2021-08-23 All-hands

[altsalt]

2021-08-23 SeaGL 2021 bi-weekly all-hands

• August 23rd, 2021. 1700 Pacific Time
• Agenda
• Shared Pad
• Jitsi URL
• Previous meeting minutes

Procedural

Check-in round

• Attendees:
• Apologies:
• Facilitator:
• Note Taker(s): ???
• Note Taker next meeting:

Metrics (previous --> current)

• Talk Proposals: 26 -->
• Confirmed Keynotes: 3 -->
• Keynote nominations: 38
• Committee budgets: 0 -->
• Sponsors: 3 -->

Previous meeting feedback

• Everyone was very excited about keynoters!
• Everyone was very excited about having 2020 videos up!
• Everyone needs to forward the CFP!

Minute of silence (get into the SeaGL headspace)

• Review agenda
• Consider tensions, progress updates, blockers, questions
• Gather personal notes, tasks, emails

Agenda

Previous TODOs

3/8

• [ ] #75 transition fiscal sponsorship away from the FSF (Salt and Deb)
• [ ] #78 Document the new project management system (Salt)
• [ ] #79 Finalize committee descriptions (Salt)
• [ ] #80 Fill out SeaGL 2021 staff lead seats (Salt)
  • still looking for: 1x Promotion/Outreach, 2x Volunteers, 1x IDEA, 2x CoC
• [ ] #83 Ship 2020 speaker swag (Salt)

5/17

• [ ] #122 Send instructions for staff@ to help with YouTube video transcription. (Keith)
• [ ] #112 All committees have had their first meeting, and figured out whether a regularly scheduled one makes sense (Chairs)
• [ ] #69 Put out a call for more volunteers, especially for Volunteer Lead and OSEM/Rails developer (Outreach)

5/31

• [ ] #123 Clean-up email ratsnest (Salt, Tech)
• [ ] #124 Close out 2020, that list in the corner we never look at...
  • https://github.com/SeaGL/organization/projects/1
• [ ] #130 select 2021 theme (Everyone)

7/12

• [ ] #138 talk to Monica about ubuntu community fund sponsorship for live graphical notes (der.hans)
• [ ] #139 all committees submit budget requests for 2021 (committee chairs)
  • sre/tech: $33.39 per month for AWS bills
• [ ] #137 write post about becoming incubator project, give background about fiscal sponsors, vision of future (Salt)
• [ ] #140 review site and public documentation for fiscal sponsor updates (der.hans)

7/26

• [ ] #143 reach out to friend who worked on OSEM (Sri)
• [ ] #148 start brainstorming how and when a geeky fashion show would take place (Everyone)
• [x] #150 reach out to Jupiter Broadcasting about CFP, SeaGL in general, and giving a talk (Salt, Partnerships)

8/09

• [ ] announcement about 2020 videos (Outreach)
  • blog post with links
  • social media faucet
  • combine with announcements that CFP is open
• [ ] ask personal connections to submit to CFP (Everyone)
• [ ] add language about release license to talk acceptance (Programming)
• [ ] announcement about 2021 keynotes (Outreach)

New Items

8/23 - New TODOs

Open discussion (~5 minute, if time)

Wrap-up

Upcoming blog/social posts

• [ ] CFP Reminder/Call for Specific Talks
• [ ] CFP Closes
• [ ] CFP Notifications
  • Nathan: Did we actually blog about this in the past?
• [ ] Final Program
• [ ] Becoming OSI incubator project, give background about fiscal sponsors, vision of future (Salt)

Timeline

• May 10 (Monday)*: Launch Keynote request for nominations
• May 24 (at the earliest): Close Keynote nominations
• June 15 24 (Tuesday)**: CFP opens
• July 12 (Monday)*: announce 2021 sponsorship opportunities
• August 19 (Thursday)*: CFP closes
• Week Of Aug 23 (choose w/ committee): CFP Review 1
• Week Of Aug 30 (choose w/ committee): Select Speakers
• September 6 (Monday)*: Notify Speakers
• September 19 (Monday): Finalize Speakers [this is the date the speakers need to have confirmed by, and that we'll need to have pulled waitlisted people up]
• September 26 (Monday)*: Finalize Program
• November 5-6 (Friday/Saturday)***: SeaGL 2021

* means a blog post accompanies
** there should be at least one additional blog post, asking for more specific things, halfway through the CFP being open

Next Meeting

• Next regular bi-weekly all-hands: Monday, September 6 @ 5pm PT

Off week committee meetings

• Programming and Flow: Tuesday, September 14 @ 17:00 PT
• Outreach: Tuesday, September 14 @ 12:00 PT
• Tech: Wednesday, September 15 @ 17:00 PT
• Finance and Partnerships: Thursday, September 16 @ 16:00 PT

Sign-off round (what's next, appreciations, suggestions)

Meeting adjourned!

[altsalt]

New topic: Transition to weekly meetings (Salt)

[funnelfiasco]

New topic: Press kit (Ben)