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Policies, procedures, files, notes, and other things necessary for and related to organizing the Seattle GNU/Linux conference.

License: Creative Commons Attribution Share Alike 4.0 International

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organization's People

Contributors

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organization's Issues

2021-04-05 Staff Meeting

2021-04-05 SeaGL 2021 bi-weekly all-hands

Procedural

Check-in round

  • Attendees:
  • Apologies:
  • Facilitator:
  • Note Taker(s):

Metrics (previous --> current)

Previous meeting feedback

  • SeaGL <3
  • Was a productive meeting
  • Glad we're aligned
  • Rachel has agenda items for the next meeting

Previous meeting TODOs

  • communicate our save-the-date
    • Blog post
    • Social media
    • website updates (Andrew and Rachel)
  • begin process of moving away from FSF as a fiscal sponsor
    • make a list of what FSF has control over, has their name on etc.
      • storage unit
      • ???
    • start a thread on 2021 list (Hans)
    • Let John Sullivan know (Deb)
  • document the new project management system, based on https://github.com/features/project-management/ (Salt)
  • finalize committee descriptions, https://pad.sfconservancy.org/p/seagl_2020_domain_descs (Salt)
  • fill out SeaGL 2021 staff seats (Salt)
    • Impresario (Salt)
    • Programming & Flow (Rachel and Nathan)
    • Finance (Hans and Jeff?)
    • Attendee Experience (Deb? and ?)
    • Promotion & Outreach (Ben and ?)
    • Partnerships (Hans? and ?)
    • SRE/Technical (sntxrr and Keith)
    • Volunteers (? and ?)
    • IDEA (? and ?)
    • Code of Conduct (? and ?)
  • set up asynchronous method to review feedback from last year (Salt)
  • announce regular meeting time, Mondays at 5pm PT (Salt)
  • make progress on 2020 videos, https://github.com/SeaGL/tech/issues/18
  • make progress on 2020 speaker swag (Salt)
  • compile list of blog posts that need writing (Ben)
  • begin filling out 2021 timeline (Everyone)

Minute of silence (get into the SeaGL headspace)

  • Review agenda
  • Consider tensions, progress updates, blockers, questions
  • Gather personal notes, tasks, emails

Agenda

Committee leaders

Fiscal sponsor

Project management

2021 timeline

2020 wrap-up

Open discussion (~5 minute, if time)

Sign-off round (what's next, appreciations, suggestions)

Meeting adjourned!

2021-04-19 Staff Meeting

2021-04-19 SeaGL 2021 bi-weekly all-hands

Procedural

Check-in round

  • Attendees:
  • Apologies:
  • Facilitator:
  • Note Taker(s):

Metrics (previous --> current)

Previous meeting feedback

  • look forward to having a committee soon
  • good meeting, excited about everything coming together
  • look forward to having year 2 of virtual event

Minute of silence (get into the SeaGL headspace)

  • Review agenda
  • Consider tensions, progress updates, blockers, questions
  • Gather personal notes, tasks, emails

Agenda

Demonstration of GitHub as a project managment tool (Salt)

Previous meeting TODOs

from 3/8

  • SeaGL/staff#3 communicate our save-the-date on social media (der.hans)
  • SeaGL/staff#4 begin process of moving away from FSF as a fiscal sponsor
  • SeaGL/staff#5 compile list of what FSF has control over
  • SeaGL/staff#6 notify John Sullivan that SeaGL will be moving fiscal sponsors (Deb)
  • SeaGL/staff#7 document the new project management system (Salt)
  • SeaGL/staff#8 finalize committee descriptions (Salt)
  • SeaGL/staff#9 fill out SeaGL 2021 staff lead seats (Salt)
  • SeaGL/staff#10 set up asynchronous method to review feedback from last year (Salt)
  • SeaGL/staff#11 make progress on 2020 videos
  • SeaGL/staff#12 make progress on 2020 speaker swag (Salt)
  • SeaGL/staff#13 compile list of blog posts that need writing (Ben)
  • SeaGL/staff#14 fill out 2021 timeline (Everyone)

from 4/5

  • SeaGL/staff#15 arrange meeting to discuss fiscal sponsor options (der.hans)
  • SeaGL/staff#16 organize tech kick-off meeting (Salt)
  • SeaGL/staff#17 send intro email connecting Andrew and Hager (der.hans)
  • SeaGL/staff#18 create GitHub issues for all of the TODOs (Salt)
  • SeaGL/staff#19 decide on whether to hybrid by end of April (Salt)
  • SeaGL/staff#20 open issue to review last year's feedback, bring three positives, one opportunity to next meeting (Salt)

Open discussion (~5 minute, if time)

Sign-off round (what's next, appreciations, suggestions)

Meeting adjourned!

Subtle logo revisions

While preparing last year's badge I noticed a few graphical errors in the logo that make it difficult to work with—e.g. horizontal asymmetry of the ribbon makes centering nontrivial, vertical asymmetry makes alignment with page design elements impossible, etc.—and in correcting those I was lured into thinking about other adjustments as well.

I'd like to propose a few revisions to the logo that should be subtle enough to not feel like a redesign.

Current Variant A
SeaGL logo - 2013 design SeaGL logo - Variant A

Changes

  • Expected results:
    • The seagull is more emphasized.
    • Graphical elements are cleaner and more balanced.
    • The logo fits better in a square bound.
    • The seagull's face looks less human.
  • Edits:
    • Decrease the size of the ribbon.
    • Increase the size of the seagull.
    • Reshape the seagull's head and beak.
    • Add a red spot on the seagull's beak.
    • Reshape the horizon from an oval segment to an arc.
    • Decrease the range of text weights.
    • Match line thicknesses to text weights.
    • Decrease the length of the ribbon's folds.
    • Decrease the depth of the ribbon's end cuts.
    • Correct the asymmetry of the ribbon.
    • Remove the discontinuity at the edge of the background.
    • Remove the white drop shadow from the text.
    • Align the highlight on the seagull's tail.
    • Fine-tune the shape of the seagull's body.
    • Round near-gray colors to pure gray colors.
  • Bonus:
    • The logo was made with free software. (see also)

Thoughts? Good idea / bad idea? Other changes you'd want to see while we're at it?

fill out SeaGL 2021 staff leads list

  • Impresario (Salt)
  • Programming & Flow (Rachel and Nathan)
  • Finance (Hans and Norm)
  • Attendee Experience (Deb and Monica)
  • Promotion & Outreach (Ben and Mateus)
  • Partnerships (Sri and Hans)
  • SRE/Technical (sntxrr and Keith)
  • Volunteers (Lacey and Dorian)
  • IDEA (? and ?)
  • Code of Conduct (Rachel and Lacey)

Questions to include on next year's CFP form

OSEM now supports custom questions at CFP time (though we'd need to sync with upstream to get this). This issue is for tracking the questions we should include.

  • Member of a group under-represented in tech? (yes/no)
  • First time presenter? (yes/no)
  • Twitter handle (text)
  • What pronouns do you use? (text)

If more come up between now and next year, add them to the list above rather than in comments so we can keep the entire list together and not miss anything when we create the form.

decide on centralized file hosting solution for seagl assets

from retrospective

  • individual teams may use other tooling within themselves, but things need to be stored in a way that everyone can access them if communication channels are down
  • Google Drive has been alright, but we are moving more things away from proprietary lock-in
  • NextCloud worked okay, but has some rough edges, also it would be nice to minimize the number of services people have to signup for
  • Downsides of using git? Filesize and binary diffs are two that come to mind, but are those bad enough to avoid this?
  • Does GH have a ToS question about being a file host?
  • Easiest/simplest solution is to have our own NextCloud
  • Start with most common use cases
  • All for consolidating access, need to agree on the place and who holds the keys and how to reach them
  • Additional check-in step can be beneficial (e.g. pull requests)
  • What are the problems we are trying to solve? What are our pain points? This list would be good to have in an issue in the infrastructure repo
  • GH: over 50mb warning, over 100mb delete

write blog post on SeaGL 2020 tech stack

there and back again and again and again

[ ] include release of codebase(s)

notes from retrospective

  • why did we decide to make this
    • values
    • why not just use an easy commercial solution
    • alternatives considered
  • initial architectural decisions
  • building an excellent team
  • iterating on decisions until something that "work"
    • what did we rule out?
  • last week discoveries...
  • the conference itself
    • list of tools
      • what did we use
      • what did we build
  • pitfalls/lessons learned
  • looking forward/links to code

confirm all reimbursements were issued

  • Adam for physical storage rental space
  • Keith $100 for Hopin, a second month now as well
  • Salt for various things (e.g. castr, alibaba, etc.)
  • Hans for plushies

transcribe videos

Romeo and Keith were going to collaborate on this, waiting for initial renderings to be done

Make it clear we only accept 1 talk per speaker

I've sent the 2018 accept/decline/waitlist emails. A couple people pinged me and expressed mild surprise that we only accept one talk per speaker.

When writing the CFP instructions next year, try to make this clear while still encouraging people to submit as many relevant proposals as they want.

Try to send only 1 decline email per speaker

Some folks proposed a lot of talks this year (which is good). We only accept one talk per speaker, which means some folks received a wall of rejection emails, one per declined proposal.

If we're still using OSEM next year, there's no way to consolidate emails using that system. But, with a bit of massaging in a spreadsheet, it's possible to do it via MailChimp.

Consider doing this next year (2019) to minimize the Wall Of Rejection effect in people's inboxes.

write blog post on SeaGL 2020 tech stack

there and back again and again and again, include release of codebase (Tech Team)

notes from retrospective

  • why did we decide to make this
    • values
    • why not just use an easy commercial solution
    • alternatives considered
  • initial architectural decisions
  • building an excellent team
  • iterating on decisions until something that "work"
    • what did we rule out?
  • last week discoveries...
  • the conference itself
    • list of tools
      • what did we use
      • what did we build
  • pitfalls/lessons learned
  • looking forward/links to code

write/publish IDEA blog post

  • post about Inclusion/Diversity/Equity/Accessibility (IDEA) / Women in Linux donation (and honoraria trouble) (Deb/Hans)
  • diverse makeup of speakers blog post, maybe as part of the IDEA post (Nathan/Rachel)

Migration to upstream OSEM

Rationale

See SeaGL/osem#22.

Roadmap

  • Stabilize upstream OSEM.
  • Deploy a trial instance of upstream OSEM with SeaGL's data.
  • Review functionality of the trial instance and develop any necessary software modifications.
    • There are still a few modifications to make but nothing blocking migration.
  • Migrate production instance to upstream OSEM.

Open questions

  • How is this affected by migration to OSU OSL infrastructure?
    • Decoupled; we’ve continued to deploy to AWS for now but have designed for ease of later migration.

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