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Ops Meetups Team

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>, Saverio Proto <saverio.proto@switch.ch>, Matt Jarvis <matt.jarvis@datacentred.co.uk> Your Name Here!

Scope

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 (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


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 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

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.