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| <li><a href="/index.html">Home</a></li> |
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| <h1>Events to Attend</h1> |
| <ul> |
| <li><a href="/event/index.html">Upcoming Events</a></li> |
| <li><a href="/event/calendar.html">Calendar</a></li> |
| <li><a href="/event/past-events.html">Past Events</a></li> |
| </ul> |
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| <h1>About Apache Events</h1> |
| <ul> |
| <li><a href="/about/index.html">General information</a></li> |
| <li><a href="/about/commcode/index.html">Community Over Code</a></li> |
| <li><a href="/about/roadshow.html">Roadshows</a></li> |
| <li><a href="/about/endorsed.html">Endorsed events</a></li> |
| </ul> |
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| <h1>Getting Involved</h1> |
| <ul> |
| <li><a href="/involved/index.html">Introduction</a></li> |
| <li><a href="/organize/index.html">Organize an event</a></li> |
| <li><a href="/involved/mailing-lists.html">Mailing Lists</a></li> |
| </ul> |
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| <h1>ASF</h1> |
| <ul> |
| <li><a href="https://www.apache.org">Apache Software Foundation</a></li> |
| <li><a href="https://community.apache.org">Community Development</a></li> |
| <li><a href="https://www.apache.org/foundation/thanks.html">Thanks</a></li> |
| <li><a href="https://www.apache.org/foundation/sponsorship.html">Become a Sponsor</a></li> |
| <li><a href="https://www.apache.org/security/">Security</a></li> |
| </ul> |
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| <h1 class="title">ApacheCon playbook</h1> |
| |
| <p>This playbook is focused at ApacheCon or Roadshow volunteers who are |
| actively involved in planning and running Apache events. Please be sure |
| to bring your questions to the planners@ mailing list!</p> |
| <h1 id="what-to-do-before-during-and-after-an-apache-event">What to do before, during, and after an Apache event</h1> |
| <p>This is a set of recommended actions that an event organizer may do |
| before, during, and after ApacheCon.</p> |
| <p>Many of the recommendations in here can, of course, be applied to any |
| Apache event or Roadshow, including third-party events, or project events run by |
| PMCs.</p> |
| <p>If you do these things, you gain the benefit of promotion from the |
| larger Apache community. Also, these are based on our experiences |
| running ApacheCon.</p> |
| <p>This is a work in progress - please feel free to make suggestions!</p> |
| <h2 id="before-you-start">Before You Start</h2> |
| <p>Review the Event Branding Policy and secure permission for any |
| events not produced directly by the ASF or its contracted producer(s). |
| If you are an Apache PMC running your own event, please review the |
| policy to ensure you’re presenting the best face for ASF brands.</p> |
| <p><a href="https://www.apache.org/foundation/marks/events">https://www.apache.org/foundation/marks/events</a></p> |
| <h2 id="planning-topics-to-cover">Planning Topics To Cover</h2> |
| <ul> |
| <li> |
| <p>Venue requirements/considerations</p> |
| <ul> |
| <li>Attempt to select venue and date prior to the previous event, so |
| that it can be announced from stage a year in advance</li> |
| <li>BarCamp - having an extra shoulder day before/after the event, with space for group discussions</li> |
| <li>Hackathon - central space with power and network, and round tables |
| for group collaboration</li> |
| <li>Wifi - reliable 200+ Mb/s. ApacheCon attendees expect fast wifi. Preferred info: ‘apachecon’/‘httpd1995’</li> |
| <li>Hard network drop in keynote room for streaming video. Hard |
| network drop for reg desk.</li> |
| <li>Room for media training - consult with <a href="//www.apache.org/press/#contact">ASF Marketing & Publicity</a></li> |
| <li>Board room for monthly board meeting (if the conference falls <a href="//www.apache.org/foundation/board/calendar">during board meeting</a>). Consult with |
| <a href="mailto:secretary@apache.org">secretary@apache.org</a></li> |
| </ul> |
| </li> |
| <li> |
| <p>Communication</p> |
| <ul> |
| <li>Notify members@, commiters@ and all dev@ and users@ lists of an |
| upcoming event. <strong>Note special procedures</strong> for committers@ and dev/users@ addresses.</li> |
| <li>Notify all PMCs that there is space available for project summits - if they can provide curated content by deadline. |
| Work from scarcity (ie, only 4 rooms available!) rather than |
| making this appear to be a free-for-all that people can wander |
| into later on.</li> |
| </ul> |
| </li> |
| <li> |
| <p>Marketing Coordination</p> |
| </li> |
| </ul> |
| <ul> |
| <li> |
| <p>Coordinate with M&P to create, publish, and update event-specific promotions on ASF social media channels including Twitter, LinkedIn, and LinkedIn Showcase page (affiliated page).</p> |
| </li> |
| <li> |
| <p>Establish budget for paid digital ad campaign for Roadshows three months before date of event.</p> |
| </li> |
| <li> |
| <p>Coordinate with M&P to research spend options, negotiate rate, and secure media buy for digital advertising campaigns for Roadshows.</p> |
| </li> |
| <li> |
| <p>Coordinate with M&P/Central Services to create artwork for online promotions and digital ad campaigns.</p> |
| </li> |
| </ul> |
| <ul> |
| <li> |
| <p>CFP</p> |
| <ul> |
| <li>Ensure the CFP system is working before announce</li> |
| <li>Blog post on blogs.apache.org</li> |
| <li>Notify <a href="mailto:dev@community.apache.org">dev@community.apache.org</a></li> |
| <li>Notify <a href="mailto:trademarks@apache.org">trademarks@apache.org</a> (See above for event branding approval)</li> |
| <li>Notify committers@, members@, and all users@ mailing lists</li> |
| <li>Announce on <a href="mailto:announce@apachecon.com">announce@apachecon.com</a></li> |
| <li>Tweet on @apachecon</li> |
| <li>Schedule tweets for CFP deadlines, two months, one month, 2 weeks, |
| 1 week, and last day before close</li> |
| </ul> |
| </li> |
| <li> |
| <p>Talk selection</p> |
| <ul> |
| <li>Assemble program committee and choose a program chair. Provide |
| this to producer so they can add everyone’s details to the CFP and send |
| the PC all reviewing instructions.</li> |
| <li>Review talks within timeline set by producer. Provide producer with list of |
| accepted, rejected, and waitlisted talks in a schedule format.</li> |
| <li>Come up with a list of desired keynotes. Invite those that you may |
| know personally and circle producer in on anyone that confirms.</li> |
| <li>Prepare slide template to send to speakers with talk acceptance</li> |
| <li>Talk acceptance email should contain: |
| <ul> |
| <li>The title and abstract of their accepted presentation (speakers often submit more than one)</li> |
| <li>Registration discount code for speaker, and an <strong>explicit</strong> requirement that they register themselves</li> |
| <li>Reminder how they need to register for hotel room block</li> |
| <li>Suggested Tweet to encourage them to self-promote</li> |
| <li>Information about scheduling a Feathercast recording</li> |
| <li>Link to schedule</li> |
| <li>Link to Code of Conduct</li> |
| <li>Links to <a href="mailto:apachecon-discuss@apache.org">apachecon-discuss@apache.org</a>, IRC channel, Twitter</li> |
| <li>Room setup details including screen resolution, what connector types available</li> |
| <li>Reminder to bring their own laptop</li> |
| <li>If audio or video recording is expected</li> |
| <li>Requirement that if they can’t make it inform us clearly</li> |
| </ul> |
| </li> |
| <li>Fallback email should contain |
| <ul> |
| <li>Definition of fallback, and explanation of how/when they might |
| have their talk accepted</li> |
| <li>Registration discount code for fallbacks</li> |
| </ul> |
| </li> |
| </ul> |
| </li> |
| <li> |
| <p>Conference Schedule Announcement</p> |
| <ul> |
| <li>Blog post on blogs.apache.org</li> |
| <li>Tweet schedule link to @apachecon</li> |
| <li>Announce to <a href="mailto:announce@apachecon.com">announce@apachecon.com</a></li> |
| <li>Announce on all users@ mailing list</li> |
| <li>Prepare suggested tweets for all sessions</li> |
| <li>Schedule tweets for all rate change dates, 1 and 2 weeks, and 1 |
| day out from each date.</li> |
| <li>Update <a href="https://wiki.apache.org/apachecon/SpeakerResources">https://wiki.apache.org/apachecon/SpeakerResources</a> with |
| speaker template, email addresses, dates, etc.</li> |
| <li>Notify committers@, members@, and all users@ mailing lists</li> |
| </ul> |
| </li> |
| <li> |
| <p>Extra events to be scheduled</p> |
| <ul> |
| <li>State Of The Feather - coordinate with operations@ and President/EVP</li> |
| <li>PGP Key signing |
| <ul> |
| <li>Time/place</li> |
| <li>Where to send keys</li> |
| <li>Need paper and a printer for the event</li> |
| </ul> |
| </li> |
| <li>BarCamp - ensure space, signage, room available times, and BarCamp coordinator is ready</li> |
| <li>Is the board meeting during ApacheCon? If so, we need a room with |
| a speaker phone for members to attend “in person”. If not, ask |
| Secretary to consider moving the board meeting so that it is during |
| ApacheCon. Promote to membership.</li> |
| </ul> |
| </li> |
| <li> |
| <p>In months before event</p> |
| <ul> |
| <li> |
| <p>Etherpad: Who/what/where (many planning teams find etherpad or similar to be helpful), eg |
| <a href="https://public.etherpad-mozilla.org/p/aceu-2016-people">https://public.etherpad-mozilla.org/p/aceu-2016-people</a></p> |
| </li> |
| <li> |
| <p>Etherpad: Hackathon topics, eg |
| <a href="https://public.etherpad-mozilla.org/p/aceu-2016-hackathon">https://public.etherpad-mozilla.org/p/aceu-2016-hackathon</a></p> |
| </li> |
| <li> |
| <p>Blog post on blogs.apache.org announcing the above</p> |
| </li> |
| <li> |
| <p>Tweet links to the etherpads</p> |
| </li> |
| <li> |
| <p>Mention these on <a href="mailto:apachecon-discuss@apache.org">apachecon-discuss@apache.org</a> Also mention</p> |
| <ul> |
| <li>IRC</li> |
| <li>Twitter</li> |
| <li>Schedule</li> |
| </ul> |
| </li> |
| <li> |
| <p>Get the preferred twitter accounts of the sponsors, and thank them |
| publicly for sponsoring (coordinate with producer/fundraising)</p> |
| <ul> |
| <li>Twitter</li> |
| <li>Blog post on blogs.apache.org</li> |
| </ul> |
| </li> |
| <li> |
| <p>Ask PMCs about upcoming or recent major releases that we can |
| announce at the event. Keep <a href="mailto:press@apache.org">press@apache.org</a> in the loop on this, |
| as well as our press contact at producer.</p> |
| </li> |
| <li> |
| <p>Update the wiki - <a href="https://wiki.apache.org/apachecon/FrontPage">https://wiki.apache.org/apachecon/FrontPage</a> - |
| every week</p> |
| </li> |
| <li> |
| <p>Notify committers@, members@, and all users@ mailing lists</p> |
| </li> |
| <li> |
| <p>As we get closer to the event, contact speakers every other week |
| with updates, and reminders</p> |
| </li> |
| <li> |
| <p>Contact keynote speakers frequently to ensure that everything is |
| planned, booked, and promoted correctly</p> |
| </li> |
| <li> |
| <p>Frequent updates to sponsors.</p> |
| </li> |
| <li> |
| <p>Educational outreach</p> |
| <ul> |
| <li>identify local universities</li> |
| <li>Reach out to CS department</li> |
| <li>Make posters and offer a free ticket in exchange for printing, |
| posting them up</li> |
| </ul> |
| </li> |
| <li> |
| <p>User group outreach</p> |
| <ul> |
| <li>Identify local usergroups/meetups</li> |
| <li>Offer reg code for these groups</li> |
| <li>Get local contact to attend meetups and promote the event</li> |
| </ul> |
| </li> |
| </ul> |
| </li> |
| </ul> |
| <h2 id="during">During</h2> |
| <ul> |
| <li>Lots and lots of photos. Tweet them. Put them on Flickr, Google |
| Images, and so on. Tag them #apache and #apachecon. Encourage the |
| official photographer to use these tags as well, so that they show up |
| in our photo feed. See also: <a href="https://www.flickr.com/groups/apachecon/">https://www.flickr.com/groups/apachecon/</a></li> |
| <li>Man-on-the-street interviews with attendees, sponsors, about why |
| they’re there, and why people should attend the next event. See |
| <a href="mailto:rbowen@apache.org">rbowen@apache.org</a> or ask on <a href="mailto:apachecon-discuss@apache.org">apachecon-discuss@apache.org</a> at least 3 |
| weeks in advance if you want to borrow digital recorders for this |
| purpose.</li> |
| <li>At every plenary session: |
| <ul> |
| <li>Introduce yourself</li> |
| <li>Thank the sponsors (review sponsor prospectus for who gets named specifically)</li> |
| <li>Announce the hastags for the event, including #apache, #apachecon, |
| and #acXXYY where XX is geo (na, eu, etc), and YY is date (eg 18)</li> |
| <li>Encourage people to take photos and post them to our ApacheCon Flickr group</li> |
| <li>Announce the evening events</li> |
| <li>Announce the <em>next</em> event after the keynote</li> |
| <li>Thank the sponsors of the ASF</li> |
| <li>Mention @TheASF and @apachecon Twitter accounts at every |
| opportunity.</li> |
| <li>If this is not ApacheCon (ie, some other project event) mention |
| that Apache Foo is part of the larger Apache Software Foundation |
| community, and mention ApacheCon.</li> |
| </ul> |
| </li> |
| <li>Announce next year’s event(s)</li> |
| </ul> |
| <h2 id="after">After</h2> |
| <ul> |
| <li>Tweet photos from the event, mentioning the <em>next</em> event. “Did you miss Seville? See you in Miami!”</li> |
| <li>Tweet thanks to the sponsors</li> |
| <li>Tweet any videos, recordings that we have</li> |
| <li>Archive event information from <a href="https://wiki.apache.org/apachecon/FrontPage">https://wiki.apache.org/apachecon/FrontPage</a> to event-specific page eg <a href="https://wiki.apache.org/apachecon/ACNA2016">https://wiki.apache.org/apachecon/ACNA2016</a></li> |
| <li>Update the <a href="https://apachecon.com">https://apachecon.com</a> and <a href="https://archive.apachecon.com">https://archive.apachecon.com</a> pages when needed</li> |
| </ul> |
| <h2 id="websites">Websites</h2> |
| <p>There are several different pages/directories that store event-related |
| information, both about ApacheCon and other ASF related events.</p> |
| <p>Main ApacheCon website, including separate archive.apachecon directories: |
| <a href="https://apachecon.com/">https://apachecon.com/</a> |
| <a href="https://svn.apache.org/repos/infra/apachecon/www.apachecon.com">https://svn.apache.org/repos/infra/apachecon/www.apachecon.com</a> |
| Flat HTML, published instantly upon checkin</p> |
| <p>General event info page: |
| <a href="https://events.apache.org/">https://events.apache.org/</a> |
| <a href="https://svn.apache.org/repos/asf/concom/site/trunk/content/">https://svn.apache.org/repos/asf/concom/site/trunk/content/</a> |
| Managed by the Apache CMS, publishing is a separate step</p> |
| <p>ComDev Event Calendar listing: |
| <a href="https://community.apache.org/calendars/">https://community.apache.org/calendars/</a> |
| <a href="https://community.apache.org/about/#about-this-website">https://community.apache.org/about/#about-this-website</a></p> |
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