# FWD'24 meeting notes

> **GitLab Repo for FWD**: https://gitlab.com/fedora/dei/week-of-diversity
>

---

## 2024-06-27

### Participants
* Jona
* Emma
* Justin
* Tosin
* Roseline

### Meeting Agenda
https://gitlab.com/fedora/dei/week-of-diversity/-/milestones/4#tab-issues

* Video recording
* Survey
* Reminder email on Monday/Tuesday
* Note for next time: maybe add some swag option for people that will fill out the form
* As of now, 2 responses on attendee survey, 1 response on speaker survey
* Unlisted video on YT that Chris created for FWD
* Create a title and description so we can make it public

### Open floor

___

## 2024-06-13

### Participants
* Jona Azizaj (jonatoni)
* Emma
* Chris
* Roseline
* Tosin

### 📌 Follow-ups from last meeting
✅ AI: Amita/Jona to check times/schedule works for all the speakers
🟠 AI: Amita to manage communication for the panel discussion.

### Meeting Agenda
Updates from the team
https://gitlab.com/fedora/dei/week-of-diversity/-/milestones/4

* Speakers management (Amita)
* Event schedule (Amita/Jona)
* https://cfp.fedoraproject.org/fwd-2024/schedule/
* Email template for speakers to share important details about the event (Amita)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/10
* Amita (?)
* Content and promotion
* Promo video for FWD (Chris)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/21
* Interviews (Chris)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/13
* CommBlog articles scheduled for next week?
* Let's sync on the social media posts + Insta templates from Emma
* Promotion schedule (Roseline/Chris)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/14
* event registration promo on Matrix/Discourse
* that's include also a post when the recordings are published: https://gitlab.com/fedora/dei/week-of-diversity/-/issues/16
* Design (Emma)
* Templates for the CommBlog article interviews (Emma): https://gitlab.com/fedora/dei/week-of-diversity/-/work_items/31
* Thumbnail template for YouTube: https://gitlab.com/fedora/dei/week-of-diversity/-/issues/30
* Event production
* Event moderators: https://gitlab.com/fedora/dei/week-of-diversity/-/issues/5
* Is everyone from the team available to help with the event moderation?
* Feedback form: https://gitlab.com/fedora/dei/week-of-diversity/-/issues/3 (one for speakers and one for attendees)
* Polls for the event: https://gitlab.com/fedora/dei/week-of-diversity/-/issues/27

### Open Floor
* Check unassigned issues
* Meeting next week on Monday/Tuesday??

---

## 2024-05-30

### Participants
* Emma Kidney
* Jona Azizaj
* Chris Idoko
* JWF
*

### 📌 Follow-ups from last meeting
✅ AI: Emma to resize the existing graphic for diff social media, also to rework template for insta story interviews
✅ AI: Chris to promote the video promo survey on CommOps and Marketing
✅ AI: Jona to follow up with Oluwakanyinsola for the social media promo

### Meeting Agenda
Updates from the team
https://gitlab.com/fedora/dei/week-of-diversity/-/milestones/3

* Speakers management (Amita)
* Event schedule (Amita/Jona)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/7
* https://cfp.fedoraproject.org/fwd-2024/schedule/v/wip/
* confirmation email to be sent from Pretalx for the accepted/non-accepted talk
* AI: Amita to check times/schedule works for all the speakers
* AI: Amita to manage communication for the panel discussion. Deepesha from GNOME already confirmed.
* Social event (Justin)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/20
* Codenames - it went pretty great during the Release Party
* https://gitlab.com/fedora/dei/week-of-diversity/-/work_items/28
* Content and promotion
* Promo video for FWD (Chris)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/21
* @team feel free to record a video as well - deadline: June 10
* Instructions: https://docs.google.com/document/d/1F3Bf02SgPzy2_pCFEj8LsBzi7RYVA4cEoFZMQXAZiHQ/edit?usp=sharing
* Interviews (Chris)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/13
* Interviews in progress :tada:
* @chrisidoko any help needed from the team?
* Promotion schedule (???)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/14
* ❗❗ we need to assign this ticket to someone else, any volunteers? ❗❗
* we need to promote event registration
* Design (Emma)
* Graphics for social media promotion (Consolation/Emma)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/15
* Emma to resize the existing graphic for diff social media, also to rework template for insta story interviews
* Event production
* ✅ Registration link: https://pretix.eu/fedora/fwd2024/

### Open Floor
* Monday June 3rd, FWD Hack Session from 12 pm to 2 pm UTC
* We will work on promotion schedule, event production, or any other task that needs help
* Link: https://calendar.app.google/rKohv9QKANCJsf7N9

---

## 2024-05-16

### Participants
* Jona (Chair)
* Emma
* Chris
* Amita
* Consolation

### 📌 Follow-ups from last meeting
✅ AI: Chris will post on Fedora Discussion about the promo video and share the survey link
✅ AI: Chris will pick 10 people and start with interviews
✅ AI: Amita to come up with a list of people, matrix rooms etc to be speakers

### Meeting Agenda
Updates from the team
https://gitlab.com/fedora/dei/week-of-diversity/-/milestones/3

* Content and promotion
* Promo video for FWD (Chris)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/21
* Not going great, no-one filling it out. What can we do to get more people?
* Try sharing in ComOps, use social media as last resort if that doesn't work.
* Interviews (Chris)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/13
* 5 people so far. 2 people audio/video.
* Promotion schedule (Oluwakanyinsola)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/14
* Jona will follow up on this ticket
* Design
* Graphics for social media promotion (Consolation)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/15
* Emma to resize the existing graphic for diff social media, also to rework template for insta story interviews
* Badge ✅
* Link: https://badges.fedoraproject.org/badge/fedora-week-of-diversity-2024
* Speakers management
* CFP
* Deadline: May 18
* 3 proposals so far
* List of potential speakers
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/8
* Panel discussion about the role of DEI in open source communities
* Social events
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/20
* Event production
* ✅ Registration link: https://pretix.eu/fedora/fwd2024/
* Image header needs to be resized @ekidney (and change event dates)
* From Pretix: By default, we show your logo with a size of up to 1140x120 pixels. You can increase the size with the setting below. We recommend not using small details on the picture as it will be resized on smaller screens. We recommend to upload a picture at least 1170 pixels wide.
* Modify event starting/ending time

### Open Floor
* Join Fedora 40 Release Party next week :tada:
* When: Friday, 24 May to Saturday, 25 May 2024
* Schedule: https://fedoraproject.org/wiki/Fedora_Linux_40_Release_Party_Schedule
* Emma and Chris will be talking about Fedora Week of Diversity :rocket:

---

## 2024-05-02

### Chair
* Jona
### Participants
* Emma
* Consolation
* Justin
* Oluwakanyinsola

### 📌 Follow-ups from last meeting
* 🟠 AI: Chris will post on Fedora Discussion about the promo video and share the survey link
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/21
* survey needs some changes before we post it on Fedora Discussion
* Small changes: remove gender Q, make fas mandatory and matrix not madatory.
* Change wording on 'how you contribute to Fedora' examples.
* Justin to make changes
* Jona to post on Discussions
* ✅ AI: team please provide your feedback on the CommBlog article by the end of this week
* https://communityblog.fedoraproject.org/week-of-diversity-fwd-2024/
* ✅ AI: create a list of people to interview
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/12
* 🟠 AI: Chris will pick 10 people and start with interviews

### Meeting Agenda
Updates from the team
https://gitlab.com/fedora/dei/week-of-diversity/-/milestones/3

* Content and promotion
* Promo video for FWD
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/21
* Interviews
* AI: Chris will pick 10 people and start with interviews
* Chris AFK till next week
* Promotion schedule
* https://docs.google.com/document/d/1RdQq1N0bCMsvy8p6F1_r8ZW3B3ypORS1SyqL5AxzeaM/edit
* First promo already started on Mastodon - link: https://fosstodon.org/@fedora/112367219121430363
* Let's push also for Twitter/LI/Instagram
* Justin doing this now
* Twitter: https://twitter.com/fedora/status/1786006708437049794
* LinkedIn: https://www.linkedin.com/feed/update/urn:li:share:7191772852528844800/
* Oluwakanyinsola to sync with Joseph
* Design
* Graphics for social media promo
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/15
* Can start promoting - already posted on Mastodon
* Emma to post on instagram stories asap - edit dimensions of graphic on comblog.
* Consolation making graphic for main feed. Creating graphic with the same vibe and feel as the proposed image but with open licencing
* Speakers management
* CFP
* 0 proposals so far
* List of potential speakers
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/8
* Let's share the CFP with people we know and we think would be a good speaker to have.
* Social activities brainstorming
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/20
* Event production
* We have created a room for FWD event, and we will use Pretix for registrations
* https://matrix.to/#/#event-fwd-2024:fedoraproject.org

### Action Items
* Amita to come up with a list of people, matrix rooms etc to be speakers

### Open Floor
* None

---

## 2024-04-18
### Participants
* Justin/JWF (jflory7)
* Jona (jonatoni)
* Emma (ekidney)
* Chris (chris)
* Amita (amsharma)
* Consolation

### 📌 Follow-ups from last meeting
* ✅ AI: team please check out event's theme and provide your feedback
* AI: The team reaches a decision on the CFP theme (Topics/Tracks)
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/22
* Comment from Justin on Matrix: Empowering Diversity, Enriching Fedora? Or Enriching Linux? Given the specific focus on our community, or our ecosystem, I think the Fedora connection should shine strong.
* Discussion: Likely want to focus it specifically to Fedora. Are we involving others from other distro communities? It is open to anyone in open source. Putting Fedora here does not mean they are excluded. Focus on people/contributor focus, so with lens. We will keep the original phrasing on Enriching Communities.
* ✅ AI: Jona will setup FWD CFP on Pretalx
* https://cfp.fedoraproject.org/orga/event/fwd-2024/
* Any improvements needed? Otherwise, we can publish it.
* Let's do a test before sharing it with everyone.
* ✅ AI: Chris will open a ticket on Badge's pagure for the FWD badge
* https://pagure.io/fedora-badges/issue/840
* Chris can you ping Marie to get it approved?
* ✅ AI: Chris will draft a post for Fedora Discussion
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/21
* Chris will post on Fedora Discussion this week
* 🟠 AI: team please provide your feedback on the CommBlog article by the end of this week
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/17
* ✅ AI: team please add your feedback/vote on the interview questions so we can pick 4 max
* 🟠 AI: create a list of people to interview
* Let's keep an eye out for potential interview candidates in our circles.
* We'd especially welcome participation from newcomers this time (or different faces).
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/12
* AI: everyone, please check the issue and provide your feedback by the end of April.
* ✅ AI: Chris leads video Ad idea & coordinates with the team.
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/21
* 🟠 AI: Integrate Fedora Pride team and Accessibility wg into FWD.
* AI: Amita please invite them and share the CFP

### Meeting Agenda
Updates from the team
https://gitlab.com/fedora/dei/week-of-diversity/-/milestones/2

* Content and promotion
* Promo video for FWD
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/21
* Next steps? Any help/feedback needed from the team?
* Interviews
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/12
* Let's aim to finalize the list of people in April and begin conducting interviews in May.
* Any help/feedback needed from the team?
* **Survey is now available, feedback needed before going live**: https://fedoraproject.limequery.com/346472?lang=en
* CommBlog article to promote the event and CFP
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/17
* Consolation do you need any help to create a draft on CommBlog?
* 📌 AI: Consolation, please create a draft on CommBlog
* Justin is it possible to publish it on Monday/Tuesday next week?
* Promotion schedule
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/14
* Are we ready the promote the CFP?
* Design
* Graphics for social media promo
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/15 *
* Graphic for the CommBlog article
* https://gitlab.com/fedora/dei/week-of-diversity/-/work_items/26
* Speakers management
* CFP
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/9
* List of potential speakers
* https://gitlab.com/fedora/dei/week-of-diversity/-/issues/8
* Event production
* We had a call with Justin to talk about this topic
* Matrix + YT
* On Matrix we will have a dedicated chat room for virtual events
* Challenge is finding the right platform that will live-stream to YouTube
* Wiki/Pretalx for the agenda
* Registrations: maybe https://pretix.eu/about/en/

### Open Floor
* None

---

## 2024-04-04
### Participants
* Amita
* Chris
* Consolation
* Emma
* Jona
* Justin

### Meeting Agenda
Updates from the team
1. [Speakers management](https://gitlab.com/fedora/dei/week-of-diversity/-/issues/?label_name%5B%5D=Speaker%20management)
* [Event theme review](https://gitlab.com/fedora/dei/week-of-diversity/-/issues/22): This year's theme for Fedora Week of Diversity is "Empowering Diversity, Enriching Communities." We aim to explore how diversity in perspectives, backgrounds, and experiences strengthens our open-source community and fosters innovation.
* 📌 AI: team please check out the event theme and provide your feedback
* [Event CFP](https://gitlab.com/fedora/dei/week-of-diversity/-/issues/9) draft: https://docs.google.com/document/d/1SRFCFLquLfE0OIgB5nY2B9boonpqkyUnnuU0FuTarJQ/edit?usp=sharing
* Pretalx is here and ready! https://cfp.fedoraproject.org/orga/event/fwd-2024/
* Docs on how to set up Pretalx: https://docs.fedoraproject.org/en-US/community/flock/cfp-pretalx-setup/
* 📌 AI: Jona will setup FWD CFP on Pretalx
2. [Event production](https://gitlab.com/fedora/dei/week-of-diversity/-/issues/?label_name%5B%5D=Event%20production)
* [Event platform and streaming](https://gitlab.com/fedora/dei/week-of-diversity/-/issues/1)
* We will use Matrix as a platform and YouTube for streaming
* We will have a dedicated chat room that will be used for all Fedora events
* Thanks Emma for sharing Creative Freedom Summit experience: https://hackmd.io/3SmEHbNfQ5KXOyXeHYKP0g
* Creative Freedom Sumit had a website to share event agenda, and how to join. What should we use for publishing the agenda?
* Fedora Wiki
* Registrations (?)
3. [Design](https://gitlab.com/fedora/dei/week-of-diversity/-/issues/?label_name%5B%5D=Design)
* [Updated logo and assets](https://gitlab.com/fedora/dei/week-of-diversity/-/issues/18): https://gitlab.com/fedora/design/team/logos/fedora-team-community-logos/-/tree/main/Fedora-Week-of-Diversity?ref_type=heads :tada:
* FWD Badge
* 📌 AI: Chris will open a ticket on Badge's pagure for the FWD badge
4. [Content and promotion](https://gitlab.com/fedora/dei/week-of-diversity/-/issues/?label_name%5B%5D=Content%20and%20promotion)
* Video to promote FWD
* We will post on Fedora Discussion to ask for volunteers that want to be part of the video
* We will have one sentence they can all say - kind of similar to the video we had for Flock Dresden
* 📌 AI: Chris will draft a post for Fedora Discussion
* openly-licensed sounds:
* http://www.freesound.org/
* http://www.findsounds.com/
* http://incompetech.com/music/royalty-free/
* http://www.seabreezecomputers.com/tips/freemusic.htm
* [CommBlog article](https://gitlab.com/fedora/dei/week-of-diversity/-/issues/17): https://docs.google.com/document/d/1iCOOTpcqSbUHzAtyKZKs4o8JrB4s2yxl_IHxjpRgZPo/edit?usp=sharing
* 📌 AI: team please provide your feedback
* [Interview templates](https://gitlab.com/fedora/dei/week-of-diversity/-/issues/11): https://docs.google.com/document/d/1VF8s1aXXiJ-oZOpfWcXEKOKd36rCeIIQg3EiF6qz3n4/edit (I would suggest to pick 4 questions maybe)
* 📌 AI: team please add your feedback or vote on the questions so we can pick 4 max
* Any other updates?

---

## 2024-03-26
### Meeting Agenda
* Overview of FWD purpose and context
* Format and structure of the event
* Reviewing responsibilities and GitLab repo for the event
* Review/adjust event timeline
* Priority/urgent list: CFP, invited speakers to send CFP link, event platform, design
* Next meeting & communication channels

### Meeting Notes
***Chair(s)***
* Jona Azizaj 🪑

***Attendees***
* Emma Kidney
* Amita Sharma
* Chris Idoko (Notes 📝)
* Consolation Obazee

#### Main topic discussions
### Fedora's Week of Diversity Event

Discussion Thread

**Jona Azizaj**: Based on previous meetings with the the DEI teams we are looking forward to more panel discussions which gives room for interactions with the audience.
>* Suggested that also hands-on workshops or social activities would be great.

**Jona Azizaj**: Recommends planning a CFP (Call for Proposals) this year alongside creating a list of people to invite.

**Amita** asked about a timeframe for the event, which can cover IST, CET and the US time zone as well

>* **Jona Azizaj** suggested we can adjust covering maybe two regions a bit better for the first day, then for the next day we can make an adjustment, so both days may not have the same timeframe.

**Amita** asked how long will each event day be ?
>* **Jona Azizaj** prefares the event last for 3-4 hours maximum. A factor which can change that timing is the amount of proposal we get, in a situation where there are large amount of proposals we can look at an option of parallel sections rather than making it super long.

**Amita** asked what is the timeline for the CFP(Call for Proposals)?
> * **Jona Azizaj** says as soon posible, first step to take is to set up a separate Pretalx. Will check with **Justin** on this.

**Amita** wonders what kind of tracks or topics we want to encourage on the CFP for FWD.
> * **Jona Azizaj** wants to have only one track because its a smaller event. if we have one or two, one will be the general track then the other will be the social activities kind of stuff.

**Amita** is curious about the specific topics we are looking for?
>* **Jona Azizaj** suggested that the topics can be put out for everyone to jump in and give some thoughts towards it.

**Amita** wanted to know who can/will create Pretalx drafts.
>* **Jona Azizaj** replies that **justin** is working on that.

**Emma** suggested we incoperate Fedora pride and Accessibility as well.

> * **Jona Azizaj** is okay with that and wants to have Fedora pride and accessibility working groups as part of the event for a presentation or something around that.

> * **Emma** feels it showcases intersectionality between all the different groups.

### Fedora's Week of Diversity Interviews

**Jona Azizaj** says that this year, we are basically going to have written interviews because it may be easier, but it typically up to the team to decide.

**Amita** want to know which platform we want to publish the interviews?
> * **Jona Azizaj** thinks the community blog will be good, but this will be something for the content and promotion team need to agree on.

### Fedora's Week of Diversity Meetings

> A vote for a Bi weekly meeting time was agreed upon.🗳

### Fedora's Week of Diversity Repo

**Jona Azizaj** gives a walk through on the repo with highlight on the labels, team leads, volunteers and issue boards

>* Having a look at **Chris's** idea for a short video ad for FWD, Jona Azizaj wonders if we have the time and resources for a video.

>* **Jona Azizaj** and the team are open to the idea of a video : Chris will reach back to team with more info about about his findings.

>* **Amita** suggests we make a video similar to [Flock to Fedora 2019 - Budapest](https:////www.youtube.com/watch?v=O1eHRoEps6I)
>
### Fedora's Week of Diversity Event Platform

**Emma** suggest it would be best to use Matrix and Youtube for livestreaming.

### Questions

**Emma** wants to know what we will be the medium for asyc communication and quick questions

> **Amita** does not think we need a separate channel, **Emma** also feels that using the DEI Chart Room will give an oppurtunity for people to get involved.

### 📌 Action Items (Next Steps)

* Creating a CFP on Pretalx
* Create a list of people to interview
* Let's keep an eye out for potential interview candidates in our circles.
* We'd especially welcome participation from newcomers this time (or different faces).
* Chris leads video Ad idea & coordinates with the team.
* Integrate Fedora pride and accessibility considerations into the FWD.
* The team reaches a decision on the CFP theme (Topics/Tracks)