2021-11-01 All-hands

[altsalt]

2021-11-01 SeaGL 2021 weekly all-hands (T-1)

• November 1st, 2021. 1700 Pacific Time
• Agenda
• Shared Pad
• Jitsi URL
• Previous meeting minutes

Procedural

Check-in round

• Attendees:
• Apologies:
• Facilitator:
• Note Taker(s):

Metrics (previous --> current)

• Remaining Meetings: !! 0 !!
• Sponsors: 13 -->
• Committee Budgets: 5
• Confirmed Talks: 39
• Talk Proposals: 46
• Confirmed Keynotes: 4
• Keynote Nominations: 38

Previous meeting feedback

• All of the appreciation
• Consider holding staff meetings in Matrix
• Nearly there...
• Less freaked out than last year
• Everyone needs a matrix account

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

• [x] #80 Fill out SeaGL 2021 staff lead seats (Salt)
  • Mateus as outreach co-lead, Lacey as CoC co-lead
  • We really need to spend extra time on IDEA next year...
• [ ] #83 Ship 2020 speaker swag (Salt)

7/12

• [ ] #137 write post about becoming OSI incubator project (Salt, Deb, Ben)
  • 10/20: Draft written, https://etherpad.seattlematrix.org/p/seagl-osi

8/23

• [ ] #154 name SeaGL colors via community poll (Outreach)
  • Voting form:

9/20

• [ ] reach out DevOps Games about running games on Saturday (Rachel)

10/4

• [ ] create GH ticket to document $150 budget request for tea from AX (der.hans)

10/11

• [ ] #188 brainstorm 2021 speaker gifts (Everyone)
• [ ] schedule time to talk to deb and ben for first draft of OSI announcement (Salt)

10/18

• [ ] add social events to osem, using the "dummy" user, then send the higlights to Ben in a blog form for posting and tweeting (Deb)
• [ ] generate URLs for talks and send to Program Committee (Tech)
• [ ] review draft of documentation for speakers on streamyard, https://github.com/SeaGL/organization/pull/194/files (Programming, Tech, Volunteering)
• [ ] forward details (how to, requirements, deadline) about pre-recording to speakers details to be forwarded (Programming)
• [ ] plan virtual volunteer thank you event post-event (but not the day after) (Salt)
• [ ] add your other FLOSS org you volunteer with as thanks-sponsor on #189 (Everyone)

10/25

• [ ] ask Minds Eye about additional characturer at bulk-rate add-on (Nathan)
• [ ] generate the speakers associated Matrix room (hopefully) before speaker email goes out (Tech)
• [ ] create spreadsheet to track speaker Mastadon/Twitter handles (Nathan)
• [ ] write up a doc to take a quick pass at moderation decision making (CoC)
• [ ] brainstorm Friday afternoon booth crawl (Attendee Experience)
• [ ] create ad-roll (Romeo)
• [ ] schedule a pre-conference staff meeting (Salt)

New Items

11/01 - New TODOs

Open discussion (~5 minute, if time)

Wrap-up

Upcoming blog/social posts

• [ ] approx 10/22 SeaGL theme (Ben)
• [ ] approx 10/26 Becoming OSI incubator project, give background about fiscal sponsors, vision of future (Salt, Deb, Ben)
  • Or maybe we could post it during the event as a big announcement thing. Invite Stefano to show up and talk for a few minutes to say how excited OSI is
• [ ] Social events (Deb, Ben)
• [ ] Announcement that color suggestions poll will close on friday week before seagl, voting will open monday of seagl week (Ben)
• [ ] (probably post-event) SeaGL Archive site and videos (Ben)

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
• October 8 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 15 8th September 27 (Monday)*: Finalize Program
• Week of October 11 4 September 20: Full tech run-through of technologies at Tech Meeting
• Week of October 18 11 September 27: Documentation run-through of technologies at Tech Meeting
• 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

• SeaGL!!! Friday and Saturday, November 5th & 6th

Committee Meetings

• Programming and Flow: Tuesday, November 2 @ 17:00 PT
• Outreach: Tuesday, November 2 @ 12:00 PT
• Tech: Wednesday, November 3 @ 17:00 PT
• Finance and Partnerships: Monday, November 1 @ 18:00 PT, after all-hands

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

Meeting adjourned!

[altsalt]

New topic: Do we want to select a 2022 date to announce?

• October 28/29
• November 4/5
• November 11/12 (veteran's day)

[koronkowy]

If possible to add to the agenda, anyone involved with CoC / moderation stuff if they could take a look at the text document I shared in SeaGL staff chat that would be great, to add things we are missing, and to help choose appropriate interactions.

I'll probably flesh out more of a guide but I'd like others to help with this still.