| --- |
| title: ApacheCon playbook |
| --- |
| |
| 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! |
| |
| # What to do before, during, and after an Apache event |
| |
| This is a set of recommended actions that an event organizer may do |
| before, during, and after ApacheCon. |
| |
| 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. |
| |
| 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. |
| |
| This is a work in progress - please feel free to make suggestions! |
| |
| ## Before You Start |
| |
| 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. |
| |
| https://www.apache.org/foundation/marks/events |
| |
| ## Planning Topics To Cover |
| |
| * Venue requirements/considerations |
| * Attempt to select venue and date prior to the previous event, so |
| that it can be announced from stage a year in advance |
| * BarCamp - having an extra shoulder day before/after the event, with space for group discussions |
| * Hackathon - central space with power and network, and round tables |
| for group collaboration |
| * Wifi - reliable 200+ Mb/s. ApacheCon attendees expect fast wifi. Preferred info: 'apachecon'/'httpd1995' |
| * Hard network drop in keynote room for streaming video. Hard |
| network drop for reg desk. |
| * Room for media training - consult with [ASF Marketing & Publicity](//www.apache.org/press/#contact) |
| * Board room for monthly board meeting (if the conference falls [during board meeting](//www.apache.org/foundation/board/calendar)). Consult with |
| secretary@apache.org |
| |
| * Communication |
| * Notify members@, commiters@ and all dev@ and users@ lists of an |
| upcoming event. **Note special procedures** for committers@ and dev/users@ addresses. |
| * 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. |
| |
| * Marketing Coordination |
| - 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). |
| |
| - Establish budget for paid digital ad campaign for Roadshows three months before date of event. |
| |
| - Coordinate with M&P to research spend options, negotiate rate, and secure media buy for digital advertising campaigns for Roadshows. |
| |
| - Coordinate with M&P/Central Services to create artwork for online promotions and digital ad campaigns. |
| |
| * CFP |
| * Ensure the CFP system is working before announce |
| * Blog post on blogs.apache.org |
| * Notify dev@community.apache.org |
| * Notify trademarks@apache.org (See above for event branding approval) |
| * Notify committers@, members@, and all users@ mailing lists |
| * Announce on announce@apachecon.com |
| * Tweet on @apachecon |
| * Schedule tweets for CFP deadlines, two months, one month, 2 weeks, |
| 1 week, and last day before close |
| |
| * Talk selection |
| * 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. |
| * Review talks within timeline set by producer. Provide producer with list of |
| accepted, rejected, and waitlisted talks in a schedule format. |
| * Come up with a list of desired keynotes. Invite those that you may |
| know personally and circle producer in on anyone that confirms. |
| * Prepare slide template to send to speakers with talk acceptance |
| * Talk acceptance email should contain: |
| * The title and abstract of their accepted presentation (speakers often submit more than one) |
| * Registration discount code for speaker, and an **explicit** requirement that they register themselves |
| * Reminder how they need to register for hotel room block |
| * Suggested Tweet to encourage them to self-promote |
| * Information about scheduling a Feathercast recording |
| * Link to schedule |
| * Link to Code of Conduct |
| * Links to apachecon-discuss@apache.org, IRC channel, Twitter |
| * Room setup details including screen resolution, what connector types available |
| * Reminder to bring their own laptop |
| * If audio or video recording is expected |
| * Requirement that if they can't make it inform us clearly |
| * Fallback email should contain |
| * Definition of fallback, and explanation of how/when they might |
| have their talk accepted |
| * Registration discount code for fallbacks |
| |
| * Conference Schedule Announcement |
| * Blog post on blogs.apache.org |
| * Tweet schedule link to @apachecon |
| * Announce to announce@apachecon.com |
| * Announce on all users@ mailing list |
| * Prepare suggested tweets for all sessions |
| * Schedule tweets for all rate change dates, 1 and 2 weeks, and 1 |
| day out from each date. |
| * Update https://wiki.apache.org/apachecon/SpeakerResources with |
| speaker template, email addresses, dates, etc. |
| * Notify committers@, members@, and all users@ mailing lists |
| |
| * Extra events to be scheduled |
| * State Of The Feather - coordinate with operations@ and President/EVP |
| * PGP Key signing |
| * Time/place |
| * Where to send keys |
| * Need paper and a printer for the event |
| * BarCamp - ensure space, signage, room available times, and BarCamp coordinator is ready |
| * 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. |
| |
| * In months before event |
| * Etherpad: Who/what/where (many planning teams find etherpad or similar to be helpful), eg |
| https://public.etherpad-mozilla.org/p/aceu-2016-people |
| * Etherpad: Hackathon topics, eg |
| https://public.etherpad-mozilla.org/p/aceu-2016-hackathon |
| * Blog post on blogs.apache.org announcing the above |
| * Tweet links to the etherpads |
| * Mention these on apachecon-discuss@apache.org Also mention |
| * IRC |
| * Twitter |
| * Schedule |
| * Get the preferred twitter accounts of the sponsors, and thank them |
| publicly for sponsoring (coordinate with producer/fundraising) |
| * Twitter |
| * Blog post on blogs.apache.org |
| * Ask PMCs about upcoming or recent major releases that we can |
| announce at the event. Keep press@apache.org in the loop on this, |
| as well as our press contact at producer. |
| * Update the wiki - https://wiki.apache.org/apachecon/FrontPage - |
| every week |
| * Notify committers@, members@, and all users@ mailing lists |
| * As we get closer to the event, contact speakers every other week |
| with updates, and reminders |
| * Contact keynote speakers frequently to ensure that everything is |
| planned, booked, and promoted correctly |
| * Frequent updates to sponsors. |
| |
| * Educational outreach |
| * identify local universities |
| * Reach out to CS department |
| * Make posters and offer a free ticket in exchange for printing, |
| posting them up |
| * User group outreach |
| * Identify local usergroups/meetups |
| * Offer reg code for these groups |
| * Get local contact to attend meetups and promote the event |
| |
| ## During |
| |
| * 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: https://www.flickr.com/groups/apachecon/ |
| * Man-on-the-street interviews with attendees, sponsors, about why |
| they're there, and why people should attend the next event. See |
| rbowen@apache.org or ask on apachecon-discuss@apache.org at least 3 |
| weeks in advance if you want to borrow digital recorders for this |
| purpose. |
| * At every plenary session: |
| * Introduce yourself |
| * Thank the sponsors (review sponsor prospectus for who gets named specifically) |
| * Announce the hastags for the event, including #apache, #apachecon, |
| and #acXXYY where XX is geo (na, eu, etc), and YY is date (eg 18) |
| * Encourage people to take photos and post them to our ApacheCon Flickr group |
| * Announce the evening events |
| * Announce the *next* event after the keynote |
| * Thank the sponsors of the ASF |
| * Mention @TheASF and @apachecon Twitter accounts at every |
| opportunity. |
| * 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. |
| * Announce next year's event(s) |
| |
| |
| ## After |
| |
| * Tweet photos from the event, mentioning the *next* event. "Did you miss Seville? See you in Miami!" |
| * Tweet thanks to the sponsors |
| * Tweet any videos, recordings that we have |
| * Archive event information from https://wiki.apache.org/apachecon/FrontPage to event-specific page eg https://wiki.apache.org/apachecon/ACNA2016 |
| * Update the https://apachecon.com and https://archive.apachecon.com pages when needed |
| |
| ## Websites |
| |
| There are several different pages/directories that store event-related |
| information, both about ApacheCon and other ASF related events. |
| |
| Main ApacheCon website, including separate archive.apachecon directories: |
| https://apachecon.com/ |
| https://svn.apache.org/repos/infra/apachecon/www.apachecon.com |
| Flat HTML, published instantly upon checkin |
| |
| General event info page: |
| https://events.apache.org/ |
| https://svn.apache.org/repos/asf/concom/site/trunk/content/ |
| Managed by the Apache CMS, publishing is a separate step |
| |
| ComDev Event Calendar listing: |
| https://community.apache.org/calendars/ |
| https://community.apache.org/about/#about-this-website |
| |
