Summit Wrap Up Call

[jdorfman]

To be discussed

• [ ] Newsletter follow up
  • [ ] Survery
  • [ ] Consent for attendee list pdf
• [ ] Report
  • [ ] Design
  • [ ] Demographics
  • [ ] PDF and website for accesibilty & SEO
  • [ ] Notes overall
  • [ ] Notes pay someone to convert to text for the report
• [ ] Photos
• [ ] Video
• [ ] Get written feedback from attendees for next years website like this

cc: @coderberry

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Attendees

• Eric
• Gunner
• Pia
• Ben
• Cat
• Richard

Actionable Items

• [x] Ben follow up with Ben on photos
• [ ] Eric set up discourse - set up topic for each breakout group we had.
• [ ] Pia to send Gunner doc where final agenda should exist
• [ ] Gunner will create final agenda doc that links to separate docs with notes
• [ ] Pia will send email to attendees:
• Photos
• Link to discourse with instructions
• Expenses
• Survey
• Who’s giving to open source (companies)
• Podcast guest invite
• [ ] Pia will create survey draft
• [ ] Eric follow up with Adam re: podcast, create guest form.

Links

• Wrap-up email
• Survey (note themes question is pending the definition of the themes)
• Final Agenda (Gunner, created this so you can add the agenda here)
• Post - mortem
• Notes
• Flipchart Pictures

Notes

[Ben] If invoices are submitted by yesterday, they can be reimbursed by end of week. If not, by end of month.

[Pia] It was been amazing. So much positive feedback. Very proud. Great team. Cat’s document post-mortem. News to share. Next steps.

[Cat] Post-mortem:

After event, collect random thoughts that people have in a doc for planning next year. Kept track of attendees. We had a total of 12 people who didn’t pre-register. Not pre-registering means they didn’t pay. If we have any thoughts on food, location, timing, next time, put them in this doc. Cat will be same role next year.

Rather than paying for individual flights, offer them a flat amount of reimbursements based on how far they are coming. That way, one or more of us do not need to be travel agents. If people really want to come, they should have some skin in the game and cover some costs. This makes them more invested.

Make invite-only instead of open invite. This makes it more special and enables those who are invited more to come. Also makes personal agendas less likely.

[Gunner] invite model where invitees have ability to nominate, but not have a high expectation for acceptance.

[Cat] That’s what we do for Sci-Foo.

[Eric] Person note taking is not able to participate in the conversation.

[Pia] Notes in one document. We have less notes than last year. Last year we did a better job at being really annoying through the event to have people take and send notes. We have notes, but last year we had more. Doc: Sustain 2018 NOTES - Google Docs < This is where everyone’s notes will exist. Notes were to be sent via email. We probably need to send a follow-up email reminding to send notes. Send to hola@sustainoss.org

Question is “what do we say in the wrap-up email?”

• Photos
• Link to discourse with instructions
• Expenses
• Survey
• Who’s giving to open source (companies)
• Podcast guest invite

[Ben] Do something around the website as well as the forum. Examples of work/part of community into website.

[Gunner] If you want to drive engagement, discuss periodic virtual meeting on topics. It would be awesome to have virtual meetings every 2 months. Builds brand/project/eyeballs on topics.

[Pia] Zaheda from AWS wanted to do working groups as well.

[Gunner] Can we look at paper from last year and combine with sessions this year and come up with a sustain taxonomy. Let’s come up with 5 - 7 sustain categories. At bare minimum, financial (may be more than one), community sustainability, governance, personal sustainability, generational sustainability (surviving founder), technical sustainability.

[Cat] If we have content that we hoped that would result from meeting but didn’t get collected in notes, do we want to do a post-event survey?

[Pia] Let’s do survey ASAP before everyone forgets.

[Cat] Off top of herd, I’d like to know

• Give people list gunner created and have them rank them of importance
• Missing anything?

[Pia] Erlend collaboration of MVP of index of companies giving to open source. Different notes for size of companies. How big their engineering force is. It’s going to be an opt-in for companies. Pre-popping from open collective data. Idea is companies can submit how much they are giving in donations and how much they pay engineers to work on oss. Must be verified with source of truth attached (blog post, public view, etc). Looks very early at the moment. Will share internally. Involve Ford Foundation. They can bring in resources such as consumer reports and their methods. Rank companies based on privacy / how well they take care of privacy & rights.

[Pia] Podcast series / toolkit to capture sustain in different languages. Allow anyone to start being sustainers in their own communities. This came from “how do we share what works and what doesn’t work”. If we need to pay for editor, we can do that. We try as much as possible to have good quality and can pay for it.

[Ben] URL that has short list of photos. Sustain Summit 2018 - Ben Broomfield Photography

[jdorfman]

I will be on vacation so I won't be able to join a Thursday call until the 15th of Nov.

I don't want to lose momentum so please add notes here and I'll follow up asap.

[jdorfman]

@elioqoshi said we should look into Discourse.

[elioqoshi]

If we produce a report (which we should) I would like to help with the layout design / publishing as well