Events FAD 2010

This is the main page for the 2010 Events FAD, which is a FAD focused on tools, infrastructure, and materials for Fedora events, with a focus on FUDCons (though much of the work will likely be reusable for FADs themselves).

Remaining TODOs

 * Max -- pay for everything hotel-related.
 * Mel -- finalize transportation plan back to the airport.
 * Max & Mel -- file expense reports.

Pages we've worked on
These pages need to have redirects made, be categorized, linked to each other, etc.


 * FUDCon
 * FAD
 * Premier Fedora Events
 * FUDCon Planning FAD
 * FUDCon organization process which needs to have FUDCon design and FUDCon:Organization content merged into it.
 * FUDCon bid process - which FUDCon_and_FAD_locations need to be merged into.
 * Sponsoring_event_attendees needs to be linked to from Events and from somewhere in FAMSCO.
 * Audio Video Kit
 * FUDCon:Santiago 2010 (as test of the above)
 * FUDCon Live and FUDCon Live organization process

To finish this section
Ensure all docs and wiki pages linked or referred to from (in order of priority): ...are (in order of priority) The end deliverable here is a link to a wiki category page that lists all the pages that we worked on this weekend.
 * 1) Max's email (done)
 * 2) the Events_FAD_2010 page
 * 3) the entire weekend's IRC logs
 * 4) Friday, #fad
 * 5) Friday, #fedora-fad
 * 6) Friday, #freeseer
 * 7) Saturday, #fad
 * 8) Saturday, #fedora-fad
 * 9) Saturday, #freeseer
 * 10) Sunday, #fad
 * 11) Sunday, #fedora-fad
 * 12) Sunday, #freeseer
 * 13) Sunday, #fudcon-planning
 * 1) status updated (with an admon note)
 * 2) properly categorized
 * 3) link to each other where appropriate
 * 4) have consistent, up-to-date content (If you can't update a page in less than 15 minutes, give it to Jon (jds2001) to put on the "FAD Followup" list.)

Thursday January 28
People arrived, a bit of pre-hacking. Some blog posts, below.


 * Paul Frields: "Road dogging, no. 14."
 * Clint Savage: "Events Fedora Activity Day: Day 0"
 * Mel Chua: "Events FAD: Day -1" (Clearly Clint and I start counting on different days.)

Friday January 29
IRC logs available:


 * #fedora-fad (FUDCon 2.0 track)
 * #fad (initial brainstorming, then FUDCon Live track)
 * #freeseer (Freeseer hacking as part of FUDCon Live track)

Blog posts:

9:30 AM -- Start. Short opening talk by Max to make sure everyone knows what's going on from a logistics point of view, remind folks of the goals for the weekend, and documentation/publicity of our FAD. Make sure that remote participation is up and running properly. Update: Make plans in case of inclement weather.
 * Mel Chua: "Events FAD: Day 0"
 * Jon Stanley: "Fedora Events FAD - Days 0-1"
 * Max Spevack: "fedora activity day -- events -- day 1"

Schedule:

10:00 AM - 1:00 PM -- Break up into our two tracks.

10:30 AM - AVBox track begins hacking in #freeseer. FUDCon 2.0 track is iterating on FUDCon.

1:00 PM - 2:00 PM -- Lunch will be delivered. Sub sandwiches from Jimmy John's, chips & drinks from Daddy Shadowman.

2:00 PM - 6:00 PM -- Break up into our two tracks.

5:00 PM -- Hard stop for Max, who has to run an errand that can't be avoided before the social event.

6:00 PM -- Hard stop for everyone else, so that we can clean up and make it to our social event on time.

7:10 PM -- Avatar on the IMAX 3-D screen. See below.

Saturday January 30
Original plans were scrapped in favor of continuing to work from the hotel, due to the (one-inch) "blizzard" that hit Raleigh Friday night.

Sunday January 31
Snow-in-Raleigh adventures continued, and we worked from the hotel for the last day as well.

Post-Sunday reflections

 * Max Spevack, mentioning the FAD's results while thinking about FUDCon in EMEA at FOSDEM
 * Paul Frields: "Events FAD 2010"
 * Max Spevack: "the future of fudcons"
 * Clint Savage: "Fedora Activity Days 1-3 – A ‘Frank (aka Francis) the Fedora pwnie’ report"

Track #1 -- FUDCon 2.0
Primary owner: Max

Overall goals
Refresh the entire "Premier Fedora Events" idea in our community. Break it down to first principles and build it back up, eventually refining processes, decision-making, and ownership. Then put this into practice as we plan 2010.

Friday
Basically a design thinking day. We'll start with an introduction to the design thinking process.

Here is an initial set of ideas, to seed the session:
 * At its core, what is FUDCon? What purpose is it meant to have?
 * If we were starting with the FUDCon idea right now, what are the goals that FUDCons should have? Both from the regional and annual perspective, as well as from the user or developer perspective.  How do we decide what constitutes a good FUDCon?  Does the formula need to be the same everywhere?
 * How do FADs interact with the FUDCon idea? Are we properly incentivizing people to hold them?  What needs to be changed?
 * Are there any big holes or things not being achieved within Fedora that the FUDCon/FAD model could be modified to solve?
 * Generalized annual FUDCon cycle/calendar with FUDCons and Important Regional FADs and suggested times for them.
 * Expand that generalized list out into the next 18 months, or so.
 * What do we do with the following pages?
 * https://fedoraproject.org/wiki/FUDCon:Organization
 * https://fedoraproject.org/wiki/How_to_organize_a_FAD
 * https://fedoraproject.org/wiki/FUDCon_and_FAD_locations
 * BarCamp -- have we outgrown it, or did we Do It Wrong in Toronto? How do we scale event registration and sessions scheduling?  Is a set of wiki pages for a FUDCon still ok?
 * What is the ownership model for FUDCons and/or FADs? Who is needed?  When does it need a stamp of approval to call itself a FUDCon or a FAD?  What is the RACI?
 * How do we encourage people to do the "due diligence" and set up an informal sort of "bid process" around possible locations for FUDCons and FADs? What sorts of facilities are the minimum required?
 * How do we break down budget for a FUDCon or a FAD, and what does the sponsorship process look like?
 * User versus Developer.
 * Possible expansion to be more family friendly?
 * A repository of FUDCon templates and materials (letters, posters, etc) with instructions for customization.
 * FUDCon survey that can be used to chart our improvement over time.

Saturday
See Max's summary email of progress from Saturday evening.

Action Items for Saturday

 * 1) Generic calendar FUDcons and Ambasador FAD with regional breakdowns
 * 2) 2010 instances communication
 * 3)  Bid process incorporating old locations wiki page
 * 4) Define  things that received good feedback and should be constant
 * 5) List  suggestions  for improvement that we need to act on
 * 6) HOWTO + Organization Page
 * 7) Clear attendee sponsorship process

Documents to draft
Here are the list of documents that we are teaming up to write and make available.
 * Bid process and bid content -- Max, David
 * This document will fix:
 * Less reliance on CommArch -- community ownership
 * Regional planned events by regional folks
 * Better local involvement
 * Establish approval process for FUDCon occurrence
 * This document might fix:
 * Budget process
 * Food details
 * Location (south in winter, north in summer)
 * Whether to attach to other major events
 * HOWTO run a FUDCon -- Chris, Mel
 * This document will fix:
 * Ownership model -- RACI
 * Budget process
 * Repository of materials needed
 * Have clear deliverables for a FUDCon event
 * This document might fix:
 * More social interaction
 * Encouraging new contributors to join
 * Providing a forum where people can ask "By the way" questions
 * Better on-ramping -- promoting connection to the community
 * Does not kill anyone
 * Clear attendee sponsorship process doc -- Paul, Steven -- DONE! Refer to Sponsoring event attendees
 * This document will fix:
 * Better budget/sponsorship process and tools

Sunday
Basically a testing and putting-into-practice day.

Testers of Saturday's work (in #fudcon-planning)
 * 9:00 AM - 11:00 aM: FUDCon LATAM (Rodrigo Padula)

Track #2 -- FUDCon Live
Primary owner: Clint / Yaakov

Overall goals

 * 1) -- Define use cases for freeseer with regard to Fedora (and other community) events.
 * 2) -- Build freeseer software to meet top 2 or 3 use cases, beyond it's current capability.
 * 3) -- Get freeseer packaged into Fedora, including any gstreamer stuff that needs to happen.
 * 4) -- Get equipment purchased, tested, documented, etc.
 * 5) -- Create and test the participation and usage documentation, so that folks can run a FUDCon/FAD Live!
 * 6) -- Review the survey results and decide what we can do to make FUDCon/FAD Live a better experience
 * 7) Decide what our goals are
 * 8) Decide on the results we should see on the following survey
 * 9) Identify changes and the expected results
 * 10) After the next event or two, see if we've made improvement
 * 11) -- Document whatever is needed for worldwide replication, and any roadmap needed for future improvement.

Friday
The who's-working-on-freeseer-when schedule is available on the freeseer wiki.


 * As much of 1 and 2 as possible.
 * Determine current state of 4 and where we need to get.
 * Get any needed parts for 1 and 2.
 * Discuss 5.

Saturday

 * Accomplish the remainder of 2.
 * Testing and progress of 1 with new versions of 2.
 * Discuss 5 if not already done.
 * Begin 3.

Sunday

 * Finish 3.
 * Discuss 6 if not already done.
 * 7.

Wrap up the FUDCon Live page.

A note on remote participation
Live log

This FAD is specifically designed to be a combined in-person/online event, echoing the FUDCon/FUDCon Live arrangement in real FUDCons so we can more effectively test the deliverables we are producing. Remote participation is crucial to the success of this FAD.

There is no prep needed for remote participation: just show up on IRC. Anything else we need to do at that point, we'll figure out at that point.

Remote participation will be coordinated over IRC. The main channel for the FAD will be #fad, with freeseer hacking happening in #freeseer.


 * 9:30am on Friday: kickoff in-person and on #fad
 * 10:30am on Friday: freeseer hacking kickoff in #freeseer

Further updates on remote participation will happen both in-channel and on the fudcon-planning mailing list. Generally speaking, we will be in #fad during the day when we are working on FAD things; please pop in and say hi and we'll help you get started.

Lodging
We stayed at:

Best Western Cary Inn And Extended Stay 1722 Walnut Street Cary, NC 27511 US

Four nonsmoking double rooms with microfridges have been booked, see roommate pairings below.

Equipment budget
What we didn't spend on travel, we'll spend on getting equipment to start making this an option for Events Kits.

Equipment we looked at:


 * http://www.google.com/products?q=vga2usb and http://www.google.com/products?hl=en&q=sennheiser%20ew100g2 and
 * http://www.radioshack.com/product/index.jsp?productId=3521446
 * http://www.bhphotovideo.com/c/search?ci=15708&N=4290441573+4291226455
 * http://www.bhphotovideo.com/c/buy/Wireless-Systems/ci/15708/N/4290441573
 * http://www.epiphan.com/products/frame-grabbers/vga2usb/

Total budget

 * Original budget -- $3,000
 * Travel commitments -- $1320.60
 * Lodging/Space -- $1024.68
 * Equipment -- $506.39

Total cost: $2851.67 ($148.33 under budget)

Equipment
If you're bringing toys - by which we mean "A/V equipment" - to play with during this FAD, list it here so we know what we've got to play with.

Avatar
We have the ability to get a discount on pre-ordered concessions. You can get a small box of popcorn and your choice of Coke, Diet Coke, Sprite, Orange Fanta, Dr Pepper, Powerade or bottled water. It comes as a combo pack, so you have to get both the popcorn and the drink, but you can give it away to someone else if you don't want something. Note what you would like below:

Our requests have been emailed in. Max is waiting for confirmation -- worst case, we'll buy stuff when we get there.


 * Max -- popcorn & coke
 * Jon -- popcorn & coke
 * Chris -- popcorn & Dr Pepper (2nd choice Coke)
 * Clint -- popcorn, raisinettes & Dr Pepper (Coke is a good alternative)
 * Mel -- popcorn and orange fanta
 * Dennis -- popcorn(no butter) sprite with cherry and vanilla syrup
 * Paul -- popcorn and water
 * Steven -- popcorn & coke
 * David -- popcorn & coke
 * Colby -- popcorn, raisinettes, and coke

Planning meetings

 * 2010-01-25
 * 2010-01-20 belated weekly planning meeting, logistics budget wrapup
 * 2010-01-15 freeseer tech discussion
 * 2010-01-11 planning meeting 2
 * 2010-01-09 planning meeting 1