Organization of Collab Summit in Spring 2018

mcollina commented 7 years ago

During the last collaboration summit we briefly discussed running a more structured event for next year (Spring 2018), to drive collaborator show-ups.

The best way to run an event, is to empower someone to organize it. Does anyone object? @dshaw and myself volunteered, is there anybody else that wants to join the team?

mcollina commented 7 years ago

The idea is to run the event "next to" JSConf.eu 2018, if they run the event this year.

bnb commented 7 years ago

+1 to empowering individuals, and I think you + @dshaw is a good combination. Please let myself or the @nodejs/community-committee know if you need any assistance 🙏

joyeecheung commented 7 years ago

The time of JSConf EU is out. It will be hosted in June 2nd & 3rd 2018 in Berlin, Germany: https://2018.jsconf.eu/

rachelnicole commented 7 years ago

I'd love to help out any way I can.

mcollina commented 7 years ago

I propose we run it 31st of May and 1st of June (Thursday and Friday). I think before the conference work best for everyone.

refack commented 7 years ago

I'm also happy to help.

mcollina commented 7 years ago

It would be great to have all of you on board @rachelnicole @bnb @refack.

I spoke briefly with @hackygolucky about travel funds, and we need to allocate asap if we want this to happen.

I would like to have the majority of the collaborators, and ideally the Node.js Foundation Board and staff. It would be good to have everybody in the same spot, and not having to worry about running another event.

Maybe 70-100 people in total, but we would probably need a better estimate system. I would like to meet the majority of all the active collaborators in core plus the wgs. How many are there? @nodejs/community-committee do you have some stats? @addaleax.. how did you pull that data for your Interactive keynote?

refack commented 7 years ago

I spoke briefly with @hackygolucky about travel funds, and we need to allocate asap if we want this to happen.

Can we streamline the application process? First thing that comes to mind is a Google form. I can run a few price checks (America east coast, America west coast, East Asia, EMEA) for flights and accommodations.

rachelnicole commented 7 years ago

Also we should start early with asking employers if they can cover travel & expenses if you're in a position to do so. Maybe come up with a briefing document to help employees approach their managers about it?

mcollina commented 7 years ago

@refack @rachelnicole I think both things are very important.

hackygolucky commented 7 years ago

@refack @mcollina We have a documented process for applying for travel funds already via a pull request. I love a google form, but it isn't the bottleneck here(it is a nicer user experience imho though). The admin group has to approve the travel request and then the Node.js team(myself and AP) have to check that 1. the requester is an individual member per the requirements and 2. there are funds left to disperse.

hackygolucky commented 7 years ago

Separately, I'm happy to use my powers of organizing for good(as a collaborator not as a foundation employee) to help out with this. It is super helpful when there's a team of organizers doing the work instead of 1-2 folks. Trust me :)

dshaw commented 7 years ago

Thank you, @joyeecheung. As mentioned JSConf.eu is scheduled for the beginning of June next year. Before we fully commit, I want to note that as we were discussing holding the next Collaboration Summit we talked about March 2018 as the expected timing. This pushes our next big touch point all the way back to the end of May with Interactive already slated to land in October 2018.

Given all the work we have to do around governance, I believe we need to reconvene some time in the next 6 months. Anyone else feel strongly about this?

addaleax commented 7 years ago

how did you pull that data for your Interactive keynote?

@mcollina Partly running scripts over my Node inbox, but mostly Github’s GraphQL API (which, yay, is pretty cool!)… if it’s about the most frequently commenting X people or so, I can probably put that together pretty easily, but it’s certainly a biased measure to figure out the “most active” collaborators … :)

mhdawson commented 7 years ago

Although I like JSConf.eu as a conference to align with I share @dshaw concern that we not push out the next collab summit to far. I think it would be best if we can get them to be closer to 6 months apart.

dshaw commented 7 years ago

@bnb, I know you were doing some research into 2018 events. Is there a Q1 2018 alternative we should consider?

joyeecheung commented 7 years ago

@dshaw Myles mentioned Open Source Leadership Summit, which is March 6-8, 2018, Sonoma Valley, California

digitalinfinity commented 7 years ago

+1 to @mhdawson's suggestion that we don't space collaborator summits too far apart. I don't really have a good suggestion for an event though

joyeecheung commented 7 years ago

There is also JSConf Iceland (March 1&2, Reykjavík Iceland) if we want to do one in Europe since the other one will be in North America.

joyeecheung commented 7 years ago

And there is JSConf Aisa (Jan 25-27, Singapore). We have never been to Asia before IIRC.

mcollina commented 7 years ago

I’m ok with all the above, and we can simply avoid a conference if we want to run one earlier.

There is also JsDay in Verona in May (9-10).

jasnell commented 7 years ago

100% on board with @dshaw and @mcollina as organizers for the next collab summit. Let me know how I can help (e.g. I have zero issue at all with mc'ing or facilitating sessions)

dshaw commented 7 years ago

Great suggestions all around.

I think it’s worth noting that one of the main reasons for us to schedule our collaboration summit at any event is to take advantage of opportunities where there is already a critical mass of collaborators going to, or wishing to attend, an event.

This is why JSConf.eu was a great fit for us in 2017.

I don’t think the open source leadership summit meets that need. We need representation there, but it makes sense to have a small contingent.

I’d LOVE to go to Iceland, but it feels a bit forced.

MylesBorins commented 7 years ago

I don't think there is a better spot than JSConf.eu for mass gathering in EU.

I can do some research and see if there is something we can do earlier in the year. We can always do something ad hoc... I could likely get us office space at google for example

On Wed, Oct 11, 2017 at 2:27 PM, Dan Shaw notifications@github.com wrote:

Great suggestions all around.

I think it’s worth noting that one of the main reasons for us to schedule our collaboration summit at any event is to take advantage of opportunities where there is already a critical mass of collaborators going to, or wishing to attend, an event.

This is why JSConf.eu was a great fit for us in 2017.

I don’t think the open source leadership summit meets that need. We need representation there, but it makes sense to have a small contingent.

I’d LOVE to go to Iceland, but it feels a bit forced.

— You are receiving this because you are on a team that was mentioned. Reply to this email directly, view it on GitHub https://github.com/nodejs/summit/issues/56#issuecomment-335904206, or mute the thread https://github.com/notifications/unsubscribe-auth/AAecV7d44ZHxR_xi-2UaGL3tJnMySKFMks5srQilgaJpZM4PzgKF .

mcollina commented 7 years ago

Running it in Munich would have the nice side effect of having key members of the V8 team.

dshaw commented 7 years ago

Capturing the fact May 27, 2018 will be 9 years since the project was first released. And it was announced by ryah at JSConf.eu.

If the JSConf folks settle in to this new schedule (the old JSConf US time), we should definitely plan on doing something together in 2019.

dshaw commented 7 years ago

For a Spring date, I think a small contingent gathering to collaborate on a focused set of tasks on behalf of the TSC at the Open Source Leadership Summit makes a ton of sense.

Thank you, @joyeecheung for proposing it.

A temporary WG or subcommittee for Governance seems appropriate. If my TSC observer status permits it, I would love to propose this at the next TSC meeting. 🙋‍♂️ I could use some help figuring out how to do that.

mhdawson commented 7 years ago

@dshaw in terms of proposing it at the next meeting I would just open an issue in the TSC repo outlining what you are proposing. Once you do that I can tag as tsc-agenda so that it gets discussed in the next meeting.

groundwater commented 6 years ago

Hi all 👋 . FWIW the Electron team of maintainers is having a mini-summit in Prague June 5-8, organized by GitHub and hosted at the Prague Microsoft office. Typically we have 20-35 attendees, and I would welcome coordinating some overlap between our group and the fine folks running node.

hackygolucky commented 6 years ago

Heyo!

We're still trying to sort out a date that works with JSConfEU, if that ends up being the suitable event city(doesn't mean this city is set in stone). We don't want to step on their toes, but it does seem to be a good meeting of minds that cross-pollinates with our contributors and also allows for new folks in the EU to join in with a train ride or hopper flight.

This repo is meant to be the organizing spot for the Collaborator Summits. It is overseen by the TSC and CommComm as part of being under the Admin repo list of joint efforts. It might be easier to identify who would like to organize and go from there, since we already have this space.

Franziska mentioned she might be able to help out with space in the city, and venue is always a fun factor for determining these meetings.

From emails and GitHub, this is the people I've seen raise hands to help out: @dshaw @mcollina @hackygolucky @refack @rachelnicole @fhinkel

Should we possibly have a meeting with some data to work on finalizing location/dates?

mcollina commented 6 years ago

I will be traveling for the next month. Go ahead without me for the first meeting, or we can schedule it after the 18th of December.

hackygolucky commented 6 years ago

We can also Doodle so that everyone who has offered to organize can join :). We still have >5 months to organize this. I've run confs in far less time!

On Tue, Nov 14, 2017 at 4:19 PM, Matteo Collina notifications@github.com wrote:

I will be traveling for the next month. Go ahead without me for the first meeting, or we can schedule it after the 18th of December.

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dshaw commented 6 years ago

@groundwater Thanks for the heads-up. I have added it to my calendar and will note the opportunity as we line up this next Collaboration Summit.

dshaw commented 6 years ago

@hackygolucky I would prefer to have input input from @janl and the JSConfEU team before we gather collaborators. We're missing key data and Jan has asked to hold off repeatedly. I'll reach back out to see if they're ready to meet now.

Let's get something on the calendar for December 18 or 19 amongst collaborators. Could you Doodle for times on those dates?

seishun commented 6 years ago

I might have missed something, but what exactly is planned in December? And where?

tniessen commented 6 years ago

I have been a bit busy for the last couple of weeks, but I will be glad to help any way I can.

Trott commented 6 years ago

I might have missed something, but what exactly is planned in December?

@seishun I think all that's going on is @mcollina is traveling and unavailable to meet until December 18-ish. He said "Go ahead without me for the first meeting, or we can schedule it after the 18th of December." Meaning: "Have a first meeting to plan the summit without me, or schedule it after the 18th of December."

And then @dshaw responded to get "something" on the calendar for December 18 or 19. That "something" is an optional meeting (using teleconferencing/video-chat) to start planning the summit.

Other than that, nothing's going on in December (as far as I know).

jasnell commented 6 years ago

Please include me on the list of people to help

fhinkel commented 6 years ago

I didn't want to step on anybody's toes. Just figured it might be helpful to have somebody who speaks German and is in the same time zone (if we settle on JSConfEU). @tniessen if you're able to help I'm happy to step back. The more people, the harder it'll be to schedule any meetings and come to decisions.

ghost commented 6 years ago

maybe i can help here? i

live in berlin
speak german
am on the jsconf eu team
can help organize this summit

dshaw commented 6 years ago

Thanks, @pup. We (collaborators) need to finalize the decision to hold this next summit at JSConfEU, then I’d really appreciate your help with local coordination.

Trott commented 6 years ago

We need to finalize the decision to hold this next summit at JSConfEU,

@dshaw Can you clarify who "we" refers to in this context?

dshaw commented 6 years ago

2017-12-07 Call notes

Participants

@janl
@dshaw
@mcollina
@fhinkel
@hackygolucky
@mylesborins

Notes

JSConfEU (subsequently also referred to as “EU”)

http://jsconf.eu - June 2-3, 2018
There are events stretching 3-4 weeks around JSConf.eu
Before the event is generally better. Events culminate in everyone coming together at EU. After EU, folks are exhausted.
There is a calendar for all the events surrounding EU for Web Technology Fest Berlin
- http://wwwtf.berlin/
- Currently has 2017 info. The calendar will be updated soon.
There are multiple paths to having a booth
- Easy: Node.js Foundation sponsors JSConf.eu
- Also Open Source booth(s) to enable participants to connect with projects they are passionate about.
- Great opportunity for end user feedback
- EU doesn’t generally do panels and definitely doesn’t do softball questions
- Attendees really liked TC-39 panel from 2017
- Would like to organize a panel of Node.js collaborators
Venues
- Donated space last year (2017)
- 2017 collab summit hosted at the hacker space in Kreisberg (sp?)
- Suppose to hold about 75 people
- We found it to be a bit small
- Would be nice to have1 or multiple rooms
Dates
- Recommended dates on Thursday, May 31 - Friday, June 1. The 2 days prior to JSConf.eu.
Open Question(s)
- Should we host a Code and Learn at JSConf.eu?
- Need to check with JSConf.eu team on when might be appropriate.

Action Items

@janl will follow-up with some venue suggestions
@janl will request an allocation of tickets for the Node.js contingent
http://github.com/nodejs/admin will administer ticket allocations along with travel stipends
@dshaw has requested sponsor prospectus
@mylesborins will request board allocation for sponsorship
We will continue to update this issue until we have date and venue finalized. Then we will open a new issue.
Everyone who is considering attending is invited to submit a talk. The CFP is open until January 1st, 2018. https://2018.jsconf.eu/call-for-speakers/
SAVE THE DATES:
- Thursday, May 31 - Friday, June 1 - Node.js Collaborator’s Summit
- Saturday, June 2 - Sunday, June 3 - JSConf.eu

dshaw commented 6 years ago

@mcollina @fhinkel Anything else that I may have missed?

mcollina commented 6 years ago

@fhinkel will announce this at the next @nodejs/tsc meeting.

ghost commented 6 years ago

@dshaw the 2017 summit was hosted at co.up in berlin-kreuzberg, fwiw

fhinkel commented 6 years ago

I guess mentioning @nodejs/tsc "announces" it to everyone 😆 . I'll bring it up in the announcements session of our next meeting so everyone is aware that this is probably happening (modulo finding a space).

zeke commented 6 years ago

I'll be in town for JSConfEU and the Electron mini-summit. I'd would love to attend this collaboration summit if I'm welcome.

dshaw commented 6 years ago

Thanks, @zeke. You are welcome. This thread is the best place to track the event for now.

Is there somewhere where folks who wish to attend the Electron mini-summit should sign up?

groundwater commented 6 years ago

@dshaw for now, please comment or follow this thread https://github.com/electron/electron/issues/11120 we don't have a ticketing site up yet

openjs-foundation / summit