Collaborator Summit 2019 - Berlin Edition - 30th and 31st of May

[mcollina]

The Vancouver 2018 Collab Summit is just finished, and it's time we start planning for next year first event.

Who is up for helping with the organization?

I would like to propose we do it again in Berlin before JSConf.eu on the 30th and 31st of May. I would kindly ask @MylesBorins and @hackygolucky to ask the Board if they could fund a venue for the 2-day event.

cc @nodejs/tsc @nodejs/community-committee @ladyleet

Registration: https://www.eventbrite.com/e/openjs-collaborator-summit-tickets-55985971548 CFP: https://docs.google.com/forms/d/e/1FAIpQLScneYhY4iqm8x2C2AO9EEzJ5smkOKhLqfxEMQcfNvP5rvXfHg/viewform

[trivikr]

Hi @mcollina, I attended Vancouver 2018 Collab Summit and had a great time. I would like to help organize Berlin summit, is there a wiki/notes on responsibilities of the organizers?

[jasnell]

One bit of feedback I heard yesterday was that saving all the lightening talks to the end of day 2 so we're prioritizing the working sessions.

[thefourtheye]

I also would like to help with organizing.

[mmarchini]

I would like to help to organize as well :)

[benjamingr]

I would love to help with this and attend!

[mcollina]

I would like to help organize Berlin summit, is there a wiki/notes on responsibilities of the organizers?

Overall, ensuring that the event run smoothly. These includes:

1. Ensure adeguate space is reserved for the summit, number of rooms, "hallway track", and so on.
2. Determine the agenda before hand, and make sure everything is in place. This is typically a time sync and it includes a lot of guessing and back-and-forth to minimize the chance that a collaborator would like to attend two session at the same time as multiple people are involved in multiple discussions. @joyeecheung defined it as "playing Jenga" :D.
3. MC the event, this typically includes a moment for agenda-bashing at the beginning and presenting the closing event.
4. Deal with problems when they arises, including during the summit. This also include broadcasting our contacts for potential CoC violations during the summit.

[ryzokuken]

I would love to help out in any way I can.

[hackygolucky]

Noted! We are waiting to have budget conversations and talk 2019(the Budget/Finance subcommittee was not able to meet during Interactive), but we'll make sure to mention this as part of conversations re: to community support/events budgets.

On Tue, Oct 16, 2018 at 10:41 AM Ujjwal Sharma notifications@github.com wrote:

I would love to help out in any way I can.

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[sagirk]

I would love to attend and make myself useful in any way I can! ❤️

[mhdawson]

+1 to limiting the "talks" to the end and making them short (~ the length we had for lightning talks this time). I think its best if most of the time should be for discussions for the WGs/teams or other specific topics.

[Trott]

I'd also be OK with leaving a very large chunk of the agenda open until the day of, and then bash the agenda for 20 minutes at the start, unconference style. (I'm also OK if the organizers don't want to do it that way. Just a suggestion.)

[mcollina]

Considering my experience of the last two, my impression is that we need the core of the work already done. On Sunday moving 3 slots took me a couple of hours of work to make (almost) everybody happy.

[WaleedAshraf]

✋ for all kind of help in organizing next in Berlin. I think we should be clear how much time a session would take. For example, Governance went for the whole day (and a half) and that wasn't still enough.

[MylesBorins]

If moving three slots took hours, that may be a reason to not overly lock the agenda in advance. Having more flexibility on the day can allow us to lock in the agenda based on who is there

On Tue, Oct 16, 2018, 7:30 PM Waleed Ashraf <notifications@github.com wrote:

✋ for all kind of help in organizing next in Berlin. I think we should be clear how much time a session would take. For example, Governance went for the whole day (and a half) and that wasn't still enough.

— You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub https://github.com/nodejs/summit/issues/135#issuecomment-430436694, or mute the thread https://github.com/notifications/unsubscribe-auth/AAecV5lTlHOMYkI-nGmEFaewEX38nxWeks5ulmwvgaJpZM4XbYbP .

[mcollina]

I would note that without a predetermined draft + the survey that Joyee set up we would not be able to be as productive.

The overall feedback from Vancouver 2017 and Berlin 2018 has been that more structure is needed. I think that Vancouver 2018 was a good balance. If we swift towards a more unconference style, it’s likely that meeting agendas and presentations will not be prepared.

One problem that I note is that we lacked several members in a lot of discussions (modules for example). We should be checking in advance if members will be there when proposing/scheduling a session. Maybe we should upvote them in advance?

Il giorno mer 17 ott 2018 alle 16:31 Myles Borins notifications@github.com ha scritto:

If moving three slots took hours, that may be a reason to not overly lock the agenda in advance. Having more flexibility on the day can allow us to lock in the agenda based on who is there

On Tue, Oct 16, 2018, 7:30 PM Waleed Ashraf <notifications@github.com wrote:

✋ for all kind of help in organizing next in Berlin. I think we should be clear how much time a session would take. For example, Governance went for the whole day (and a half) and that wasn't still enough.

— You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub https://github.com/nodejs/summit/issues/135#issuecomment-430436694, or mute the thread < https://github.com/notifications/unsubscribe-auth/AAecV5lTlHOMYkI-nGmEFaewEX38nxWeks5ulmwvgaJpZM4XbYbP

.

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[jasnell]

For Berlin, we will likely have the advantage of two full days for the summit whereas in Vancouver, because of the code and learn we had only 1.5 days. The additional time and a time boxed agenda set in advance will be helpful, for sure. We should try avoiding overlap in sessions except where we know for certain the participants are ok with it

[rachelnicole]

Hey friends, how do I stop receiving notifications from this? I stepped down participation in CommComm & unwatched the repos, but I'm still getting emails.

edit: nvm i figured it out. -_-

[Trott]

One piece of feedback I've received is that there's a sense that decisions get made at the summits and that excludes people who can't attend these things. Travel fund helps, but aside from the expense, traveling to these things is not easy for some people.

I don't know what the solution to that would be, if any, but it's at least something to be aware of.

[Trott]

(One solution would be to make it easy to stream all the sessions. Even better if people can participate remotely. But that can be a lot of organizational overhead. Would be awesome if we could do it, though.)

[ChALkeR]

@Trott Some of those could not be easily streamed, e.g. I believe that governance meeting format didn't allow to stream it - i.e. it was split to several smaller discussion groups for some time, and it used a real-world stickerboard.

But e.g. the format of the security wg meeting allowed streaming it (it was more like a regular conference discussion with everyone participating), and outside input could have been incorporated e.g. from a chat or something like that. For that format, just streaming + chat could have helped. Or streaming + a GitHub issue for discussion from outside participants - that should reduce the organizational overhead and reduce the barrier ever more. Something similar to what is done with Zoom meetings + questions from IRC.

[mcollina]

But e.g. the format of the security wg meeting allowed streaming it (it was more like a regular conference discussion with everyone participating), and outside input could have been incorporated e.g. from a chat or something like that. For that format, just streaming + chat could have helped. Or streaming + a GitHub issue for discussion from outside participants - that should reduce the organizational overhead and reduce the barrier ever more. Something similar to what is done with Zoom meetings + questions from IRC.

Note that enabling remote participation implies having a ~stable agenda some time in advance.

[mcollina]

We have got $30K approved by Board to rent a venue.

@trivikr @thefourtheye @mmarchini @sagirk @WaleedAshraf

Are you still ok in helping organizing?

Also @joyeecheung @jorydotcom @hackygolucky, would you like to help?

[WaleedAshraf]

@mcollina Yes, ✋

[mmarchini]

Yes, still interested :D

[joyeecheung]

Yes :)

[trivikr]

Yup!

[jorydotcom]

@mcollina happy to drive participation/engagement/planning from the jsf side of the table!

[thefourtheye]

@mcollina A little late to the party, but yes, I would love to help.

[sagirk]

@mcollina Super late, sorry! Yes, still up for it. 👍

[keywordnew]

Dropping a checklist here of the main work items from past Collab Summits:

• [ ] Call for Sessions issue needs posting about 90 days ahead (see #100 as example), not too early that the topics are less relevant by the time of the Summit, but not too late that people don't have time to prepare
• [ ] The Session Facilitator Guide should be promoted well ahead of time and included in the Call for Sessions. It can be updated on an ongoing basis with past learnings, and new ideas like those discussed above in this thread etc.
• [x] Maintain a live agenda in the document being PR'd #139

Please feel free to add anything I missed! 🙏🏽 Calling out peeps involved in past planning like Vancouver 2018 @mcollina @ladyleet @dshaw. I was going off of memory from those bi-monthly early morning Hangouts calls in the months leading up to Vancouver 😄

[keywordnew]

I can help too.

[mbj36]

I am available for help ;)

[mcollina]

How about we do a meeting next week at 6pm UTC on Tuesday the 22nd of January?

cc @trivikr @thefourtheye @mmarchini @sagirk @WaleedAshraf @joyeecheung @jorydotcom @hackygolucky @mbj36 @chowdhurian

I hope that time work for most people. I think we should plan to kick off the call for sessions asap.

[ladyleet]

let me know and i'll add you to the invite.

[mbj36]

That works for me @mcollina @ladyleet

[ladyleet]

@mbj36 if you send me an email ladyleet@nodejs.org i can go ahead and add you to the invite.

[trivikr]

I'll be in an airplane during the first half-an-hour of the meeting (returning from vacation for MLK Day weekend in the US)

I can join at 6:30pm UTC if the meeting is more than 30 mins long.

[WaleedAshraf]

@mcollina works for me.

[keywordnew]

Agenda skeleton is available now.

[ladyleet]

@chowdhurian you're the best manil!

PSA folks have been emailing me as they want to be added to the invite, so feel free to do the same at ladyleet@nodejs.org

[jorydotcom]

Hey pals, Wanted to provide a brief recap of a preliminary chat @mcollina @ladyleet @christian-bromann & I had earlier this week, mainly for us (JSF) to learn more about how the summit has been formatted in the past and to share some ideas we had about ways JSF projects could participate/add value. I imagine we'll be sharing this all again at our meeting next week for the broader group, but the general idea so far that Tracy, Christian, Matteo & I liked was to have a 'showcase' area for all the projects, also have a quick "introduce the projects" session right after the welcome, to do a 'call for sessions' to collect/help organize meetings, and to pre-collect unconf session topics.

These are general ideas and of course need to be discussed further, but wanted to share a direction a few of us think could work really well across Node + jsf projects. more ideas are very welcome!

[keywordnew]

Love the ideas, stoked for the sync Tuesday.

[ladyleet]

added a ton of people to the cal invite but if you did not email me directly and want to join, join here at 1pm EST (30 mins from now). https://meet.google.com/whz-gxrr-caf

[antsmartian]

@ladyleet Not sure, if I can attend. But will the meeting be recorded? Just for others who can't attend :)

[ladyleet]

@antsmartian this one will not be recorded, but i will bring this up during the call.

[ladyleet]

Is anyone here from Berlin at all?

[ladyleet]

Update - we will start broadcasting these meetings for transparency! :)

[ladyleet]

You can view the proposed agenda and action items here: https://docs.google.com/spreadsheets/d/1r5am7B7eczC5OpkpZsyoU71LHrWS6fUS1gvDFfR1ifw/edit#gid=1300552757

Notes: Call for proposals? Needs to be specific that those specific topics need to have the team leads there. (ie if you are proposing a session there needs to be a critical mass of people there)Need to write the criteria down for session proposal- # of people interested in session- team leads or wg members need to be there OWNERS: Manil + Jory + (Tracy H + Matteo + Mohit) | 2/12/2019?

Set up Eventbrite / Tito for RSVP with information ie: - Where are you from- How likely are you able to go- What topics do you want to etc- How did you hear about it?- Which project/team/working group are you part of? OWNERS: Tracy/Kaelyn | 2/5

Venue OWNERS: Tracy/Kaelyn/Christian | 2/12/2019?

Merger discussions? - New programs, outreach, town halls? Make sure they are in the CFP list

How do we gauge interest from the specific topics? And will the right people be there to lead the conversation?

Matteo - way of CFP needs to be rethought on how we do it so that it can be more organized and effective. Ex: diagnostics wg had a session at the Vancouver Colalb Summit. There was a large amt of people from that room. Same for the n-api team. Those were the most successful activities there.

Make sure to add agenda in the CFP so people know how the structure is.

Sorting out conflicts between the sessions - Joyee did this to help with the summit last time? It was "which session will you go to"

Individual rooms sessions - do 10 second ice breakers before starting each session

Should have an owner and a facilitator/moderator in each room for each session ie wg chair (owner)

[WaleedAshraf]

@ladyleet Yup, Berlin.

[ladyleet]

For those interested in joining, @mcollina has updated this to Zoom so we can live broadcast. join here if you are interested in attending. You can also always email me to be added to the invite ladyleet@nodejs.org https://zoom.us/j/122008117