OpenStack - User contributions [en]

Operations/Meetups

2025-11-21T12:56:48Z

Cmorgan2:

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== Ops Radio Hour Series ====
'''Next meeting: November 21st, 2025 at 1300 UTC '''
* [https://meetpad.opendev.org/openstack_ops_radiohour Conference Call on Meetpad]
* [https://etherpad.opendev.org/p/openstack_ops_radiohour Agenda & Notes etherpad]

==== 2022 Second Ops Meetup ====
Possible host : Elastx (Stockholm), date target "summer"
* [https://etherpad.opendev.org/p/OPS-MEETUP-2-2022-PROPOSAL proposal etherpad]
==== 2022 Berlin Summit and Ops Meetup ====
* Summit https://openinfra.dev/summit/
* [https://www.eventbrite.com/e/openstack-ops-meetup-tickets-322813472787?aff=ebdssbdestsearch ops meetup tickets] (after the last day of the summit)
* [https://etherpad.opendev.org/p/ops-meetup-berlin-2022-planning planning etherpad for the ops meetup]
==== 2021 Events ====
No events occurred in 2021 (again due to covid)
==== 2020 Meetups (all cancelled due to the Covid-19 pandemic ====
* Vancouver opendev+ptg https://www.openstack.org/events/opendev-ptg-2020/
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details being planned (South Korea)
* [https://superuser.openstack.org/articles/inside-open-infrastructure-the-latest-from-the-openstack-foundation-4/ Berlin Open Infrastructure Summit announced]

==== Meetup (London, 2020) (complete) ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Ops Meetups Team

2023-09-07T17:19:21Z

Cmorgan2: note last updated date

__NOTOC__
''Status: Active (last updated September 7th, 2023)''

Team Organizers: Chris Morgan <mihalis68@gmail.com>, Erik McCormick <emccormick@cirrusseven.com>, Amy Marrich <amy@demarco.com>, Arnaud Morin <arnaud.morin@gmail.com>

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [https://www.timeanddate.com/worldclock/usa/new-york-state 1000 US/New York time]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 10:00 AM, US/New York time (note, this will vary worldwide based on US daylight savings time). In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Ops Meetups Team

2023-09-07T17:17:40Z

Cmorgan2: remove Sean McGinnis ;(

__NOTOC__
''Status: Active (as of June 5th, 2018)''

Team Organizers: Chris Morgan <mihalis68@gmail.com>, Erik McCormick <emccormick@cirrusseven.com>, Amy Marrich <amy@demarco.com>, Arnaud Morin <arnaud.morin@gmail.com>

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [https://www.timeanddate.com/worldclock/usa/new-york-state 1000 US/New York time]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 10:00 AM, US/New York time (note, this will vary worldwide based on US daylight savings time). In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Ops Meetups Team

2023-09-07T16:38:56Z

Cmorgan2: remove belmiro @ cern since he's no longer there

__NOTOC__
''Status: Active (as of June 5th, 2018)''

Team Organizers: Chris Morgan <mihalis68@gmail.com>, Erik McCormick <emccormick@cirrusseven.com>, Sean McGinnis <sean.mcginnis@gmail.com>, Amy Marrich <amy@demarco.com>, Arnaud Morin <arnaud.morin@gmail.com>

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [https://www.timeanddate.com/worldclock/usa/new-york-state 1000 US/New York time]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 10:00 AM, US/New York time (note, this will vary worldwide based on US daylight savings time). In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Operations/Meetups

2022-06-13T23:24:45Z

Cmorgan2: link to proposal for meetup 2 2022

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== 2022 Second Ops Meetup ====
Possible host : Elastx (Stockholm), date target "summer"
* [https://etherpad.opendev.org/p/OPS-MEETUP-2-2022-PROPOSAL proposal etherpad]
==== 2022 Berlin Summit and Ops Meetup ====
* Summit https://openinfra.dev/summit/
* [https://www.eventbrite.com/e/openstack-ops-meetup-tickets-322813472787?aff=ebdssbdestsearch ops meetup tickets] (after the last day of the summit)
* [https://etherpad.opendev.org/p/ops-meetup-berlin-2022-planning planning etherpad for the ops meetup]
==== 2021 Events ====
No events occurred in 2021 (again due to covid)
==== 2020 Meetups (all cancelled due to the Covid-19 pandemic ====
* Vancouver opendev+ptg https://www.openstack.org/events/opendev-ptg-2020/
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details being planned (South Korea)
* [https://superuser.openstack.org/articles/inside-open-infrastructure-the-latest-from-the-openstack-foundation-4/ Berlin Open Infrastructure Summit announced]

==== Meetup (London, 2020) (complete) ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2022-06-13T23:09:21Z

Cmorgan2: Record hosting offer (elastic)

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== 2022 Second Ops Meetup ====
Possible host : Elastx (Stockholm), date target "summer"

==== 2022 Berlin Summit and Ops Meetup ====
* Summit https://openinfra.dev/summit/
* [https://www.eventbrite.com/e/openstack-ops-meetup-tickets-322813472787?aff=ebdssbdestsearch ops meetup tickets] (after the last day of the summit)
* [https://etherpad.opendev.org/p/ops-meetup-berlin-2022-planning planning etherpad for the ops meetup]
==== 2021 Events ====
No events occurred in 2021 (again due to covid)
==== 2020 Meetups (all cancelled due to the Covid-19 pandemic ====
* Vancouver opendev+ptg https://www.openstack.org/events/opendev-ptg-2020/
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details being planned (South Korea)
* [https://superuser.openstack.org/articles/inside-open-infrastructure-the-latest-from-the-openstack-foundation-4/ Berlin Open Infrastructure Summit announced]

==== Meetup (London, 2020) (complete) ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2022-04-26T19:52:16Z

Cmorgan2: link planning etherpad for berlin 2022

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== 2022 Berlin Summit and Ops Meetup ====
* Summit https://openinfra.dev/summit/
* [https://www.eventbrite.com/e/openstack-ops-meetup-tickets-322813472787?aff=ebdssbdestsearch ops meetup tickets] (after the last day of the summit)
* [https://etherpad.opendev.org/p/ops-meetup-berlin-2022-planning planning etherpad for the ops meetup]
==== 2021 Events ====
No events occurred in 2021 (again due to covid)
==== 2020 Meetups (all cancelled due to the Covid-19 pandemic ====
* Vancouver opendev+ptg https://www.openstack.org/events/opendev-ptg-2020/
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details being planned (South Korea)
* [https://superuser.openstack.org/articles/inside-open-infrastructure-the-latest-from-the-openstack-foundation-4/ Berlin Open Infrastructure Summit announced]

==== Meetup (London, 2020) (complete) ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2022-04-26T18:29:47Z

Cmorgan2:

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== 2022 Berlin Summit and Ops Meetup ====
* Summit https://openinfra.dev/summit/
* ops meetup (after the last day of the summit) https://www.eventbrite.com/e/openstack-ops-meetup-tickets-322813472787?aff=ebdssbdestsearch
* planning etherpads currently being consolidated
==== 2021 Events ====
No events occurred in 2021 (again due to covid)
==== 2020 Meetups (all cancelled due to the Covid-19 pandemic ====
* Vancouver opendev+ptg https://www.openstack.org/events/opendev-ptg-2020/
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details being planned (South Korea)
* [https://superuser.openstack.org/articles/inside-open-infrastructure-the-latest-from-the-openstack-foundation-4/ Berlin Open Infrastructure Summit announced]

==== Meetup (London, 2020) (complete) ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2022-04-26T18:27:47Z

Cmorgan2: Start linking to 2022 events.

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== 2022 Berlin Summit and Ops Meetup ====
* Summit https://openinfra.dev/summit/
* ops meetup (after the last day of the summit) https://www.eventbrite.com/e/openstack-ops-meetup-tickets-322813472787?aff=ebdssbdestsearch
==== 2021 Events ====
No events occurred in 2021 (again due to covid)
==== 2020 Meetups (all cancelled due to the Covid-19 pandemic ====
* Vancouver opendev+ptg https://www.openstack.org/events/opendev-ptg-2020/
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details being planned (South Korea)
* [https://superuser.openstack.org/articles/inside-open-infrastructure-the-latest-from-the-openstack-foundation-4/ Berlin Open Infrastructure Summit announced]

==== Meetup (London, 2020) (complete) ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2022-04-26T18:15:24Z

Cmorgan2: /* 2020 Meetups */

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== 2020 Meetups (all cancelled due to the Covid-19 pandemic ====
* Vancouver opendev+ptg https://www.openstack.org/events/opendev-ptg-2020/
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details being planned (South Korea)
* [https://superuser.openstack.org/articles/inside-open-infrastructure-the-latest-from-the-openstack-foundation-4/ Berlin Open Infrastructure Summit announced]

==== Meetup (London, 2020) (complete) ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Ops Meetups Team

2021-06-01T14:51:01Z

Cmorgan2: remove shintaro, van winkle, add amorin, belmoreira

__NOTOC__
''Status: Active (as of June 5th, 2018)''

Team Organizers: Chris Morgan <mihalis68@gmail.com>, Erik McCormick <emccormick@cirrusseven.com>, Sean McGinnis <sean.mcginnis@gmail.com>, Amy Marrich <amy@demarco.com>, Arnaud Morin <arnaud.morin@gmail.com>, Belmiro Moreira <belmiro.moreira@cern.ch>

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [https://www.timeanddate.com/worldclock/usa/new-york-state 1000 US/New York time]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 10:00 AM, US/New York time (note, this will vary worldwide based on US daylight savings time). In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Operations/Meetups

2020-02-18T15:51:44Z

Cmorgan2: /* Meetup (London, 2020) */

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== 2020 Meetups ====
* Vancouver opendev+ptg https://www.openstack.org/events/opendev-ptg-2020/
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details being planned (South Korea)
* [https://superuser.openstack.org/articles/inside-open-infrastructure-the-latest-from-the-openstack-foundation-4/ Berlin Open Infrastructure Summit announced]

==== Meetup (London, 2020) (complete) ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2020-02-18T15:51:11Z

Cmorgan2: /* Meetup (London, 2019) */

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== 2020 Meetups ====
* Vancouver opendev+ptg https://www.openstack.org/events/opendev-ptg-2020/
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details being planned (South Korea)
* [https://superuser.openstack.org/articles/inside-open-infrastructure-the-latest-from-the-openstack-foundation-4/ Berlin Open Infrastructure Summit announced]

==== Meetup (London, 2020) ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2020-02-18T15:50:48Z

Cmorgan2: /* 2020 Meetups */

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== 2020 Meetups ====
* Vancouver opendev+ptg https://www.openstack.org/events/opendev-ptg-2020/
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details being planned (South Korea)
* [https://superuser.openstack.org/articles/inside-open-infrastructure-the-latest-from-the-openstack-foundation-4/ Berlin Open Infrastructure Summit announced]

==== Meetup (London, 2019) ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2019-12-29T17:10:59Z

Cmorgan2: Update with event links for 2020 events

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">

==== 2020 Meetups ====
* [https://etherpad.openstack.org/p/ops-meetup-1st-2020 London proposal from Bloomberg]
* [https://go.bloomberg.com/attend/invite/openstack-operators-meetup-london2020/ Event registration for London Jan 7,8]
* [https://etherpad.openstack.org/p/LON-2020-OPS-TOPICS Planning/topics sheet for London, Jan 7,8 ]
* Vancouver Summit details TBD
* [https://etherpad.openstack.org/p/ops-meetup-2nd-korea-2020 South Korea proposal ]
* Second summit of 2020 details tbd (berlin?)

==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Ops Meetups Team

2019-09-12T17:18:38Z

Cmorgan2: restore VW as member of team!

__NOTOC__
''Status: Active (as of June 5th, 2018)''

Team Organizers: Matt Van Winkle <mvanwinkle@salesforce.com>, Shintaro Mizuno <mizuno.shintaro@lab.ntt.co.jp>, Chris Morgan <mihalis68@gmail.com>, Erik McCormick <emccormick@cirrusseven.com>, Sean McGinnis <sean.mcginnis@gmail.com>, Amy Marrich <amy@demarco.com>, Your Name Here!

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [https://www.timeanddate.com/worldclock/usa/new-york-state 1000 US/New York time]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 10:00 AM, US/New York time (note, this will vary worldwide based on US daylight savings time). In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Ops Meetups Team

2019-09-09T18:35:05Z

Cmorgan2: prune inactive members, add spotz

__NOTOC__
''Status: Active (as of June 5th, 2018)''

Team Organizers: Shintaro Mizuno <mizuno.shintaro@lab.ntt.co.jp>, Chris Morgan <mihalis68@gmail.com>, Erik McCormick <emccormick@cirrusseven.com>, Sean McGinnis <sean.mcginnis@gmail.com>, Amy Marrich <amy@demarco.com>, Your Name Here!

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [https://www.timeanddate.com/worldclock/usa/new-york-state 1000 US/New York time]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 10:00 AM, US/New York time (note, this will vary worldwide based on US daylight savings time). In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Operations/Meetups

2019-05-14T13:15:15Z

Cmorgan2:

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019 Bloomberg hosted proposal, NYC, Sept 3,4] this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2019-05-14T13:14:53Z

Cmorgan2:

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019] Bloomberg hosted proposal, NYC, Sept 3,4 this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP Planning etherpad for NYC, Sept 3,4]

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2019-05-14T13:14:16Z

Cmorgan2: Add link to planning etherpad for NYC 2019 ops meetup

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019] Bloomberg hosted proposal, NYC, Sept 3,4 this is approved
* [https://etherpad.openstack.org/p/NYC19-OPS-MEETUP] Planning etherpad for NYC, Sept 3,4

==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT
* Deutsche Telekom

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2019-04-16T20:54:33Z

Cmorgan2: add meetup 2 north america, plus an offer from bloomberg

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
==== Mid-cycle (North America, 2019) ====
* Targetting North America region following Tokyo and then Berlin
* [https://etherpad.openstack.org/p/ops-meetup-2nd-2019] Bloomberg hosted proposal, NYC, Sept 3,4
==== Mid-cycle (Berlin, 2019) ====
* EU region, with a research and academia focus
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2019-berlin Proposal is for Berlin, March 6-7 or 7-8.]
* [https://etherpad.openstack.org/p/BER-ops-meetup Planning etherpad]

==== Mid Cycle (Denver, September 2018) ====
* The OpsMeetup co-located with the Stein PTG (Denver, September 10-14 2018)
* [https://www.openstack.org/ptg/ Denver PTG]
* [https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018 Etherpad for Denver OpsMeetup]

==== Rocky release (Vancouver, May 21-24 2018) ====
* [https://wiki.openstack.org/wiki/Forum/Vancouver2018 Forum wiki page]

==== Mid Cycle (Tokyo, March 2018) ====
* [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
* [https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]

* venue discussion
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

==== Queens release (Sydney, November 6-8 2017) ====
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

==== Mid-Cycle (August, 2017) ====
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

==== Pike release (Boston, May 8-11, 2017) ====

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

==== Mid-Cycle (Mar, 2017) ====
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

====Mitaka release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "North America") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. Attendance has fluctuated over the years, but have generally ranged from 100 - 200. We have also had a varying number of parallel tracks depending on the facility:
* Theater/fishbowl style seating for 100-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
* At least 2 rooms to run parallel breakout sessions or a themed track is desirable but not required.
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and at the end of the event for a feedback session. The rest of the schedule can be broken out into tracks. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used separately in the afternoon. In Tokyo, the large room was used for general sessions while a smaller room was used for an NFV themed track which was of particular interest to many local attendees.
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers. This is sometimes provided by the host, but has also been sponsored separately.
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred
* Bloomberg
* Enter
* NTT

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Forum/Berlin2018

2018-11-15T12:18:22Z

Cmorgan2: title link for ops catch -up

The grand list of all of the Berlin 2018 [[Forum]] etherpads. Please add links to etherpads below!

At the Forum the entire OpenStack community (users and developers) gathers to brainstorm the requirements for the next release, gather feedback on the past version and have strategic discussions that go beyond just one release cycle. The Vancouver Forum is the start of the planning phase for the '''T''' development cycle. Please prepare session ideas with feedback from the '''Rocky''' release in mind.

See also - [https://www.openstack.org/summit/berlin-2018/summit-schedule/#day=2018-11-13&track_groups=86 Full Forum Schedule]

===Tuesday, November 13===
* [1100 - 1140] - Release Team onboarding
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-cells-v2-updates Cells v2 updates]
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-ironic-operator-feedback Ironic Operator Feedback]
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-passport-program-feedback OpenStack Passport Program - feedback and next step]
* [1150 - 1230] - [https://etherpad.openstack.org/p/BER-Contrib-Portal-Feedback StoryBoard Migration: The Remaining Blockers ]
* [1150 - 1230] - [https://etherpad.openstack.org/p/BER-container-security Cross-project forum: securing containerized infrastructure]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-missing-features-public-cloud Far From Done: Public Clouds Needs You]
* [1340 - 1420] - [https://etherpad.openstack.org/p/api-berlin-forum-brainstorming Cross-project Open API 3.0 support]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-ironic-hardware-inventory Hardware Inventory with Ironic]
* [1430 - 1510] - [https://etherpad.openstack.org/p/BER-getting-users-involved Getting OpenStack users involved in the project ]
* [1430 - 1510] - [https://etherpad.openstack.org/p/BER-Cinder_Usage_Outside_OpenStack Cinder Usage Outside OpenStack]
* [1520 - 1600] - [https://etherpad.openstack.org/p/Creating_a_cinder_data_service Creating a Cinder Data Service]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-tc-community-outreach Community outreach when culture, time zones, and language differ]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-public-cloud-wg Public Cloud WG Meeting]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-Cinder_User_Survey_Responses Cinder User Survey Feedback Session]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-airship-qa Leveraging Airship as an integration and QA enabler]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-Cinder_at_the_Edge Cinder and its role at the Edge]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-reusable-zuul-job-configurations Reusable Zuul Job Configurations]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-qa-onboarding QA onboarding]

===Wednesday, November 14===
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-nfv-hpc-pain-points NFV/HPC pain points ]
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-qa-ops-user-feedback Users / Operators adoption of QA tools / plugins]
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-zuul-jobs-marketplace A marketplace for sharing Zuul jobs and roles]
* [1150 - 1230] - [https://etherpad.openstack.org/p/expose-sigs-and-wgs Expose SIGs and WGs]
* [1150 - 1230] - [https://etherpad.openstack.org/p/Berlin2018-Forum-ceph-is-great Ceph is great for openstack and you should use it]
* [1150 - 1230] - [https://etherpad.openstack.org/p/BER-bfv-improvements Boot from volume (BFV) improvements]
* [1340 - 1420] - [https://etherpad.openstack.org/p/heat-user-berlin Orchestration (Heat) Ops/Users feedback session]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-better-expose-what-we-produce OpenStack: Better expose what we produce ]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-integrating-iot-device-mgmt-with-edge-cloud Integrating IOT Device Management with the Edge Cloud]
* [1430 - 1510] - [https://etherpad.openstack.org/p/Berlin2018-Forum-Extending-Blazar-reservations Extending Blazar reservations to new resource types]
* [1430 - 1510] - [https://etherpad.openstack.org/p/BER-opendev-feedback-and-missing-features OpenDev (nee Infra team) feedback and missing features]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-Contrib-Guide-Ops The Contributor Guide: Ops Feedback Session]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-ironic-smartnics Smartnics, Ironic, Neutron]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-edge-use-cases-and-requirements Edge use cases and requirements]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-ask-me-anything-about-starlingx Ask Me Anything ... about StarlingX]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-deletion-of-project-resources Deletion of project and project resources ]
* [1620 - 1700] - [https://etherpad.openstack.org/p/Kata-POC-Ber-Forum What's stopping you from starting a Kata proof-of-concept today?]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-ironic-edge Baremetal at the Edge]
* [1710 - 1750] - [https://etherpad.openstack.org/p/Container-Isolation-BerlinForum Exactly how much is more container isolation worth to you?]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-getting-operators-bugfixes-upstreamed Getting operators bugfixes upstreamed]

===Thursday, November 15===
* [0900 - 0940] - [https://etherpad.openstack.org/p/BER-bug-triage Bug triage: Why not all the community?]
* [0900 - 0940] - [https://etherpad.openstack.org/p/autoscaling-integration-and-feedback Autoscaling Integration, improvement, and feedback]
* [0900 - 0940] - [https://etherpad.openstack.org/p/Kata-K8s-Integration-BerlinForum Kata Containers Kubernetes integration: CRI, OCI, and containerd shimv2 API]
* [0950 - 1030] - [https://etherpad.openstack.org/p/manila-berlin Setting the compass for Manila RWX cloud storage]
* [0950 - 1030] - [https://etherpad.openstack.org/p/BER-deployment-tools Developing a Standard Deployment Tools Comparison]
* [0950 - 1030] - [https://etherpad.openstack.org/p/BER-volume-encryption-forum Volume Encryption]
* [1050 - 1130] - [https://etherpad.openstack.org/p/BER-cross-technical-leadership Cross-technical leadership session (OpenStack, Kata, StarlingX, Airship, Zuul)]
* [1050 - 1130] - [https://etherpad.openstack.org/p/BER-Ops-Community-Docs Ops Docs working session]
* [1050 - 1130] - [https://etherpad.openstack.org/p/BER-Contrib-Portal Making the Contributor Portal More Useful]
* [1140 - 1240] - [https://etherpad.openstack.org/p/BER-stein-keystone-as-idp Keystone as an Identity Provider Proxy]
* [1140 - 1240] - [https://etherpad.openstack.org/p/BER-concurrency-limits-for-resource-creati Concurrency limits for service instance creation]
* [1220 - 1340] - [https://etherpad.openstack.org/p/BER-Feedback-Session Feedback Session (L1 7.1a/NY1)]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-change-ownership-of-resources Change of ownership of resources ]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-containerized-app-reqmts-on-kubernetes-at-edge Containerized Applications' Requirements on Kubernetes Cluster at the Edge]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-sdk-certification You don't know nothing about Public Cloud SDKs, yet]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-uc OpenStack User Committee]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-stein-keystone-feedback Keystone Operator Feedback]
* [1430 - 1510] - [https://etherpad.openstack.org/p/BER-MVP-architecture-for-edge MVP (Minimum Viable Product) architecture for edge]
* [1430 - 1510] - [https://etherpad.openstack.org/p/BER-placement-extract Update on placement extraction from nova]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-python-bindings-for-the-placement-api Python bindings for the placement API]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-Ops-Catch-up Ops Meetups team catch-up]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-tc-vision-retrospective Technical Committee Vision Retrospective]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-rally-tempest-change-validation Using Rally/Tempest for change validation]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-18-kayobe-feedback-roadmap Kayobe user feedback & roadmap]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-t-series-goals T series community goal discussion]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-Forum-Fenix-Upgrade Fenix - Rolling Maintenance and Upgrade]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-tripleo-undercloud-edge TripleO Edge undercloud architecture]

==List of Brainstorming Etherpads (Historical)==
Topic selection is now complete, but see below for session idea brainstorming that was done prior to selection.

'''These are just kept for historical reference. Please do not use for any additional ideas.'''

====Catch-alls====
If you want to post an idea, but aren't working with a specific team or working group, you can use these:
* [https://etherpad.openstack.org/p/BER-TC-brainstorming Technical Committee Catch-all]
* [https://etherpad.openstack.org/p/BER-UC-brainstorming User Committee Catch-all]

====Etherpads from Teams and Working Groups====
* [https://etherpad.openstack.org/p/AirshipBerlinForumBrainstorming Airship]
* [https://etherpad.openstack.org/p/api-berlin-forum-brainstorming API]
* [https://etherpad.openstack.org/p/Berlin-stein-forum-blazar-brainstorming Blazar]
* [https://etherpad.openstack.org/p/cinder-berlin-forum-proposals Cinder]
* [https://etherpad.openstack.org/p/cyborg-forum-berlin Cyborg]
* [https://etherpad.openstack.org/p/ECGBerlinForumBrainstorming Edge Computing Group]
* [https://etherpad.openstack.org/p/fenix-forum-stein Fenix]
* [https://etherpad.openstack.org/p/FC_SIG_BER_Planning First Contact SIG]
* [https://etherpad.openstack.org/p/BER-infra-brainstorming Infra/Winterscale/TBD]
* [https://etherpad.openstack.org/p/BER-stein-forum-heat-brainstorming Heat]
* [https://etherpad.openstack.org/p/BER-stein-forum-ironic-brainstorming Ironic]
* [https://etherpad.openstack.org/p/KataBerlinForum Kata Containers]
* [https://etherpad.openstack.org/p/kayobe-stein-summit Kayobe]
* [https://etherpad.openstack.org/p/BER-keystone-forum-sessions Keystone]
* [https://etherpad.openstack.org/p/kolla-forum-stein Kolla]
* [https://etherpad.openstack.org/p/manila-berlin-forum-brainstorm Manila]
* [https://etherpad.openstack.org/p/berlin-monasca-forum-brainstorming Monasca]
* [https://etherpad.openstack.org/p/nova-forum-stein Nova]
* [https://etherpad.openstack.org/p/OSA-berlin-planning OpenStack-Ansible]
* [https://etherpad.openstack.org/p/OpenStackHelmBerlinForumBrainstorming OpenStack-Helm]
* [https://etherpad.openstack.org/p/ops-forum-stein Operators]
* [https://etherpad.openstack.org/p/BER-public-cloud-wg Public Cloud WG]
* [https://etherpad.openstack.org/p/berlin-stein-forum-qa-brainstorming QA]
* [https://etherpad.openstack.org/p/BER-stein-forum-scientific-sig Scientific SIG]
* [https://etherpad.openstack.org/p/berlin-self-healing-sig-brainstorm Self-Healing SIG]
* [https://etherpad.openstack.org/p/StarlingXBerlinForumBrainstorming StarlingX]
* [https://etherpad.openstack.org/p/tripleo-forum-stein TripleO]
* [https://etherpad.openstack.org/p/BER-zuul-brainstorming Zuul]

Forum/Berlin2018

2018-11-15T12:17:21Z

Cmorgan2: add link for ops meetups team catch-up

The grand list of all of the Berlin 2018 [[Forum]] etherpads. Please add links to etherpads below!

At the Forum the entire OpenStack community (users and developers) gathers to brainstorm the requirements for the next release, gather feedback on the past version and have strategic discussions that go beyond just one release cycle. The Vancouver Forum is the start of the planning phase for the '''T''' development cycle. Please prepare session ideas with feedback from the '''Rocky''' release in mind.

See also - [https://www.openstack.org/summit/berlin-2018/summit-schedule/#day=2018-11-13&track_groups=86 Full Forum Schedule]

===Tuesday, November 13===
* [1100 - 1140] - Release Team onboarding
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-cells-v2-updates Cells v2 updates]
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-ironic-operator-feedback Ironic Operator Feedback]
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-passport-program-feedback OpenStack Passport Program - feedback and next step]
* [1150 - 1230] - [https://etherpad.openstack.org/p/BER-Contrib-Portal-Feedback StoryBoard Migration: The Remaining Blockers ]
* [1150 - 1230] - [https://etherpad.openstack.org/p/BER-container-security Cross-project forum: securing containerized infrastructure]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-missing-features-public-cloud Far From Done: Public Clouds Needs You]
* [1340 - 1420] - [https://etherpad.openstack.org/p/api-berlin-forum-brainstorming Cross-project Open API 3.0 support]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-ironic-hardware-inventory Hardware Inventory with Ironic]
* [1430 - 1510] - [https://etherpad.openstack.org/p/BER-getting-users-involved Getting OpenStack users involved in the project ]
* [1430 - 1510] - [https://etherpad.openstack.org/p/BER-Cinder_Usage_Outside_OpenStack Cinder Usage Outside OpenStack]
* [1520 - 1600] - [https://etherpad.openstack.org/p/Creating_a_cinder_data_service Creating a Cinder Data Service]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-tc-community-outreach Community outreach when culture, time zones, and language differ]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-public-cloud-wg Public Cloud WG Meeting]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-Cinder_User_Survey_Responses Cinder User Survey Feedback Session]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-airship-qa Leveraging Airship as an integration and QA enabler]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-Cinder_at_the_Edge Cinder and its role at the Edge]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-reusable-zuul-job-configurations Reusable Zuul Job Configurations]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-qa-onboarding QA onboarding]

===Wednesday, November 14===
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-nfv-hpc-pain-points NFV/HPC pain points ]
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-qa-ops-user-feedback Users / Operators adoption of QA tools / plugins]
* [1100 - 1140] - [https://etherpad.openstack.org/p/BER-zuul-jobs-marketplace A marketplace for sharing Zuul jobs and roles]
* [1150 - 1230] - [https://etherpad.openstack.org/p/expose-sigs-and-wgs Expose SIGs and WGs]
* [1150 - 1230] - [https://etherpad.openstack.org/p/Berlin2018-Forum-ceph-is-great Ceph is great for openstack and you should use it]
* [1150 - 1230] - [https://etherpad.openstack.org/p/BER-bfv-improvements Boot from volume (BFV) improvements]
* [1340 - 1420] - [https://etherpad.openstack.org/p/heat-user-berlin Orchestration (Heat) Ops/Users feedback session]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-better-expose-what-we-produce OpenStack: Better expose what we produce ]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-integrating-iot-device-mgmt-with-edge-cloud Integrating IOT Device Management with the Edge Cloud]
* [1430 - 1510] - [https://etherpad.openstack.org/p/Berlin2018-Forum-Extending-Blazar-reservations Extending Blazar reservations to new resource types]
* [1430 - 1510] - [https://etherpad.openstack.org/p/BER-opendev-feedback-and-missing-features OpenDev (nee Infra team) feedback and missing features]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-Contrib-Guide-Ops The Contributor Guide: Ops Feedback Session]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-ironic-smartnics Smartnics, Ironic, Neutron]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-edge-use-cases-and-requirements Edge use cases and requirements]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-ask-me-anything-about-starlingx Ask Me Anything ... about StarlingX]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-deletion-of-project-resources Deletion of project and project resources ]
* [1620 - 1700] - [https://etherpad.openstack.org/p/Kata-POC-Ber-Forum What's stopping you from starting a Kata proof-of-concept today?]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-ironic-edge Baremetal at the Edge]
* [1710 - 1750] - [https://etherpad.openstack.org/p/Container-Isolation-BerlinForum Exactly how much is more container isolation worth to you?]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-getting-operators-bugfixes-upstreamed Getting operators bugfixes upstreamed]

===Thursday, November 15===
* [0900 - 0940] - [https://etherpad.openstack.org/p/BER-bug-triage Bug triage: Why not all the community?]
* [0900 - 0940] - [https://etherpad.openstack.org/p/autoscaling-integration-and-feedback Autoscaling Integration, improvement, and feedback]
* [0900 - 0940] - [https://etherpad.openstack.org/p/Kata-K8s-Integration-BerlinForum Kata Containers Kubernetes integration: CRI, OCI, and containerd shimv2 API]
* [0950 - 1030] - [https://etherpad.openstack.org/p/manila-berlin Setting the compass for Manila RWX cloud storage]
* [0950 - 1030] - [https://etherpad.openstack.org/p/BER-deployment-tools Developing a Standard Deployment Tools Comparison]
* [0950 - 1030] - [https://etherpad.openstack.org/p/BER-volume-encryption-forum Volume Encryption]
* [1050 - 1130] - [https://etherpad.openstack.org/p/BER-cross-technical-leadership Cross-technical leadership session (OpenStack, Kata, StarlingX, Airship, Zuul)]
* [1050 - 1130] - [https://etherpad.openstack.org/p/BER-Ops-Community-Docs Ops Docs working session]
* [1050 - 1130] - [https://etherpad.openstack.org/p/BER-Contrib-Portal Making the Contributor Portal More Useful]
* [1140 - 1240] - [https://etherpad.openstack.org/p/BER-stein-keystone-as-idp Keystone as an Identity Provider Proxy]
* [1140 - 1240] - [https://etherpad.openstack.org/p/BER-concurrency-limits-for-resource-creati Concurrency limits for service instance creation]
* [1220 - 1340] - [https://etherpad.openstack.org/p/BER-Feedback-Session Feedback Session (L1 7.1a/NY1)]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-change-ownership-of-resources Change of ownership of resources ]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-containerized-app-reqmts-on-kubernetes-at-edge Containerized Applications' Requirements on Kubernetes Cluster at the Edge]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-sdk-certification You don't know nothing about Public Cloud SDKs, yet]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-uc OpenStack User Committee]
* [1340 - 1420] - [https://etherpad.openstack.org/p/BER-stein-keystone-feedback Keystone Operator Feedback]
* [1430 - 1510] - [https://etherpad.openstack.org/p/BER-MVP-architecture-for-edge MVP (Minimum Viable Product) architecture for edge]
* [1430 - 1510] - [https://etherpad.openstack.org/p/BER-placement-extract Update on placement extraction from nova]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-python-bindings-for-the-placement-api Python bindings for the placement API]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-Ops-Catch-up]
* [1520 - 1600] - [https://etherpad.openstack.org/p/BER-tc-vision-retrospective Technical Committee Vision Retrospective]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-rally-tempest-change-validation Using Rally/Tempest for change validation]
* [1620 - 1700] - [https://etherpad.openstack.org/p/BER-18-kayobe-feedback-roadmap Kayobe user feedback & roadmap]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-t-series-goals T series community goal discussion]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-Forum-Fenix-Upgrade Fenix - Rolling Maintenance and Upgrade]
* [1710 - 1750] - [https://etherpad.openstack.org/p/BER-tripleo-undercloud-edge TripleO Edge undercloud architecture]

==List of Brainstorming Etherpads (Historical)==
Topic selection is now complete, but see below for session idea brainstorming that was done prior to selection.

'''These are just kept for historical reference. Please do not use for any additional ideas.'''

====Catch-alls====
If you want to post an idea, but aren't working with a specific team or working group, you can use these:
* [https://etherpad.openstack.org/p/BER-TC-brainstorming Technical Committee Catch-all]
* [https://etherpad.openstack.org/p/BER-UC-brainstorming User Committee Catch-all]

====Etherpads from Teams and Working Groups====
* [https://etherpad.openstack.org/p/AirshipBerlinForumBrainstorming Airship]
* [https://etherpad.openstack.org/p/api-berlin-forum-brainstorming API]
* [https://etherpad.openstack.org/p/Berlin-stein-forum-blazar-brainstorming Blazar]
* [https://etherpad.openstack.org/p/cinder-berlin-forum-proposals Cinder]
* [https://etherpad.openstack.org/p/cyborg-forum-berlin Cyborg]
* [https://etherpad.openstack.org/p/ECGBerlinForumBrainstorming Edge Computing Group]
* [https://etherpad.openstack.org/p/fenix-forum-stein Fenix]
* [https://etherpad.openstack.org/p/FC_SIG_BER_Planning First Contact SIG]
* [https://etherpad.openstack.org/p/BER-infra-brainstorming Infra/Winterscale/TBD]
* [https://etherpad.openstack.org/p/BER-stein-forum-heat-brainstorming Heat]
* [https://etherpad.openstack.org/p/BER-stein-forum-ironic-brainstorming Ironic]
* [https://etherpad.openstack.org/p/KataBerlinForum Kata Containers]
* [https://etherpad.openstack.org/p/kayobe-stein-summit Kayobe]
* [https://etherpad.openstack.org/p/BER-keystone-forum-sessions Keystone]
* [https://etherpad.openstack.org/p/kolla-forum-stein Kolla]
* [https://etherpad.openstack.org/p/manila-berlin-forum-brainstorm Manila]
* [https://etherpad.openstack.org/p/berlin-monasca-forum-brainstorming Monasca]
* [https://etherpad.openstack.org/p/nova-forum-stein Nova]
* [https://etherpad.openstack.org/p/OSA-berlin-planning OpenStack-Ansible]
* [https://etherpad.openstack.org/p/OpenStackHelmBerlinForumBrainstorming OpenStack-Helm]
* [https://etherpad.openstack.org/p/ops-forum-stein Operators]
* [https://etherpad.openstack.org/p/BER-public-cloud-wg Public Cloud WG]
* [https://etherpad.openstack.org/p/berlin-stein-forum-qa-brainstorming QA]
* [https://etherpad.openstack.org/p/BER-stein-forum-scientific-sig Scientific SIG]
* [https://etherpad.openstack.org/p/berlin-self-healing-sig-brainstorm Self-Healing SIG]
* [https://etherpad.openstack.org/p/StarlingXBerlinForumBrainstorming StarlingX]
* [https://etherpad.openstack.org/p/tripleo-forum-stein TripleO]
* [https://etherpad.openstack.org/p/BER-zuul-brainstorming Zuul]

Forum/Berlin2018

2018-10-30T16:24:55Z

Cmorgan2: add a link for the forum operators ceph session

Operation Docs SIG

2018-09-18T01:29:28Z

Cmorgan2: Initial operations docs sig landing page

== Operation Docs SIG ==

=== Mission ===

This [[OpenStack_SIGs|SIG]] is for those interested in operator guide documentation to make running OpenStack clouds easier and more efficient.

=== Documents ===

* [https://docs.openstack.org/operations-guide/index.html OpenStack operations guide], a must-read
* [http://docs.openstack.org/arch-design/content/ OpenStack architecture design guide]
* [http://docs.openstack.org/security-guide/content/ OpenStack security guide]
* [http://docs.openstack.org/ OpenStack documentation site]
* The OpenStack Operators Team of Japan has [[JP-Ops-Team|some documents here]]

=== SIG Chairs ===

* [[User:Sean McGinnis|Sean McGinnis]]
* [[User:Chris Morgan|Chris Morgan]]

Operations

2018-09-12T21:47:27Z

Cmorgan2: Fix the link to the operations guide

So you're an operator using [[OpenStack]]. This page is an attempt to collect recommendations for how to have a good experience running [[OpenStack]].

=Participate=
There is a dedicated mailing list for operators, go to http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators to subscribe. You can also dig the [http://lists.openstack.org/pipermail/openstack-operators/ archives] which contain plenty of valuable information.

There is the <code><nowiki>#openstack-operators</nowiki></code> channel on IRC for live conversations. There is also a [http://eavesdrop.openstack.org/#OpenStack_OSOps_Team biweekly team meeting]. (ancient meeting logs [[Meetings/openstack-operators|here]])

Since Juno, operators gather during the Design summit for an official Operators meetup, and somewhere mid-cycle. They can discuss together as well as with OpenStack developers and contributors. Check the [[Operations/Meetups]] page for more information.

There are also a number of [[Governance/Foundation/UserCommittee#Working_Groups_and_Teams|working groups]] you can participate in.

=Documentation=

* [https://docs.openstack.org/operations-guide/index.html OpenStack operations guide], a must-read
* [http://docs.openstack.org/arch-design/content/ OpenStack architecture design guide]
* [http://docs.openstack.org/security-guide/content/ OpenStack security guide]
* [http://docs.openstack.org/ OpenStack documentation site]
* The OpenStack Operators Team of Japan has [[JP-Ops-Team|some documents here]]

= Use Cases =
Operators have a variety of things they need to do on a day to day basis. Tracking and classifying these will offer important insight for the developers. Check them on [[Operations/UseCases]].

= Tools =
A [[Operations/Tools|list of tools]] developed to help with day-to-day [[OpenStack]] Operations tasks.

= Monitoring =
There have been a few discussions specifically about [[Operations/Monitoring|Monitoring]] at the [[Operations/Meetups]].

= Working Groups =
These working groups are specific to Operators and function.
* [[Operators Tools and Monitoring]]

= Bug reporting =

First check the [[Bugs#Reporting]] page. It is often hard for developers to help with bugs filed from operations staff unless they include as much information about the problem experienced. You'll also find that your bug will get more attention if you use the right tags so that its visible to the developers.

Specifically:
* please include the version you're running (both [[OpenStack]] release, and where you got the packages from if relevant).
* tag the bug with the "ops" tag. When reporting a new bug, you need to expand the "extra options" field to add a tag (see [[media:Launchpad.report.bug.png|image]]). For an existing bug, the "Add tags" link is right after the bug's description (see [[media:Bugs_launchpad_add_tag.png|image]]).
* if you think the bug is trivial, for example a log message emitted at the wrong level, please tag it as "low-hanging-fruit" as well.
* include any logs which seem relevant.
* describe your production environment -- what database you use, approximately how many machines, and so on.
* subscribe the 'openstack-ops' Launchpad team to the bug.
* If you know that other people are also affected by the bug, encourage them to go to the Launchpad bug page and click on the "Does this bug affect you?" link (see [[media:Bugs.launchpad.net.png|image]]). This will increase the "heat" of the bug which is an indication of importance for developers.

See [[Operations/Bugs]] to get the list of bugs tagged with 'ops'.

= Example Configs =
The OSOPS Git repository has a selection of real configs you can look at : http://git.openstack.org/cgit/openstack/osops-example-configs

PTG/Stein/Etherpads

2018-07-24T14:05:02Z

Cmorgan2: add ops meetup

PTG/Queens/Etherpads

2018-07-24T14:04:19Z

Cmorgan2: remove ops meetup, wrong page

__NOTOC__

This is the list of etherpads for the Projects Team Gathering in Denver. Each team can organize the content on their allocated day(s) in the way that seems to most appropriate to them. We suspect most teams will avoid strict timeboxed slots and will use etherpads to list topics to cover. This page lists those etherpads for easy reference.

For more details on the event, see the [https://www.openstack.org/ptg/ event website].

For what's happening '''right now''', see the [http://ptg.openstack.org/ptg.html ptgbot page].

=== Whole Week ===
* Infra: https://etherpad.openstack.org/p/infra-ptg-queens
* QA: https://etherpad.openstack.org/p/qa-queens-ptg

=== Monday -> Tuesday ===
* API: https://etherpad.openstack.org/p/api-ptg-queens
* CLI (OpenStackClient, OpenStackSDK, Shade, etc): https://etherpad.openstack.org/p/osc-queens-ptg
* Deployment: https://etherpad.openstack.org/p/deployment-queens
* Docs & i18n: https://etherpad.openstack.org/p/docs-i18n-ptg-queens
* ETSI NFV & OpenStack Workshop: https://etherpad.openstack.org/p/etsi-nfv-openstack-gathering-denver
* Horizon: https://etherpad.openstack.org/p/horizon-ptg-queens
* Oslo: https://etherpad.openstack.org/p/oslo-ptg-queens
* Policy Goals: https://etherpad.openstack.org/p/policy-queens-ptg
* Refstack: https://etherpad.openstack.org/p/InteropDenver2017PTG
* Release Mgmt: https://etherpad.openstack.org/p/queens-PTG-relmgt
* Requirements: https://etherpad.openstack.org/p/queens-PTG-requirements
* Reusable components for adjacent Techs: https://etherpad.openstack.org/p/adjacent-ptg-queens
* (RPM) Packaging: https://etherpad.openstack.org/p/rpm-packaging-queens-ptg
* SDK (API consumer SIG): https://etherpad.openstack.org/p/sdk-ptg-queens
* Simplification: https://etherpad.openstack.org/p/simplifying-os
* Skip Level Upgrades: https://etherpad.openstack.org/p/queens-PTG-skip-level-upgrades
* Stable: https://etherpad.openstack.org/p/queens-PTG-stable
* Technical Committee / Stewardship WG: https://etherpad.openstack.org/p/queens-PTG-TC-SWG
* VM & BM SIG: https://etherpad.openstack.org/p/queens-PTG-vmbm

=== Wednesday -> Thursday ===
* Barbican: https://etherpad.openstack.org/p/barbican-ptg-queens
* Charms: https://etherpad.openstack.org/p/ptg-queens-charms
* Congress: https://etherpad.openstack.org/p/congress-ptg-queens
* Docs & i18n: https://etherpad.openstack.org/p/docs-i18n-ptg-queens
* Freezer: https://etherpad.openstack.org/p/freezer-ptg-queens
* Glare: https://etherpad.openstack.org/p/glare-ptg-queens
* Heat: https://etherpad.openstack.org/p/heat-queens-ptg
* Mistral: https://etherpad.openstack.org/p/mistral-ptg-queens
* Puppet: https://etherpad.openstack.org/p/puppet-queens-ptg
* Sahara: https://etherpad.openstack.org/p/sahara-queens-ptg
* Trove: https://etherpad.openstack.org/p/trove-queens-ptg
* Watcher: https://etherpad.openstack.org/p/queens-watcher-ptg
* Cyborg: https://etherpad.openstack.org/p/cyborg-queens-ptg

=== Wednesday -> Friday ===
* Ansible: https://etherpad.openstack.org/p/osa-denver-PTG-planning
* Cinder: https://etherpad.openstack.org/p/cinder-ptg-queens
* Glance: https://etherpad.openstack.org/p/glance-queens-ptg
* Ironic: https://etherpad.openstack.org/p/ironic-queens-ptg
* Keystone: https://etherpad.openstack.org/p/keystone-queens-ptg
* Kolla: https://etherpad.openstack.org/p/kolla-queens-ptg-schedule
* Neutron: https://etherpad.openstack.org/p/neutron-queens-ptg
* Nova: https://etherpad.openstack.org/p/nova-ptg-queens
* Octavia: https://etherpad.openstack.org/p/octavia-ptg-queens
* Swift: https://etherpad.openstack.org/p/swift-ptg-queens
* TripleO: https://etherpad.openstack.org/p/tripleo-ptg-queens

=== Shorter sessions ===
Some sessions were much shorter than a day and fell outside the scope of the more formally allocated topic rooms.

* Self-healing SIG (Tuesday morning): https://etherpad.openstack.org/p/self-healing-queens-ptg
* Contributor portal (Wednesday afternoon): https://etherpad.openstack.org/p/contributor-portal
* PTG event feedback (Thursday lunch): https://etherpad.openstack.org/p/queens-PTG-feedback (make sure to read to the end ;-)

=== Not In Denver ===
Some teams will not be meeting in Denver but will have separate PTG events.

* Manila: https://etherpad.openstack.org/p/manila-ptg-queens
* Monasca: https://etherpad.openstack.org/p/monasca_queens_midcycle
* Vitrage: https://etherpad.openstack.org/p/vitrage-ptg-queens
* Tacker: https://etherpad.openstack.org/p/tacker-queen-grooming
* Murano: https://etherpad.openstack.org/p/murano-denver-ptg

PTG/Queens/Etherpads

2018-07-24T14:02:37Z

Cmorgan2: fix alphabetical ordering

__NOTOC__

This is the list of etherpads for the Projects Team Gathering in Denver. Each team can organize the content on their allocated day(s) in the way that seems to most appropriate to them. We suspect most teams will avoid strict timeboxed slots and will use etherpads to list topics to cover. This page lists those etherpads for easy reference.

For more details on the event, see the [https://www.openstack.org/ptg/ event website].

For what's happening '''right now''', see the [http://ptg.openstack.org/ptg.html ptgbot page].

=== Whole Week ===
* Infra: https://etherpad.openstack.org/p/infra-ptg-queens
* QA: https://etherpad.openstack.org/p/qa-queens-ptg

=== Monday -> Tuesday ===
* API: https://etherpad.openstack.org/p/api-ptg-queens
* CLI (OpenStackClient, OpenStackSDK, Shade, etc): https://etherpad.openstack.org/p/osc-queens-ptg
* Deployment: https://etherpad.openstack.org/p/deployment-queens
* Docs & i18n: https://etherpad.openstack.org/p/docs-i18n-ptg-queens
* ETSI NFV & OpenStack Workshop: https://etherpad.openstack.org/p/etsi-nfv-openstack-gathering-denver
* Horizon: https://etherpad.openstack.org/p/horizon-ptg-queens
* Ops Meetup: https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018
* Oslo: https://etherpad.openstack.org/p/oslo-ptg-queens
* Policy Goals: https://etherpad.openstack.org/p/policy-queens-ptg
* Refstack: https://etherpad.openstack.org/p/InteropDenver2017PTG
* Release Mgmt: https://etherpad.openstack.org/p/queens-PTG-relmgt
* Requirements: https://etherpad.openstack.org/p/queens-PTG-requirements
* Reusable components for adjacent Techs: https://etherpad.openstack.org/p/adjacent-ptg-queens
* (RPM) Packaging: https://etherpad.openstack.org/p/rpm-packaging-queens-ptg
* SDK (API consumer SIG): https://etherpad.openstack.org/p/sdk-ptg-queens
* Simplification: https://etherpad.openstack.org/p/simplifying-os
* Skip Level Upgrades: https://etherpad.openstack.org/p/queens-PTG-skip-level-upgrades
* Stable: https://etherpad.openstack.org/p/queens-PTG-stable
* Technical Committee / Stewardship WG: https://etherpad.openstack.org/p/queens-PTG-TC-SWG
* VM & BM SIG: https://etherpad.openstack.org/p/queens-PTG-vmbm

=== Wednesday -> Thursday ===
* Barbican: https://etherpad.openstack.org/p/barbican-ptg-queens
* Charms: https://etherpad.openstack.org/p/ptg-queens-charms
* Congress: https://etherpad.openstack.org/p/congress-ptg-queens
* Docs & i18n: https://etherpad.openstack.org/p/docs-i18n-ptg-queens
* Freezer: https://etherpad.openstack.org/p/freezer-ptg-queens
* Glare: https://etherpad.openstack.org/p/glare-ptg-queens
* Heat: https://etherpad.openstack.org/p/heat-queens-ptg
* Mistral: https://etherpad.openstack.org/p/mistral-ptg-queens
* Puppet: https://etherpad.openstack.org/p/puppet-queens-ptg
* Sahara: https://etherpad.openstack.org/p/sahara-queens-ptg
* Trove: https://etherpad.openstack.org/p/trove-queens-ptg
* Watcher: https://etherpad.openstack.org/p/queens-watcher-ptg
* Cyborg: https://etherpad.openstack.org/p/cyborg-queens-ptg

=== Wednesday -> Friday ===
* Ansible: https://etherpad.openstack.org/p/osa-denver-PTG-planning
* Cinder: https://etherpad.openstack.org/p/cinder-ptg-queens
* Glance: https://etherpad.openstack.org/p/glance-queens-ptg
* Ironic: https://etherpad.openstack.org/p/ironic-queens-ptg
* Keystone: https://etherpad.openstack.org/p/keystone-queens-ptg
* Kolla: https://etherpad.openstack.org/p/kolla-queens-ptg-schedule
* Neutron: https://etherpad.openstack.org/p/neutron-queens-ptg
* Nova: https://etherpad.openstack.org/p/nova-ptg-queens
* Octavia: https://etherpad.openstack.org/p/octavia-ptg-queens
* Swift: https://etherpad.openstack.org/p/swift-ptg-queens
* TripleO: https://etherpad.openstack.org/p/tripleo-ptg-queens

=== Shorter sessions ===
Some sessions were much shorter than a day and fell outside the scope of the more formally allocated topic rooms.

* Self-healing SIG (Tuesday morning): https://etherpad.openstack.org/p/self-healing-queens-ptg
* Contributor portal (Wednesday afternoon): https://etherpad.openstack.org/p/contributor-portal
* PTG event feedback (Thursday lunch): https://etherpad.openstack.org/p/queens-PTG-feedback (make sure to read to the end ;-)

=== Not In Denver ===
Some teams will not be meeting in Denver but will have separate PTG events.

* Manila: https://etherpad.openstack.org/p/manila-ptg-queens
* Monasca: https://etherpad.openstack.org/p/monasca_queens_midcycle
* Vitrage: https://etherpad.openstack.org/p/vitrage-ptg-queens
* Tacker: https://etherpad.openstack.org/p/tacker-queen-grooming
* Murano: https://etherpad.openstack.org/p/murano-denver-ptg

PTG/Queens/Etherpads

2018-07-24T13:51:27Z

Cmorgan2: Add an etherpad link for ops topics

__NOTOC__

This is the list of etherpads for the Projects Team Gathering in Denver. Each team can organize the content on their allocated day(s) in the way that seems to most appropriate to them. We suspect most teams will avoid strict timeboxed slots and will use etherpads to list topics to cover. This page lists those etherpads for easy reference.

For more details on the event, see the [https://www.openstack.org/ptg/ event website].

For what's happening '''right now''', see the [http://ptg.openstack.org/ptg.html ptgbot page].

=== Whole Week ===
* Infra: https://etherpad.openstack.org/p/infra-ptg-queens
* QA: https://etherpad.openstack.org/p/qa-queens-ptg

=== Monday -> Tuesday ===
* API: https://etherpad.openstack.org/p/api-ptg-queens
* CLI (OpenStackClient, OpenStackSDK, Shade, etc): https://etherpad.openstack.org/p/osc-queens-ptg
* Deployment: https://etherpad.openstack.org/p/deployment-queens
* Docs & i18n: https://etherpad.openstack.org/p/docs-i18n-ptg-queens
* ETSI NFV & OpenStack Workshop: https://etherpad.openstack.org/p/etsi-nfv-openstack-gathering-denver
* Ops Meetup: https://etherpad.openstack.org/p/ops-meetup-ptg-denver-2018
* Horizon: https://etherpad.openstack.org/p/horizon-ptg-queens
* Oslo: https://etherpad.openstack.org/p/oslo-ptg-queens
* Policy Goals: https://etherpad.openstack.org/p/policy-queens-ptg
* Refstack: https://etherpad.openstack.org/p/InteropDenver2017PTG
* Release Mgmt: https://etherpad.openstack.org/p/queens-PTG-relmgt
* Requirements: https://etherpad.openstack.org/p/queens-PTG-requirements
* Reusable components for adjacent Techs: https://etherpad.openstack.org/p/adjacent-ptg-queens
* (RPM) Packaging: https://etherpad.openstack.org/p/rpm-packaging-queens-ptg
* SDK (API consumer SIG): https://etherpad.openstack.org/p/sdk-ptg-queens
* Simplification: https://etherpad.openstack.org/p/simplifying-os
* Skip Level Upgrades: https://etherpad.openstack.org/p/queens-PTG-skip-level-upgrades
* Stable: https://etherpad.openstack.org/p/queens-PTG-stable
* Technical Committee / Stewardship WG: https://etherpad.openstack.org/p/queens-PTG-TC-SWG
* VM & BM SIG: https://etherpad.openstack.org/p/queens-PTG-vmbm

=== Wednesday -> Thursday ===
* Barbican: https://etherpad.openstack.org/p/barbican-ptg-queens
* Charms: https://etherpad.openstack.org/p/ptg-queens-charms
* Congress: https://etherpad.openstack.org/p/congress-ptg-queens
* Docs & i18n: https://etherpad.openstack.org/p/docs-i18n-ptg-queens
* Freezer: https://etherpad.openstack.org/p/freezer-ptg-queens
* Glare: https://etherpad.openstack.org/p/glare-ptg-queens
* Heat: https://etherpad.openstack.org/p/heat-queens-ptg
* Mistral: https://etherpad.openstack.org/p/mistral-ptg-queens
* Puppet: https://etherpad.openstack.org/p/puppet-queens-ptg
* Sahara: https://etherpad.openstack.org/p/sahara-queens-ptg
* Trove: https://etherpad.openstack.org/p/trove-queens-ptg
* Watcher: https://etherpad.openstack.org/p/queens-watcher-ptg
* Cyborg: https://etherpad.openstack.org/p/cyborg-queens-ptg

=== Wednesday -> Friday ===
* Ansible: https://etherpad.openstack.org/p/osa-denver-PTG-planning
* Cinder: https://etherpad.openstack.org/p/cinder-ptg-queens
* Glance: https://etherpad.openstack.org/p/glance-queens-ptg
* Ironic: https://etherpad.openstack.org/p/ironic-queens-ptg
* Keystone: https://etherpad.openstack.org/p/keystone-queens-ptg
* Kolla: https://etherpad.openstack.org/p/kolla-queens-ptg-schedule
* Neutron: https://etherpad.openstack.org/p/neutron-queens-ptg
* Nova: https://etherpad.openstack.org/p/nova-ptg-queens
* Octavia: https://etherpad.openstack.org/p/octavia-ptg-queens
* Swift: https://etherpad.openstack.org/p/swift-ptg-queens
* TripleO: https://etherpad.openstack.org/p/tripleo-ptg-queens

=== Shorter sessions ===
Some sessions were much shorter than a day and fell outside the scope of the more formally allocated topic rooms.

* Self-healing SIG (Tuesday morning): https://etherpad.openstack.org/p/self-healing-queens-ptg
* Contributor portal (Wednesday afternoon): https://etherpad.openstack.org/p/contributor-portal
* PTG event feedback (Thursday lunch): https://etherpad.openstack.org/p/queens-PTG-feedback (make sure to read to the end ;-)

=== Not In Denver ===
Some teams will not be meeting in Denver but will have separate PTG events.

* Manila: https://etherpad.openstack.org/p/manila-ptg-queens
* Monasca: https://etherpad.openstack.org/p/monasca_queens_midcycle
* Vitrage: https://etherpad.openstack.org/p/vitrage-ptg-queens
* Tacker: https://etherpad.openstack.org/p/tacker-queen-grooming
* Murano: https://etherpad.openstack.org/p/murano-denver-ptg

Ops Meetups Team

2018-06-05T15:19:29Z

Cmorgan2: update "active as of" date

__NOTOC__
''Status: Active (as of June 5th, 2018)''

Team Organizers: Matt Van Winkle <vw@rackspace.com>, Shintaro Mizuno <mizuno.shintaro@lab.ntt.co.jp>, Melvin Hillsman <mrhillsman@gmail.com>, Chris Morgan <mihalis68@gmail.com>, Erik McCormick <emccormick@cirrusseven.com>, Sean McGinnis <sean.mcginnis@gmail.com>, Your Name Here!

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [https://www.timeanddate.com/worldclock/usa/new-york-state 1000 US/New York time]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 10:00 AM, US/New York time (note, this will vary worldwide based on US daylight savings time). In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Ops Meetups Team

2018-06-05T15:16:05Z

Cmorgan2: Adding new official member Sean McGinnis!

__NOTOC__
''Status: Active (as of October 24th, 2017)''

Team Organizers: Matt Van Winkle <vw@rackspace.com>, Shintaro Mizuno <mizuno.shintaro@lab.ntt.co.jp>, Melvin Hillsman <mrhillsman@gmail.com>, Chris Morgan <mihalis68@gmail.com>, Erik McCormick <emccormick@cirrusseven.com>, Sean McGinnis <sean.mcginnis@gmail.com>, Your Name Here!

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [https://www.timeanddate.com/worldclock/usa/new-york-state 1000 US/New York time]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 10:00 AM, US/New York time (note, this will vary worldwide based on US daylight savings time). In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Forum/Vancouver2018

2018-05-23T13:13:15Z

Cmorgan2: Add Etherpad for OpenStack operators community documentation

The grand list of all of the Vancouver 2018 [[Forum]] etherpads. Please add links to etherpads below!

At the Forum the entire OpenStack community (users and developers) gathers to brainstorm the requirements for the next release, gather feedback on the past version and have strategic discussions that go beyond just one release cycle. The Vancouver Forum is the start of the planning phase for the '''Stein''' development cycle. Please prepare session ideas with feedback from the '''Queens''' release in mind.

See also - [https://www.openstack.org/summit/vancouver-2018/summit-schedule/global-search?t=Forum Full Forum Schedule]

===Monday, May 21===
* [1135-1215] Forum 101 https://etherpad.openstack.org/p/YVR-forum-101
* [1135-1215] OpenStack-Chef - Project Onboarding
* [1135-1215] Default Roles https://etherpad.openstack.org/p/YVR-rocky-default-roles
* [1330-1410] Docs/i18n - Project Onboarding https://etherpad.openstack.org/p/docs-i18n-project-onboarding-vancouver
* [1330-1410] Standalone Cinder Introduction - https://etherpad.openstack.org/p/YVR18-Standalone-Cinder-Intro
* [1330-1410] Continuing the Migration: Launchpad -> Storyboard https://etherpad.openstack.org/p/continuing-the-migration-lp-sb
* [1330-1410] Users/Operators adoption of QA tools/plugins https://etherpad.openstack.org/p/YVR18-forum-qa-ops-user-feedback
* [1440-1500] Tacker - Project Onboarding
* [1440-1500] A New Face and Place for the OpenStack Mentoring Program https://etherpad.openstack.org/p/New-Face-Place-OpenStack-Mentoring
* [1440-1500] Requirements for Resource Reservation https://etherpad.openstack.org/p/YVR18-forum-reservation-requirements
* [1440-1500] Python Testing Interface https://etherpad.openstack.org/p/YVR-python-pti
* [1510-1550] Octavia - Project Onboarding
* [1510-1550] First Contact SIG Operator Inclusion https://etherpad.openstack.org/p/FC-SIG-Ops-Inclusion
* [1510-1550] Building the path to extracting Placement from Nova https://etherpad.openstack.org/p/YVR-placement-extraction
* [1510-1550] Machine Learning for CI Results Analysis https://etherpad.openstack.org/p/YVR-ml-ci-results
* [1620-1700] OpenStack Ansible - Project Onboarding https://etherpad.openstack.org/p/YVR-openstack-ansible for all OpenStack-Ansible activities, including forum.
* [1620-1700] Planning to use Placement in Cinder https://etherpad.openstack.org/p/YVR-cinder-placement
* [1620-1700] Ops/Devs: One community https://etherpad.openstack.org/p/YVR-ops-devs-one-community
* [1620-1700] SDK Testing and Certification
* [1710-1750] Ops Meetups Team: catch-up and PTG merger discussion https://etherpad.openstack.org/p/YVR-ops-catchup-ptg
* [1710-1750] Keystone - Project Onboarding
* [1710-1750] Cyborg/FPGA Support for Cloud/NFV https://etherpad.openstack.org/p/Cyborg-FPGA-Support-for-Cloud-NFV
* [1710-1750] Python 2 Deprecation Timeline https://etherpad.openstack.org/p/YVR-python-2-deprecation-timeline

===Tuesday, May 22===
* [0900-1030] Room 221-222 - Image handling in an edge cloud infrastructure - https://etherpad.openstack.org/p/YVR-edge-glance-brainstorming
* [0900-0940] Room 220 - Heat User and Ops Feedback - https://etherpad.openstack.org/p/2018-Vancouver-Summit-heat-ops-and-users-feedback
* [0900-0940]
* [0950-1030] Room 223 - QA - Project Onboarding - https://etherpad.openstack.org/p/YVR18-forum-qa-onboarding-vancouver
* [0950-1030] Room 220 - OpenStack-Ansible ops feedback session - https://etherpad.openstack.org/p/YVR-openstack-ansible-brainstorming
* [0950-1030]
* [1100-1140] Room 224 - Possible edge architectures for Keystone - https://etherpad.openstack.org/p/YVR-edge-keystone-brainstorming
* [1100-1140] Room 220 -Users & Ops feedback for Monasca - https://etherpad.openstack.org/p/monasca-forum-vancouver-topics
* [1100-1140] Room 221-222 - Cinder High Availability (HA) Discussion - https://etherpad.openstack.org/p/YVR18-cinder-ha-forum
* [1100-1140] Room 217 - API Special Interest Group Session - https://etherpad.openstack.org/p/YVR18-API-SIG-forum
* [1150-1230] Room 220 - Ironic Ops and User Feedback - https://etherpad.openstack.org/p/yvr-forum-ironic-ops-and-user-feedback
* [1150-1230] Room 221-222 - Multi-attach Introduction and Future Direction - https://etherpad.openstack.org/p/YVR18-cinder-mutiattach-forum
* [1150-1230] Room 223 - Glance - Project Onboarding - https://etherpad.openstack.org/p/YVR-forum-glance-onboarding
* [1350-1430] Room 220 - Upgrading OpenStack - war stories - https://etherpad.openstack.org/p/YVR-upgrading-openstack-war-stories
* [1350-1430] Room 221-222 - Preemptible instances - the way forward - https://etherpad.openstack.org/p/YVR18-pre-emptible-instances
* [1350-1430]
* [1440-1520]
* [1530-1610] Room 220 - nova/neutron + ops cross-project session - https://etherpad.openstack.org/p/YVR18-novaneutron-ops-cross-project-session
* [1530-1610]
* [1530-1610]
* [1640-1720] Rom 220 - CellsV2 migration process sync with operators - https://etherpad.openstack.org/p/YVR18-cellsv2-migration-sync-with-operators
* [1640-1720]
* [1640-1810] Room 221-222 - Fault Management/Monitoring for NFV/Edge/5G/IoT - https://etherpad.openstack.org/p/YVR-fm-monitoring
* [1730-1810] Room 220 Keystone Feedback Session https://etherpad.openstack.org/p/YVR-rocky-keystone-feedback
* [1730-1810]
* [1730-1810]

===Wednesday, May 23===
* [0900-0940] Room 220 - Fast-Forward Upgrades - Current State - https://etherpad.openstack.org/p/YVR-forum-fast-forward-upgrades
* [0900-0940] Room 220 - Fast-Forward Upgrades - Future Work - https://etherpad.openstack.org/p/YVR-forum-fast-forward-upgrades
* [0900-0940] Room 217 - Scientific SIG meeting - https://etherpad.openstack.org/p/scientific-sig-vancouver2018-meeting
* [0950-1030] Room 224 - Update on the gaps identified by ETSI NFV in OpenStack - https://etherpad.openstack.org/p/ptg-denver-etsi-nfv-tst003-gaps-explained
* [0950-1030] Room 221-222 - Cinder's Documentation Discussion - https://etherpad.openstack.org/p/YVR18-cinder-documentation-forum
* [0950-1030] Room 217 - Scientific SIG lightning talks and BoF - https://etherpad.openstack.org/p/scientific-sig-vancouver2018-lighting-talks
* [1100-1140]
* [1100-1140]
* [1100-1140] Room 221-222 - Making NFV features easier to use - https://etherpad.openstack.org/p/YVR-nfv-ease-of-use
* [1150-1230] Room 221-222 - DPDK/SR-IOV NFV Operational issues and way forward - https://etherpad.openstack.org/p/YVR-dpdk-sriov-way-forward
* [1150-1230] Room 217 - Upgrade SIG - https://etherpad.openstack.org/p/YVR-upgrade-brainstorming
* [1150-1230]
* [1350-1430] Room 221-222 - Private Enterprise Cloud Issues - https://etherpad.openstack.org/p/YVR-private-enterprise-cloud-issues
* [1350-1430]
* [1350-1430]
* [1440-1520] Room 220 - Rolling maintenance and upgrade in interaction with VNFM - https://etherpad.openstack.org/p/YVR-rolling-maintenance-with-VNFM
* [1440-1520] Room 221-222 - Missing features in OpenStack for public clouds - https://etherpad.openstack.org/p/YVR-forum-missing-features-pc
* [1530-1610] Room 221-222 - OpenStack Passport Program - feedback and next step - https://etherpad.openstack.org/p/YVR-forum-passport-program
* [1530-1610] Room 220 - TripleO Ops and User feedback https://etherpad.openstack.org/p/tripleo-rocky-ops-and-user-feedback
* [1530-1610]
* [1640-1720] Drafting Requirements for Organisations Contributing to Open https://etherpad.openstack.org/p/Reqs-for-Organisations-Contributing-to-OpenStack
* [1640-1720] API Debt Cleanup https://etherpad.openstack.org/p/rest-api-error-consistency
* [1640-1720]
* [1730-1810] Room 221-222 - TripleO and Ansible integration https://etherpad.openstack.org/p/tripleo-rocky-ansible-integration
* [1730-1810] Room 220 - OpenStack Operators Community documentation https://etherpad.openstack.org/p/YVR-Ops-Community-Docs
* [1730-1810]

===Thursday, May 24===
* [0900-0940] Extended Maintenance part I: past, present and future https://etherpad.openstack.org/p/YVR-extended-maintenance
* [0900-0940] Room 221-222 [neutron] Neutron project handling of its RYU dependency https://etherpad.openstack.org/p/neutron-ryu-future-plans
* [0900-0940]
* [0950-1030] Extended Maintenance part II: EM and release cycles https://etherpad.openstack.org/p/YVR-extended-maintenance
* [0950-1030] Room 221-222 [neutron] extend-logging-api https://etherpad.openstack.org/p/extend-logging-api
* [0950-1030] Room 223 [manila] project onboarding https://etherpad.openstack.org/p/YVR18-manila-project-onboarding
* [1100-1140] Rm 220 OpenStack is "mature" -- time to get serious on Maintainers https://etherpad.openstack.org/p/YVR-openstack-maintainers-maint-pt3
* [1100-1140] Room 221-222 [neutron-fwaas] firewall l7 filtering https://etherpad.openstack.org/p/fwaas-v2-L7-filtering
* [1100-1140]
* [1150-1230] S Release Goals https://etherpad.openstack.org/p/YVR-S-release-goals
* [1150-1230]
* [1150-1230]
* [1350-1430] Official projects and the boundary of "what is OpenStack" https://etherpad.openstack.org/p/YVR-forum-TC-project-boundaries
* [1350-1430] Room 221-222 [manila] Operators' feedback: running at scale, overcoming obstacles to deployment https://etherpad.openstack.org/p/YVR18-manila-forum-ops-feedback
* [1350-1430]
* [1440-1520] TC Retrospective https://etherpad.openstack.org/p/YVR-tc-retrospective
* [1530-1610] Cross-community governance between OSF projects https://etherpad.openstack.org/p/YVR-cross-osf-tech-governance
* [1530-1610]
* [1540-1610] Advanced RCA use cases - taking Vitrage to the next level https://etherpad.openstack.org/p/YVR-vitrage-advanced-use-cases
* [1640-1720] Vitrage RCA over K8s. Pets and Cattle - Monitor each cow? https://etherpad.openstack.org/p/YVR-vitrage-rca-over-k8s
* [1640-1720]
* [1640-1720]
* [1730-1810]
* [1730-1810]
* [1730-1810]

==List of Brainstorming Etherpads (Historical)==
Topic selection is now complete, but see below for session idea brainstorming that was done prior to selection.

'''These are just kept for historical reference. Please do not use for any additional ideas.'''

====Catch-alls====
If you want to post an idea, but aren't working with a specific team or working group, you can use these:
* [https://etherpad.openstack.org/p/YVR-TC-brainstorming Technical Committee Catch-all]
* [https://etherpad.openstack.org/p/YVR-UC-brainstorming User Committee Catch-all]

====Etherpads from Teams, Working Groups, and SIGs====

* [https://etherpad.openstack.org/p/YVR-nova-brainstorming Nova]
* [https://etherpad.openstack.org/p/YVR-cinder-brainstorming Cinder]
* [https://etherpad.openstack.org/p/YVR-glance-brainstorming Glance]
* [https://etherpad.openstack.org/p/YVR-qa-brainstorming QA]
* [https://etherpad.openstack.org/p/YVR-manila-brainstorming Manila]
* [https://etherpad.openstack.org/p/YVR-kolla-brainstorming Kolla]
* [https://etherpad.openstack.org/p/YVR-self-healing-brainstorming Self-healing SIG]
* [https://etherpad.openstack.org/p/FEMDC_Vancouver_brainstorming Fog Edge Massively Distributed Clouds SIG]
* [https://etherpad.openstack.org/p/YVR-openstack-ansible-brainstorming OpenStack-Ansible]
* [https://etherpad.openstack.org/p/YVR-upgrade-brainstorming Upgrade SIG]
* [https://etherpad.openstack.org/p/YVR-publiccloud-wg-brainstorming Public Cloud WG]
* [https://etherpad.openstack.org/p/YVR18-scientific-sig-brainstorming Scientific SIG]
* [https://etherpad.openstack.org/p/YVR-forum-heat-brainstorming Heat]
* [https://etherpad.openstack.org/p/FC_SIG_Rocky_Forum First Contact SIG]
* [https://etherpad.openstack.org/p/YVR-k8s-brainstorming SIG K8s]
* [https://etherpad.openstack.org/p/YVR-stable-brainstorming Stable/Extended Maintenance]
* [https://etherpad.openstack.org/p/YVR-vitrage-brainstorming Vitrage]
* [https://etherpad.openstack.org/p/YVR-neutron-brainstorming Neutron]

Forum/Vancouver2018

2018-05-21T21:25:50Z

Cmorgan2: Add link to Ops Meetups team catch-up PTG merger discussion

The grand list of all of the Vancouver 2018 [[Forum]] etherpads. Please add links to etherpads below!

At the Forum the entire OpenStack community (users and developers) gathers to brainstorm the requirements for the next release, gather feedback on the past version and have strategic discussions that go beyond just one release cycle. The Vancouver Forum is the start of the planning phase for the '''Stein''' development cycle. Please prepare session ideas with feedback from the '''Queens''' release in mind.

See also - [https://www.openstack.org/summit/vancouver-2018/summit-schedule/global-search?t=Forum Full Forum Schedule]

===Monday, May 21===
* [1135-1215] Forum 101 https://etherpad.openstack.org/p/YVR-forum-101
* [1135-1215] OpenStack-Chef - Project Onboarding
* [1135-1215] Default Roles https://etherpad.openstack.org/p/YVR-rocky-default-roles
* [1330-1410] Docs/i18n - Project Onboarding https://etherpad.openstack.org/p/docs-i18n-project-onboarding-vancouver
* [1330-1410] Standalone Cinder Introduction - https://etherpad.openstack.org/p/YVR18-Standalone-Cinder-Intro
* [1330-1410] Continuing the Migration: Launchpad -> Storyboard https://etherpad.openstack.org/p/continuing-the-migration-lp-sb
* [1330-1410] Users/Operators adoption of QA tools/plugins https://etherpad.openstack.org/p/YVR18-forum-qa-ops-user-feedback
* [1440-1500] Tacker - Project Onboarding
* [1440-1500] A New Face and Place for the OpenStack Mentoring Program https://etherpad.openstack.org/p/New-Face-Place-OpenStack-Mentoring
* [1440-1500] Requirements for Resource Reservation https://etherpad.openstack.org/p/YVR18-forum-reservation-requirements
* [1440-1500] Python Testing Interface https://etherpad.openstack.org/p/YVR-python-pti
* [1510-1550] Octavia - Project Onboarding
* [1510-1550] First Contact SIG Operator Inclusion https://etherpad.openstack.org/p/FC-SIG-Ops-Inclusion
* [1510-1550] Building the path to extracting Placement from Nova https://etherpad.openstack.org/p/YVR-placement-extraction
* [1510-1550] Machine Learning for CI Results Analysis https://etherpad.openstack.org/p/YVR-ml-ci-results
* [1620-1700] OpenStack Ansible - Project Onboarding https://etherpad.openstack.org/p/YVR-openstack-ansible for all OpenStack-Ansible activities, including forum.
* [1620-1700] Planning to use Placement in Cinder https://etherpad.openstack.org/p/YVR-cinder-placement
* [1620-1700] Ops/Devs: One community https://etherpad.openstack.org/p/YVR-ops-devs-one-community
* [1620-1700] SDK Testing and Certification
* [1710-1740] Ops Meetups Team: catch-up and PTG merger discussion https://etherpad.openstack.org/p/YVR-ops-catchup-ptg
* [1710-1740] Keystone - Project Onboarding
* [1710-1740] Cyborg/FPGA Support for Cloud/NFV https://etherpad.openstack.org/p/Cyborg-FPGA-Support-for-Cloud-NFV
* [1710-1740] Python 2 Deprecation Timeline https://etherpad.openstack.org/p/YVR-python-2-deprecation-timeline

===Tuesday, May 22===
* [0900-1030] Room 221-222 - Image handling in an edge cloud infrastructure - https://etherpad.openstack.org/p/YVR-edge-glance-brainstorming
* [0900-0940]
* [0900-0940]
* [0950-1030] Room 223 - QA - Project Onboarding - https://etherpad.openstack.org/p/YVR18-forum-qa-onboarding-vancouver
* [0950-1030]
* [0950-1030]
* [1100-1140] Room 224 - Possible edge architectures for Keystone - https://etherpad.openstack.org/p/YVR-edge-keystone-brainstorming
* [1100-1140] Room 220 -Users & Ops feedback for Monasca - https://etherpad.openstack.org/p/monasca-forum-vancouver-topics
* [1100-1140] Room 221-222 - Cinder High Availability (HA) Discussion - https://etherpad.openstack.org/p/YVR18-cinder-ha-forum
* [1150-1230] Room 220 - Ironic Ops and User Feedback - https://etherpad.openstack.org/p/yvr-forum-ironic-ops-and-user-feedback
* [1150-1230] Room 221-222 - Multi-attach Introduction and Future Direction - https://etherpad.openstack.org/p/YVR18-cinder-mutiattach-forum
* [1150-1230]
* [1350-1430] Room 220 - Upgrading OpenStack - war stories - https://etherpad.openstack.org/p/YVR-upgrading-openstack-war-stories
* [1350-1430] Room 221-222 - Preemptible instances - the way forward - https://etherpad.openstack.org/p/YVR18-pre-emptible-instances
* [1350-1430]
* [1440-1520]
* [1530-1610] Room 220 - nova/neutron + ops cross-project session - https://etherpad.openstack.org/p/YVR18-novaneutron-ops-cross-project-session
* [1530-1610]
* [1530-1610]
* [1640-1720] Rom 220 - CellsV2 migration process sync with operators - https://etherpad.openstack.org/p/YVR18-cellsv2-migration-sync-with-operators
* [1640-1720]
* [1640-1810] Room 221-222 - Fault Management/Monitoring for NFV/Edge/5G/IoT - https://etherpad.openstack.org/p/YVR-fm-monitoring
* [1730-1810]
* [1730-1810]
* [1730-1810]

===Wednesday, May 23===
* [0900-0940] Room 220 - Fast-Forward Upgrades - Current State - https://etherpad.openstack.org/p/YVR-forum-fast-forward-upgrades
* [0900-0940] Room 220 - Fast-Forward Upgrades - Future Work - https://etherpad.openstack.org/p/YVR-forum-fast-forward-upgrades
* [0900-0940]
* [0950-1030] Room 224 - Update on the gaps identified by ETSI NFV in OpenStack - https://etherpad.openstack.org/p/ptg-denver-etsi-nfv-tst003-gaps-explained
* [0950-1030] Room 221-222 - Cinder's Documentation Discussion - https://etherpad.openstack.org/p/YVR18-cinder-documentation-forum
* [0950-1030]
* [1100-1140]
* [1100-1140]
* [1100-1140] Room 221-222 - Making NFV features easier to use - https://etherpad.openstack.org/p/YVR-nfv-ease-of-use
* [1150-1230] Room 221-222 - DPDK/SR-IOV NFV Operational issues and way forward - https://etherpad.openstack.org/p/YVR-dpdk-sriov-way-forward
* [1150-1230] Room 217 - Upgrade SIG - https://etherpad.openstack.org/p/YVR-upgrade-brainstorming
* [1150-1230]
* [1350-1430]
* [1350-1430]
* [1350-1430]
* [1440-1520] Room 220 - Rolling maintenance and upgrade in interaction with VNFM - https://etherpad.openstack.org/p/YVR-rolling-maintenance-with-VNFM
* [1440-1520] Room 221-222 - Missing features in OpenStack for public clouds - https://etherpad.openstack.org/p/YVR-forum-missing-features-pc
* [1530-1610] Room 221-222 - OpenStack Passport Program - feedback and next step - https://etherpad.openstack.org/p/YVR-forum-passport-program
* [1530-1610] Room 220 - TripleO Ops and User feedback https://etherpad.openstack.org/p/tripleo-rocky-ops-and-user-feedback
* [1530-1610]
* [1640-1720] Drafting Requirements for Organisations Contributing to Open https://etherpad.openstack.org/p/Reqs-for-Organisations-Contributing-to-OpenStack
* [1640-1720] API Debt Cleanup https://etherpad.openstack.org/p/rest-api-error-consistency
* [1640-1720]
* [1730-1810] Room 221-222 - TripleO and Ansible integration https://etherpad.openstack.org/p/tripleo-rocky-ansible-integration
* [1730-1810]
* [1730-1810]

===Thursday, May 24===
* [0900-0940] Extended Maintenance part I: past, present and future https://etherpad.openstack.org/p/YVR-extended-maintenance
* [0900-0940] Room 221-222 [neutron] Neutron project handling of its RYU dependency https://etherpad.openstack.org/p/neutron-ryu-future-plans
* [0900-0940]
* [0950-1030] Extended Maintenance part II: EM and release cycles https://etherpad.openstack.org/p/YVR-extended-maintenance
* [0950-1030] Room 221-222 [neutron] extend-logging-api https://etherpad.openstack.org/p/extend-logging-api
* [0950-1030] Room 223 [manila] project onboarding https://etherpad.openstack.org/p/YVR18-manila-project-onboarding
* [1100-1140] Rm 220 OpenStack is "mature" -- time to get serious on Maintainers https://etherpad.openstack.org/p/YVR-openstack-maintainers-maint-pt3
* [1100-1140] Room 221-222 [neutron-fwaas] firewall l7 filtering https://etherpad.openstack.org/p/fwaas-v2-L7-filtering
* [1100-1140]
* [1150-1230] S Release Goals https://etherpad.openstack.org/p/YVR-S-release-goals
* [1150-1230]
* [1150-1230]
* [1350-1430] Official projects and the boundary of "what is OpenStack" https://etherpad.openstack.org/p/YVR-forum-TC-project-boundaries
* [1350-1430] Room 221-222 [manila] Operators' feedback: running at scale, overcoming obstacles to deployment https://etherpad.openstack.org/p/YVR18-manila-forum-ops-feedback
* [1350-1430]
* [1440-1520] TC Retrospective https://etherpad.openstack.org/p/YVR-tc-retrospective
* [1530-1610] Cross-community governance between OSF projects https://etherpad.openstack.org/p/YVR-cross-osf-tech-governance
* [1530-1610]
* [1540-1610] Advanced RCA use cases - taking Vitrage to the next level https://etherpad.openstack.org/p/YVR-vitrage-advanced-use-cases
* [1640-1720] Vitrage RCA over K8s. Pets and Cattle - Monitor each cow? https://etherpad.openstack.org/p/YVR-vitrage-rca-over-k8s
* [1640-1720]
* [1640-1720]
* [1730-1810]
* [1730-1810]
* [1730-1810]

==List of Brainstorming Etherpads (Historical)==
Topic selection is now complete, but see below for session idea brainstorming that was done prior to selection.

'''These are just kept for historical reference. Please do not use for any additional ideas.'''

====Catch-alls====
If you want to post an idea, but aren't working with a specific team or working group, you can use these:
* [https://etherpad.openstack.org/p/YVR-TC-brainstorming Technical Committee Catch-all]
* [https://etherpad.openstack.org/p/YVR-UC-brainstorming User Committee Catch-all]

====Etherpads from Teams, Working Groups, and SIGs====

* [https://etherpad.openstack.org/p/YVR-nova-brainstorming Nova]
* [https://etherpad.openstack.org/p/YVR-cinder-brainstorming Cinder]
* [https://etherpad.openstack.org/p/YVR-glance-brainstorming Glance]
* [https://etherpad.openstack.org/p/YVR-qa-brainstorming QA]
* [https://etherpad.openstack.org/p/YVR-manila-brainstorming Manila]
* [https://etherpad.openstack.org/p/YVR-kolla-brainstorming Kolla]
* [https://etherpad.openstack.org/p/YVR-self-healing-brainstorming Self-healing SIG]
* [https://etherpad.openstack.org/p/FEMDC_Vancouver_brainstorming Fog Edge Massively Distributed Clouds SIG]
* [https://etherpad.openstack.org/p/YVR-openstack-ansible-brainstorming OpenStack-Ansible]
* [https://etherpad.openstack.org/p/YVR-upgrade-brainstorming Upgrade SIG]
* [https://etherpad.openstack.org/p/YVR-publiccloud-wg-brainstorming Public Cloud WG]
* [https://etherpad.openstack.org/p/YVR18-scientific-sig-brainstorming Scientific SIG]
* [https://etherpad.openstack.org/p/YVR-forum-heat-brainstorming Heat]
* [https://etherpad.openstack.org/p/FC_SIG_Rocky_Forum First Contact SIG]
* [https://etherpad.openstack.org/p/YVR-k8s-brainstorming SIG K8s]
* [https://etherpad.openstack.org/p/YVR-stable-brainstorming Stable/Extended Maintenance]
* [https://etherpad.openstack.org/p/YVR-vitrage-brainstorming Vitrage]
* [https://etherpad.openstack.org/p/YVR-neutron-brainstorming Neutron]

Ops Meetups Team

2018-01-30T14:12:25Z

Cmorgan2: remove med, he is job transitioning, can't remain "official"

__NOTOC__
''Status: Active (as of October 24th, 2017)''

Team Organizers: Matt Van Winkle <vw@rackspace.com>, Shintaro Mizuno <mizuno.shintaro@lab.ntt.co.jp>, Melvin Hillsman <mrhillsman@gmail.com>, Chris Morgan <mihalis68@gmail.com>, Erik McCormick <emccormick@cirrusseven.com>, Your Name Here!

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [http://www.timeanddate.com/worldclock/fixedtime.html?msg=Ops+Meetups+Team&iso=20160927T14 1400 UTC]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 1400 UTC. In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

File:45px-Information icon.svg.png

2017-11-13T18:54:41Z

Cmorgan2:

Ops Meetups Team

2017-10-24T16:58:12Z

Cmorgan2:

__NOTOC__
''Status: Active (as of October 24th, 2017)''

Team Organizers: Matt Van Winkle <vw@rackspace.com>, Shintaro Mizuno, Melvin Hillsman <mrhillsman@gmail.com>, Chris Morgan <mihalis68@gmail.com>, David Medberry <openstack@medberry.net>, Erik McCormick <emccormick@cirrusseven.com>, Your Name Here!

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [http://www.timeanddate.com/worldclock/fixedtime.html?msg=Ops+Meetups+Team&iso=20160927T14 1400 UTC]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 1400 UTC. In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Ops Meetups Team

2017-10-24T16:57:46Z

Cmorgan2:

__NOTOC__
''Status: Active (as of May 17th, 2016)''

Team Organizers: Matt Van Winkle <vw@rackspace.com>, Shintaro Mizuno, Melvin Hillsman <mrhillsman@gmail.com>, Chris Morgan <mihalis68@gmail.com>, David Medberry <openstack@medberry.net>, Erik McCormick <emccormick@cirrusseven.com>, Your Name Here!

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [http://www.timeanddate.com/worldclock/fixedtime.html?msg=Ops+Meetups+Team&iso=20160927T14 1400 UTC]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 1400 UTC. In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Ops Meetups Team

2017-10-24T14:18:29Z

Cmorgan2:

__NOTOC__
''Status: Active (as of May 17th, 2016)''

Team Organizers: Matt Van Winkle <vw@rackspace.com>, Shintaro Mizuno, Melvin Hillsman <mrhillsman@gmail.com>, Chris Morgan <mihalis68@gmail.com>, David Medberry <openstack@medberry.net>, Erik McCormick Your Name Here!

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [http://www.timeanddate.com/worldclock/fixedtime.html?msg=Ops+Meetups+Team&iso=20160927T14 1400 UTC]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 1400 UTC. In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Ops Meetups Team

2017-10-24T14:17:16Z

Cmorgan2: reluctantly remove fifield after conferring with him

__NOTOC__
''Status: Active (as of May 17th, 2016)''

Team Organizers: Matt Van Winkle <vw@rackspace.com>, Shintaro Mizuno, Melvin Hillsman <mrhillsman@gmail.com>, Chris Morgan <mihalis68@gmail.com>, David Medberry <openstack@medberry.net> Your Name Here!

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [http://www.timeanddate.com/worldclock/fixedtime.html?msg=Ops+Meetups+Team&iso=20160927T14 1400 UTC]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 1400 UTC. In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Ops Meetups Team

2017-10-18T18:52:57Z

Cmorgan2: remove matt jarvis with his permission

__NOTOC__
''Status: Active (as of May 17th, 2016)''

Team Organizers: Tom Fifield <tom@openstack.org>, Matt Van Winkle <vw@rackspace.com>, Shintaro Mizuno, Melvin Hillsman <mrhillsman@gmail.com>, Chris Morgan <mihalis68@gmail.com>, David Medberry <openstack@medberry.net> Your Name Here!

=== Scope ===
The Ops Meetups Team is an open team that works towards:
* Keeping the spirit of the [[Operations/Meetups|ops meetup]] alive, and ensure it achieves its aims
* Based on community proposals, planning the number and location of events
* Running the session schedule creation process, from the planning etherpad to the final room layout
* Finding and coordinating moderators for the sessions
* Managing "underwriters" - the organisations that sponsor the event (see bottom of page for details!)

This is an open team that allows those who are passionate about the events, and those dozens who want to host, to join in and make the next successful events.

OpenStack Foundation staff are expected to assist with logistics and provide funding, but this team allocates control in shaping the future events to the community, as we try to answer difficult questions like regional rotations and scaling the event.

=== Duration ===
This team is expected to persist, and take a leading role in organising all future ops meetups.

=== Meeting Information ===
* Schedule: Tuesdays at [http://www.timeanddate.com/worldclock/fixedtime.html?msg=Ops+Meetups+Team&iso=20160927T14 1400 UTC]
* [[IRC|#openstack-operators channel]]
* Please add to the Meeting Agenda: https://etherpad.openstack.org/p/ops-meetups-team

Generally, the Ops Meetups Team meets every week on Tuesday at 1400 UTC. In the period between meetups, this may decrease to every two weeks. Stay tuned to the openstack-operators [[Mailing Lists|mailing list]] for meeting announcements and schedule updates.

Previous minutes can usually be found at: http://eavesdrop.openstack.org/meetings/ops_meetups_team/

=== Approach ===
* Members will meet regularly using an OpenStack meeting channel on IRC
* Outside of meetings, members will communicate on the openstack-operators mailing list

This Team will work on both "big picture" items, working out what makes a great ops meetup, and create a plan to manage the evolution of the event over time. Could include decisions on:
* how many events per year
* regional rotation
* optimal number of participants, to cap or not to cap
* evening events
* number of rooms in the venue, room layouts
* attendance fee amounts and waivers
* cost and sponsorship model
* content types and delivery
* integration with the feedback loop, participation from developers
* working out the split between the venue, foundation crew, and this group with regards to logistics
* whether to co-locate with other events (such as OpenStack days)
* managing "echo chamber" effect, and "elitism"
and the planning for individual instances of the event:
* conduct the scheduling process, including determining sessions and room layouts
* find moderators for the sessions
* decide approximate regions and dates for events,
* determining venue requirements, issuing a call for venues, and select a venue from it
* at ops meetups, running introduction and feedback sessions, and general "master of ceremony" duties
* working with foundation and venue staff on areas such as:
** Catering
** Hotel Discounts
** Making sure there is good wifi and enough power boards

==== Milestones ====
{| class="wikitable"
|-
! Milestone !! Goal !! References !! Status
|-
| 0 || ''Gather community consensus that this team is a good idea'' || https://etherpad.openstack.org/p/AUS-ops-Future-of-op-meetups-organisation || ''Completed''
|-
| 1 || ''Create working group, raise awareness of the intent, and set team meeting details'' || http://doodle.com/poll/dnvexfz8bafrmzxd#table https://etherpad.openstack.org/p/ops-meetups-team || ''Complete''
|-
| 2 || ''Set a date and venue for pre-Barcelona mid-cycle Ops Meetup''|| August 25-26, New York City. http://doodle.com/poll/e4heruzps4g94syf , http://lists.openstack.org/pipermail/openstack-operators/2016-June/010788.html || Done
|-
| 3 || Organise Barcelona Ops Meetup || || ''Done''
|-
| 3.1 || Organise 2017 meetups || || ''In Progress''
|-
| 4 || Make a plan for future meetups || || ''In Progress''
|-
| 4.1 || Optimal number of participants || 150 - 200 http://lists.openstack.org/pipermail/openstack-operators/2016-June/010607.html || ''Complete''
|-
| 4.2 || Evening Events || ??? || ''Pending'''
|-
| 4.2 || Attendance Fee || Currently USD20. || ''Pending'''
|-
| 5 || ... || || Pending
|}

=== Call for Hosts ===

The OpenStack Ops Meetups team is looking for organizations to that would like to host a mid-cycle meet up. These are 2-day events where OpenStack operators get together to discuss their experience operating OpenStack.

More information on these meetings in general is given here :

https://wiki.openstack.org/wiki/Operations/Meetups

==== When ====

This call is for a host for an event in February or March 2017 and one in August 2017. If a location and date range could be found which allows attendees to attend a related event before or after that is helpful for attendees to get the most out of their travel budget. For example, open source and/or cloud and/or linux conferences.

==== Where ====

As mid-cycle meetups traditionally rotate regions to balance travel distances for as many as possible, and since the last one was in New York City, the February/March meet up is expected to be in EMEA or APAC. The August event could be in North America.

==== Commitment ====

As host your organization(s) should book and help organize the venue, which should meet the guidelines (e.g. having wifi, presentation facilities), see https://wiki.openstack.org/wiki/Operations/Meetups#How_Ops_Meetups_are_planned. Ideally any venue proposed would have one large room (up to 120 people) and several smaller rooms (20-40 people).

Some hosts have been able to provide lunch and even breakfast but that is not a requirement. Other organizations may underwrite an evening event after day 1 (the host is not expected to).

Please note that we are currently seeking expressions of interest only, no booking should be made until after the proposal is accepted (see below).

==== Process ====

If you wish to host a meeting, simply contact the ops meet up team (see https://wiki.openstack.org/wiki/Ops_Meetups_Team)!

We (the team) meet regularly in an open publicized process. Proposals to host will be considered and collaborated on. If there are more than one for a particular meet up, the proposals are voted on and the most popular suitable proposal is accepted. Full meeting minutes and minutes are published at the end of each meeting.

Operations/Meetups

2017-09-05T17:48:13Z

Cmorgan2: /* Queens release (Sydney November 6-8 2017 */

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
====In planning====
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
**[https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]
**[https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]

* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

=== Queens release (Sydney November 6-8 2017 ===
*[https://wiki.openstack.org/wiki/Forum/Sydney2017 Forum landing wiki page]
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning etherpad]

=== Mid-Cycle (August, 2017) ===
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

=== Pike release (Boston, May 8-11, 2017) ===

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

=== Mid-Cycle (Mar, 2017) ===
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

===="M" release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "US East Coast") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. We have some well-understood requirements for venues, though the numbers continue to increase:
* Theater/fishbowl style seating for 150-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
** These numbers can increase 2-3 times for the ops meetup hosted at OpenStack Summit
* At least 3 rooms to run parallel working group and breakout sessions
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and then makes use of the breakout rooms in the afternoon. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used seperately in the afternoon
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2017-09-05T17:46:35Z

Cmorgan2: Add Queens release (sydney)

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
====In planning====
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
**[https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]
**[https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]

* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

=== Queens release (Sydney November 6-8 2017 ===
* [https://etherpad.openstack.org/p/SYD-ops-session-ideas Forum planning]

=== Mid-Cycle (August, 2017) ===
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

=== Pike release (Boston, May 8-11, 2017) ===

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

=== Mid-Cycle (Mar, 2017) ===
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

===="M" release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "US East Coast") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. We have some well-understood requirements for venues, though the numbers continue to increase:
* Theater/fishbowl style seating for 150-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
** These numbers can increase 2-3 times for the ops meetup hosted at OpenStack Summit
* At least 3 rooms to run parallel working group and breakout sessions
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and then makes use of the breakout rooms in the afternoon. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used seperately in the afternoon
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2017-09-05T17:41:25Z

Cmorgan2: improve link titles for boston

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
====In planning====
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
**[https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]
**[https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]

* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

=== Mid-Cycle (August, 2017) ===
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

=== Pike release (Boston, May 8-11, 2017) ===

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up etherpad]
*[https://wiki.openstack.org/wiki/Forum/Boston2017 all Forum etherpads]

=== Mid-Cycle (Mar, 2017) ===
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

===="M" release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "US East Coast") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. We have some well-understood requirements for venues, though the numbers continue to increase:
* Theater/fishbowl style seating for 150-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
** These numbers can increase 2-3 times for the ops meetup hosted at OpenStack Summit
* At least 3 rooms to run parallel working group and breakout sessions
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and then makes use of the breakout rooms in the afternoon. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used seperately in the afternoon
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2017-09-05T17:38:36Z

Cmorgan2: links for boston

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
====In planning====
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
**[https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]
**[https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]

* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

=== Mid-Cycle (August, 2017) ===
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

=== Pike release (Boston, May 8-11, 2017) ===

*[https://etherpad.openstack.org/p/BOS-forum-ops-catch-up ops meet up ether pad]

*[https://wiki.openstack.org/wiki/Forum/Boston2017 Forum ether pad]

=== Mid-Cycle (Mar, 2017) ===
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

===="M" release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "US East Coast") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. We have some well-understood requirements for venues, though the numbers continue to increase:
* Theater/fishbowl style seating for 150-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
** These numbers can increase 2-3 times for the ops meetup hosted at OpenStack Summit
* At least 3 rooms to run parallel working group and breakout sessions
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and then makes use of the breakout rooms in the afternoon. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used seperately in the afternoon
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2017-09-05T17:33:47Z

Cmorgan2: include boston summit

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
====In planning====
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
**[https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]
**[https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]

* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

=== Mid-Cycle (August, 2017) ===
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

=== Pike release (Boston, May 8-11, 2017) ===
ops meetup ether pad boston link tbd

=== Mid-Cycle (Mar, 2017) ===
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

===="M" release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "US East Coast") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. We have some well-understood requirements for venues, though the numbers continue to increase:
* Theater/fishbowl style seating for 150-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
** These numbers can increase 2-3 times for the ops meetup hosted at OpenStack Summit
* At least 3 rooms to run parallel working group and breakout sessions
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and then makes use of the breakout rooms in the afternoon. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used seperately in the afternoon
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2017-08-30T13:45:58Z

Cmorgan2: /* In planning */

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
====In planning====
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
**[https://etherpad.openstack.org/p/TYO-ops-meetup-2018 Tokyo meetup agenda planning]
**[https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 Proposal etherpad for 1st meet up 2018]

* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

=== Mid-Cycle (August, 2017) ===
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

=== Mid-Cycle (Mar, 2017) ===
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

===="M" release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "US East Coast") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. We have some well-understood requirements for venues, though the numbers continue to increase:
* Theater/fishbowl style seating for 150-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
** These numbers can increase 2-3 times for the ops meetup hosted at OpenStack Summit
* At least 3 rooms to run parallel working group and breakout sessions
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and then makes use of the breakout rooms in the afternoon. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used seperately in the afternoon
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

Operations/Meetups

2017-08-29T16:10:01Z

Cmorgan2: /* In planning */

<div style="float:right">__TOC__</div>

Ops Meetups give people who run clouds a place to congregate, swap best practices, ideas and give feedback. It has a mostly round table/working/discussion session feel, with only a small number of presentations, with the following aims:
# Gather feedback on the issues that come up in running OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running clouds

Ops Meetups are typically held as part of the 6-monthly design summit, and also once "mid-cycle". Previous and upcoming Ops Meetups are listed below:

<div style="column-count:2;-moz-column-count:2;-webkit-column-count:2">
====In planning====
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-spring-2018 Feb/Mar 2018]
** [https://wiki.openstack.org/wiki/Operations/Meetups/TYO-ops-meetup Wiki page for Tokyo]
**[https://etherpad.openstack.org/p/ops-meetup-venue-discuss-1st-2018 ether pad for Tokyo]
* [https://etherpad.openstack.org/p/ops-meetup-venue-discuss-aug-2018 Aug 2018]

=== Mid-Cycle (August, 2017) ===
* August 9 & 10 in Mexico City, Mexico
* [https://etherpad.openstack.org/p/MEX-ops-meetup planning etherpad]

=== Mid-Cycle (Mar, 2017) ===
* March 15 & 16 in Milan, Italy
* [https://etherpad.openstack.org/p/MIL-ops-meetup planning etherpad]

====Ocata release (Barcelona, October 2016)====
* [https://etherpad.openstack.org/p/BCN-ops-meetup planning etherpad]

==== Mid-Cycle (Aug 25-26, 2016)====
* August 25 & 26, New York City, USA
* [https://etherpad.openstack.org/p/NYC-ops-meetup planning etherpad]

====Newton release (Austin, May 2016)====
* [https://etherpad.openstack.org/p/AUS-ops-meetup planning etherpad]

==== Mid-Cycle (Feb, 2016)====
* February 15 & 16, Manchester, UK
* [https://etherpad.openstack.org/p/european-ops-meetup-planning original planning etherpad]
* [https://etherpad.openstack.org/p/MAN-ops-meetup second planning etherpad]
* [https://europeanopenstackoperatorsmeetup.eventbrite.com/ tickets on eventbrite]

===="M" release (Tokyo, October 2015)====
* [https://etherpad.openstack.org/p/TYO-ops-meetup planning etherpad]

==== Mid-Cycle (August, 2015)====
* August 18 & 19, Palo Alto
* [http://www.eventbrite.com/e/openstack-ops-mid-cycle-meetup-tickets-17703258924 Registration]
* [https://etherpad.openstack.org/p/PAO-ops-meetup planning etherpad]

===="L" release (Vancouver, May 2015)====
* [https://etherpad.openstack.org/p/YVR-ops-meetup planning etherpad]
* [[Design_Summit/Liberty/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (Mar, 2015)====
* March 9th and 10th, Philadelphia, USA
* [https://etherpad.openstack.org/p/PHL-ops-meetup etherpads]

==== Kilo (Paris, November 2014) ====

* [http://kilodesignsummit.sched.org/overview/type/ops+summit schedule]
* [[Summit/Kilo/Etherpads#Ops|Etherpads]]

==== Mid-cycle (San Antonio, August 2014) ====

* [http://www.openstack.org/blog/2014/07/ops-mid-cycle-meetup-august-2526/ schedule]
* [https://etherpad.openstack.org/p/SAT-ops-meetup Etherpads]

==== Juno (Atlanta, May 2014) ====

* [http://junodesignsummit.sched.org/overview/type/ops+meetup schedule]
* [[Summit/Juno/Etherpads#Ops|Etherpads]]

==== Mid-Cycle (San Jose, March 2014) ====
* [https://etherpad.openstack.org/p/operators-feedback-mar14 Etherpad]
</div>
==Moderators Guide==
Thank you very much for stepping up to be moderators at the ops meetup. Your work is key to our success!

You are in control of your sessions, however, this document lay down some ideas about what we've seen in the past makes a good session, in case it helps.

We have two different types of sessions. General Sessions and Working Groups. Below, I've separated them out so you can read what's relevant to you.

We have three overall aims:
# Gather feedback on the issues that come up in running or using OpenStack and work to communicate this throughout the community
# Create a forum in which to share best practices and architectures between interested parties
# Increase constructive, proactive involvement from those running or using clouds

===General Sessions===

Basically, it's you, an etherpad, and room full of a couple hundred people who have OpenStack experience. As the moderator, your efforts result in actionable things we can work on, and the satisfied audience.

* Introduce yourself to the audio guy or gal. You'll be provided with a microphone and asked about laptop connection.
* The best thing to do is convince one of your friends to control the laptop. Get them to control the display of the etherpad, and if it gets big, scroll up and down to ensure the most relevant parts are seen.
* At the start of the session give a 30 second intro to the etherpad, and ask everyone to take notes using it. (Many attendees will not be used to etherpads)
* Kick off the discussion on time, perhaps by starting with some open ended questions, or a show of hands to understand the audience
* Aim to get it to that nirvana state, where the conversation continues without your help
* Don't fall into "Question and Answer" mode - just because you're up the front of the room, some people might expect you to do this. Steer back toward discussion always.
* There will be microphone hogs. Do not be afraid to cut them off. Using language like "Thank you, that is important, we have recorded that on the etherpad" will mean there'll be no hard feelings.
* If you see a nice transition between different topics, take it!
* Most importantly: try and aim for every discussion to have at least one action item - something we can work on. If we don't do this, people are going to stop coming to these things

Overall, have fun! Also *be* fun! If you get bored, the audience will sense it - so if it happens start a new topic. Spontaneity is good! Asking people to do things (file a bug, start a mailing list post) is good!

===Working Groups - "Small, working sessions"===
These sessions are for a focus on specific topics, and they are long sessions (normally 80 minutes) so you can actually, legitimately get work done - not just talk.

You'll have yourself, and a small group of people who are experienced with OpenStack and actually very interested in getting involved. It's your job as facilitator to try and convert each and every one of these people into a proactive member of your working group, ideally continuing their tenure well after the summit.

Since these are mostly longer session, and about much more specific things, it requires a bit more planning. For some of the groups, you will have met before and have work and processes to continue. Try and seed your etherpads with this information prior to the session.

Try and think of some concrete things that can be done during your time, but also be ready and open to the suggestions of the attendees. If there's a great idea that everyone believes in, go for it and get it done. File bugs. File blueprints. Submit patches. Write documents. Use the whiteboard. You have time for all of this

Of course, all of this information is general. You are the rockstars here - do whatever you think is best . Tom will be on hand for much of the two days for assistance. (call +886 98833 1200 if anything goes horribly wrong)

There are also a few sessions which are a bit different...

===Architecture Show and Tell===
This is a series of lightening talks - basically a 5-8 minute talk about something cool about your deployment.

If you're moderating this, one of the main duties you have to perform (or delegate) is that of timekeeping - we normally cycle through many talks in each session.

Best practice is to get any slides people are using into one laptop before the start of the session.

===Pre-and Post Meetup===
Fully realising you are a volunteer with limited time and that you might not get around to any of this, some of the things that are cool to do before or after the meetup are:
* Post a thread on the ops ML asking for ideas for your session (and also advertising it)
* Giving a tweet out with the schedule details
* Filling in the etherpad with some conversation start topics (or, if you are a developer looking for feedback - questions you would like answered)
* Posting on the Ops ML a summary of the session and linking to the etherpad for those who couldn't make it
* Writing a new wiki page under the Operations page with a summary of best practices/new tools you discovered etc
* Following up on action items that people volunteered to do during the meetup ;)
* Organising a followup IRC meeting, if applicable

==How Ops Meetups are planned==
Ops Meetups are organised by the [[Ops Meetups Team]]. This team is an open team that meets regularly - if you are interested in this event, do get in touch!

Here's a high-level timeline of the process:
* Approximate date/region decided: 5 months before
* Venue booked: 4 months before
* Agenda Brainstorming Starts: 2 months before
* Registration Opens: 2 months before
* Draft Agenda Release: 1 Month before
* Agenda Complete: 3 weeks before
* All moderators found: 2 weeks before
* Registration Closes: 1 week before (for catering)

===Date and Region selection===
The Ops Meetups gain much of their timing cues from the OpenStack release cycle. There is always an event at the OpenStack Summit, which is held in a regional rotation:
* Year 1 - Late April/Early May - North America
* Year 1 - Late October/Early November - Europe
* Year 2 - Late April/Early May - North America
* Year 2 - Late October/Early November - Asia Pacific

There are also events between the summit. These have traditionally been held in February/March and August, however the cadence and regional location is currently being discussed by the [[Ops Meetups Team]].

Based on community feedback, the [[Ops Meetups Team]] chooses the approximate dates and regions for events.

===Venue Selection===
Once an approximate date range (eg "mid-to-late August") and region (eg "US East Coast") is known, work can begin on the venue. Finding a venue that's flexible, yet large enough to fit the growing ops community is always a challenge. We have some well-understood requirements for venues, though the numbers continue to increase:
* Theater/fishbowl style seating for 150-200
** Note: the Philadelphia mid-cycle in March 2015 had 175+ registrations and approx. 150 people on-site
** Note: Palo Alto mid-cycle in August 2015 had 303 registrations and approx 195 on site.
** Note: Manchester mid-cycle in February 2016 had 130 on-site.
** These numbers can increase 2-3 times for the ops meetup hosted at OpenStack Summit
* At least 3 rooms to run parallel working group and breakout sessions
** Note: for the mid-cycle meetups, the group often meets all together in the morning, and then makes use of the breakout rooms in the afternoon. For example, in Philadelphia, the main room used in the morning was broken up into two spaces, which were used seperately in the afternoon
* A reliable wireless network, most likely for 500-600 devices
* Projectors, screens, power strips and whiteboards for every room, several handheld microphones for large room(s)
* Coffee and lunch breaks each day, possibly light breakfast depending on cost
** Note: catering is typically where the largest costs are incurred, especially with increasing numbers
* Convenient access to transport, hotels and other venues (eg for an evening event)
* Signage directing people to the appropriate room
* A registration/welcome table in an appropriate space
** Note: for mid-cycle events hosted at an office building, security requirements can provide additional logistical hurdles

We have been extremely fortunate to have had excellent organisations step up and offer their own space, or offer to underwrite a commercial meeting space. If you see someone from an organisation who has hosted one of these events before, please share your gratitude - it's a large part of what makes it possible. A very big thank you to our past hosts:
* eBay/Paypal
* Rackspace
* Comcast
* HP
* Datacentred

In May 2016, the [[Ops Meetups Team]] decided the most fair way of finding a venue was to email out an open call for venues and see what came back. The key was to facilitate a fair process to choose between proposals, if we had more than one. This call for hosts should happen as soon as the region and approximate date range are decided, to allow the most possible time for planning.

===Underwriters===
The community strongly believes that Ops Meetups should be non-commercial events, and is willing to accept a cheaper "level of production" instead of being bombarded with marketing. However, running an event does still cost money!

Underwriters are the financial backers of the event. They're organisations who believe in improving OpenStack ops, and usually run clouds themselves. Between them they cover any venue, catering and ancillary costs to run the event. In the past, we've added underwriter names and logos to the registration site, event signage and name badges. We've also allowed a modest number of banners to be placed in the main area, and encouraged a representative from each underwriter to welcome people to the event so their face and brand are known.

In some cases, especially with an in-house venue and in-house catering, the host has also been the underwriter. However, according to OpenStack's event principles, we should facilitate equal participation from all commercial members of the community.

===Topic Selection===
Choosing the topics for the meetup is very important. You want to ensure that you have a reasonable balance between feedback gathering (especially covering current burning issues), best practice sharing, and sessions that get people actually participating.

The general principle here is to get wide feedback - you don't want to have entirely the same topics every meetup, and you definitely don't want to always have the same people making the suggestions (lest it results in an Echo Chamber).

To date, how this has worked has been an etherpad, such as https://etherpad.openstack.org/p/YVR-ops-meetup, seeded with information about the aims and session types of the ops meetup with the following sections for soliciting feedback:
* Session Ideas - General Sessions
* Session Ideas - Working Groups
* Architecture Show & Tell (if you want to present, list your name and email below)
* Moderator volunteers (list your name and email below, along with the sessions you could lead)

Seeding a few known good sessions in each section to provide examples works well, and encouraging a few people to give +1s on their favourite session ease others who aren't as familiar with etherpad into this behaviour.

Once the etherpad has run its course - normally for around a couple of weeks, the topics are decanted into a schedule across the rooms available, which is then shared with the community for feedback. Missing topics or topics with conflicts might be identified at this time (see also: Managing Conflicts).

=== Scheduling===

==== Room Selection, Layout & co-location ====

So, the hardest rooms to get are the 'big' ones, for our full room
discussion.

For the 'big' rooms, there is an argument to maximise attendance
somewhat, unlike the 'small' rooms where ideally we want only
dedicated/interested people. Co-locating the larger rooms means that we
basically have a lot more people we trap in our track for the entire
time, by ensuring there's always something interesting for them going on.

With good attendance numbers for the larger sessions, it ensures that
the "feedback" aim of the events can be achieved in a broad manner,
grabbing the widest views possible from the largest number of people.

However, at 3 parallel rooms, it becomes quite difficult to schedule
things so that people can generally get to everything they want to see
So, these above argument breaks for large numbers of parallel rooms.
I think 3 is about the limit for a single day. If we were ever to need 7
more slots, then we should definitely split the large rooms over
multiple days.

Regarding the 'small' rooms - it's quite a bit different. We're not
trying to maximise attendance overall, but it is a lot more important
that people can get to the groups they want to - like the design summit
overall. These are co-located just to avoid Thierry going insane He
works so hard to get the schedule sorted out nicely for all the design
summit projects. If there's a problem with other tracks in the design
summit that want to switch some stuff to Wednesday, I'd be completely
open to moving some of our stuff around this summit.

There's also the days themselves to consider: Tuesday, Wednesday and
Thursday are probably the 'better' days to have sessions - more than a
few people arrive late and miss parts of Monday and leave early and miss
parts of Friday.

==== Managing Conflicts ====
Conflicts in the layout grid is something to
consider very heavily and get sanity checking from others on.

Some times it just works out, for example, the Summit "101" being up against two very
technical/advanced topics, since there are definitely different
audiences there.

There are also some topics where only certain classes of people
care, and so you have to make sure that other more general topics are
available so people stick around. eg if you're not running cinder,
interested in multiple sites or federation, and they're the only things that are on ... what should you do for 40
minutes?

Then there are the topics that have shared interest. People interested
in federations are also likely interested in multi-site clouds, so it
isn't appropriate to co-schedule these. Similarly, people interested in
billing are also probably interested in legacy applications.

Use best judgement, and get wide feedback.

=== Finding Moderators===
Each session needs a moderator. Two methods for finding interested people have been tried in the past - call out on the ops mailing list separate to the agenda drafting/planning, and adding a section on the etherpad. The latter was markedly more successful, so be sure to add a section to the planning etherpad:

Moderator volunteers (list your name and email below, along with the sessions you could lead)
* Guide for Moderators: https://wiki.openstack.org/wiki/Operations/Meetups#Moderators_Guide
* Tom Name <tom@example.org> - Introduction sessions, generally available if none else volunteers

Then, once the planning etherpad has run its course, with a couple of mailing list prompts, and you've scheduled sessions, see how you go in matching up moderators with their area of interest. Moderators tend to write down the specific sessions they want to lead, so start there, then add the generalists, and so on.

The final step is to fill the gaps - where there is no moderator assigned. Write some emails: Ask the existing moderator volunteers, ask the mailing list, and finally - if no moderator can be found, it probably means there is less interest than expected and the session should be replaced with something else.

Hints:
* Keep in mind that each session takes some time and effort to prepare, so typically don't ask one person to moderate more than two sessions.
* First-time moderators might feel more comfortable working with a co-moderator, as would those tackling a difficult topic.
* Since the work sessions take more prep, two or three moderators can be a good idea.

=== Registration===
We use the Foundation's Eventbrite page.

Once registration is open, we monitor the numbers, adjust venue/food requirements accordingly and make sure things don't get out of control.

Registration closes about a week before the event. Sometimes earlier if we're in a venue with special security requirements.

===Advertising===
Just ask Allison ;)

Advertising this event is a balance. We want people who are experienced cloud operators to come - it's an event for them. However, if we broadcast loudly, in addition to our ops friends we'll get lots of attendees who are not that :) We attach a disclaimer to all of our email communication and registration pages in an attempt to avoid beginners accidentally attending and having a negative experience:

***Note***: This event assumes OpenStack ops knowledge and is _not_ appropriate for beginners, or a place to learn about OpenStack. The event contains relatively few 'presentations' and is mostly a discussion-style event. To find other OpenStack events in your area, please visit www.openstack.org/events.

That's obviously too long to put in a tweet, so normally start those with something like "Run an #OpenStack Cloud? ...."

It's also very nice to have some prominent developers attend - so a direct tip-off to those folks is one option, or including a line in the weekly newsletter.

Generally, the following promotion activities are performed:
* Email previous Summit attendees that have indicated ops in their registration
* Email previous attendees of the ops midcycles
* Remind the Ops Mailing list
* Tweet from the foundation twitter account
* Contact the local meetup group

Optionally, some other areas to try are:
* Email a subset of the ActiveUser Contributors that would benefit from attending the ops midcycle
* Reach out to user survey respondents who have indicated that they can be contacted

===Working with Feedback===

OpsGuide-Appendix-Resources

2017-08-18T20:37:50Z

Cmorgan2: trial content to see how the conversion is going

= Resources =

== OpenStack ==

* [https://docs.openstack.org/ocata/install-guide-obs/ OpenStack Installation Tutorial for openSUSE and SUSE Linux Enterprise Server]
* [https://docs.openstack.org/ocata/install-guide-rdo/ OpenStack Installation Tutorial for Red Hat Enterprise Linux and CentOS]
* [https://docs.openstack.org/ocata/install-guide-ubuntu/ OpenStack Installation Tutorial for Ubuntu Server]
* [https://docs.openstack.org/admin-guide/ OpenStack Administrator Guide]
* [http://www.packtpub.com/openstack-cloud-computing-cookbook-second-edition/book OpenStack Cloud Computing Cookbook (Packt Publishing)]

== Cloud (General) ==

* [http://nvlpubs.nist.gov/nistpubs/Legacy/SP/nistspecialpublication800-145.pdf The NIST Definition of Cloud Computing]

== Python ==

* [http://www.diveintopython.net/ Dive Into Python (Apress)]

== Networking ==

* [http://www.pearsonhighered.com/educator/product/TCPIP-Illustrated-Volume-1-The-Protocols/9780321336316.page TCP/IP Illustrated, Volume 1: The Protocols, 2/E (Pearson)]
* [http://www.nostarch.com/tcpip.htm The TCP/IP Guide (No Starch Press)]
* [http://danielmiessler.com/study/tcpdump/ A tcpdump Tutorial and Primer]

== Systems Administration ==

* [http://www.admin.com/ UNIX and Linux Systems Administration Handbook (Prentice Hall)]

== Virtualization ==

* [http://www.nostarch.com/xen.htm The Book of Xen (No Starch Press)]

== Configuration Management ==

* [http://docs.puppetlabs.com/ Puppet Labs Documentation]
* [http://www.apress.com/9781430230571 Pro Puppet (Apress)]

OpsGuide-Appendix-Roadmaps

2017-08-18T20:35:29Z

Cmorgan2: trial content to see how the conversion is going

= Working with Roadmaps =

The good news: OpenStack has unprecedented transparency when it comes to providing information about what's coming up. The bad news: each release moves very quickly. The purpose of this appendix is to highlight some of the useful pages to track, and take an educated guess at what is coming up in the next release and perhaps further afield.

OpenStack follows a six month release cycle, typically releasing in April/May and October/November each year. At the start of each cycle, the community gathers in a single location for a design summit. At the summit, the features for the coming releases are discussed, prioritized, and planned. The below figure shows an example release cycle, with dates showing milestone releases, code freeze, and string freeze dates, along with an example of when the summit occurs. Milestones are interim releases within the cycle that are available as packages for download and testing. Code freeze is putting a stop to adding new features to the release. String freeze is putting a stop to changing any strings within the source code.

[[File:figures/osog_ac01.png|image]]

== Information Available to You ==

There are several good sources of information available that you can use to track your OpenStack development desires.

Release notes are maintained on the OpenStack wiki, and also shown here:

Here are some other resources:

* [https://status.openstack.org/release/ A breakdown of current features under development, with their target milestone]
* [https://blueprints.launchpad.net/openstack A list of all features, including those not yet under development]
* [https://wiki.openstack.org/wiki/Summit/Kilo/Etherpads Rough-draft design discussions ("etherpads") from the last design summit]
* [https://review.openstack.org/ List of individual code changes under review]

== Influencing the Roadmap ==

OpenStack truly welcomes your ideas (and contributions) and highly values feedback from real-world users of the software. By learning a little about the process that drives feature development, you can participate and perhaps get the additions you desire.

Feature requests typically start their life in Etherpad, a collaborative editing tool, which is used to take coordinating notes at a design summit session specific to the feature. This then leads to the creation of a blueprint on the Launchpad site for the particular project, which is used to describe the feature more formally. Blueprints are then approved by project team members, and development can begin.

Therefore, the fastest way to get your feature request up for consideration is to create an Etherpad with your ideas and propose a session to the design summit. If the design summit has already passed, you may also create a blueprint directly. Read this [http://vmartinezdelacruz.com/how-to-work-with-blueprints-without-losing-your-mind/ blog post about how to work with blueprints] the perspective of Victoria Martínez, a developer intern.

The roadmap for the next release as it is developed can be seen at [https://releases.openstack.org Releases].

To determine the potential features going in to future releases, or to look at features implemented previously, take a look at the existing blueprints such as [https://blueprints.launchpad.net/nova OpenStack Compute (nova) Blueprints], [https://blueprints.launchpad.net/keystone OpenStack Identity (keystone) Blueprints], and release notes.

Aside from the direct-to-blueprint pathway, there is another very well-regarded mechanism to influence the development roadmap: the user survey. Found at [https://www.openstack.org/user-survey/ OpenStack User Survey], it allows you to provide details of your deployments and needs, anonymously by default. Each cycle, the user committee analyzes the results and produces a report, including providing specific information to the technical committee and project team leads.

== Aspects to Watch ==

You want to keep an eye on the areas improving within OpenStack. The best way to "watch" roadmaps for each project is to look at the blueprints that are being approved for work on milestone releases. You can also learn from PTL webinars that follow the OpenStack summits twice a year.

=== Driver Quality Improvements ===

A major quality push has occurred across drivers and plug-ins in Block Storage, Compute, and Networking. Particularly, developers of Compute and Networking drivers that require proprietary or hardware products are now required to provide an automated external testing system for use during the development process.

=== Easier Upgrades ===

One of the most requested features since OpenStack began (for components other than Object Storage, which tends to "just work"): easier upgrades. In all recent releases internal messaging communication is versioned, meaning services can theoretically drop back to backward-compatible behavior. This allows you to run later versions of some components, while keeping older versions of others.

In addition, database migrations are now tested with the Turbo Hipster tool. This tool tests database migration performance on copies of real-world user databases.

These changes have facilitated the first proper OpenStack upgrade guide, found in ops-upgrades, and will continue to improve in the next release.

=== Deprecation of Nova Network ===

With the introduction of the full software-defined networking stack provided by OpenStack Networking (neutron) in the Folsom release, development effort on the initial networking code that remains part of the Compute component has gradually lessened. While many still use <code>nova-network</code> in production, there has been a long-term plan to remove the code in favor of the more flexible and full-featured OpenStack Networking.

An attempt was made to deprecate <code>nova-network</code> during the Havana release, which was aborted due to the lack of equivalent functionality (such as the FlatDHCP multi-host high-availability mode mentioned in this guide), lack of a migration path between versions, insufficient testing, and simplicity when used for the more straightforward use cases <code>nova-network</code> traditionally supported. Though significant effort has been made to address these concerns, <code>nova-network</code> was not be deprecated in the Juno release. In addition, to a limited degree, patches to <code>nova-network</code> have again begin to be accepted, such as adding a per-network settings feature and SR-IOV support in Juno.

This leaves you with an important point of decision when designing your cloud. OpenStack Networking is robust enough to use with a small number of limitations (performance issues in some scenarios, only basic high availability of layer 3 systems) and provides many more features than <code>nova-network</code>. However, if you do not have the more complex use cases that can benefit from fuller software-defined networking capabilities, or are uncomfortable with the new concepts introduced, <code>nova-network</code> may continue to be a viable option for the next 12 months.

Similarly, if you have an existing cloud and are looking to upgrade from <code>nova-network</code> to OpenStack Networking, you should have the option to delay the upgrade for this period of time. However, each release of OpenStack brings significant new innovation, and regardless of your use of networking methodology, it is likely best to begin planning for an upgrade within a reasonable timeframe of each release.

As mentioned, there's currently no way to cleanly migrate from <code>nova-network</code> to neutron. We recommend that you keep a migration in mind and what that process might involve for when a proper migration path is released.

== Distributed Virtual Router ==

One of the long-time complaints surrounding OpenStack Networking was the lack of high availability for the layer 3 components. The Juno release introduced Distributed Virtual Router (DVR), which aims to solve this problem.

Early indications are that it does do this well for a base set of scenarios, such as using the ML2 plug-in with Open vSwitch, one flat external network and VXLAN tenant networks. However, it does appear that there are problems with the use of VLANs, IPv6, Floating IPs, high north-south traffic scenarios and large numbers of compute nodes. It is expected these will improve significantly with the next release, but bug reports on specific issues are highly desirable.

== Replacement of Open vSwitch Plug-in with Modular Layer 2 ==

The Modular Layer 2 plug-in is a framework allowing OpenStack Networking to simultaneously utilize the variety of layer-2 networking technologies found in complex real-world data centers. It currently works with the existing Open vSwitch, Linux Bridge, and Hyper-V L2 agents and is intended to replace and deprecate the monolithic plug-ins associated with those L2 agents.

== New API Versions ==

The third version of the Compute API was broadly discussed and worked on during the Havana and Icehouse release cycles. Current discussions indicate that the V2 API will remain for many releases, and the next iteration of the API will be denoted v2.1 and have similar properties to the existing v2.0, rather than an entirely new v3 API. This is a great time to evaluate all API and provide comments while the next generation APIs are being defined. A new working group was formed specifically to [https://wiki.openstack.org/wiki/API_Working_Group improve OpenStack APIs] and create design guidelines, which you are welcome to join.

== OpenStack on OpenStack (TripleO) ==

This project continues to improve and you may consider using it for greenfield deployments, though according to the latest user survey results it remains to see widespread uptake.

== Data processing service for OpenStack (sahara) ==

A much-requested answer to big data problems, a dedicated team has been making solid progress on a Hadoop-as-a-Service project.

== Bare metal Deployment (ironic) ==

The bare-metal deployment has been widely lauded, and development continues. The Juno release brought the OpenStack Bare metal drive into the Compute project, and it was aimed to deprecate the existing bare-metal driver in Kilo. If you are a current user of the bare metal driver, a particular blueprint to follow is [https://blueprints.launchpad.net/nova/+spec/deprecate-baremetal-driver Deprecate the bare metal driver]

== Database as a Service (trove) ==

The OpenStack community has had a database-as-a-service tool in development for some time, and we saw the first integrated release of it in Icehouse. From its release it was able to deploy database servers out of the box in a highly available way, initially supporting only MySQL. Juno introduced support for Mongo (including clustering), PostgreSQL and Couchbase, in addition to replication functionality for MySQL. In Kilo, more advanced clustering capability was delivered, in addition to better integration with other OpenStack components such as Networking.

== Message Service (zaqar) ==

A service to provide queues of messages and notifications was released.

== DNS service (designate) ==

A long requested service, to provide the ability to manipulate DNS entries associated with OpenStack resources has gathered a following. The designate project was also released.

== Scheduler Improvements ==

Both Compute and Block Storage rely on schedulers to determine where to place virtual machines or volumes. In Havana, the Compute scheduler underwent significant improvement, while in Icehouse it was the scheduler in Block Storage that received a boost. Further down the track, an effort started this cycle that aims to create a holistic scheduler covering both will come to fruition. Some of the work that was done in Kilo can be found under the [https://wiki.openstack.org/wiki/Gantt/kilo Gantt project].

=== Block Storage Improvements ===

Block Storage is considered a stable project, with wide uptake and a long track record of quality drivers. The team has discussed many areas of work at the summits, including better error reporting, automated discovery, and thin provisioning features.

=== Toward a Python SDK ===

Though many successfully use the various python-*client code as an effective SDK for interacting with OpenStack, consistency between the projects and documentation availability waxes and wanes. To combat this, an [https://wiki.openstack.org/wiki/PythonOpenStackSDK effort to improve the experience] has started. Cross-project development efforts in OpenStack have a checkered history, such as the [https://wiki.openstack.org/wiki/OpenStackClient unified client project] having several false starts. However, the early signs for the SDK project are promising, and we expect to see results during the Juno cycle.