design Volunteers</title>
<link>https://events.apache.org/volunteer/design.html</link>
@@ -174,7 +184,7 @@ Design Opportunities Posters and Print Materials Event
posters and landing pages
<guid>https://events.apache.org/events/index.html/</guid>
<description>Current Events Community over Code Glasgow 2026 — October
11–14, Glasgow, UK Coordinate Your Community Event Here This site is available
to all ASF project communities to organize and promote meetups, hackathons,
sprints, release parties, or any community gathering. Whether you&rsquo;re
planning something local or virtual, we can help you get the word out.
To get started:
-Send a note to [email protected] describing your event.
We&rsquo;ll set up a page for you on this site where you can share details,
collect volunteers, and coordinate logistics.</description>
+Read the How to Organize a Small Apache Event guide Copy one of our event page
templates Submit a PR to this repo with your event page Send a note to
dev@community.</description>
</item>
<item>
@@ -210,6 +220,17 @@ A hackathon coordinator works with representatives from
projects likely to have
They&rsquo;ll also work with the planners of the event to create a space
with the necessary components (tables, power outlets, signage, etc) to make
that space welcoming to participants, including beginners.</description>
</item>
+ <item>
+ <title>How to Organize a Small Apache Event</title>
+ <link>https://events.apache.org/organize/small-event-guide.html</link>
+ <pubDate>Mon, 01 Jan 0001 00:00:00 +0000</pubDate>
+
+ <guid>https://events.apache.org/organize/small-event-guide.html</guid>
+ <description>How to Organize a Small Apache Event This guide covers
everything you need to run a local event — a hackathon, sprint, meetup,
BarCamp, or community gathering — with Apache branding. You don&rsquo;t
need permission from ComDev to start planning; just follow the steps below.
+What counts as a &ldquo;small event&rdquo;? Any community gathering of
5–100 people organized by or for an Apache project community:
+Contributor sprint — a day of focused hacking on a specific project Hackathon
— multi-project working event BarCamp / unconference — participant-driven talks
and discussion Meetup — an evening or half-day of talks and networking Release
party — celebrating a major release Step-by-step 1.</description>
+ </item>
+
<item>
<title>Meetup Outreach</title>
<link>https://events.apache.org/volunteer/meetup.html</link>
@@ -227,8 +248,9 @@ What Meetup Outreach Involves Identify relevant local
meetup groups Build relati
<pubDate>Mon, 01 Jan 0001 00:00:00 +0000</pubDate>
<guid>https://events.apache.org/organize/</guid>
- <description>If you want to host your own Apache project event, or
propose a roadshow about the ASF, get in touch with us on the Event Planning
mailing list.
-Important! While we appreciate other parties producing events to tell the
world about our many great Apache projects and communities, Apache trademarks
and brands are also important to us. To use any Apache trademarks in
conjunctions with events, you must request permission by following the Third
Party Event Branding Policy.</description>
+ <description>Organize an Apache Event Whether you&rsquo;re planning
a small contributor sprint or a multi-day BarCamp, this section has everything
you need to get started.
+Small Community Events (NEW) Most Apache events are organized by individual
contributors in their local communities. You don&rsquo;t need special
permission — just follow our self-service guide:
+How to Organize a Small Apache Event — Step-by-step process from idea to
execution Sprint in a Box — Everything for a one-day coding sprint (the
simplest possible event) Day-of Checklist — Printable logistics checklist
Templates To create your event page, make a new directory under
source/events/YYYY/your-event-name/ in this repo and copy one of these
templates as your starting __index.</description>
</item>
<item>
@@ -253,6 +275,16 @@ What speaker support volunteers do As a volunteer,
you&rsquo;ll offer severa
CFP and Abstract Support Review and provide feedback on conference proposals
Help refine talk titles and abstracts Advise on targeting proposals to specific
audiences Suggest improvements to increase acceptance chances Slide Review and
Editing Review presentation slides for clarity and flow Provide feedback on
visual design and readability Suggest improvements to technical content Help
ensure slides align with talk objectives and ASF branding Presentation
Rehearsal Conduct dress rehearsa [...]
</item>
+ <item>
+ <title>Sprint in a Box</title>
+
<link>https://events.apache.org/organize/templates/sprint-in-a-box.html</link>
+ <pubDate>Mon, 01 Jan 0001 00:00:00 +0000</pubDate>
+
+
<guid>https://events.apache.org/organize/templates/sprint-in-a-box.html</guid>
+ <description>Sprint in a Box Everything you need to run a one-day
contributor sprint for your Apache project. This is the simplest possible event
— no talks, no sponsors needed, just a room and people who want to code
together.
+Minimum requirements Room with tables, chairs, WiFi, and power outlets for
5–30 people One coordinator who is a committer on the project 3+ committed
attendees before you set a date 4–6 weeks lead time for promotion Timeline 6
weeks before Confirm room (university, office, coworking space, library) Set up
event page using the event template Post to your project&rsquo;s dev@ list:
&ldquo;Who&rsquo;s interested?</description>
+ </item>
+
<item>
<title>University and Educational Outreach</title>
<link>https://events.apache.org/volunteer/university.html</link>
diff --git a/content/organize/index.html b/content/organize/index.html
index 0993fa0..44c84e2 100644
--- a/content/organize/index.html
+++ b/content/organize/index.html
@@ -82,16 +82,50 @@
<div id="content">
<h1 class="title">Organize an Apache Event</h1>
- <p>If you want to host your own Apache project event, or propose a
-<a href="/about/roadshow.html">roadshow</a> about the ASF, get in touch with
us on the <a href="mailto:[email protected]";>Event Planning
-mailing list</a>.</p>
-<p><strong>Important!</strong> While we appreciate other parties producing
events to tell the world about
-our many great Apache projects and communities, <a
href="https://whimsy.apache.org/brand/list";>Apache trademarks and brands</a>
-are also important to us. To use any Apache trademarks in conjunctions with
events,
-you <strong>must</strong> request permission by following the
-<a href="https://www.apache.org/foundation/marks/events.html";>Third Party
Event Branding Policy</a>.</p>
+ <h1 id="organize-an-apache-event">Organize an Apache Event</h1>
+<p>Whether you’re planning a small contributor sprint or a multi-day
+BarCamp, this section has everything you need to get started.</p>
+<h2 id="small-community-events-new">Small Community Events (NEW)</h2>
+<p>Most Apache events are organized by individual contributors in their
+local communities. You don’t need special permission — just follow our
+self-service guide:</p>
<ul>
-<li><a href="roadshow">Organizing a Roadshow event</a></li>
+<li><strong><a href="small-event-guide/">How to Organize a Small Apache
Event</a></strong> — Step-by-step process from idea to execution</li>
+<li><strong><a href="templates/sprint-in-a-box/">Sprint in a Box</a></strong>
— Everything for a one-day coding sprint (the simplest possible event)</li>
+</ul>
+<!--
+* **[Event Funding Request](templates/funding-request/)** — How to get
financial support for your event
+-->
+<ul>
+<li><strong><a href="templates/day-of-checklist/">Day-of
Checklist</a></strong> — Printable logistics checklist</li>
+</ul>
+<h2 id="templates">Templates</h2>
+<p>To create your event page, make a new directory under
+<code>source/events/YYYY/your-event-name/</code> in
+<a href="https://github.com/apache/comdev-events-site";>this repo</a> and copy
+one of these templates as your starting <code>__index.md</code>:</p>
+<ul>
+<li><a href="templates/small-event-template/">General event template</a>
– Works for any event type</li>
+<li><a href="templates/meetup-template/">Meetup template</a> – Evening
talks + networking</li>
+<li><a href="templates/barcamp-template/">BarCamp template</a> –
Full-day unconference</li>
+<li><a href="../../events/2026/community-over-code/sampleproject/">Hackathon
project page</a> — For project-specific hackathon participation</li>
+</ul>
+<h2 id="larger-events">Larger Events</h2>
+<p>For events requesting ASF budget or official branding:</p>
+<!--
+* [Organizing a Roadshow event](roadshow/) — Bid process for ASF-branded events
+-->
+<h2 id="branding">Branding</h2>
+<p>If you’re using “Apache” or any project name in your
event:</p>
+<ul>
+<li>Review the <a
href="https://www.apache.org/foundation/marks/events.html";>Third Party Event
Branding Policy</a></li>
+<li>For small community events run by committers, this is typically a
lightweight check — not a gate</li>
+</ul>
+<h2 id="get-help">Get Help</h2>
+<ul>
+<li>Email <a
href="https://lists.apache.org/[email protected]";>[email protected]</a></li>
+<li>Join <strong>#volunteers</strong> on <a
href="http://s.apache.org/apachecon-slack";>apachecon.slack.com</a></li>
+<li>Or contact the <a href="mailto:[email protected]";>Event Planning
mailing list</a></li>
</ul>
diff --git a/content/organize/index.xml b/content/organize/index.xml
index 1683806..f8f9fad 100644
--- a/content/organize/index.xml
+++ b/content/organize/index.xml
@@ -6,14 +6,36 @@
<description>Recent content in Organizes on Apache Software Foundation
Events</description>
<generator>Hugo -- gohugo.io</generator>
<language>en</language><atom:link
href="https://events.apache.org/organize/index.xml"; rel="self"
type="application/rss+xml" />
+ <item>
+ <title>Day-of Checklist</title>
+
<link>https://events.apache.org/organize/templates/day-of-checklist.html</link>
+ <pubDate>Mon, 01 Jan 0001 00:00:00 +0000</pubDate>
+
+
<guid>https://events.apache.org/organize/templates/day-of-checklist.html</guid>
+ <description>Event Day Checklist Print this and bring it with you. Check
items off as you go.
+Before doors open (arrive 30–60 min early) Unlock the room / meet the venue
contact Set up tables and chairs in the arrangement you want Test the WiFi —
connect a device, run a speed test, do a git clone Test the projector / screen
if using one Put up directional signs from building entrance to room Write on
whiteboard or print on paper: WiFi network name and password Project chat
channel (Slack/Discord/IRC) Event hashtag Schedule overview Set out power
strips / extension cords Set out a [...]
+ </item>
+
+ <item>
+ <title>How to Organize a Small Apache Event</title>
+ <link>https://events.apache.org/organize/small-event-guide.html</link>
+ <pubDate>Mon, 01 Jan 0001 00:00:00 +0000</pubDate>
+
+ <guid>https://events.apache.org/organize/small-event-guide.html</guid>
+ <description>How to Organize a Small Apache Event This guide covers
everything you need to run a local event — a hackathon, sprint, meetup,
BarCamp, or community gathering — with Apache branding. You don&rsquo;t
need permission from ComDev to start planning; just follow the steps below.
+What counts as a &ldquo;small event&rdquo;? Any community gathering of
5–100 people organized by or for an Apache project community:
+Contributor sprint — a day of focused hacking on a specific project Hackathon
— multi-project working event BarCamp / unconference — participant-driven talks
and discussion Meetup — an evening or half-day of talks and networking Release
party — celebrating a major release Step-by-step 1.</description>
+ </item>
+
<item>
<title>Organize an Apache Event</title>
<link>https://events.apache.org/organize/</link>
<pubDate>Mon, 01 Jan 0001 00:00:00 +0000</pubDate>
<guid>https://events.apache.org/organize/</guid>
- <description>If you want to host your own Apache project event, or
propose a roadshow about the ASF, get in touch with us on the Event Planning
mailing list.
-Important! While we appreciate other parties producing events to tell the
world about our many great Apache projects and communities, Apache trademarks
and brands are also important to us. To use any Apache trademarks in
conjunctions with events, you must request permission by following the Third
Party Event Branding Policy.</description>
+ <description>Organize an Apache Event Whether you&rsquo;re planning
a small contributor sprint or a multi-day BarCamp, this section has everything
you need to get started.
+Small Community Events (NEW) Most Apache events are organized by individual
contributors in their local communities. You don&rsquo;t need special
permission — just follow our self-service guide:
+How to Organize a Small Apache Event — Step-by-step process from idea to
execution Sprint in a Box — Everything for a one-day coding sprint (the
simplest possible event) Day-of Checklist — Printable logistics checklist
Templates To create your event page, make a new directory under
source/events/YYYY/your-event-name/ in this repo and copy one of these
templates as your starting __index.</description>
</item>
<item>
@@ -27,5 +49,15 @@ You need, at a minimum
Event chair Must be an ASF member Must be resident in the city where the event
is proposed Volunteers to support (how many?) City/Venue selected University
cities are preferred Local tech firms that can sponsor? Local keynote
suggestion Proposed timeline, starting with CFP, going through schedule,
speaker notification, the event, and the post-event Budget Leads on sponsorship
helpful Contribute to event &ldquo;runbook&rdquo; as output from the
event To run a roadshow or other sma [...]
</item>
+ <item>
+ <title>Sprint in a Box</title>
+
<link>https://events.apache.org/organize/templates/sprint-in-a-box.html</link>
+ <pubDate>Mon, 01 Jan 0001 00:00:00 +0000</pubDate>
+
+
<guid>https://events.apache.org/organize/templates/sprint-in-a-box.html</guid>
+ <description>Sprint in a Box Everything you need to run a one-day
contributor sprint for your Apache project. This is the simplest possible event
— no talks, no sponsors needed, just a room and people who want to code
together.
+Minimum requirements Room with tables, chairs, WiFi, and power outlets for
5–30 people One coordinator who is a committer on the project 3+ committed
attendees before you set a date 4–6 weeks lead time for promotion Timeline 6
weeks before Confirm room (university, office, coworking space, library) Set up
event page using the event template Post to your project&rsquo;s dev@ list:
&ldquo;Who&rsquo;s interested?</description>
+ </item>
+
</channel>
</rss>
diff --git a/content/organize/small-event-guide.html
b/content/organize/small-event-guide.html
new file mode 100644
index 0000000..ba17737
--- /dev/null
+++ b/content/organize/small-event-guide.html
@@ -0,0 +1,225 @@
+<!DOCTYPE html>
+
+
+<html lang="en">
+<head>
+ <meta name="description" content="Apache Events">
+ <meta name="viewport" content="width=device-width, initial-scale=1.0">
+ <meta name="keywords" content="apache, apache events, apache community,
opensource">
+
+ <title>How to Organize a Small Apache Event</title>
+
+ <meta http-equiv="Content-Type" content="text/html; charset=utf-8">
+ <link href="/style/screen.css" rel="stylesheet" type="text/css">
+ <link rel="icon" type="image/svg+xml" href="/images/apache-oak-leaf.svg">
+</head>
+
+<body>
+ <div id="banner">
+ <div>
+ <div class="topbanner">
+ <div class="sitename">Apache Software Foundation Events</div>
+ <a class="logo" href="https://www.apache.org";>
+ <img alt="ASF website"
src="https://apache.org/img/asf_logo.png"; width="164">
+ </a>
+
+
+<span class="breadcrumbs">
+ <a href="/">Home</a>
+
+
+
+
+
+
+
+
+
+
+ <a href='/organize'>Organize</a>
+
+
+
+
+
+
+
+
+ <a href='/organize/small-event-guide.html'>Small event
guide</a>
+
+
+</span>
+
+ </div>
+ </div>
+ </div>
+
+ <button id="nav-toggle" aria-label="Toggle navigation">☰ Menu</button>
+
+ <div id="navigation">
+ <ul>
+ <li><a href="/index.html">Home</a></li>
+ </ul>
+
+ <h1>About Apache Events</h1>
+ <ul>
+ <li><a href="/about/index.html">General information</a></li>
+ <li><a href="/about/commcode/index.html">Community Over Code</a></li>
+ <li><a href="/about/endorsed.html">Endorsed events</a></li>
+ </ul>
+
+ <h1>Getting Involved</h1>
+ <ul>
+ <li><a href="/involved/index.html">Introduction</a></li>
+ <li><a href="/involved/mailing-lists.html">Mailing Lists</a></li>
+ <li><a href="/volunteer/">Volunteer!</a></li>
+ <li><a href="https://s.apache.org/apachecon-slack";>Slack</a></li>
+ </ul>
+
+ <h1>ASF</h1>
+ <ul>
+ <li><a href="https://www.apache.org";>Apache Software Foundation</a></li>
+ <li><a href="https://community.apache.org";>Community Development</a></li>
+ <li><a
href="https://www.apache.org/foundation/thanks.html";>Thanks</a></li>
+ <li><a href="https://www.apache.org/foundation/sponsorship.html";>Become
a Sponsor</a></li>
+ <li><a href="https://www.apache.org/security/";>Security</a></li>
+ </ul>
+ </div>
+
+ <div id="content">
+ <h1 class="title">How to Organize a Small Apache Event</h1>
+
+ <h1 id="how-to-organize-a-small-apache-event">How to Organize a Small
Apache Event</h1>
+<p>This guide covers everything you need to run a local event — a
+hackathon, sprint, meetup, BarCamp, or community gathering — with
+Apache branding. You don’t need permission from ComDev to start
+planning; just follow the steps below.</p>
+<h2 id="what-counts-as-a-small-event">What counts as a “small
event”?</h2>
+<p>Any community gathering of 5–100 people organized by or for an
+Apache project community:</p>
+<ul>
+<li><strong>Contributor sprint</strong> — a day of focused hacking on a
specific project</li>
+<li><strong>Hackathon</strong> — multi-project working event</li>
+<li><strong>BarCamp / unconference</strong> — participant-driven talks and
discussion</li>
+<li><strong>Meetup</strong> — an evening or half-day of talks and
networking</li>
+<li><strong>Release party</strong> — celebrating a major release</li>
+</ul>
+<h2 id="step-by-step">Step-by-step</h2>
+<h3 id="1-pick-your-format-and-date">1. Pick your format and date</h3>
+<p>Decide what kind of event you’re running and pick a date at least 4
+weeks out. Weekend events are common but weekday evenings work for
+meetups.</p>
+<h3 id="2-find-a-venue">2. Find a venue</h3>
+<p>Good options (often free):</p>
+<ul>
+<li>University classrooms or lecture halls</li>
+<li>Company offices with community spaces</li>
+<li>Coworking spaces</li>
+<li>Libraries with meeting rooms</li>
+<li>Conference side-rooms (if co-locating)</li>
+</ul>
+<p>You need: tables, chairs, power outlets, WiFi, and ideally a projector.</p>
+<h3 id="3-identify-a-coordinator">3. Identify a coordinator</h3>
+<p>Every event needs one named person who is the point of contact. This
+person should be:</p>
+<ul>
+<li>An Apache committer or PMC member on at least one project, OR</li>
+<li>Working with the support of a committer/PMC member</li>
+</ul>
+<h3 id="4-create-your-event-page">4. Create your event page</h3>
+<p>Copy the <a href="../templates/small-event-template/">event page
template</a> and
+submit a PR to this repository. The template has all the fields you need.</p>
+<p>Alternatively, email <a
href="mailto:[email protected]";>[email protected]</a>
+with your event details and we’ll set up the page for you.</p>
+<h3 id="5-handle-trademarks">5. Handle trademarks</h3>
+<p>If you’re using “Apache” or any Apache project name in
your event title
+or materials:</p>
+<ul>
+<li>Review the <a
href="https://www.apache.org/foundation/marks/events.html";>Third Party Event
Branding Policy</a></li>
+<li>For small community events organized by committers, this is
+typically lightweight — just ensure you’re not implying ASF
+endorsement of a commercial product</li>
+</ul>
+<p>You do NOT need to wait for trademark approval to start planning. Just
+make sure your materials comply before publishing them.</p>
+<h3 id="6-promote-the-event">6. Promote the event</h3>
+<ul>
+<li>Post to your project’s dev@ mailing list</li>
+<li>List it on this site (via the event page you created in step 4)</li>
+<li>Share on social media using #ApacheCommunity</li>
+<li>If there are local meetup groups, reach out to them</li>
+</ul>
+<!--
+### 7. Request funding (optional)
+
+If you need financial support for venue costs, catering, or materials,
+see the [Event Funding Request](funding-request/) page. Small events
+can request up to $2,000 with a lightweight proposal.
+-->
+<h3 id="8-run-the-event">8. Run the event</h3>
+<p>See the <a href="day-of-checklist/">Day-of Checklist</a> for a printable
+checklist.</p>
+<h3 id="9-after-the-event">9. After the event</h3>
+<ul>
+<li>Post a brief report to <a
href="mailto:[email protected]";>[email protected]</a>
(attendance, what
+worked, what you’d change)</li>
+<li>Add photos to <a
href="https://photos.apachecon.com";>photos.apachecon.com</a> if
+you took any</li>
+<li>Update your event page with an “Outcome” section</li>
+<li>Consider writing a blog post for <a
href="https://blogs.apache.org";>blogs.apache.org</a></li>
+</ul>
+<hr>
+<h2 id="resources">Resources</h2>
+<ul>
+<li><a href="../templates/small-event-template/">Event page template</a> —
copy this to create your event page</li>
+<li><a href="day-of-checklist/">Day-of checklist</a> — printable logistics
checklist</li>
+</ul>
+<!-- * [Funding request process](funding-request/) — how to ask for budget
support -->
+<ul>
+<li><a href="sprint-in-a-box/">Sprint in a Box</a> — everything you need for a
contributor sprint</li>
+<li><a href="../../volunteer/speaker-support/">Speaker support</a> — coaching
for presenters</li>
+<li><a href="https://www.apache.org/foundation/marks/events.html";>ASF event
branding policy</a></li>
+</ul>
+<hr>
+<h2 id="faq">FAQ</h2>
+<p><strong>Do I need to be an ASF Member to run an event?</strong>
+No. Any committer can organize an event. Non-committers can too, as
+long as they have the support of a project PMC member.</p>
+<p><strong>Can I charge admission?</strong>
+Events using Apache branding should be free or at-cost (covering
+venue/food). Profit-making events need separate approval per the
+branding policy.</p>
+<p><strong>What if my event is virtual?</strong>
+Same process. Note the timezone, platform (Zoom, Jitsi, etc.), and
+maximum capacity on your event page.</p>
+<p><strong>Who do I contact if I get stuck?</strong>
+Email <a href="mailto:[email protected]";>[email protected]</a>
—
+someone from the community development team will help.</p>
+
+
+ </div>
+
+ <footer id="footer">
+ <div class="copyright">
+ <p>
+ Copyright © 2026 The Apache Software Foundation, Licensed under
+ the <a href="https://www.apache.org/licenses/LICENSE-2.0";>Apache
License, Version 2.0</a>.
+ <br>
+ Apache and the Apache logo are trademarks of The Apache Software
Foundation.
+ <br>
+ This website is generated from the
+ <a
href="https://github.com/apache/comdev-events-site";>comdev-events-site</a>
+ repository.
+ </p>
+ </div>
+</footer>
+
+
+ <script>
+ document.getElementById('nav-toggle').addEventListener('click', function()
{
+ var nav = document.getElementById('navigation');
+ nav.classList.toggle('open');
+ });
+ </script>
+</body>
+</html>
diff --git a/content/organize/templates/day-of-checklist.html
b/content/organize/templates/day-of-checklist.html
new file mode 100644
index 0000000..4e68042
--- /dev/null
+++ b/content/organize/templates/day-of-checklist.html
@@ -0,0 +1,193 @@
+<!DOCTYPE html>
+
+
+<html lang="en">
+<head>
+ <meta name="description" content="Apache Events">
+ <meta name="viewport" content="width=device-width, initial-scale=1.0">
+ <meta name="keywords" content="apache, apache events, apache community,
opensource">
+
+ <title>Day-of Checklist</title>
+
+ <meta http-equiv="Content-Type" content="text/html; charset=utf-8">
+ <link href="/style/screen.css" rel="stylesheet" type="text/css">
+ <link rel="icon" type="image/svg+xml" href="/images/apache-oak-leaf.svg">
+</head>
+
+<body>
+ <div id="banner">
+ <div>
+ <div class="topbanner">
+ <div class="sitename">Apache Software Foundation Events</div>
+ <a class="logo" href="https://www.apache.org";>
+ <img alt="ASF website"
src="https://apache.org/img/asf_logo.png"; width="164">
+ </a>
+
+
+<span class="breadcrumbs">
+ <a href="/">Home</a>
+
+
+
+
+
+
+
+
+
+
+ <a href='/organize'>Organize</a>
+
+
+
+
+
+
+
+
+ <a href='/organize/templates'>Templates</a>
+
+
+
+
+
+
+
+
+ <a href='/organize/templates/day-of-checklist.html'>Day of
checklist</a>
+
+
+</span>
+
+ </div>
+ </div>
+ </div>
+
+ <button id="nav-toggle" aria-label="Toggle navigation">☰ Menu</button>
+
+ <div id="navigation">
+ <ul>
+ <li><a href="/index.html">Home</a></li>
+ </ul>
+
+ <h1>About Apache Events</h1>
+ <ul>
+ <li><a href="/about/index.html">General information</a></li>
+ <li><a href="/about/commcode/index.html">Community Over Code</a></li>
+ <li><a href="/about/endorsed.html">Endorsed events</a></li>
+ </ul>
+
+ <h1>Getting Involved</h1>
+ <ul>
+ <li><a href="/involved/index.html">Introduction</a></li>
+ <li><a href="/involved/mailing-lists.html">Mailing Lists</a></li>
+ <li><a href="/volunteer/">Volunteer!</a></li>
+ <li><a href="https://s.apache.org/apachecon-slack";>Slack</a></li>
+ </ul>
+
+ <h1>ASF</h1>
+ <ul>
+ <li><a href="https://www.apache.org";>Apache Software Foundation</a></li>
+ <li><a href="https://community.apache.org";>Community Development</a></li>
+ <li><a
href="https://www.apache.org/foundation/thanks.html";>Thanks</a></li>
+ <li><a href="https://www.apache.org/foundation/sponsorship.html";>Become
a Sponsor</a></li>
+ <li><a href="https://www.apache.org/security/";>Security</a></li>
+ </ul>
+ </div>
+
+ <div id="content">
+ <h1 class="title">Day-of Checklist</h1>
+
+ <h1 id="event-day-checklist">Event Day Checklist</h1>
+<p>Print this and bring it with you. Check items off as you go.</p>
+<h2 id="before-doors-open-arrive-3060-min-early">Before doors open (arrive
30–60 min early)</h2>
+<ul>
+<li><input disabled="" type="checkbox"> Unlock the room / meet the venue
contact</li>
+<li><input disabled="" type="checkbox"> Set up tables and chairs in the
arrangement you want</li>
+<li><input disabled="" type="checkbox"> Test the WiFi — connect a device, run
a speed test, do a <code>git clone</code></li>
+<li><input disabled="" type="checkbox"> Test the projector / screen if using
one</li>
+<li><input disabled="" type="checkbox"> Put up directional signs from building
entrance to room</li>
+<li><input disabled="" type="checkbox"> Write on whiteboard or print on paper:
+<ul>
+<li>WiFi network name and password</li>
+<li>Project chat channel (Slack/Discord/IRC)</li>
+<li>Event hashtag</li>
+<li>Schedule overview</li>
+</ul>
+</li>
+<li><input disabled="" type="checkbox"> Set out power strips / extension
cords</li>
+<li><input disabled="" type="checkbox"> Set out any swag (stickers, name
badges)</li>
+<li><input disabled="" type="checkbox"> If catering: confirm delivery time and
dietary accommodations</li>
+</ul>
+<h2 id="as-people-arrive">As people arrive</h2>
+<ul>
+<li><input disabled="" type="checkbox"> Greet people, point them to WiFi
info</li>
+<li><input disabled="" type="checkbox"> Have them add their name to an
attendance list (paper or shared doc)</li>
+<li><input disabled="" type="checkbox"> If you’re doing name badges,
hand them out or let people write their own</li>
+<li><input disabled="" type="checkbox"> Help anyone who needs dev environment
setup</li>
+</ul>
+<h2 id="event-start">Event start</h2>
+<ul>
+<li><input disabled="" type="checkbox"> Brief welcome (5 min max):
+<ul>
+<li>What we’re doing today</li>
+<li>Where to find issues/tasks</li>
+<li>How to ask questions (who’s available to help)</li>
+<li>Logistics: food, bathrooms, end time</li>
+<li>Code of Conduct reminder (link:
apache.org/foundation/policies/conduct.html)</li>
+</ul>
+</li>
+<li><input disabled="" type="checkbox"> Point newcomers to mentors/experienced
contributors</li>
+</ul>
+<h2 id="during-the-event">During the event</h2>
+<ul>
+<li><input disabled="" type="checkbox"> Check in periodically — anyone stuck?
Anyone need help?</li>
+<li><input disabled="" type="checkbox"> If someone finishes their task, help
them find the next one</li>
+<li><input disabled="" type="checkbox"> Take a few photos (ask consent
first)</li>
+<li><input disabled="" type="checkbox"> Keep an eye on the time — remind
people 30 min before wrap-up</li>
+</ul>
+<h2 id="wrap-up">Wrap-up</h2>
+<ul>
+<li><input disabled="" type="checkbox"> 15-minute group share: “What did
you work on? What did you accomplish?”</li>
+<li><input disabled="" type="checkbox"> Thank everyone</li>
+<li><input disabled="" type="checkbox"> Remind people: here’s how to
stay involved (mailing list, chat channel)</li>
+<li><input disabled="" type="checkbox"> Group photo (optional,
consent-based)</li>
+<li><input disabled="" type="checkbox"> Clean up the space — leave it better
than you found it</li>
+</ul>
+<h2 id="after-the-event-same-day-or-next-day">After the event (same day or
next day)</h2>
+<ul>
+<li><input disabled="" type="checkbox"> Post summary to dev@ list: X people
attended, Y PRs submitted, notable outcomes</li>
+<li><input disabled="" type="checkbox"> Email <a
href="mailto:[email protected]";>[email protected]</a> with the
same summary</li>
+<li><input disabled="" type="checkbox"> Update event page with Outcome
section</li>
+<li><input disabled="" type="checkbox"> Share photos (with consent) to
photos.apachecon.com or social media</li>
+<li><input disabled="" type="checkbox"> Thank the venue sponsor</li>
+<li><input disabled="" type="checkbox"> Note what you’d do differently
next time (add to event page)</li>
+</ul>
+
+
+ </div>
+
+ <footer id="footer">
+ <div class="copyright">
+ <p>
+ Copyright © 2026 The Apache Software Foundation, Licensed under
+ the <a href="https://www.apache.org/licenses/LICENSE-2.0";>Apache
License, Version 2.0</a>.
+ <br>
+ Apache and the Apache logo are trademarks of The Apache Software
Foundation.
+ <br>
+ This website is generated from the
+ <a
href="https://github.com/apache/comdev-events-site";>comdev-events-site</a>
+ repository.
+ </p>
+ </div>
+</footer>
+
+
+ <script>
+ document.getElementById('nav-toggle').addEventListener('click', function()
{
+ var nav = document.getElementById('navigation');
+ nav.classList.toggle('open');
+ });
+ </script>
+</body>
+</html>
diff --git a/content/organize/templates/sprint-in-a-box.html
b/content/organize/templates/sprint-in-a-box.html
new file mode 100644
index 0000000..b94bf47
--- /dev/null
+++ b/content/organize/templates/sprint-in-a-box.html
@@ -0,0 +1,215 @@
+<!DOCTYPE html>
+
+
+<html lang="en">
+<head>
+ <meta name="description" content="Apache Events">
+ <meta name="viewport" content="width=device-width, initial-scale=1.0">
+ <meta name="keywords" content="apache, apache events, apache community,
opensource">
+
+ <title>Sprint in a Box</title>
+
+ <meta http-equiv="Content-Type" content="text/html; charset=utf-8">
+ <link href="/style/screen.css" rel="stylesheet" type="text/css">
+ <link rel="icon" type="image/svg+xml" href="/images/apache-oak-leaf.svg">
+</head>
+
+<body>
+ <div id="banner">
+ <div>
+ <div class="topbanner">
+ <div class="sitename">Apache Software Foundation Events</div>
+ <a class="logo" href="https://www.apache.org";>
+ <img alt="ASF website"
src="https://apache.org/img/asf_logo.png"; width="164">
+ </a>
+
+
+<span class="breadcrumbs">
+ <a href="/">Home</a>
+
+
+
+
+
+
+
+
+
+
+ <a href='/organize'>Organize</a>
+
+
+
+
+
+
+
+
+ <a href='/organize/templates'>Templates</a>
+
+
+
+
+
+
+
+
+ <a href='/organize/templates/sprint-in-a-box.html'>Sprint
in a box</a>
+
+
+</span>
+
+ </div>
+ </div>
+ </div>
+
+ <button id="nav-toggle" aria-label="Toggle navigation">☰ Menu</button>
+
+ <div id="navigation">
+ <ul>
+ <li><a href="/index.html">Home</a></li>
+ </ul>
+
+ <h1>About Apache Events</h1>
+ <ul>
+ <li><a href="/about/index.html">General information</a></li>
+ <li><a href="/about/commcode/index.html">Community Over Code</a></li>
+ <li><a href="/about/endorsed.html">Endorsed events</a></li>
+ </ul>
+
+ <h1>Getting Involved</h1>
+ <ul>
+ <li><a href="/involved/index.html">Introduction</a></li>
+ <li><a href="/involved/mailing-lists.html">Mailing Lists</a></li>
+ <li><a href="/volunteer/">Volunteer!</a></li>
+ <li><a href="https://s.apache.org/apachecon-slack";>Slack</a></li>
+ </ul>
+
+ <h1>ASF</h1>
+ <ul>
+ <li><a href="https://www.apache.org";>Apache Software Foundation</a></li>
+ <li><a href="https://community.apache.org";>Community Development</a></li>
+ <li><a
href="https://www.apache.org/foundation/thanks.html";>Thanks</a></li>
+ <li><a href="https://www.apache.org/foundation/sponsorship.html";>Become
a Sponsor</a></li>
+ <li><a href="https://www.apache.org/security/";>Security</a></li>
+ </ul>
+ </div>
+
+ <div id="content">
+ <h1 class="title">Sprint in a Box</h1>
+
+ <h1 id="sprint-in-a-box">Sprint in a Box</h1>
+<p>Everything you need to run a one-day contributor sprint for your Apache
+project. This is the simplest possible event — no talks, no sponsors
+needed, just a room and people who want to code together.</p>
+<h2 id="minimum-requirements">Minimum requirements</h2>
+<ul>
+<li><strong>Room</strong> with tables, chairs, WiFi, and power outlets for
5–30 people</li>
+<li><strong>One coordinator</strong> who is a committer on the project</li>
+<li><strong>3+ committed attendees</strong> before you set a date</li>
+<li><strong>4–6 weeks lead time</strong> for promotion</li>
+</ul>
+<h2 id="timeline">Timeline</h2>
+<h3 id="6-weeks-before">6 weeks before</h3>
+<ul>
+<li><input disabled="" type="checkbox"> Confirm room (university, office,
coworking space, library)</li>
+<li><input disabled="" type="checkbox"> Set up event page using the <a
href="small-event-template/">event template</a></li>
+<li><input disabled="" type="checkbox"> Post to your project’s dev@
list: “Who’s interested?”</li>
+<li><input disabled="" type="checkbox"> Curate 10+ issues suitable for new
contributors (label them “sprint”)</li>
+</ul>
+<h3 id="4-weeks-before">4 weeks before</h3>
+<ul>
+<li><input disabled="" type="checkbox"> Post registration link to dev@ and
users@ lists</li>
+<li><input disabled="" type="checkbox"> Share on social media</li>
+<li><input disabled="" type="checkbox"> Email local meetup groups if
relevant</li>
+<li><input disabled="" type="checkbox"> Confirm WiFi works and has enough
bandwidth for git operations</li>
+</ul>
+<h3 id="1-week-before">1 week before</h3>
+<ul>
+<li><input disabled="" type="checkbox"> Send reminder to registrants with:
+<ul>
+<li>Venue address and directions</li>
+<li>What to bring (laptop, charger)</li>
+<li>Link to dev environment setup guide</li>
+<li>Link to curated issue list</li>
+</ul>
+</li>
+<li><input disabled="" type="checkbox"> Confirm headcount for any food/drink
orders</li>
+<li><input disabled="" type="checkbox"> Print a few copies of the Getting
Started guide (for walk-ins)</li>
+</ul>
+<h3 id="day-of">Day of</h3>
+<ul>
+<li><input disabled="" type="checkbox"> Arrive 30 min early to set up</li>
+<li><input disabled="" type="checkbox"> Put up signs: venue entrance, room
door, WiFi password</li>
+<li><input disabled="" type="checkbox"> Write WiFi password and project chat
channel on whiteboard</li>
+<li><input disabled="" type="checkbox"> Welcome participants, brief intro (5
min max):
+<ul>
+<li>Where to find issues</li>
+<li>How to ask questions</li>
+<li>Who can review PRs today</li>
+</ul>
+</li>
+<li><input disabled="" type="checkbox"> <strong>Pair newcomers with
experienced contributors</strong></li>
+<li><input disabled="" type="checkbox"> Mid-day: quick status check-in
(optional)</li>
+<li><input disabled="" type="checkbox"> End of day: group share-out — what did
we accomplish?</li>
+<li><input disabled="" type="checkbox"> Photo (with consent)</li>
+</ul>
+<h3 id="day-after">Day after</h3>
+<ul>
+<li><input disabled="" type="checkbox"> Post summary to dev@ list (attendance,
PRs, issues closed)</li>
+<li><input disabled="" type="checkbox"> Update event page with Outcome
section</li>
+<li><input disabled="" type="checkbox"> Thank participants</li>
+<li><input disabled="" type="checkbox"> Send report to <a
href="mailto:[email protected]";>[email protected]</a></li>
+</ul>
+<h2 id="what-makes-a-sprint-succeed">What makes a sprint succeed</h2>
+<p>Based on lessons from past Apache events (BarCamp series 2011–2013,
+Apache Meetup NL, Bangalore hackathons):</p>
+<ol>
+<li><strong>Pre-curated issues</strong> — Don’t make people search for
work. Have 10+
+labeled issues ready, with difficulty levels marked.</li>
+<li><strong>Experienced reviewers present</strong> — If PRs submitted during
the
+sprint sit unreviewed for weeks, participants won’t come back.</li>
+<li><strong>Dev environment pre-tested</strong> — The #1 time-waster at
sprints is
+“I can’t get the build working.” Have someone verify the
setup guide
+works on Mac, Linux, and Windows beforehand.</li>
+<li><strong>Pair people up</strong> — A newcomer + a committer at the same
table
+produces results. A newcomer alone produces frustration.</li>
+<li><strong>Keep it small</strong> — 8–15 people is ideal. Over 25, you need
+multiple coordinators and the energy dissipates.</li>
+</ol>
+<h2 id="swag-and-materials-optional">Swag and materials (optional)</h2>
+<p>If you’d like Apache stickers, sticker sheets, or other materials for
+your event, email <a
href="mailto:[email protected]";>[email protected]</a>
+at least 4 weeks in advance. We can ship limited quantities at no cost.</p>
+<h2 id="funding">Funding</h2>
+<p>If you need help covering room rental or food costs, see the
+<a href="../funding-request/">Event Funding Request</a> page. Sprints typically
+need $200–500 (pizza + drinks for a day).</p>
+
+
+ </div>
+
+ <footer id="footer">
+ <div class="copyright">
+ <p>
+ Copyright © 2026 The Apache Software Foundation, Licensed under
+ the <a href="https://www.apache.org/licenses/LICENSE-2.0";>Apache
License, Version 2.0</a>.
+ <br>
+ Apache and the Apache logo are trademarks of The Apache Software
Foundation.
+ <br>
+ This website is generated from the
+ <a
href="https://github.com/apache/comdev-events-site";>comdev-events-site</a>
+ repository.
+ </p>
+ </div>
+</footer>
+
+
+ <script>
+ document.getElementById('nav-toggle').addEventListener('click', function()
{
+ var nav = document.getElementById('navigation');
+ nav.classList.toggle('open');
+ });
+ </script>
+</body>
+</html>
diff --git a/content/sitemap.xml b/content/sitemap.xml
index 4a8f295..69cefb8 100644
--- a/content/sitemap.xml
+++ b/content/sitemap.xml
@@ -49,18 +49,21 @@
</url><url>
<loc>https://events.apache.org/events/2026/community-over-code/index.html/</loc>
<lastmod>2026-05-14T11:33:06-04:00</lastmod>
+ </url><url>
+
<loc>https://events.apache.org/organize/templates/day-of-checklist.html</loc>
+ <lastmod>2026-07-17T13:17:00-04:00</lastmod>
</url><url>
<loc>https://events.apache.org/volunteer/design.html</loc>
<lastmod>2026-02-04T08:54:25-05:00</lastmod>
</url><url>
<loc>https://events.apache.org/events.html</loc>
- <lastmod>2026-06-10T09:43:09-04:00</lastmod>
+ <lastmod>2026-07-17T13:17:00-04:00</lastmod>
</url><url>
<loc>https://events.apache.org/event.html</loc>
<lastmod>2025-11-30T13:57:37+00:00</lastmod>
</url><url>
<loc>https://events.apache.org/events/index.html/</loc>
- <lastmod>2026-06-10T09:43:09-04:00</lastmod>
+ <lastmod>2026-07-17T13:17:00-04:00</lastmod>
</url><url>
<loc>https://events.apache.org/involved/</loc>
<lastmod>2023-05-24T17:13:51+01:00</lastmod>
@@ -70,6 +73,9 @@
</url><url>
<loc>https://events.apache.org/volunteer/hackathon.html</loc>
<lastmod>2026-05-06T16:35:14-04:00</lastmod>
+ </url><url>
+ <loc>https://events.apache.org/organize/small-event-guide.html</loc>
+ <lastmod>2026-07-17T13:17:00-04:00</lastmod>
</url><url>
<loc>https://events.apache.org/involved.html</loc>
<lastmod>2026-02-03T11:07:02-05:00</lastmod>
@@ -78,16 +84,19 @@
<lastmod>2026-02-04T08:54:25-05:00</lastmod>
</url><url>
<loc>https://events.apache.org/organize/</loc>
- <lastmod>2023-05-24T17:13:51+01:00</lastmod>
+ <lastmod>2026-07-17T13:17:00-04:00</lastmod>
</url><url>
<loc>https://events.apache.org/organize.html</loc>
- <lastmod>2023-05-24T17:13:51+01:00</lastmod>
+ <lastmod>2026-07-17T13:17:00-04:00</lastmod>
</url><url>
<loc>https://events.apache.org/organize/roadshow.html</loc>
<lastmod>2023-05-24T17:13:51+01:00</lastmod>
</url><url>
<loc>https://events.apache.org/volunteer/speaker-support.html</loc>
<lastmod>2026-02-04T08:54:25-05:00</lastmod>
+ </url><url>
+
<loc>https://events.apache.org/organize/templates/sprint-in-a-box.html</loc>
+ <lastmod>2026-07-17T13:17:00-04:00</lastmod>
</url><url>
<loc>https://events.apache.org/volunteer/university.html</loc>
<lastmod>2026-02-18T18:29:18+05:30</lastmod>
![https://apache.org/img/asf_logo.png"](https://apache.org/img/asf_logo.png"){kind=link}