flock-planning April 2017

flock-planning@lists.fedoraproject.org

16 participants
12 discussions

Past Flock wisdom
by Máirín Duffy 09 Aug '17

09 Aug '17

Hi everybody, I read through the set of blogs posted about last year's Flock to try to distill all the ideas / suggestions folks had written about for this year. (https://communityblog.fedoraproject.org/list-of-flock-blogs-and-more/) --- Lots of notes on logistics and organization. Highlights: - Challenge of scheduling Fedora Engineeringteam talks as to not conflict - 10 sessions canceled; usually only 2-3. Need to figure out why / manage itto try to avoid so many. - Remove schedule from booklet, have wall schedule - Telegram vs. IRC confusion, too many places to monitor."I would advocate for coming up with an online discussion plan well in advance of the conference next year and sticking to it." - Wifi not sufficient to stream all sessions. Recorded sessions and post after (except for diversity panel which streamed.) Should make a policy on this probably. (Q: what if we streamed audio-only? Would this save bandwidth?) http://jwboyer.livejournal.com/53056.html --- Takeaway here is to make the transit options really clear. I'm thinking of making some maps of how to get the airport bus, having a photo fo the pickup point and also the drop off point in Hyannis. http://www.colliernotes.com/2016/08/fedora-flock-2016-day-1.html --- Nice pictures of some collateral, notes about the wallschedule and maybe we better not put a schedule in the booklet and instead do the wall schedule as a regular thing: http://www.ryanlerch.org/blog/flock-2016-krakow/ --- Panels should be more than an hour (not sure about this tho, that seems excessive to me) Moderation needs to be stricter in panels so it's not dominated by a few of the panelists https://whatamithinks.wordpress.com/2016/08/15/480/ --- Miscommunication situation to avoid with speakers: "I was a bit relaxed after that and didn’t worry much when there was no further contact by FLOCK organizers for hotel and travel bookings. But by early July, I was panicking a lot ! Turns out, I had registered for FLOCK using a different email id (non f.p.o one) and submitted the talk using my f.p.o email id and hence was dropped from the list of sponsored attendees. Anyway, thanks to FLOCK organizers and especially, Joe Brockmier it all worked out in the end since I was already in Berlin for my research work and didn’t need a new visa ! So come August 2, I was all set and ready to fly to FLOCK.." https://networksfordata.wordpress.com/2016/08/12/flock-diaries-krakow-2016/ --- - flock proxy setup - if we can do this again would be nice, should get the word out about it well in advance and have it in messaging including the booklet - rideshare page - will be good to have this setup for getting folks from Hyannis station to the hotel - volunteer organization - we can use volunteers for time reminders for speakers as well as IRC transcription and video recording https://www.scrye.com/wordpress/nirik/2013/08/06/flock-notes-of-interest/ Cheers, ~m

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Bus ticket logistics
by Máirín Duffy 26 Jul '17

26 Jul '17

Hi, Bex had asked inline on the registration form mockup comments if we could pre-purchase bus tickets ahead of time. Yes, butthey only have a paper ticket system right now, which means we'd be mailing tickets out - I don't think that will work. The other option is for folks to purchase the tickets (cash only) upon boarding. However, the bus company is moving to an electronic system where they can scan tickets on smart phones or provide online ticket purchasing via PDFs you can print. The system is planned to go live in May. Here is an article about it - http://www.capecodtimes.com/business/20170117/bus-line-to-roll-out-tech-upg… So hopefully we'll be able to take advantage of online ticketing. ~m

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Idea about T-shirts + sticker info
by Máirín Duffy 07 Jul '17

07 Jul '17

Hi, T-shirts are $6-7/piece toget printed (Plus shipping. I'm willing to do local pickup to save $.) For 250 peoplethat is $1500-1750:at least one fully funded Flock attendee, no? Idea: TakeT-shirt orders up front during registration, and use the fund as a way to sponsor an additional contributor. Charge $10/shirt and if only 100 people out of 250 bought a shirt, that's still $1k, close enough to mostly fund a contributor. Folks buying a t-shirt for a reasonable cost also get to feel good about helping another contributor get to Flock. Just an idea, anyway. And now you know what T-shirt pricing / budget would be if we decide to fully cover them. T-shirts are going to need at least 4 weeks turnaround assuming design is ready to go (it is not right now)and we know quantities/ sizes (we couldn't know until reg is finished.) I recommend closing registration for people who want a T-shirt by July 10. I priced out stickersheets for Fedora badges. The best bet I think is a 5"x7" sheet of multiple KISS cut stickers; $0.62/sheet; for a run of 500, $312 + free shipping (see https://ethercalc.com/flock-swag-pricing-2017 ) ~m

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Flock collateral / designs
by Máirín Duffy 27 Jun '17

27 Jun '17

I am making an inventory ofneeded Flockcollateral / designsso we can get started. What am I missing? Also, we need to decide what swag to do. Do we have a swag budget or do you want me to go ahead and price out some options so we can make a decision based on price? (I could put together nice, ok, and cheapo package options for you :) ) BASICS ====== 1) Flock website Ryan has put together a quick prototype, Mary is working on developing it more. 2) Flock booklets (Ryan Lerch traditionally creates these and has some scripts that generate them: https://pagure.io/flock-booklets) (In Krakow we had 242 registrants so we printed off 280 books) (specs: 16 pages, full color, saddle-stitch) 3) Large wall schedule (http://www.ryanlerch.org/blog/flock-2016-krakow/) 4) Lanyard badges (https://pagure.io/design/issue/457) (we did 280 for krakow) 5) Room signage (https://pagure.io/design/issue/454) (for Krakow we requested for these to be laminated, there were 7 rooms so we had 2 done for each room - 14total) 5) QR code sign for evening party badge (https://pagure.io/design/issue/458) (for Krakow we had 3 copies of this and they were laminated) 6) Projector downtime looping video (https://pagure.io/design/issue/396) 7) Wifi portal logo (used in Krakow) https://pagure.io/design/issue/463 8) "I'm going to" Flock banners for people to use on their blogs 9) Flock banners for Fedora magazine articles about Flock SWAG IDEAS ========== We should decide what we're going to do. Some options: - T-Shirt - Fedora badge sticker sheets - Lunch bags (Rochester) - Water bottles (Krakow) - Tote - (your idea here) ~m

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Telegram Group Idea
by Brian Exelbierd 17 May '17

17 May '17

Hi All, Yesterday in the #fedora-flock channel there was some conversation around electronic messaging and Flock. I'm writing to summarize the ideas and get some feedback: A recent survey done by the hubs team found that the top 2 communication tools used by respondents (community members) were IRC and Telegram. Last year at Flock we used both and we found that there was a lot of traffic on the Telegram channel and a moderate amount on the IRC channel. I personally attribute this to the fact that most folks don't have an IRC client on their phone. The gut feeling from the group seems to be that we should continue to use both methods during Flock. Therefore, I believe we should bridge Telegram and IRC Goal: Prevent the conversation from being Split There are existing ways of bridging an IRC channel and a Telegram group. This is currently done between #fedora-telegram on freenode and the Fedora Telegram Group (https://t.me/fedora) Proposal: If people like this idea, I will talk to whomever is running the teledora bot and work to get it set up for #fedora-flock and the new Flock 2017 Telegram group. During the conversation I also mentioned an idea for having the Telegram group require a FAS ID in order to join. This would allow us to prevent harrassment like what happened last year by non-attendee non-contributors showing up to cause problems during some sessions. Unfortunately, the only way I can evision this happening requires a telegram bot be able to add a person to the channel. The Telegram Bot API does not include this call. Therefore a new bot would have to be written that used the Human API. Modifying a bot like teledora is a reasonable thing to do before Flock. However, writing a new bot before Flock seems unlikely unless someone wants to really devote some effort to this. Any takers? I can outline my ideas if you'd like. regards, bex

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Flock media / communications plan proposal
by Máirín Duffy 27 Apr '17

27 Apr '17

Hi, While Flock is going on, with a little bit of work up front to set a solid / standard direction, I think we could come out of it having some nicely collated & organized posts about the event, photos, as well as better chat experience. We actually have some data, thanks to Suzanne Hillman, about how Fedorans use social media around Fedora events. She surveyed 141 Fedora contributors across all geos (52.5% EMEA, 28.4% NA, 12.1% APAC, and 7.1% LATAM) and asked about their social media / photo sharing preferences. (24% of respondents were ambassadors.) I'll summarize the findings at the bottom of this email and I'll refer to it as I made suggestions here. So as suggested earlier [1], we'regoing to give funded attendees blog, video nanny, or photo assignments to cover different Flock sessions. This is as it's been for all Fedora eventswith the trip report requirement, with a minor tweak that we're assigning specifictalks for coverage rather than leaving it open-ended. Media Proposal: ============== In order to fulfill the requirement of their assignment, funded attendees should follow these instructions below. For bloggers / note-takers: ----------------------------------- For those who have been assigned to take notes / transcribe / blog a particular session or sessions, we ask them to maketheir posts in the Fedora community blog, following these instructions: https://communityblog.fedoraproject.org/writing-community-blog-article/ TheFedora Design Team can provide a selection of banners for the articles that can be used, based on whether the article is a transcription / notes of a session or a fully-fleshed out blog post. They can also pull photos from the instagram and Flickr tags below. We will need editors for the community blog to vet the posts and push them through each evening. It might be nice to have Fedora magazine summary posts each evening as well. For photographers: -------------------------- Those who have agreed to take on a photo assignment should agree to release their photos under a CC-BY or CC-BY-SA license. They should post photos either to instagram or Flickr (most popular pure photo sharing apps). On instagram, they will put the tag #flockcod posts. On Flickr, they will join a group (we'll set it up asopen join) and posttheir photos to that group, also tagging them with #flockcod. (Note that Facebook was popular for sharing photos too, but I have direct experience with trying to get photos out via their API and unless a very specific and finnicky workflow is followed, they are irretrievable. So I'm recommending avoiding that.) For video nannies: ------------------------- Those who have agreed to video nanny one or more sessions must, at the end of the session: 1) Rename the recording file to reflect the title of the session. 2) Upload the video of that session to the Fedora Project YouTube channel. Logistically, I'm not 100% sure of the best workflow here - we could have the session laptops logged in to the account? Also, some sessions (eg hackfests) won't make sense to record. Should we ask on the CFP side if the session makes sense to record or not? Communication Proposal ===================== Chat ------ By far IRC is the most widely-used chat medium, so if there is one official one, that should be it. #fedora-flock - main channel Room channels: #fedora-flock-capecod #fedora-flock-barnstable #fedora-flock-grand-i #fedora-flock-grand-ii #fedora-flock-osterville #fedora-flock-centerville #fedora-flock-orleans Signal was 2nd place; if we can set up a bridge between #fedora-flock on IRC and a telegram channel that would be good. Mailing Lists ----------------- We need to set up: - flock-attendees-2017(a)lists.fpo - flock-speakers-2017(a)lists.fpo And we need to subscribe all registrants to flock-attendees and all speakers to flock-speakers. We might want to send out an announcement email every morning for attendees and let them know it's coming so they'll check. We could also post a link to the morning announcements on the website? Ok below is the research I mentioned. Cheers, ~m Research Findings Summary ======================= - 78% of respondents use social media to read, post, or comment about Fedora. SOCIAL MEDIA PLATFORMS ------------------------------------- To read about Fedora or Fedora events, the most popular socialmedia platformswere: 1) Twitter (99 respondents) (this was also the most frequently-used by far) 2) Facebook (50 respondents) 3) Google Plus (45 respondents) 4) Reddit (37 respondents) CHAT APPLICATIONS ----------------------------- To read about Fedora or Fedora events, the most popular chat apps were: 1) IRC (84 respondents) 2) Telegram (44 respondents) 3) Google Hangouts (25 respondents) 4) Whatsapp (17 respondents) PHOTO SHARING ----------------------- 77.3% of all respondents use photo sharing platforms for photos relating to Fedora or Fedora events. To *view* photos about Fedora or Fedora events, the most popular applications / platforms were: 1) Facebook (21 respondents) 2) Twitter (19respondents) 3) Google Plus (12respondents) 4) Flickr (10 respondents) 5) Instagram (10 respondents) To *post* or *comment on* photos about Fedora or Fedora events, the most popular applications / platforms were: 1) Twitter (19 respondents) 2) Facebook (18 respondents) 3)Google Plus (10 respondents) 4) Instagram (9 respondents) 5) Flickr (8 respondents) [1] https://lists.fedoraproject.org/archives/list/flock-planning@lists.fedorapr…

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Initial draft mockups for regcfp registration / financial assistance req
by Máirín Duffy 25 Apr '17

25 Apr '17

Hi, As we discussed in a meeting earlier today [1], I worked on putting together how the regcfp registration / financial assistance request system might look accounting for some of the new requirements / ideas / etc. that were expressed by council members on how we'd like to run Flock this year. This is not a complete set of mock ups (I have some questions to ask before I can mock up the final page and a few cases need to be mocked up, and I forgot halfway to mark required fields, and a random thing I just thought of is super emphasizing their email address and that they need to be contactable, still need to do that), but I think it's enough to seehow the requirements might affect the registration process and the scope of some of the regcfp changes that might be needed to make for a reasonable process. Let's walk through the mockups: Page1 - Initial screen, basic details ============================= https://fedoraproject.org/w/uploads/d/db/Regcfp-2017_page1.png A little letter up front to talk about the changes since last year with some rationale. I made up stuff where I didn't know what to say. This text needs to be drafted / bikeshedded :) Below this, some basic initial stuff to be filled in. Question 1: ---------------- Can we save partially-filled out registrations? E.g., I fill out everything and get to the travel pricing section and realize I don't have enough time to do the pricing research right then and there? (IF not, we need to make more of an effort to make sure up front users have time to finish it all, and perhaps move the travel stuff forward a screen so they get to it sooner.) Question 2: ---------------- If there's an error in someones displayed name from FAS, where do we want to point themin order to get it corrected? Question 3: ---------------- For the field where we ask registrants why they want to attend - are we asking that of everybody or just those requesting financial assistance? Question 4: ---------------- The registration fee / payments: - What is the registration fee going to be used for? (Swag?) -Do we require payment of this to submit the registration form,or is it paid later, with any financial assistance copayment as well? - Is it required for any registrations whether or not you end up going (you may change your mind if yourtalk isn't accepted) or is it non refundable - ^^ Whatever the answers here I think we should make it clear with language in the form around the registration fee itself. - Registration due date - does this apply to registration itself or registration + payment, considering next question - - Can you wait to pay until you find out whether or not your financial assistance request was accepted? (A reasonable thing to want to do?) Page2 - social details, personal reqs =============================== https://fedoraproject.org/w/uploads/d/d0/Regcfp-2017_page2.png Question 5: --------------- Is blog url used for checking funded participants event reports or is it on badge too? Question 6: ---------------- Is it ok to make the Twitter field either/or Twitter or Mastodon? Question 7: --------------- What is the deal with t-shirts / swag? Are we using reg fee to make them? Or is there a charge? Or are they offered to allattendees? Or...? Page 3 - financial assistance not needed ================================= https://fedoraproject.org/w/uploads/f/f4/Regcfp-2017_page3a.png I know from one of the regcfp tickets that there was a desire to ask attendees if they'd like to help sponsor other attendees. This doesn't seem to make sense to ask people who have indicated they need financial help, so this mockupsimply demonstrates that logic - if you indicate youdon't need financial assistance, we then ask you if you'd like to chip in to help others. Question 8: --------------- I made upthe "public sponsor list" thing. Do we want such a thing (or something else) as a thank you to those who helped others out? Or maybe give them a special swag item? Or something? Question 9: --------------- (This affects othermockups too) How should we handle currency? For example, it's hard for me to understand what I can afford and costs of things when they aren't in a currency I understand. Patrick, can we automagically convertinline, and have a field up front to ask users their preferred currency? If someone does something in a given currency are we needing to get conversion fees involved? Etc.? Page 3 - financial assistance needed ============================== https://fedoraproject.org/w/uploads/4/43/Regcfp-2017_page3b.png Holy crap this is very long. Hopefully folks will have ideas on how to cut this down. Originally I had designed a form for indicating flight date/time prefs. I cut itbc it was too much and I wasn't sure you wanted that level of detail. Okay from the top - I gave folks achance to opt out of air travel. The area is well-connected to multiple ground transit options. Folks as far as Maine and New York City andmaybe even DC could reasonably use Amtrak to get there. There may also be folks who'd be close enough to take a reasonable length bus ride. So I wanted to make it possible to request travel funding without requiring they fill out air travel details. I put a calendarthat show dates, notes some important time boundaries to be aware of WRT the Logan<=>Cape Cod bus, etc. because I think it's helpful to have that visual when planning out potential travel plans. It's not mean to be clickable, just a reference. Then we ask for their preferred home airport code, their bestestimate of rt airfare (again we have the currency thing here), and ask for them to upload a PDF or screenshot of how they priced it so we have a reference of the flight numbers / timing / etc. (Patrick if upload is too much, we could just make it a freeform text field and ask for flight details, one flight per line) Other transit options - here's where we remind folks they probably need the bus to get to/from Logan and Cape Cod, with that rt fee noted. But hey, maybe they have a friend in Boston (like me :) ) who they've talked to about picking them up. Or something. So, they can opt out of that too. The other field under other transit options is free form and allows folks using other options (e.g. amtrak, bus, etc.) to list those costs. People could also use it for their transit to get to/from their home airport, but I do not know if we have a policy on how much we cover that. Question 10: ----------------- What do we cover in terms of non airfare transit that people use to get to/from airport? Cabrides? Train rides? Buses? Personal gas + airport parking? etc? How far?Do we have a document we can point to with this sort of policy? Ok then next is lodging. Similar to the airfare opt-out, I wanted to allow people to opt-out of requesting help with lodging. Maybe they have a friend in the local area they are staying with or something like that. I thoguht they should be able to opt out. Again the calendar to help folks figure out how many nights they need. I totally made up a fake lodging funding policy here- which brings me to Question 11: ----------------- Noting that folks may want to arrive earlier or stay later to go to the beach or be a tourist, do we have a policy on what hotel nights we'll fund? Dowe need to ask how many hotel nights they want vs how many they are requesting be funded? Or if they have extra nights they'll personally fund are they making a separate reservation on their own? Then I ask for preferred roommate. Question 12: -------------------- Do we want to track roommate prefs at this point? Okay last page of mockups - Page 4- Cost Summary =================== https://fedoraproject.org/wiki/File:Regcfp-2017_page4.png A note about meals with a made up statement about what we cover. A summary ofwhat they told us about their cost. A selector allowing them to choose the financial assistance they'd like to request. Question 13: ----------------- I had this idea maybe if you request more subsidy you agree to take on some volunteer tasks to help out. Does this seem reasonable? Should this be represented here? (Yes?) Okaythat's what I've got. As you can see it's sparked a got a lot of questions. What do you think? Cheers, ~m [1] https://lists.fedoraproject.org/archives/list/flock-planning@lists.fedorapr…

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Final Flock dates?
by Josh Boyer 25 Apr '17

25 Apr '17

OK, this is a dumb question, but I'm trying to figure out the actual days of Flock. The bid says Aug 28 - Sep 1, which is 5 days. The minutes I've seen only have 4 days. The website is still on Krakow. So, what are the actual dates of Flock? josh

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Re: Minutes from today's meeting about CFP + registration / (regcfp)
by Robert Mayr 20 Apr '17

20 Apr '17

Il 20/apr/2017 03:57 PM, "Brian Exelbierd" <bex(a)pobox.com> ha scritto: On Thu, Apr 20, 2017, at 03:01 PM, Stephen Gallagher wrote: > On 04/20/2017 06:49 AM, Brian Exelbierd wrote: > > On Wed, Apr 19, 2017, at 08:53 PM, Máirín Duffy wrote: > ... > >> Call for Proposals Notes > >> ============== > >> > >> regcfp RFEs for CFP: > >> ------------------------------ > >> > >> 1) We need a new field for CFP submission. The field should allow > >> session proposers to indicate "Who needs to be present in this session > >> for it to be successful?" User needs to include name or FAS ID in > >> regcfp UI. A multi-value field for this to allow for multiple people to > >> be indicated in the answer is desirable. It would also be nice for the > >> field to allow freeform name entry and FAS id lookup. > >> > >> 2) We need a new CFP submission field to ask proposers to indicate how > >> much time they would like for their session. puiterwijk suggested using > >> the tracks system for this. A number of durations should be available to > >> be selected from. (What durations? Multiple of a common unit?) (Maybe > >> there should be an unsure option?) > > > > My gut feeling after the session yesterday was: 60, 120, 240 > > > I think it should be different for the level-setting talks, the "do" > sessions > and the report-outs. > > My suggestions: > > * Talks on Day 1 may have either 30 or 60 minute slots > > * "do" sessions cannot be successful at shorter than 120 minutes (from > past > experience). The first hour of any workshop always involves getting > everyone up > and running. I like it. To make it easy to select in the track list, I am interpreting your idea to be choices of: Talk (30 min) Talk (60 min) Do-Session (120 Min) Do-Session (240 Min) > * All approved sessions for days two and three have a mandatory > 15-minute > summary presentation on Day Four. These should be in the Keynote room and > broadcast to overflow rooms as needed. No other sessions should be > scheduled in > conflict with them. I also like this :) Sounds like we need to alert in the CFP that do-sessions have this requirement. We should also mention that if you need more than 240 min you should propose a "part 1" and a "part 2" and just note that both are required (or if part 2 is optional). regards, bex _______________________________________________ flock-planning mailing list -- flock-planning(a)lists.fedoraproject.org To unsubscribe send an email to flock-planning-leave(a)lists.fedoraproject.org +1 to all of these, except the 240min do-session. That seems rather long to me, maybe 3 hours as max time is enough.

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Requirements for funded attendees idea
by Máirín Duffy 20 Apr '17

20 Apr '17

bex and I were just discussing this in IRC and I think came up with a good idea. What do you think: Historically, we require a blog report from funded attendees. However! This often results posts that in aggregate don't cover all talks (usually a line or two about many talks rather than in-depth on a few), and have details better covered elsewhere (airport photos, food photos, 20 descriptions of the same party, etc.) I'm not trying to say these posts are bad. Rather, for the purpose of best serving Flock and the Fedora community, with some minor changes, they could become a critical tool for improving the community's ability to execute on ideas / plans made at Flock, tying into the broader Council goal of Flock as an event to help us achieve our shared goals for Fedora. So here's the change: - We ask funded attendees to select the talks they want to attend in the Flock sched.org site. - From the list of talks, we assign a funded attendee to cover a talk, ideally one they were already planning to attend, although in a few cases we may need to assign a talk we need coverage of that they didnt indicate wanting to attend. This can be worked out. - Instead of a 'trip report,' the blog requirement instead changes to be in-depth blog coverage of the talk. - For folks less inclined / able to do in-depth note taking for such a post (e.g., ESL, slow typer, etc.) they could optionally provide video recording nannying for a session or two or provide photo-taking coverage for a session or two. Their 'trip report' becomes the YouTube (or wherever) upload of the session video(s) after the session, or a blog post with all of the photos they took posted in it. So the requirement hasn't *really* changed all that much, but the result is non-redundant funded attendee blog coverage of the event, with more in-depth notes on what happened that teams could use as resources moving forward. We could also, if we were well-organized, have a list of talks that do not have funded attendee coverage on the wiki and recruit volunteers to cover those to further expand our coverage. Thoguhts? Cheers, ~m

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flock-planning April 2017