Collaborator Summit 2019 - Berlin Edition - 30th and 31st of May #135

mcollina · 2018-10-14T23:05:30Z

The Vancouver 2018 Collab Summit is just finished, and it's time we start planning for next year first event.

Who is up for helping with the organization?

I would like to propose we do it again in Berlin before JSConf.eu on the 30th and 31st of May. I would kindly ask @MylesBorins and @hackygolucky to ask the Board if they could fund a venue for the 2-day event.

cc @nodejs/tsc @nodejs/community-committee @ladyleet

Registration: https://www.eventbrite.com/e/openjs-collaborator-summit-tickets-55985971548
CFP: https://docs.google.com/forms/d/e/1FAIpQLScneYhY4iqm8x2C2AO9EEzJ5smkOKhLqfxEMQcfNvP5rvXfHg/viewform

trivikr · 2018-10-15T01:38:09Z

Hi @mcollina, I attended Vancouver 2018 Collab Summit and had a great time.
I would like to help organize Berlin summit, is there a wiki/notes on responsibilities of the organizers?

jasnell · 2018-10-15T02:12:46Z

One bit of feedback I heard yesterday was that saving all the lightening talks to the end of day 2 so we're prioritizing the working sessions.

thefourtheye · 2018-10-15T02:33:43Z

I also would like to help with organizing.

mmarchini · 2018-10-16T12:47:35Z

I would like to help to organize as well :)

benjamingr · 2018-10-16T12:56:20Z

I would love to help with this and attend!

mcollina · 2018-10-16T13:02:58Z

I would like to help organize Berlin summit, is there a wiki/notes on responsibilities of the organizers?

Overall, ensuring that the event run smoothly. These includes:

Ensure adeguate space is reserved for the summit, number of rooms, "hallway track", and so on.
Determine the agenda before hand, and make sure everything is in place. This is typically a time sync and it includes a lot of guessing and back-and-forth to minimize the chance that a collaborator would like to attend two session at the same time as multiple people are involved in multiple discussions. @joyeecheung defined it as "playing Jenga" :D.
MC the event, this typically includes a moment for agenda-bashing at the beginning and presenting the closing event.
Deal with problems when they arises, including during the summit. This also include broadcasting our contacts for potential CoC violations during the summit.

ryzokuken · 2018-10-16T14:41:08Z

I would love to help out in any way I can.

hackygolucky · 2018-10-16T15:22:46Z

Noted! We are waiting to have budget conversations and talk 2019(the Budget/Finance subcommittee was not able to meet during Interactive), but we'll make sure to mention this as part of conversations re: to community support/events budgets.

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On Tue, Oct 16, 2018 at 10:41 AM Ujjwal Sharma ***@***.***> wrote: I would love to help out in any way I can. — You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub <#135 (comment)>, or mute the thread <https://github.com/notifications/unsubscribe-auth/AB46oMWmQabayF-xk_5iYMfWCyTA9oTsks5ulfAVgaJpZM4XbYbP> .

sagirk · 2018-10-16T18:28:38Z

I would love to attend and make myself useful in any way I can! ❤️

mhdawson · 2018-10-16T20:46:22Z

+1 to limiting the "talks" to the end and making them short (~ the length we had for lightning talks this time). I think its best if most of the time should be for discussions for the WGs/teams or other specific topics.

Trott · 2018-10-16T22:08:35Z

I'd also be OK with leaving a very large chunk of the agenda open until the day of, and then bash the agenda for 20 minutes at the start, unconference style. (I'm also OK if the organizers don't want to do it that way. Just a suggestion.)

mcollina · 2018-10-16T22:17:23Z

Considering my experience of the last two, my impression is that we need the core of the work already done. On Sunday moving 3 slots took me a couple of hours of work to make (almost) everybody happy.

WaleedAshraf · 2018-10-16T23:30:48Z

✋ for all kind of help in organizing next in Berlin.
I think we should be clear how much time a session would take. For example, Governance went for the whole day (and a half) and that wasn't still enough.

MylesBorins · 2018-10-17T14:31:17Z

If moving three slots took hours, that may be a reason to not overly lock the agenda in advance. Having more flexibility on the day can allow us to lock in the agenda based on who is there

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On Tue, Oct 16, 2018, 7:30 PM Waleed Ashraf ***@***.*** wrote: ✋ for all kind of help in organizing next in Berlin. I think we should be clear how much time a session would take. For example, Governance went for the whole day (and a half) and that wasn't still enough. — You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub <#135 (comment)>, or mute the thread <https://github.com/notifications/unsubscribe-auth/AAecV5lTlHOMYkI-nGmEFaewEX38nxWeks5ulmwvgaJpZM4XbYbP> .

mcollina · 2018-10-17T14:42:50Z

I would note that without a predetermined draft + the survey that Joyee set up we would not be able to be as productive. The overall feedback from Vancouver 2017 and Berlin 2018 has been that more structure is needed. I think that Vancouver 2018 was a good balance. If we swift towards a more unconference style, it’s likely that meeting agendas and presentations will not be prepared. One problem that I note is that we lacked several members in a lot of discussions (modules for example). We should be checking in advance if members will be there when proposing/scheduling a session. Maybe we should upvote them in advance? Il giorno mer 17 ott 2018 alle 16:31 Myles Borins <notifications@github.com> ha scritto:

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If moving three slots took hours, that may be a reason to not overly lock the agenda in advance. Having more flexibility on the day can allow us to lock in the agenda based on who is there On Tue, Oct 16, 2018, 7:30 PM Waleed Ashraf ***@***.*** wrote: > ✋ for all kind of help in organizing next in Berlin. > I think we should be clear how much time a session would take. For > example, Governance went for the whole day (and a half) and that wasn't > still enough. > > — > You are receiving this because you were mentioned. > Reply to this email directly, view it on GitHub > <#135 (comment)>, or mute > the thread > < https://github.com/notifications/unsubscribe-auth/AAecV5lTlHOMYkI-nGmEFaewEX38nxWeks5ulmwvgaJpZM4XbYbP > > . > — You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub <#135 (comment)>, or mute the thread <https://github.com/notifications/unsubscribe-auth/AADL4w-uGozcZVG_e_LG3S331vsG3Q2Aks5ulz84gaJpZM4XbYbP> .

jasnell · 2018-10-17T15:44:50Z

For Berlin, we will likely have the advantage of two full days for the summit whereas in Vancouver, because of the code and learn we had only 1.5 days. The additional time and a time boxed agenda set in advance will be helpful, for sure. We should try avoiding overlap in sessions except where we know for certain the participants are ok with it

Trott · 2018-10-17T21:49:31Z

One piece of feedback I've received is that there's a sense that decisions get made at the summits and that excludes people who can't attend these things. Travel fund helps, but aside from the expense, traveling to these things is not easy for some people.

I don't know what the solution to that would be, if any, but it's at least something to be aware of.

Trott · 2018-10-17T21:50:21Z

(One solution would be to make it easy to stream all the sessions. Even better if people can participate remotely. But that can be a lot of organizational overhead. Would be awesome if we could do it, though.)

ChALkeR · 2018-10-17T22:00:35Z

@Trott Some of those could not be easily streamed, e.g. I believe that governance meeting format didn't allow to stream it - i.e. it was split to several smaller discussion groups for some time, and it used a real-world stickerboard.

But e.g. the format of the security wg meeting allowed streaming it (it was more like a regular conference discussion with everyone participating), and outside input could have been incorporated e.g. from a chat or something like that. For that format, just streaming + chat could have helped. Or streaming + a GitHub issue for discussion from outside participants - that should reduce the organizational overhead and reduce the barrier ever more. Something similar to what is done with Zoom meetings + questions from IRC.

mcollina · 2018-10-18T08:32:44Z

But e.g. the format of the security wg meeting allowed streaming it (it was more like a regular conference discussion with everyone participating), and outside input could have been incorporated e.g. from a chat or something like that. For that format, just streaming + chat could have helped. Or streaming + a GitHub issue for discussion from outside participants - that should reduce the organizational overhead and reduce the barrier ever more. Something similar to what is done with Zoom meetings + questions from IRC.

Note that enabling remote participation implies having a ~stable agenda some time in advance.

mcollina · 2018-12-14T07:53:54Z

We have got $30K approved by Board to rent a venue.

@trivikr @thefourtheye @mmarchini @sagirk @WaleedAshraf

Are you still ok in helping organizing?

Also @joyeecheung @jorydotcom @hackygolucky, would you like to help?

WaleedAshraf · 2018-12-14T12:53:10Z

@mcollina Yes, ✋

mmarchini · 2018-12-14T14:56:27Z

Yes, still interested :D

joyeecheung · 2018-12-14T17:20:04Z

Yes :)

trivikr · 2018-12-14T17:35:11Z

Yup!

jorydotcom · 2018-12-14T20:20:26Z

@mcollina happy to drive participation/engagement/planning from the jsf side of the table!

thefourtheye · 2018-12-21T11:17:13Z

@mcollina A little late to the party, but yes, I would love to help.

mcollina · 2019-02-28T14:54:30Z

@ladyleet @jorydotcom @WaleedAshraf do you think we could provide some good ambient mic with Foundation budget? In this way we could at least provide a good audio to the remote participants?

WaleedAshraf · 2019-03-01T20:53:50Z

Not sure how much budget we have but we can get a good quilty table/meeting microphone in 50-60€. And as I have experienced, table microphone does improve audio quality as compared to normal laptop microphone.
@mcollina

keywordnew · 2019-03-04T05:54:42Z

Very helpful discussion here about improving accessibility and remote participation. Spinning out the microphone discussion into its own issue.

ladyleet · 2019-03-05T23:21:36Z

We are def looking for more volunteers to help on an ongoing basis! We have a weekly meeting that you can attend!

LaRuaNa · 2019-03-07T18:04:28Z

@ladyleet When is the next meeting? I can help with that :]

ladyleet · 2019-03-07T22:19:07Z

@LaRuaNa if you send me your email address i will add you to the cal invite! ladyleet@nodejs.org

LaRuaNa · 2019-03-14T14:38:35Z

@LaRuaNa if you send me your email address i will add you to the cal invite! ladyleet@nodejs.org

Ping @ladyleet :] Did you receive my email?

ladyleet · 2019-03-14T14:54:53Z

i don't think i did! what is the email so i can look for it?

also, thanks to some new folks who joined the planning meeting this week! 🎉

LaRuaNa · 2019-03-14T16:26:08Z

@ladyleet then doing it just here :]

ladyleet · 2019-03-14T18:23:13Z

@LaRuaNa thank you! just sent

tniessen · 2019-03-18T16:59:04Z

I'll try to make it to the summit despite some other things happening on those days :) Let me know if there is anything I can do to help.

tniessen · 2019-03-20T15:47:31Z

Is the date fixed? (Curious because the 30th is a national holiday in Germany.)

keywordnew · 2019-03-20T16:51:14Z

What sort of impact can we expect from the 30th being a national holiday?

hashseed · 2019-03-20T17:07:03Z

Is the date fixed? (Curious because the 30th is a national holiday in Germany.)

Same thing last year. I don't think this changes anything, unfortunately.

tniessen · 2019-03-20T17:13:33Z

What sort of impact can we expect from the 30th being a national holiday?

I am not sure, hopefully not much, but many businesses are closed. You can certainly expect many drunk people in public. Do we already have a venue?

Same thing last year. I don't think this changes anything, unfortunately.

The same holiday was on May 10th last year. I don't think there was a holiday during last year's summit :)

keywordnew · 2019-03-20T17:33:00Z

Do we already have a venue?

Courtyard Berlin City Centre is ready to go.

hashseed · 2019-03-20T18:06:59Z

The same holiday was on May 10th last year. I don't think there was a holiday during last year's summit :)

I was thinking of Fronleichnam, which is a public holiday in Bavaria :P

ladyleet · 2019-03-26T23:23:02Z

Just FYI - registration and venue information in issue #152

Closes #166, #171, #152, #149, #135.

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joyeecheung mentioned this issue Dec 12, 2018

Make Collaborator Summit for $Foundation, not just Node.js #136

Closed

mcollina changed the title ~~Collaborator Summit 2019 - Berlin Edition~~ Collaborator Summit 2019 - Berlin Edition - 30th and 31st of May Dec 13, 2018

keywordnew mentioned this issue Mar 4, 2019

Look into provisioning microphones for each space at the Summit #151

Closed

ladyleet mentioned this issue Mar 26, 2019

OpenJS Collab Summit 5/30-31 - Venue - Registration #152

Closed

keywordnew added a commit that referenced this issue Jun 5, 2019

Add next Collab Summit, move Berlin to past

671b165

Closes #166, #171, #152, #149, #135.

keywordnew mentioned this issue Jun 5, 2019

Add next Collab Summit, move Berlin to past #178

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joyeecheung closed this as completed in #178 Jun 6, 2019

joyeecheung pushed a commit that referenced this issue Jun 6, 2019

Add next Collab Summit, move Berlin to past (#178)

2f045a2

Closes #166, #171, #152, #149, #135.

Collaborator Summit 2019 - Berlin Edition - 30th and 31st of May #135

Collaborator Summit 2019 - Berlin Edition - 30th and 31st of May #135

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