2021-10-11 All-hands

[altsalt]

2021-10-11 SeaGL 2021 weekly all-hands (T-4)

• October 11th, 2021. 1700 Pacific Time
• Agenda
• Shared Pad
• Jitsi URL
• Previous meeting minutes

Procedural

Check-in round

• Attendees:
• Apologies:
• Facilitator: Salt
• Note Taker(s): der.hans
• Note Taker next meeting: ???
• Note Taker next next meeting: ???

Metrics (previous --> current)

• Remaining meetings: 3
• Sponsors: 11 -->
• Committee budgets: 2 -->
• Confirmed Talks: ~39 -->
• Talk Proposals: 46
• Confirmed Keynotes: 4
• Keynote nominations: 38

Previous meeting feedback

• This year is feeling less stressful, more organized
• Excited about all of the work going on

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

• [ ] #80 Fill out SeaGL 2021 staff lead seats (Salt)
  • still looking for: 1x Promotion/Outreach, 1x Partnerships, 2x IDEA
• [ ] #83 Ship 2020 speaker swag (Salt)
  • have shipping labels, was out of town this weekend and PO closed today, but this week!

5/17

• [ ] #122 Send instructions for staff@ to help with YouTube video transcription. (Keith)
• [x] #69 Put out a call for more volunteers (Lacey)
  • https://seagl.org/news/2021/10/05/volunteers-2021.html

7/12

• [ ] #138 request ubuntu community fund sponsorship for live graphical notes (Nathan)
  • request was submitted and approved
  • next steps is to send them information to process a money transfer
  • they'll need to fill out the sponsorship interest form, where we'll get the proper logo and such
  • [ ] connect ubuntu community fund and OSI for account details (Finance)
• [ ] #139 all committees submit budget requests for 2021 (committee chairs)
  • still looking for: Finance, Partnerships, Volunteers, IDEA, CoC
• [ ] #137 write post about becoming OSI incubator project (Salt, Deb, Ben)
  • to include background about previous fiscal sponsors and future vision of seagl org

7/26

• [ ] #148 plan geeky fashion show (Attendee Experience)
  • time slot: ??

8/23

• [ ] #154 name SeaGL colors via community poll (Outreach)
  • Suggestions form: https://forms.gle/6qSQHC2HodwhDbTQ7
  • Suggestions poll will close on friday week before seagl, voting will open monday of seagl week

9/13

• [x] ask OSI whether they want a "booth" at seagl (Deb)

9/20

• [x] connect with Lacey to print labels for 2020 swag (Salt)
• [ ] reach out DevOps Games about running games on Saturday (Rachel)

9/27

• [ ] respond to FSF about booth (der.hans)
• [x] create Github issue for brainstorming digital gifts to speakers (der.hans)
  • [ ] #188 brainstorm 2021 speaker gifts (Everyone)

10/04

• [ ] Blog post to announce that SeaGL is part of OSI (Deb, Salt, Ben)
  • think this is the same as #137
• [x] send call for volunteers blog post tomorrow (Lacey)
• [ ] email with shareable link to seagl2021, ambassador, etc (Lacey)
• [x] discuss theme in this week's meeting (Outreach)
• [ ] add $150 budget request for tea from AX (Finance)
• [ ] #148 nail down details around geeky fashion show (Attendee Experience)
  • combined details into 7/26 issue above
• [ ] draft announcement that color suggestions poll will close on friday week before seagl, voting will open monday of seagl week (Outreach)
  • part of #154
• [ ] put response to FSF in pad and share to seagl2021 (der.hans)
• [x] #190 Draft Social/Blog post about new CoC then request for feedback/comment (Outreach, Ben)
  • https://github.com/SeaGL/seagl.github.io/pull/285
• [x] loop deb and finance into OSI sponsorship link conversation (Salt)
  • had good call, ironed out details, ready to send to sponsors

New Items

10/11 - New TODOs

• [ ] connect ubuntu community fund and OSI for account details (Finance)
• [ ] #188 brainstorm 2021 speaker gifts (Everyone)

Open discussion (~5 minute, if time)

Wrap-up

Upcoming blog/social posts

• [ ] Final Program (Rachel, Nathan)
• [ ] SeaGL Archive site and videos (Ben)
• [ ] Request for Volunteers (Lacey)
• [ ] Becoming OSI incubator project, give background about fiscal sponsors, vision of future (Salt, Deb)

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 Sept 13 (choose w/ committee): Select Speakers
• September 6 (Monday)*: Notify Speakers
• Week of October 4 September 20: Full tech run-through of technologies at Tech Meeting
  • ran through speaker side, not participant
  • will at wednesday meeting (how things flow, decisions)
  • Next week (participant focus first, split up tracks, email) Documentation
• Week of October 8 September 27: Documentation run-through of technologies at Tech Meeting
• October 1st September 20 (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]
• October 8th September 27 (Monday)*: Finalize Program
• Weeks of October 18 & October 25: Tech training for volunteers
• October 31-Nov 1: Pre-recorded talk videos in the hands of SeaGL, and they work (in VLC)!
• 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 weekly all-hands: Monday, October 11 @ 5pm PT
  • Remember, weekly meetings until the conference!

Committee Meetings

• Programming and Flow: Tuesday, October ?? @ 17:00 PT
• Outreach: Tuesday, October ?? @ 12:00 PT
• Tech: Wednesday, October ?? @ 17:00 PT
• Finance and Partnerships: Monday, October 11 @ 18:00 PT, after all-hands

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

Meeting adjourned!

[altsalt]

https://github.com/SeaGL/organization/blob/main/meetings/2021/20211011-allhands.md