[Ambassadors] F12 Release Events: introductory meeting - Log

[Francesco Ugolini]

Here is the log of F12 Release Event Introductory Meeting hold in
#fedora-ambassadors on Tuesday 15th at 1800 UTC.

I think it's quite readable, BTW, if you prefer to have a summary of
what was said, tell me.

Regards

Francesco

(some useless text was removed in order to simplify the reading/understanding)

(20:03:49) fugolini: BTW, lets begin
(20:03:54) fugolini: Roll call:
(20:03:58) fugolini: Francesco Ugolini
(20:05:27) yn1v: Neville A. Cross - Nicaragua
(20:10:43) fugolini: 1) What are Release Events? Why organize one?
(20:10:43) fugolini: 2) Discussion and explanation of the F12 REs
organization roadmap
(20:10:44) fugolini: 3) Past experience: is there you want to share
with other ambassadors?
(20:10:44) fugolini: 4) ...space for other suggestions...
(20:10:53) fugolini: This is the meeting agenda.
(20:11:00) fugolini: Any question on this?
(20:11:18) ***tatica_ Maria Leandro
(20:11:43) fugolini: thank you
(20:11:49) yn1v: no questions
(20:11:52) fugolini: Ok, just start with: 1) What are Release Events?
Why organize one?
(20:12:42) fugolini: Maybe most of you know what Release Events are.
In few words: a public event dedicated to the new release, with
speeches, demos, installation, party and so on.
(20:14:00) fugolini: The core principle of these events are:
(20:14:12) fugolini: 1) enjoy the event: our job is to make something
that will promote Fedora, but, firstly, if we are here, is to make
something that we like to do.
(20:14:41) fugolini: 2) organize something that could fit you: don't
worry if you have 10 or 1000 people, the most important thing it's to
spread fedora in the best way we can!
(20:15:00) fugolini: 3) bring people: invite Fedora Contributors (from
Docs, Packaging, Design and so on), friends who want to learn more and
people that could be interested in using Fedora and/or could become
contributors.
(20:15:52) fugolini: 4) be simple: it's not important to have a
catering service. Some snacks, a projector (or a pc screen), some CDs
will make your event an Event.
(20:16:04) fugolini: Remember: people are here to hear about Fedora
and to share with other questions/experiences, they will thank you if
you'll help make this happen :)
(20:16:32) fugolini: From this perspective, using a free space would
be the best idea.
(20:16:45) lcafiero: LinuxKnight, ping
(20:16:47) fugolini: Any question on this part?
(20:17:04) fugolini: ok, just move ahead.
(20:17:06) fugolini: For CD/DVD: it's not simple to have these in time
(since it requrie some time produce/distribute them). Here some
interesting alternatives:
(20:17:21) fugolini: 1) Make a LiveUSB station
(20:17:30) fugolini: 2) Download the release and burn the media on
your own (not a lot, they could be usefull to install on-place fedora
and/or to give to people who can't afford an ADSl connection)
(20:17:36) fugolini: 3) You could invite people to bring with them
blank media to burn on it Fedora.
(20:17:55) fugolini: 4) Suggestions are welcome! (these could help
other people facing this problem)
(20:18:17) fugolini: Questions?
(20:18:30) yn1v: !
(20:18:38) fugolini: yn1v:
(20:18:40) lcafiero: ?
(20:18:49) yn1v: I suggest given a full set
(20:19:04) fugolini: how?
(20:19:09) yn1v: of DVD, LiveCDs to the hosting institute
(20:19:35) yn1v: so they know that they can make copies later at the lab
(20:19:43) fugolini: the big problem is that time between General
Availability, Media production and Media shipment.
(20:19:54) yn1v: at leats I did that last event and worked fine.
(20:20:04) fugolini: on your own?
(20:20:14) fugolini: I mean, you burned on your own?
(20:20:19) fugolini: *burned media
(20:20:22) yn1v: yes, but given a DVD, liveGnome, liveKDE is not that
big burden.
(20:21:14) fugolini: great. Yeah, my big concern was to have media
produced gloablly/regionally and then spreaded. Sure, the way you
suggest is the best one :)
(20:21:21) fugolini: lcafiero:
(20:21:30) susmit: hi
(20:21:41) lcafiero: I'm sorry. I seem to have walked in on a meeting. Have I?
(20:22:18) fugolini: lcafiero:  no problem, you are welcome. If you
need to ping, feel free.
(20:22:20) fugolini: susmit: hi
(20:22:31) lcafiero: but which meeting is this, just so i know?
(20:22:50) fugolini: Release Events Introductory Meeting
(20:23:06) lcafiero: grazie, fugolini.
(20:23:22) fugolini: prego, lcafiero
(20:24:45) fugolini: So, if you can burn media on your own, it would
the best solution, since we will have not a lot of time to make it
regionally. Naturally if NA/LATAM/EMEA/APAC want to organize this to
meet their release events it would be a pleasure to help them.
(20:25:44) fugolini: I hope all local contacts will be able to see
this invite, but, it's highly understandable if they can't be able to
accomplish this impossible mission.
(20:25:55) fugolini: Another important data: events should take place
in the 40days after the Release: but if you aren't able to organize it
for that time, feel free to make it later.
(20:26:29) fugolini: The principle is to not have a strict calendar:
feel free to choose the date and time.
(20:27:19) fugolini: Naturally since Fedora has a 6 months release
cycle (12 months with security updates), the first 40 days are the
best to spread out it.
(20:27:29) fugolini: Doubts? Questions?
(20:28:03) fugolini: Feel free to interrupt me whenever you want. I'm
here to have a open discussion with whoever is interested organizing a
Release Event
(20:28:15) yn1v: I planned to close to release date last time, and
strugled with the delays.
(20:29:14) fugolini: yn1v: you are right. Like the last Release Events
I suggest to think about the possibility to have 1 week of delay for
General Availability.
(20:32:11) fugolini: But don't worry about how far you are from the
GA, just focus on what you can do. This is something we have to take
in mind, it will help having a good organization and a excellent
event.
(20:32:20) fugolini: Questions?
(20:32:39) fugolini: I said everything I had to say about our 1st topic.
(20:32:45) fugolini: 2) Discussion and explanation of the F12 REs
organization roadmap
(20:32:58) fugolini: This is our second topic today.
(20:33:05) fugolini: Take a look at
https://www.redhat.com/archives/fedora-ambassadors-list/2009-September/msg00043.html
(20:33:17) fugolini: This is our roadmap:
(20:33:23) fugolini: - September 15th - September 22nd: work with
Marketing on Talking Points (as they have planned)
(20:33:28) fugolini: mel: are you here?
(20:33:33) fugolini: mchua_away:
(20:33:42) fugolini: ops, maybe he is away :P
(20:33:45) fugolini: sorry
(20:34:36) fugolini: BTW, this is something new from this release
event. Since today we will start talking about (sorry for the
repetition) "Talking points"
(20:35:23) fugolini: these will help us having a structure on what we
will say and will underline during such events and the next ones the
will come till the next release.
(20:35:58) fugolini: I invite everyone to stay tuned in Ambassadors
List: there you'll learn more about this.
(20:36:00) fugolini: Any question?
(20:36:12) fugolini: ok, move on.
(20:36:43) ***mchua is here from RH orientation (reading scrollback)
(20:36:43) ***fugolini remembers everyone to interrupt him whenever you want.
(20:37:15) fugolini: mchua: Hi, sorry if I pinged you when your
nickname indicate you were away.
(20:37:27) rislam: !
(20:37:30) fugolini: rislam:
(20:38:07) rislam: in addition with the ambassadors list, i think
marketing list always resourceful when we organizes events
(20:38:37) fugolini: sure.
(20:38:44) mchua: That's why I'm here. ;)
(20:39:03) ***mchua heads up Fedora Marketing and is listening in to
see whether you folks have any marketing materials requests for F12
release events.
(20:39:31) fugolini: thank you mchua
(20:40:16) yn1v: I will love a poster design for Launch party
(20:40:23) mchua: thanks for holding this meeting fugolini!
(20:40:37) fugolini: mchua: the pleasure is mine.
(20:40:59) fugolini: yn1v: yeah, this sounds good. We do something for
F10 Release Events
(20:41:08) fugolini: it would be a good idea to have this.
(20:41:12) yn1v: Something that may be easy editable to punt date/time/place
(20:41:34) fugolini: mchua: can we ask you or should we open a ticket
in Design TRAC?
(20:41:38) mchua: yn1v: You can send that in as a request to either
the design queue or the marketing queue (ours is at
https://fedorahosted.org/marketing-team/newticket)
(20:41:48) fugolini: great
(20:41:50) mchua: A poster is probably more "design" than "marketing,"
to be honest.
(20:42:15) mchua: But mizmo and I will pass things between our teams
as it's appropriate, so feel free to go to either.
(20:42:41) fugolini: ok. yn1v: will you create the ticket?
(20:42:56) yn1v: yes, I will do that.
(20:43:01) fugolini: perfect!
(20:43:28) fugolini: mchua: for talking points. Is ok for you to have
that discussion in Fedora Ambassadors List?
(20:44:28) fugolini: Ok, here the next elements of our roadmap:
(20:44:29) fugolini: - September 23rd - October 15th: 1) have some
meetings in order to see what we need and propose ideas - 2) create a
wiki page with events and see the possibility
(20:44:29) fugolini: to spread the calendar all over the internet - 3)
ask Fedora Design about flyers design and collateral - 4) FAmSCo
budget availability/distribution discussion
(20:45:08) fugolini: with yn1v question we have just cleared point 3)
of this roadmap.
(20:45:10) mchua: fugolini: Absolutely. I'll bring it to the
ambassadors list after the marketing meeting today (in 1 hour 15 min,
#fedora-meeting)
(20:45:32) fugolini: no problem, take the time it requires.
(20:46:36) fugolini: for 1) I think it would be good to have another
meeting at the beginning of October: just to see the situation and
suggest ideas.
(20:46:37) fugolini: ok?
(20:47:37) mchua: +1
(20:47:39) rislam: +1
(20:47:58) fugolini: The 2nd stage is to set up a good wiki page with
all the events.
(20:48:22) fugolini: Maybe moving towards the simple table and create
something more readable and eyes-friendly
(20:48:46) fugolini: I don't know use paragraphs and have not only the
date, the city and the owner/s.
(20:49:51) fugolini: But having the Place (City, with some reference
to the place), the time and date, the owners and a description of what
it would be offered (e.g. LiveUSB station, so it would be usefull to
let people know bring your usb key with you and so on).
(20:50:13) fugolini: It's important that we will be able to offer
relevant informations to whoever is interested.
(20:50:45) fugolini: If Marketing agree we could add that link in the
Press Release. stickster: can we? (if we will create something
reasonably presentable). It will take less than a line and will
demonstrate that fedora takes care of what came next to GA.
(20:51:24) rislam: !
ricky rislam
(20:51:28) fugolini: rislam:
(20:51:30) rislam: fugolini: u mean editing the existing Events wiki?
or new wiki page for events
(20:52:00) fugolini: no, creating a Release Events page. For each REs
in the past we had a page, but was a table without many informations
(20:52:11) stickster: !
(20:52:22) fugolini: naturally Release Events should be present in
/FedoraEvents wiki page.
(20:52:23) fugolini: stickster:
(20:52:46) stickster: fugolini: So you're asking, can we add a link in
our official press release that points to a new Release Events page,
giving information on all release events for F12?
(20:52:57) fugolini: yes.
(20:53:08) stickster: fugolini: I think that's a great idea, and I bet
it will be no problem
(20:53:26) stickster: I'm going to email our PR person in Red Hat
right now, who prepares the official press release from Red Hat, to
ask her about it.
(20:54:16) ***stickster suggests "F12 release events" for page title
(20:54:24) stickster: <eof/>
(20:54:26) fugolini: great. We apreciate this effort. And sure we will
do our best to offer something well done.
(20:54:43) fugolini: stickster: ok. Thank you
(20:55:44) fugolini: I'll update you when we will have set up the page
and will have a reasonable number of events on it, in order to have an
evaluation of the page and, if everything will be ok, roll out to the
public.
(20:56:02) stickster: fugolini: Fantastic!
(20:56:35) fugolini: Now, we come to a crucial step in REs
organization: 4) FAmSCo budget availability/distribution discussion
(20:57:02) fugolini: I hope to add this point in this week FAmSCo meeting agenda
(20:57:32) fugolini: and be able to say something about this as soon
as I get some numbers.
(20:58:09) fugolini: If you have questions or doubts about it that you
want to share in order to report during that meeting, feel free to
speak,
(20:59:25) fugolini: ok, feel free to think at it and maybe write in
Ambassadors List.
(20:59:41) fugolini: Ok, we have the last point.
(20:59:41) fugolini: 3) Past experience: is there something you want
to share with other ambassadors?
(20:59:49) inode0: may I just ask what is the normal funding for these events?
(21:00:34) fugolini: inode0: during the last REs we give reimbursment
according to the budget availability, but we have filled all the
requests.
(21:01:13) inode0: I have no idea what that means though, on average
does a typical party get $25 or $100 or ?
(21:01:24) fugolini: This time I want to work with people in order to
set up great event, maybe suggesting different ways to save something.
BTW, I think from a budget POV there qill be big problem.
(21:01:44) fugolini: inode0: an average? 80-100$
(21:01:53) inode0: ok, thanks
(21:02:25) fugolini: If there are snacks, media burning, flyer
printing and other collaterals production
(21:02:36) Southern_Gentlem: fugolini,  limit the reembursements to
$35-$50USD from the begining
(21:03:17) fugolini: Southern_Gentlem: we base our reimburment on the
receipts. BTW, if an event involves only 10 people sure it will sound
strange to have paid 100$
(21:04:05) inode0: I was just trying to get an idea - I am not worried
the funds aren't being used wisely and effectively
(21:04:05) fugolini: Sure FAmSCo doesn't say to spend 80-100$ since,
with our budget, we have to fund a lot of events .
(21:04:59) fugolini: inode0: so think at 80-100$ , think at
0.50$-1$/person with food and beverage
(21:05:13) fugolini: , swags and other collaterals
(21:05:25) inode0: there can be strategic reasons to focus limited
resources in certain directions I think (geographically and otherwise)
(21:05:59) fugolini: sure, that's why we used fixed funding only for
the first release event intiative
(21:06:49) fugolini: From past experience: is there something that can
help better address Release Events organization?
(21:07:14) yn1v: !
(21:07:17) fugolini: yn1v:
(21:07:31) davdunc: that makes sense.  so there is a great deal of
variance in how the money is spent, but you big guns are going to help
folks like me make a decision about how to budget for that while we
organize an event like this, right?
(21:07:44) yn1v: Thinking back, I want to give a talk on how to
contribute to fedora
(21:08:27) yn1v: I think it is a good complement to explain fedora
proyect and the new featurs of F12
(21:08:39) fugolini: yn1v: sure!
(21:09:39) fugolini: These events are the best place to invite people
contributing in Fedora. One of F12 Release Events is to promote
contribution in the project.
(21:09:57) fugolini: This will be a good thing.
(21:10:31) fugolini: Another element that is consequential is keep a
link between people who will join the event and the event owner.
(21:11:13) fugolini: It will help boost fedora community in your area
and having someone you'll able to work with.
(21:11:27) fugolini: davdunc: sure. If you need
(21:12:28) fugolini: we are here to see what we can do to help events owner.
(21:13:55) fugolini: Our suggestion is to work on simple but effective
events: something you can enjoy and that can make attendees enjoyed
(21:15:07) yn1v: fugolini, this about keeping a link means keeping
comunication open?
(21:15:11) fugolini: If you need help to produce flyers/CDs/DVDs or
having some beers/sneaks, and if we have the budget to help you, sure
we will try to reimburse some of the expenses
(21:15:19) fugolini: yn1v: yeah.
(21:15:58) fugolini: The strenght of Fedora is the community.
Ambassadors goal is to promote Fedora and, in order to do this, we
should create a network
(21:16:43) fugolini: I see the people that joined your past event, I'm
sure you are a point of reference for them, you are the Fedora guy.
(21:16:44) yn1v: I made singup list for the event, where it said they
will be susbcribed to the loacl mailing list
(21:17:32) fugolini: that's great. I underlined this to be sure this
element could be done/achieved in the other release events.
danielbruno davdunc
(21:18:13) yn1v: Also, to show every where email of local ambassadors.
I hope next time I made time to print some fedora's presentation cards
(21:18:45) fugolini: sounds interesting.
(21:19:29) yn1v: http://fedoraproject.org/wiki/Business_cards
(21:19:34) fugolini: davdunc: if you have concern on budget management
feel free to ask in Ambassadors List and/or contact you Local Contact
(21:20:08) fugolini: yn1v: they help a lot, sure.
(21:20:51) fugolini: Other suggestions?
(21:21:47) fugolini: It's 1920 UTC, if there isn't anything to add, we
can adjourn the meeting.
(21:21:50) fugolini: is it ok?
(21:22:08) yn1v: it is fine with me
(21:22:18) fugolini: It was a pleasure to be able to talk with you
about Release Events and having these feedbacks.
(21:22:27) fugolini: == Meeting Adjourned ==