# Rolling meeting notes * [Kanban on Taiga](https://tree.taiga.io/project/juliaferraioli-fossy/kanban) * [Submitted Proposals](https://2023.fossy.us/reviews/section/community/all/) ## Backlog agenda items * ... ## 2023-06-30 Present: julia, Monica, Josh Video call: [Jitsi](https://meet.jit.si/fossy-allstar-track-team) * Check-in * Room leads for timekeeping and speaker intros * Rotation of julia, Monica, and Josh * Monica: 1030am - 4pm on Friday * julia: 4pm - 630pm on Friday * 1030am - 12pm on Saturday * Josh: 12pm - 630pm on Saturday * We'll plan for 1-3min at the beginning and end on Friday and Saturday * Stickers * Ordering 50, 1x1 hiring/looking stickers for use on badges * Speaker gifts * Neighborhood map w speaker names * Approach to Q&A * One question per person, no two parters * No "this is less of a question than a comment" * Moderated Q&A by writing questions down * We should consult with speakers on their preference * Some want questions during Action items: * Josh to inform Tracy RE room leads * Josh to inform beginning/ending speakers about brief open/close * Josh to begin planning a track lunch on either Fri or Sat * Monica to get final version from Marie to julia * julia to order stickers * Monica to bring speaker gift project to completion ## 2023-06-02 Present: Josh, julia Video call: [Jitsi](https://meet.jit.si/fossy-allstar-track-team) * Check-in * Recap what we know * 2 days, Friday and Saturday * 12 units of content * Closing out CFP * Speaker and volunteer gifts * ... Action items: [] ... ## 2023-05-23 w/ Conservancy Present: Karen, Pono, Tracy, Josh Video call: [BBB](https://bbb.sfconservancy.org/b/tra-kez-ffd-afr) * We got a shout out for real subtleties in our review process * Notes from their side * Confirming 3 days * Want to make sure everyone is giving only 1 talk * If there are ones we feel strongly about, let them know * Want to follow up in next week or two * List of speakers who are in other tracks too * matt - proably speaking in his track * he submitted many talks * anna - want to give to DEI track * sage - want to give to DEI track * salt - want to give to business track * vishal - no strong feelings * eriol - we want * kyle davis - we want * dawn - we want * joshua wilson - we want (notes needs to be on 15th or 16th) * Benito - we want * richard littauer - we want -- but he has a stronger talk elsewhere * karsten wade - we want * georg - we want * Schedule notes * Joshua Wilson - needs to be 15th or 16th * Spot - needs to be 13th or 14th * We'll probably be the 14th and 15th then * My feedback * We're happy to have our talks deduped into other tracks * We can do a goo * VERY STRONG POSITIVE FEEDBACK * Quality of reviews, promotion, and response * Thoughtful and easy to work with ACTION ITEMS * Josh to email team with notes - on 2-3 days, on which talks we feel strongly about ## 2023-05-22 Present: Monica, Josh Video call: [Jitsi](https://meet.jit.si/fossy-allstar-track-team) * Check-in * Observations * Some disagreement among reviewers as to appropriateness of business-audience * Significant # of generalist community management best practices talks * Need to dedupe or refer to tracks * DEI * Sustainable Open Source Business * Review process * Background info, if any * First pass based on scores * Walking through disagreements and low scoring * Making choices where there's duplication * Representation pass ## 2023-05-19 Present: julia, Monica, Stephen, Josh Video call: [Jitsi](https://meet.jit.si/fossy-allstar-track-team) * Check in * Level set on review process before we start * Review [Brief for program committee](/NVvnrNouQ6qpRp0dWC4oZA) * Brief is LGTM'd by all * Who do we have for program ctte? * Carmen Andoh * Marie Nordin * Ben Cotton * Justin Abrahms * CFP results * [Export to Google Sheets](https://docs.google.com/spreadsheets/d/119Iphz58Q2I7arB9398EVu5R74-1HE321sSrU7jSnkE/) * Format breakdown * 26 long talks (50min) * 11 short talks (25min) * 1 lightning talk (5-10min) * Want a mix of formats within each day * Reconvening post-review but pre-Tracy on Monday at 1pm Pacific/4pm Eastern * Lightning talks * If the 1 proposal we got gets good reviews, maybe it's an opener? * Perhaps block or blocks of lightning talks, based on on-site "CFP" * Post-review phase considerations * Guiding principles for Josh in final selection * Prioritize by quality as gauged by reviews * Maximize representation * We don't have much data to go on * Minimize duplication * No double headers * Aim for mix of formats each day * Aim for a coherent flow of content Action items: * Josh to come to Monday meeting with initial analysis of review, and agenda * Josh to do *private* demographic research, and note provenance (esp whether background knowledge or sourced from bio, etc) * Josh will email team Saturday night to indicate if we need to go all hands on deck as reviewers * Monica to send out kickoff email to reviewers ## 2023-05-05 Present: julia, Monica, Stephen, Josh Video call: [Jitsi](https://meet.jit.si/fossy-allstar-track-team) * Check-in * Everyone registered? * CFP * Deadline slated for extension * Office hours * [Current submissions](https://2023.fossy.us/reviews/section/community/all/) * Invitations * Expected proposals * Chris Neugebauer (disclaimer: Josh's husband) on event organizing * Michael Downey/Leslie Hawthorn on "Move Fast & Fix THings: FOSS in a Broken World" * Getting beyond usual suspects Action items: * [x] julia to put together a card for action of preparing for review process * [x] julia to create 2 cards per person for reaching out to reviewers and speakers ## 2023-04-21 Present: Monica, Julia, Josh Video call: [Jitsi](https://meet.jit.si/moderated/d8a8079fb6c4211f76cef700abfbd7e3e46614e09532d0f32995afc4a7422589) * Check-in * Assorted questions * Lodging recommendations? * When are folks getting in? * Josh and Julia tentatively aiming for day before * Do we have a shared CFP date close? * Probably * Meta * Roles * Straw proposal for roles: program chair, volunteer wrangler, team leader, A/V, comms * Nixing A/V, scoping tightly for year 1 * We don't have access to official comms, so let's make that a distributed responsibility * Volunteer wrangler might be more than one role: * on-site speaker wrangling * reviewer wrangling * track wrangling * Looking at our team, what do we want to do? * julia is team leader * Monica is track liaison * Josh is program chair * Leaving space for Stephen's availability and interest * Communication tools * Nix Matrix, double down on HackMD and email? * Yes decentering Matrix, using email * HackMD doesn't support tagging or spreadsheets * julia to research * Meeting time * This time slot? * Yes! * Weekly? Biweekly? * Biweekly for now * CFP * CFP text – good with our proposed text? * Broadly yes, however, let's update our list of suggested topics in view of track listing * Other tracks * Full listing @ https://2023.fossy.us/pages/tracks.html * What is Science of Community?! * Perhaps related to Molly de Blanc * Perhaps the diff name from "Research for All" org'd by Molly de Blanc, Kaylea Champion, Mako Hill, and Aaron Shaw * We'd prefer they use the original name Research for All * We're concerned about confusing prospective speakers * Decision to keep or drop "community" hinges on above question * Types of talks: Presentation (40-45 min), Short Presentations (20-25 min), or Lightning Talks (5-10 min) Action items * ✅ ALL: register @ https://2023.fossy.us/dashboard/ * Monica to find out if tickets for track leads and volunteers are comped (probably yes) * Monica to find out what Science of Community is * ✅ julia to do research on project management tools with more nuance than HackMD * ✅ Josh to update calendar invite to make it biweekly, add a Jitsi link * ALL (esp Josh) to start thinking about prospective speakers and reviewers to invite to CFP, to share with Monica ## 2023-04-10 Present: Monica, Josh, Stephen Link: https://meet.google.com/vgv-tyyk-uzu * Check-in * Health & Safety * Is a blocker for promotion and recruitment * Josh let them know * FOSS@Play plans to set a strong baseline, independent of FOSSY's own plans * Call for papers * When is this slated to open? Will this be shared dates across all tracks? UNKNOWN * Want to coordinate with organizers of tracks that have overlap with ours * Recruiting other reviewers * It may end up just being us * But let's try to invite some people on certain topics * Content brainstorming * Keynote – Stephen suggests Bradley on subject of Harvey Birdman rule to keep a community together * Richard Fontana spoke about it 10 years ago at FOSDEM so it would be good to see how Harvey Birdman has changed: <https://archive.fosdem.org/2013/schedule/event/copyleft_next/> * Call for volunteers * Reference doc (thx julia!) https://hackmd.io/BnGvRRUOSHKhLcteqHsELA * Roles to be filled * Wranglers of volunteers * Make a new doc for this in HackMD * Planning timeline * 04/10 - Week of Planning * 04/17 - Week of CfP and CfV Writing * 04/24 * 05/01 - * 05/07 - * ... in no particular order ... * Planning infra * AV * Stephen's experience at Cleveland Clinic recently for a medical symposium * What experience do we want? * GOOD Q and A experience and balance between online and in-person * Written Q and A for onsite! * How does this tie into health & safety? * How are other tracks looking at this, if at all? * Other accepted tracks: DEI, FOSS@Play, FOSS for Education, Open Work (govt and edu), AI + Data, BSD, Containers * Approach to Q&A * Want it to be moderated * Get all things in writing * A balance of in-person and online * Can then answer questions after-the-fact * Will discuss at upcoming meeting * Josh's thoughts * How do we manage ownership of tasks? * One person responsible for one thing * Unity of Command/ Cockpit Resource Management * Don't overrely on conservacy staff * For day-f, make sure there's relief * Lead-up * CFP * Review of CFP * Program Design * Recruitment (Speakers, Volunteers) * Promotion * Speaker Manager * Day Of (On-Site) * Track Host * Runner * Q&A Moderator (could be responsibility of host) * Day Of (On-Line) * Chat moderation * Social * Post-Conference * Speaker Thank Yous * Retrospective (with feedback from attendees) * Process Baking Next steps: * ✅ Josh to request adding Stephen and julia on the track organizer mailing list * Use smkellat@gmail.com for Stephen. If needed, you can call him "Professor Kellat" as needed to handle social requirements. ~~* Monica to connect with complementary track organizers on coordinating CfPs ~~* Monica to set up Jitsi or BBB, and find a kanban board * Follow up email * _Set up a weekly meeting_ - Monica to send out poll * _Brainstorm reviewers and invited speakers_ * Monica will report on conversations w/ other tracks re: topics ## 2023-03-03 Present: Monica, Julia, Josh Link: https://meet.google.com/ucw-tzje-azt * Check-in * Action item follow up * SFC doesn't know many details yet, will need to play by ear * Review themes: https://hackmd.io/QrA7JshaQIKvFTGC5DpXCg * Round robin review / Julia taking notes in that doc * Next 20 years of open source - let's promote this out of themes, make a dedicated session we run or have conference-wide thing * Monica suggests allowing submitters to pick top 3 themes (enthusiastic agreement) * Discussion of title: Julia notes "Community" as the "everything else bucket" is an antipattern in the culture * We'll take this offline as an action item * Volunteer roles ➡️ * Proposal draft: https://hackmd.io/DU4jxiiNQjGBIfQ0vUTqfg * Proposal draft forces us to choose only 2 people * EVERYWHERE ELSE we will share the whole team * Next steps * Midweek async check-in on Matrix * Meet on 10th for decisions * Meet on 17th for final edits and submission * STICKERS! SIG OUCH! We want to make sure disability and chronic illness is salient in discussion Next steps: * ALL brainstorm a couple titles each * ALL propose a theme mapping based on today's discussion * MONICA to brainstorm volunteer roles with STEPHEN ## 2023-02-17 | Intros and brainstorming Present: Monica Ayhens-Madon <mayhens@gmail.com>, Julia Ferraioli <me@juliaferraioli.com>, Stephen Kellat <smkellat@gmail.com>, Josh Simmons <josh@josh.tel> * Intros * Monica (GA) / Stephen (PA) on Eastern Time * Julia (WA) / Josh (CA) on Pacific Time * Proposals due Sunday, March 19 * Brainstorming * Anything from 1-4 days * Limiting factor may be bandwidth * Other people may be thinking about organizing such a thing, and could join us as organizers and reviewers * Community ends up being a grab bag, we probably won’t have a lack of content * Eg docs, community management, contributor experience, governance, sustainability * Straw proposal: 3-4 days, pick a theme per day * Scheduling gets messy, may not be able to have strict theme per day * Pick ~8 themes to suggest in CFP, and maybe aim for themed blocks rather than days depending on how proposals turn out * Look at other tracks to join forces or inform where we _don’t_ need to focus * Accessibility * Hybrid event * Monica notes Stephen may be able to help here on the tech side * Stephen notes shorter presentations are better for that, 15-25min + Q&A * Need to incorporate virtual attendees for Q&A * Virtual/hybrid hallway track * Want to make sure virtual attendees feel included * Accessibility * No hint that Conservancy is planning live captions, **but we want captions** * Josh can connect with Karen about captioning * Josh as primary proposer / Monica as secondary (Julia willing) * Things to brainstorm * Themes * How these topics fit into the broader ecosystem * Audience * Themes * Open source and education (broadest possible interpretation) * Want to challenge ourselves to uplift people * CFP clinics * First time speakers * Underrepresented and up-and-coming voices * Volunteers! * We don’t want to torture ourselves or burn ourselves out * Let’s meet frequently on the way * Async next Fri-Sun * **Sync meeting Friday, March 3rd @ 8am PT/11am ET** Next steps: * ✅ JOSH to connect with Karen on captioning, keynotes, open spaces, lightning talks * ✅ JOSH to put out call for other organizers in #conservancy * ⏳ JULIA to break down volunteer roles * ✅ JULIA to start a Matrix channel * ✅ MONICA to start the Hackmd doc * ✅ MONICA to send next calendar invite * ✅ ALL brainstorm themes offline