Great, Nicholas! I've started assembling the formal proposal. Let's get in touch to figure out how much you want to be involved. We'll certainly get a call for volunteers together and can use all the help we can get!
Austin P.s. are you local to SF? If yes, let's Meetup at least at the Feb 7 beam Meetup. Also am happy to grab coffee/drink/lunch/etc in the next week or so -- message me off list to arrange. On Mon, Jan 14, 2019, 7:53 AM Nicholas Audo <na...@naudo.de wrote: > 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. >> >
