I'd be interesting in helping out with a summit in sf! How can I get started?
On Sun, Jan 13, 2019, 23:08 Reza Rokni <r...@google.com wrote: > Hi, > > So after a few chats, would love to help enable a event in APAC later in > Q3 / early Q4 timeframe. > > Cheers > > Reza > > On Tue, 8 Jan 2019 at 14:49, Reza Rokni <r...@google.com> wrote: > >> Hya, >> >> Yes. although need to work through timing, maybe something around the >> later part of the year. >> >> Let me do some out reach. >> >> Cheers >> >> Reza >> >> On Mon, 7 Jan 2019 at 15:27, Matthias Baetens <baetensmatth...@gmail.com> >> wrote: >> >>> @Reza Rokni <r...@google.com>: I was planning to reach out to you for >>> the Asian edition of the Summit - do you think Singapore would make sense? >>> >>> On Mon, 7 Jan 2019 at 07:25, Matthias Baetens <baetensmatth...@gmail.com> >>> wrote: >>> >>>> Hey Austin, >>>> >>>> Yes, it would be good to get going soon. We started approx. 3 months >>>> before the event like Thomas mentioned. It is important though to kick-off >>>> two things at the same time: >>>> 1) Drafting and getting the proposal approved >>>> 2) Kicking off the practical organisation >>>> >>>> If we would have treated 1) as a blocker for 2), we would've gotten in >>>> trouble. I was not very involved in the proposal discussions, Gris and >>>> Ahmet did a great deal of work there and I think they'd be happy to help >>>> out with any questions you might have; but the proposal would definitely be >>>> a good basis to start from. >>>> >>>> With 2) I have some more info I could share. >>>> We started by assembling a core team of people we knew were going to do >>>> the bulk of the organising work (ideally a mix of 'community' forces, a PMC >>>> member, and employees from companies who seem very keen to join forces) >>>> Then there is the actual organisational part (which you can divide and >>>> conquer with the team): >>>> >>>> - Fixing the date(s) of your conference (this needs to go into the >>>> proposal as well, so one of the first things to decide >>>> - Estimating the budget and finding sponsoring companies: this will >>>> decide what is possible and what is not >>>> - Finding a venue that is convenient and fits your needs (how many >>>> people are you expecting? we could maybe do a small poll on the mailing >>>> lists and Twitter to see conference interest for this year). Ideally, >>>> your >>>> venue is flexible for change as well (extendable rooms, ...). This goes >>>> hand in hand with: >>>> - Catering / food / coffee >>>> - Video crew for recording the sessions >>>> - Opening a CfP: this is something you probably want to do as soon >>>> as possible. It will decide largely the content of the summit and what >>>> sessions you will be able to offer to your audience. If will also be >>>> crucial in communication later on. >>>> - This goes hand in hand with constructing your agenda. Draft what >>>> you are aiming for and share this with everyone (speakers included) >>>> so they >>>> can help you build the schedule. This will change a lot (up until >>>> the day >>>> of the event if people cancel) >>>> - Start collecting the speaker presentations >>>> - Open attendee registrations as soon as possible: this will allow >>>> you to estimate the number of attendees >>>> - A small website could be useful to have an overview of the >>>> speakers and schedule, combined with registrating functionality (e.g. >>>> https://devfest.gdg.london or use https://splashthat.com) >>>> - Starting the buzz (communications wise): think about mailing >>>> list, social media (Twitter, LinkedIn mostly), blogposts, local >>>> communities >>>> that might be interested, reach out to people that frequent your meetup, >>>> ask sponsoring companies to use their channels, ... >>>> - Also think about marketing of the summit (slide branding, >>>> banners for social media, ...) >>>> - Gather a team of people to help out on the day itself and list >>>> out the on-the-day(s) tasks to divide the work. Have clear >>>> responsibilities >>>> for everyone and have someone to keep the overview. Learning from our >>>> summit: have someone dedicated to take care of the speakers (welcome >>>> them, >>>> make sure they are comfortable for the talk, make sure they have >>>> everything >>>> they need. A seperate room for speakers is a luxury, but a good one to >>>> have). >>>> - Other things like: >>>> - Swag >>>> - Speaker gifts >>>> - Photographer >>>> - Social media branding (ask speakers to use hashtags, ...) >>>> - Have a debrief questionnaire >>>> >>>> Overall, try to keep closely in sync with your organising team >>>> (fortnightly calls or weekly when getting closer to the event). A shared >>>> tracker for you, team (and community - they can give feedback), might be >>>> useful as well (find ours here >>>> <https://docs.google.com/spreadsheets/d/1pNoeLD0JBImc1-gja209mSuTVLNna_b1gmQ1r-_Z5t0/edit> >>>> ) >>>> >>>> I will share some additional materials later with you. Happy to have a >>>> quick call to answer additional questions and help out where needed :) >>>> Best, >>>> Matthias >>>> >>>> >>>> >>>> >>>> On Sun, 6 Jan 2019 at 22:55, Thomas Weise <t...@apache.org> wrote: >>>> >>>>> For the event in SF in April it would be necessary to get going soon. >>>>> >>>>> For the type of information that will be required, you could take a >>>>> look at the proposal from the London event [1]. It was created with ~ 3 >>>>> months lead time. Note the draft mistakenly used "Apache" in the event >>>>> name >>>>> - let's avoid that this time around. Also let's make it clear(er) who is >>>>> organizing vs. sponsoring the event. >>>>> >>>>> Also see the event branding policy [2]. Note that approval for the >>>>> event will be required from the PMC and when using Apache marks also from >>>>> the ASF VP, Brand (or the PMC chair). >>>>> >>>>> Thanks, >>>>> Thomas >>>>> >>>>> [1] >>>>> https://docs.google.com/document/d/1h0y85vxt0AGYdz6SZCbV2jzUGs46_M-keUZTMsm2R0I/edit >>>>> [2] https://www.apache.org/foundation/marks/events >>>>> >>>>> >>>>> >>>>> >>>>> >>>>> On Thu, Jan 3, 2019 at 12:39 PM Austin Bennett < >>>>> whatwouldausti...@gmail.com> wrote: >>>>> >>>>>> Hi Matthias, etc, >>>>>> >>>>>> Trying to get thoughts on formalizing a process for getting proposals >>>>>> together. I look forward to the potential day that there are many people >>>>>> that want (rather than just willing) to host a summit in a given region >>>>>> in >>>>>> a given year. Perhaps too forward looking. >>>>>> >>>>>> Also, you mentioned planning London wound up with a tight time >>>>>> window. If shooting for April in SF, seems the clock might be starting >>>>>> to >>>>>> tick. Any advice for how much time needed? And guidance on getting >>>>>> whatever formal needed through Apache - and does this also necessarily >>>>>> involve a Beam PMC or community vote (probably more related to the first >>>>>> paragraph)? >>>>>> >>>>>> Thanks, >>>>>> Austin >>>>>> >>>>>> On Thu, Dec 20, 2018, 1:09 AM Matthias Baetens < >>>>>> baetensmatth...@gmail.com wrote: >>>>>> >>>>>>> Great stuff, thanks for the overview, Austin. >>>>>>> >>>>>>> For EU, there are things to say for both Stockholm and Berlin, but I >>>>>>> think it makes sense to do it on the back of another conference (larger >>>>>>> chance of people being in town with the same interest). I like Thomas >>>>>>> comment - we will attract more people from the US if we don't let it >>>>>>> conflict with the big events there. +1 for doing it around the time of >>>>>>> Berlin Buzzwords. >>>>>>> >>>>>>> For Asia, I'd imagine Singapore would be an option as well. I'll >>>>>>> reach out to some people that are based there to get a grasp on the >>>>>>> size of >>>>>>> the community there. >>>>>>> >>>>>>> Best, >>>>>>> -M >>>>>>> >>>>>>> >>>>>>> >>>>>>> On Thu, 20 Dec 2018 at 05:08, Thomas Weise <t...@apache.org> wrote: >>>>>>> >>>>>>>> I think for EU there is a proposal to have it next to Berlin >>>>>>>> Buzzwords in June. That would provide better spacing and avoid conflict >>>>>>>> with ApacheCon. >>>>>>>> >>>>>>>> Thomas >>>>>>>> >>>>>>>> >>>>>>>> On Wed, Dec 19, 2018 at 3:09 PM Suneel Marthi <smar...@apache.org> >>>>>>>> wrote: >>>>>>>> >>>>>>>>> How about Beam Summit in Berlin on Sep 6 immediately following >>>>>>>>> Flink Forward Berlin on the previous 2 days. >>>>>>>>> >>>>>>>>> Same may be for Asia also following Flink Forward Asia where and >>>>>>>>> whenever it happens. >>>>>>>>> >>>>>>>>> On Wed, Dec 19, 2018 at 6:06 PM Austin Bennett < >>>>>>>>> whatwouldausti...@gmail.com> wrote: >>>>>>>>> >>>>>>>>>> Hi All, >>>>>>>>>> >>>>>>>>>> I really enjoyed Beam Summit in London (Thanks Matthias!), and >>>>>>>>>> there was much enthusiasm for continuations. We had selected that >>>>>>>>>> location >>>>>>>>>> in a large part due to the growing community there, and we have >>>>>>>>>> users in a >>>>>>>>>> variety of locations. In our 2019 calendar, >>>>>>>>>> https://docs.google.com/spreadsheets/d/1CloF63FOKSPM6YIuu8eExjhX6xrIiOp5j4zPbSg3Apo/ >>>>>>>>>> shared in the past weeks, 3 Summits are tentatively slotted for this >>>>>>>>>> year. >>>>>>>>>> Wanting to start running this by the group to get input. >>>>>>>>>> >>>>>>>>>> * Beam Summit NA, in San Francisco, approx 3 April 2019 >>>>>>>>>> (following Flink Forward). I can organize. >>>>>>>>>> * Beam Summit Europe, in Stockholm, this was the runner up in >>>>>>>>>> voting falling behind London. Or perhaps Berlin? October-ish 2019 >>>>>>>>>> * Beam Summit Asia, in Tokyo ?? >>>>>>>>>> >>>>>>>>>> What are general thoughts on locations/dates? >>>>>>>>>> >>>>>>>>>> Looking forward to convening in person soon. >>>>>>>>>> >>>>>>>>>> Cheers, >>>>>>>>>> Austin >>>>>>>>>> >>>>>>>>> >> >> -- >> >> This email may be confidential and privileged. If you received this >> communication by mistake, please don't forward it to anyone else, please >> erase all copies and attachments, and please let me know that it has gone >> to the wrong person. >> >> The above terms reflect a potential business arrangement, are provided >> solely as a basis for further discussion, and are not intended to be and do >> not constitute a legally binding obligation. No legally binding obligations >> will be created, implied, or inferred until an agreement in final form is >> executed in writing by all parties involved. >> > > > -- > > This email may be confidential and privileged. If you received this > communication by mistake, please don't forward it to anyone else, please > erase all copies and attachments, and please let me know that it has gone > to the wrong person. > > The above terms reflect a potential business arrangement, are provided > solely as a basis for further discussion, and are not intended to be and do > not constitute a legally binding obligation. No legally binding obligations > will be created, implied, or inferred until an agreement in final form is > executed in writing by all parties involved. >
