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Ops Meetups Team

Revision as of 20:07, 26 August 2016 by Zioproto (talk | contribs) (added my last name and email)

Status: Active (as of May 17th, 2016)

Team Organizers: Tom Fifield <tom@openstack.org>, Matt Van Winkle <vw@rackspace.com>, Shintaro Mizuno, Melvin Hillsman, Chris Morgan, Saverio Proto <saverio.proto@switch.ch>, Your Name Here!


The Ops Meetups Team is an open team that works towards:

  • Keeping the spirit of the 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

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.


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

Meeting Information

Generally, the Ops Meetups Team meets every two weeks on Tuesday at 1400 UTC. In the period prior to an upcoming meetup, this may increase to weekly. Stay tuned to the openstack-operators mailing list for meeting announcements and schedule updates.

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


  • 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


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 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