@Reza Rokni <r...@google.com>: I was planning to reach out to you for the Asian edition of the Summit - do you think Singapore would make sense?
On Mon, 7 Jan 2019 at 07:25, Matthias Baetens <baetensmatth...@gmail.com> wrote: > Hey Austin, > > Yes, it would be good to get going soon. We started approx. 3 months > before the event like Thomas mentioned. It is important though to kick-off > two things at the same time: > 1) Drafting and getting the proposal approved > 2) Kicking off the practical organisation > > If we would have treated 1) as a blocker for 2), we would've gotten in > trouble. I was not very involved in the proposal discussions, Gris and > Ahmet did a great deal of work there and I think they'd be happy to help > out with any questions you might have; but the proposal would definitely be > a good basis to start from. > > With 2) I have some more info I could share. > We started by assembling a core team of people we knew were going to do > the bulk of the organising work (ideally a mix of 'community' forces, a PMC > member, and employees from companies who seem very keen to join forces) > Then there is the actual organisational part (which you can divide and > conquer with the team): > > - Fixing the date(s) of your conference (this needs to go into the > proposal as well, so one of the first things to decide > - Estimating the budget and finding sponsoring companies: this will > decide what is possible and what is not > - Finding a venue that is convenient and fits your needs (how many > people are you expecting? we could maybe do a small poll on the mailing > lists and Twitter to see conference interest for this year). Ideally, your > venue is flexible for change as well (extendable rooms, ...). This goes > hand in hand with: > - Catering / food / coffee > - Video crew for recording the sessions > - Opening a CfP: this is something you probably want to do as soon as > possible. It will decide largely the content of the summit and what > sessions you will be able to offer to your audience. If will also be > crucial in communication later on. > - This goes hand in hand with constructing your agenda. Draft what you > are aiming for and share this with everyone (speakers included) so they > can > help you build the schedule. This will change a lot (up until the day of > the event if people cancel) > - Start collecting the speaker presentations > - Open attendee registrations as soon as possible: this will allow you > to estimate the number of attendees > - A small website could be useful to have an overview of the > speakers and schedule, combined with registrating functionality (e.g. > https://devfest.gdg.london or use https://splashthat.com) > - Starting the buzz (communications wise): think about mailing list, > social media (Twitter, LinkedIn mostly), blogposts, local communities that > might be interested, reach out to people that frequent your meetup, ask > sponsoring companies to use their channels, ... > - Also think about marketing of the summit (slide branding, banners > for social media, ...) > - Gather a team of people to help out on the day itself and list out > the on-the-day(s) tasks to divide the work. Have clear responsibilities for > everyone and have someone to keep the overview. Learning from our summit: > have someone dedicated to take care of the speakers (welcome them, make > sure they are comfortable for the talk, make sure they have everything they > need. A seperate room for speakers is a luxury, but a good one to have). > - Other things like: > - Swag > - Speaker gifts > - Photographer > - Social media branding (ask speakers to use hashtags, ...) > - Have a debrief questionnaire > > Overall, try to keep closely in sync with your organising team > (fortnightly calls or weekly when getting closer to the event). A shared > tracker for you, team (and community - they can give feedback), might be > useful as well (find ours here > <https://docs.google.com/spreadsheets/d/1pNoeLD0JBImc1-gja209mSuTVLNna_b1gmQ1r-_Z5t0/edit> > ) > > I will share some additional materials later with you. Happy to have a > quick call to answer additional questions and help out where needed :) > Best, > Matthias > > > > > On Sun, 6 Jan 2019 at 22:55, Thomas Weise <t...@apache.org> wrote: > >> For the event in SF in April it would be necessary to get going soon. >> >> For the type of information that will be required, you could take a look >> at the proposal from the London event [1]. It was created with ~ 3 months >> lead time. Note the draft mistakenly used "Apache" in the event name - >> let's avoid that this time around. Also let's make it clear(er) who is >> organizing vs. sponsoring the event. >> >> Also see the event branding policy [2]. Note that approval for the event >> will be required from the PMC and when using Apache marks also from the ASF >> VP, Brand (or the PMC chair). >> >> Thanks, >> Thomas >> >> [1] >> https://docs.google.com/document/d/1h0y85vxt0AGYdz6SZCbV2jzUGs46_M-keUZTMsm2R0I/edit >> [2] https://www.apache.org/foundation/marks/events >> >> >> >> >> >> On Thu, Jan 3, 2019 at 12:39 PM Austin Bennett < >> whatwouldausti...@gmail.com> wrote: >> >>> Hi Matthias, etc, >>> >>> Trying to get thoughts on formalizing a process for getting proposals >>> together. I look forward to the potential day that there are many people >>> that want (rather than just willing) to host a summit in a given region in >>> a given year. Perhaps too forward looking. >>> >>> Also, you mentioned planning London wound up with a tight time window. >>> If shooting for April in SF, seems the clock might be starting to tick. >>> Any advice for how much time needed? And guidance on getting whatever >>> formal needed through Apache - and does this also necessarily involve a >>> Beam PMC or community vote (probably more related to the first paragraph)? >>> >>> Thanks, >>> Austin >>> >>> On Thu, Dec 20, 2018, 1:09 AM Matthias Baetens < >>> baetensmatth...@gmail.com wrote: >>> >>>> Great stuff, thanks for the overview, Austin. >>>> >>>> For EU, there are things to say for both Stockholm and Berlin, but I >>>> think it makes sense to do it on the back of another conference (larger >>>> chance of people being in town with the same interest). I like Thomas >>>> comment - we will attract more people from the US if we don't let it >>>> conflict with the big events there. +1 for doing it around the time of >>>> Berlin Buzzwords. >>>> >>>> For Asia, I'd imagine Singapore would be an option as well. I'll reach >>>> out to some people that are based there to get a grasp on the size of the >>>> community there. >>>> >>>> Best, >>>> -M >>>> >>>> >>>> >>>> On Thu, 20 Dec 2018 at 05:08, Thomas Weise <t...@apache.org> wrote: >>>> >>>>> I think for EU there is a proposal to have it next to Berlin Buzzwords >>>>> in June. That would provide better spacing and avoid conflict with >>>>> ApacheCon. >>>>> >>>>> Thomas >>>>> >>>>> >>>>> On Wed, Dec 19, 2018 at 3:09 PM Suneel Marthi <smar...@apache.org> >>>>> wrote: >>>>> >>>>>> How about Beam Summit in Berlin on Sep 6 immediately following Flink >>>>>> Forward Berlin on the previous 2 days. >>>>>> >>>>>> Same may be for Asia also following Flink Forward Asia where and >>>>>> whenever it happens. >>>>>> >>>>>> On Wed, Dec 19, 2018 at 6:06 PM Austin Bennett < >>>>>> whatwouldausti...@gmail.com> wrote: >>>>>> >>>>>>> Hi All, >>>>>>> >>>>>>> I really enjoyed Beam Summit in London (Thanks Matthias!), and there >>>>>>> was much enthusiasm for continuations. We had selected that location >>>>>>> in a >>>>>>> large part due to the growing community there, and we have users in a >>>>>>> variety of locations. In our 2019 calendar, >>>>>>> https://docs.google.com/spreadsheets/d/1CloF63FOKSPM6YIuu8eExjhX6xrIiOp5j4zPbSg3Apo/ >>>>>>> shared in the past weeks, 3 Summits are tentatively slotted for this >>>>>>> year. >>>>>>> Wanting to start running this by the group to get input. >>>>>>> >>>>>>> * Beam Summit NA, in San Francisco, approx 3 April 2019 (following >>>>>>> Flink Forward). I can organize. >>>>>>> * Beam Summit Europe, in Stockholm, this was the runner up in voting >>>>>>> falling behind London. Or perhaps Berlin? October-ish 2019 >>>>>>> * Beam Summit Asia, in Tokyo ?? >>>>>>> >>>>>>> What are general thoughts on locations/dates? >>>>>>> >>>>>>> Looking forward to convening in person soon. >>>>>>> >>>>>>> Cheers, >>>>>>> Austin >>>>>>> >>>>>>
