---
# System prepended metadata

title: Private Planning for Summit 21.09
tags: [contributor summit]

---

# Private Planning for Summit 21.09
###### tags: `contributor summit`


This is for anything we don't want to put in the [public planning doc](https://hackmd.io/AcI9TZf_SZqi7NG3ZyplnA?both)

## Scheduling
- Determine duration of each proposed session/presentation (Carol)
- Find out about presenter/host availability (to avoid booking a presenter at 6AM for those on the west coast, for example)
  - Networking one of the first, day starts at 18:30 IST
- Do we want individual gCal invites for the hosts of Friday's session (maybe starting 10 minutes before?) - YES



## NOW

- Add section for questions under each topic 
    - Add `#### Questions` to each sectio
- Test call with all speakers
- Make sure we have two people from Community attending all the (key) Community Talks during Fest (Add to gCal) (gundalow)
    - Alicia's presentation
    - FIXME others
- Ensure Instruqt links to Feedback



## Promoting in advance to increase attendance and discussion
- Ensure we have full descriptions, prerequisite, links to proposals in advance
- Where
  - Twitter
  - Bullhorn
  - Reddit
  - Ask Partner Engineering to contact Partners about Tue - WIP: Check with Jake
      - Especially anyone that's new to developing/looking after collections
  - Discord
  - Changes impacting contributors
  - Network2Code - Esp for Network topics (gundalow)
  - ansiblenetwork.slack - Esp for Network topics (gundalow)
  - ~~Each WG channel & agenda/pinboard~~ DONE
  - Meetups
      - ~~Montreal/Quebec~~ (done, dmsimard)
      - ~~Minneapolis (dmsimard spoke to organizer, he will send a message)~~
      - Dallas (dmsimard sent message to organizer, waiting reply)
      - NYC (dmsimard contacted organizers, they will send a message)
      - ~~Paris (dmsimard contacted pilou, he will send a message)~~
      - ~~Bangalore, Pune, +6 others~~ (ompragash)
      - ~~London~~ done
```
        1                        Ansible-Pune    3876
        2                      Ansible-London    2520
        3                       Ansible-Paris    2209
        4                   Ansible-Bangalore    1246
        5                   Ansible-Sao-Paulo    1209
        6                        Ansible-NOVA    1013
        7                   Ansible-Singapore     887
        8                     Ansible-Benelux     886
        9                        Ansible-Peru     886
        10                     Ansible-Dallas     876
        11                    Ansible-Jakarta     844
        12                Ansible-Minneapolis     808
        13                  Ansible-Ahmedabad     799
        14                        Ansible-NYC     798
        15                     Ansible-Mumbai     772
```


### Email day or two before

- Reminder of Agenda
- How and where to questions in advance
- Sign up separately for Fest
- Setup Matrix now, join the Social and Conf channels (as minimum)
    - Say hi when you join the social Channel
- Reminder about Hackathon
    - What to prep
    - It's over 4 days, join when you can
- How to setup your environment
    - Instruqt lab
    - If you need help, ask on Matrix
- Reminder on Thursday about Friday

## Technology/communication

- Host ansipoll and have it join the necessary channels
- ~~Pre-create channels in matrix and IRC to keep discussion on-topic for the various sessions~~ DONE
- Define how to handle Q&A since we won't be using google meet/bluejeans where it is integrated
  - Due to the fairly low volume (we won't be hundreds at a session), maybe we could just have a Q&A `:eyes:` emoji that moderators/hosts can flag off of the regular chat ?
- Ensure all of the team is in the Matrix control room
    - https://chat.ansible.im/#/room/!sgviZXnkTQMQDNWLWr:ansible.com





## Post-summit
- Follow up with people on the training day some time later on (4 weeks?)
- Find out how much of the training day was useful longer term
- Did any of the new folks become a part of the community?
- Partner webinar on including collections in the ansible package
    - Lesson learned from reviewing collections
    - Where do we often see challanges
    - 



## Retrospective
(will likely want a public list as well)

- Zodbot log: https://meetbot.fedoraproject.org/ansible-conf/2021-09-28/contributor_summit_day_1.2021-09-28-13.06.log.html


## What you need to know as a speaker
* We are using Jitsi for video conferencing, which is streamed to YouTube live. There will be around a 30 second delay for you speaking, to people hearing you on YouTube
* Remind people this is an interactive discussion, and they should ask questions via Matrix `#summit:ansible.com` (or IRC `#ansible-conf`)
* Q&A will appear in the HackMD below your section (refresh the page occasionally), you shouldn't need to look at Chat during your presentation (that's distracting as there is off-topic discussion there)
* Whenhowever,  you join the jitsi video call
    * your microphone **will be live**
    * your video **should** be muted
* In jitsi video call, ensure you set your name
    * Look for the 3-dots (...) menu usually at the bottom of the window, select Settings -> Profile -> Set your display name
* If you'd like to do a quick Jitsi test run, contact Carol (cybette) or Greg (gwmngilfen)
* Ensure you join the chat rooms
    * Matrix #summit:ansible.com (IRC `#ansible-conf`)
    * (though please ignore them during your presentation)
* Contributors Summit is a rare opertunity to get feedback from the community, so please take advantage of that
    * Start a Slack thread in `#community-team` (Ansible Slack) and let us know poll questions. We want to have them in advance so we can tweak the wording and responses to get the best data.


## What you need to know as moderator
* Your job is to support the presenters
* Join https://matrix.to/#/#summit:ansible.com via MATRIX (as we use emojis)
* Feed questions into HackMD
    * Spot questions in Matrix
    * Copy them into HackMD (including the nickname of who asked the question)


### General

* [Andrei] Feel like my not-native-english brain is devastated after trying to look at video and in a couple of text channels in parallel for some time.
    * [Carol] not just you, it's quite mentally exhausting to do that over several hours! 
    * [Greg] I generally give up trying to watch anything I'm helping to produce. I'll watch the recording later ;)
    * **IDEAS & SOLUTIONS**
        * Remind people that we have live captioning
        * https://whitecoatcaptioning.com/
        * Ask something in the survey
            * Q: Would subtitles be useful?
            * May not be relevant to ask if English is their first language
* Naming & Structure
    * Better name than `Ansible Contributor Summit` like Fedora's Flock/Nest
        * This is for ``Contributors``
    * Do we need to rename the event
        * If we have a different Split for Tue & Fri
        * Make Friday's purpose and audiance clearer
        * **IDEAS & SOLUTIONS**
            * If we did that, could we have a condenced version of Friday
            * Friday
                * May not have to be a full day
                * Could do less Friday if we are more async (wrt proposals & discussions)
                    * Not there yet, so can't stop the Friday thing, as we can't have neither
                * 1 hour per day for a week
                    * Q: Audience TZ?
                    * Requires videos to be added ASAP to allow others to watch
                    * Can we commit to making this work?
                * Monthly discussion
                    * Pick different few topics each time
                    * Possibly mixed with PRday/new contributor day
            * Community office hours?
                * Mostly good for new Contributors
                * Dates & times known in advance
                * Combine with PR day
                * Instruqt available
            * Fedora Social channels
            * 
### Agenda & Scheduling
- Someone mentioned that the hackmd agenda was quite "crowded" because it was used as more than an agenda


### Video (YouTube & Jitsi)
* https://waasabi.org/
* https://xahteiwi.eu/resources/presentations/no-we-wont-have-a-video-call-for-that/
* Other presenters should turn video off - Greg
    * although it looks like when I turn off video, sometimes I can't turn it back on. not a showstopper though. (Carol)
* https://studio.youtube.com/video/rk73ND-uP3A/livestreaming
* During tadeboro's session `The stream's current bitrate (1948.65 Kbps) is lower than the recommended bitrate. We recommend that you use a stream bitrate of 4500 Kbps.`
    * Not something we can fix, it's the mercy of the internet
* One issue that is likely being a new user - conferencing seems very awkward on here. Video doesn't shift between speakers. And it seems problematic to restore once minimized. - wolftales
    * We can likely improve that, at a cost of some effort. Jitsi has an "everyone follows me" option which I have not played with but that could be used to direct the YouTube listener
* Subtitles
    * Remind people that exist
    * Do we need to manually update them in YouTube
    * Live captioning would be something to investigate spending $$$ on
* Unexpectedly shared some things during stream: slack, password manager, email notifications

### Presentations
* Be mindful of running resource-intensive demos (i.e, running VMs/ansible-test) on the same machine as jitsi since it might impact performance
* Wasn't sure what to expect - wolftales
* Remind people 
* For the discussion topics we have a single presentor feels full of empty pauses 

### Chat
- Should we the format
    - :bell: :bell: :bell: New topic
    - :bell: Stuff to info
    - :question: What would you like to see here
### Q&A and voting
* Did getting Q&A from Matrix (:eyes:) and adding to hackmd work?
    * I think it works well when we have a moderator who's on top of things like Greg :)
* How can improve Q&A (and voting) in advance *and* during the event
    * Remind presenters to check and refresh HackMD (or wherever we collect the questions)
    * Yeah, don't read chat (c.f. Amy getting some unrelated stuff)
    * Element are working on this I *think* but even before that I think a Q&A bot could help here. I will detail my thoughts next week.
* Once Matrix supports `pinned` messages, we can use that to track open questions

### Increasing collaboration and social glue
(notice this is different to discussion)
* social cohesion
    * Getting thumbs up on peoples messages
* https://github.com/toger5/TheBoard


### Review Statistics
* https://play.instruqt.com/redhat/statistics - change Time window. Includes 
* need to generate something on matrix usage

### Saying thanks
* Presentations
    * Rewardzone points for presentors
    * Rewardzone points for staff that got invovled in the discussions
        * cidrblock
        * zbr
    * Hackathon
        * qalthos

### Late registrations
* 20 people registered after I sent out the email to attendees (12 hours before the event). 3 of them emailed to ask where are the joining links. so we still need to resend that email like half an hour before the event next time...

[Greg] My gut feel is that having *good* text chat (replies, reactions, etc) coupled with being *forced* to use it (because you can only view the stream) really boosted participation. The audience really felt more alive than previous summits. Really hope that plays into Friday.

That said, I think we need to work our messaging, we've had seeral folks saying they struggled to find us, and/or that the hackmd wasn't clear. We already listed the hackmd as a think to work on - I think the book-style format with a *very clear* frontpage might be enough?

[Carol] It would help if we have an official event page on ansible.com or something... right now we have the eventbrite page and community wiki, both doesn't seem official enough for people to refer back to for more info. That said, I probably should still update them with youtube links as I create them, and put the matrix info on there.
    * +1 to that [greg]

## Blog post
* Link to relevant Fest videos for each part
* Link to ICS

# Feedback from the community

## ptoal (Matrix)

Frankly, I found Matrix to be more useful than any other chat at Summit / Fest so far.

I have lots of thoughts about instant messaging technologies. :) For me, there are some key things they need to hit, that Matrix has been doing:

It needs to be independent of any ability for someone to "monetize" (i.e., independent)
It needs lightweight clients that don't consume lots of idle CPU (Looking at you, Slack)
It needs to have clients for PC, mobile, web.
It needs to keep a history, so I can disconnect / reconnect, and not lose the threads.
I think Matrix hits all of those things.

Anyway, the key thing that Matrix added to fest was the "hallway track".

It really should be asynchronous, and disconnected, because, frankly, that's how it usually works in a conference, anyway.
If I want to "walk out" of the session I'm in, but continue to have an interesting conversation, I should be able to do that.
And yes, I think having history of the conversations is critical.

## jrglynn2 (IRC)

It was a success from my perspective. There was (obviously and always lol) a ton of information in the sessions. I thought there seemed to be more interaction in the chat rooms then last year (the only other summit I have attended) - I am not sure if that was because Matrix is around, or because the chat aspect had been a big topic for the past few months because of your Matrix work. I enjoyed the breakout rooms and the workshops, even though I primarily watched and commented, didn't have the time to jump into any fixes myself. The social hour was great :-) ... I didn't feel ostracized in any way being on IRC, honestly it didn't matter - it was just a little extra work for you to bridge the new breakout rooms so we could participate in those, but from my side there seemed to be no distinction. I am never a huge fan of "plug-ins" for videos anyway (they never seem to be as good as just going to the main site, IMO), so having to go to YouTube as opposed to having whatever plug-in here in Matrix didn't matter to me, I likely would have gone to YouTube regardless. And anything else I "missed" because I wasn't in Matrix, I didn't know about, and as far as I know it didn't affect anything lol

## Jorge Rodriguez (Matrix)

Liked it better than AsibleFest's platform which didn't work on mobile devices

## tremble

I found the Contibutor summit easier to participate in.  No need for yet-another-login for a web platform I'll almost never use.
And yeah, YouTube + Matrix behaved much better on my tablet compared to AnsibleFest.  Meant I could listen in while dealing with cooking meals and didn't have to have my laptop with me the whole eveing.
Wasn't so keen on the Matrix plugin though, took up too much screen real-estate.

## MermaidJS Architecture diagram

Directional arrows indicate content flow
```mermaid
graph RL
    classDef p fill:#f9f,stroke:#333,stroke-width:4px;
    classDef s fill:#4ea,stroke:#333,stroke-width:4px;

    subgraph Presenters
        J{fa:fa-users Jitsi}
        P1[fa:fa-user Presenter1] --> J
        P2[fa:fa-user Presenter2] --> J
        M1[far:fa-user Moderator1] --> J
    end
    class Presenters p

    subgraph Spectators
        M{fa:fa-comment Matrix<br>IRC}
        S1[fa:fa-user Spectator1] -.-> M
        S2[fa:fa-user Spectator2] -.-> M
        M2[far:fa-user Moderator2] -.-> M
    end
    class Spectators s

    subgraph External Services
        YT((fa:fa-video YouTube))
        QA[(fa:fa-question HackMD)]
    end

    J -->|Stream direct via Jibri| YT
    %%YT -->|Element Widget or separate tab| M
    YT --> S1 ; YT --> S2 ; YT --> M2
    M2 -..->|Writes Qs in doc| QA -.-> |Reads Qs from doc| M1

    subgraph Key
    A1(Solid Lines)---B2(Audio/Video)
    B1(Dotted Lines)-.-A2(Text Chat / Shared docs)
    end
```

# Feedback from Community Team

## Andersson007

### What I like

- We started preparing for the event in advance
- The Social channel during the long break (David’s, Greg’s streaming and talks). It was like a really consistent community thing.
- Hackathon
- We should keep the Workshop channel. The goal is we could post things for newbies there from time to time and help them there without making a lot of noise in the main community channel (if that’s fine, we should update the communication guide, community-docs guides, and maybe collection readmes).
- Ompragash’s “thanks everyone in our community” on the slide:)

### What can be improved

- There’s no need for many rooms for the hackathon, only the main one is enough. It was a bit spammy and inconvenient to copy-paste things among all those rooms.
- Streaming format on day 1 was great but I thought that it would be only on day 1:) Last summit it was so cool to see so many faces and it felt almost like an in-person meeting (I believe even for people who weren’t gonna say anything - just the possibility feels cool). Is it possible that all folks who want to be on the call will be there next time (will be able to join)? Day 2 youtube streaming felt like someone/RedHat-to-many, not like a discussion/meeting with the broad community:) “Big brothers” broadcasting to the voiceless crowd:) The streaming format is OK for updates, network / security team presentations but for things like Community and Shining city on the hill the collective call is more appropriate.
- I support Ompragash’s idea about conducting such things twice a year instead of four.

### What would be nice to have in the next Summit
- Tens / hundreds:) of folks being on video call together and showing their faces and interacting at random moments with presenters / each other / discussing things by voice.
- Streaming to Youtube (as it was in this Summit).
- Badges on GitHub like that one by GitHub we get when we contribute to more than six repos on GH or for contributing to “Mars helicopter program” - would be great to have something similar for Ansible.
- Greg streaming Factorio or something else during the long break (to keep audience being present) [it finally happened and it was great for socializing]

### How we can increase participation in the future summits
- Conduct the summit twice a year instead of four (it feels like the previous summit was not a long-enough time ago) + twice newbie days of smaller scale (like the hackathon, maybe some streams).
- Do everything we did to prepare for the summit and as in advance as it was this time.
- Interact with adjacent projects like AWX for the Summit announcements / presentations from their side.
- GitHub announcements (despite the note), were very efficient (most tickets were sold via GH, see here “Sources” tab), we should do it for further events (at least ansible/ansible, ansible/awx, and in collections with a significant number of subscribers).
