The followup letter, final draft

Dear TODO PMC;

Congratulations! The project been allocated [one half-day|one day|two days] of the ApacheCon US 2009 schedule. Registration for the conference opens on June 22nd, and we need to publish the main conference schedule as soon as possible, so there's plenty to do in the next few weeks! Please read this email carefully - it outlines the main things the project needs to be aware of when putting together a program to engage your community.

TODO

Start your primary track's wiki page, you can use the template (depending on your wiki) at

See the http://wiki.apache.org/concom-planning/ParticipatingPmcs page for the suggested Wiki URL.

To help you through this process, the planners have designated as our planning mentor and liaison to your project's effort.

SUGGESTIONS

* People pay to see the scheduled content at ApacheCon. Provide material which will reach and attract our paying audience. If you have Geeks for Geeks content to present, please save that for the daytime un-con tracks, or evening MeetUps/BOFs. Consider that people attending the main tracks probably need to have a clear business case for registration costs - but your community are free to attend the free evening programming (and that's free as in beer!), so choose appropriately!

* Work with your community. Some of the best presentations have been from presenters who don't belong to that project's PMC.

* Be creative! You're not limited to the strict 50-minute-sessions model. You can organize the schedule in whatever way makes the most sense for your project's content. (Ensure that your attendees still get their coffee- and lunch-breaks and keynote sessions.)

* The main track drives paid attendence, so you must submit well-written proposals. If the proposals are not clearly written, and answer "Who, What, and Why?", then what can be expected of the presentations? We've reviewed the proposals that were received in the main CFP, and they accompany this email. You can use these verbatim (appropriately edited for spelling/to fit the program!), or work with the submitters to refine them to work better within the track you're planning and/or solicit completely new proposals. Use whichever solution creates the most effective program.

* During the day, we will run un-con tracks on Wednesday through Friday in smaller rooms (capacity ~50), also coordinated by PMCs. They do not need to be formalized until the morning of the track, but guidance for the prospective audience can be gathered on the un-con tracks' wiki pages. Registration will be required to attend these parallel tracks, but they're a great place to schedule the Geeks4Geeks content that's really interesting for a narrower audience.

FREE STUFF!

During the day, on Monday and Tuesday, we will run a free BarCamp alongside the traditional Hackathon. The space set aside for the BarCamp and Hackathon is truly massive, and should have a very open feel without excessive background noise. By colocating these events, we can enable attendees to jump between hacking together and attending BarCamp sessions.

Free evening activities include MeetUps and BOFs. These will be organized by the PMCs, and can be scheduled for any night from Sunday through Thursday. Wednesday night is set aside for the free BIG FEATHER BIRTHDAY BASH! and Welcome Reception. We expect to attract many commuting attendees from the Bay Area, both for the main program (paid registration required) and for all of these free events and opportunities.

REALITY CHECK

Of course the economic realities do not permit the Conference Producer to cover the costs of everyone who has information to present to such a diverse audience of this many topics. For this conference, for each hour of main track material, the Producer will be covering one (1) hotel night plus one (1) conference pass, and will provide an additional (1) night for overseas travelers. However, the conference will not be paying airfare for speakers from the US and Canada, and will work on a limited case-by-case basis with those from overseas. And with so many friends in the Bay Area, those who are not covered can consider staying with fellow ASF members who are willing to host.

If you're not sure how this will work for you, or what it means when you start getting creative with the program, please check with your planning-mentor.

AND FINALLY

If you need help or guidance, you can contact the planning team any time on planners-2009-us@apachecon.com

You've also been assigned a planning-mentor, who's there as your PMC's personal support system for this conference as mentioned above.

We're looking forward to the most exciting ApacheCon ever, but we need your help to do it!

The ApacheCon US 2009 planning team

THIS IS THE 1st LETTER, SENT 14 April 2009 (SEE BELOW FOR 2nd LETTER DRAFT)

Project Management Committees,

For this 10th Year of the Apache Software Foundation, the Conference Planning Committee and Stone Circle Productions are infusing ApacheCon US 2009 with the same Community Spirit that guides our Open Source Communities themselves. With the goal of creating the most successful ApacheCon to-date, we are seeking the support of each ASF Community to help drive their content for the 3-day conference. As the PMC, we invite you to come forward with content based on the needs of your user community.

First: Decide as a project, how much time you would like to fill with commercially viable content. Do you need a half-day or a full-day to achieve a professional, quality program? Don't restrict yourselves to presentations by the PMC members or past speakers. You are likely familiar with other committers, the members of your user community, published authors and others who would offer effective sessions. Consider involving the community in this process through either the dev or users list, as appropriate for your project. Identifying the exact contents and schedule of your program will come in a 2nd phase.

Note: If you believe your track is better presented in tandem with other project(s), and you would like to work together as a small group of related projects to create a unified track, please discuss this with the other project(s) and offer one proposal you all agree upon to the Planners.

Second: Identify your consumers. Please explain to the Planners, in your submission, who your attendees would be. Are they web content authors or developers, or backend infrastructure adopters, integrators or administrators? Are they technical or novice individuals, management or general users?

Third: Communicate your interest to planners-2009-us@apachecon.com no later than April 21st!

The Planners will get back to you by April 28th to share the general program schedule, and where your project best fits. You will be provided a mentor who will forward to you the CFP's which made the first cut of talk selections. Your community will then have two weeks to create a schedule on a Wiki page. Again, be creative, and keep in mind there are several opportunities for content beyond the programmed track: MeetUps, BOFs, symposiums, un-conference style activities, etc.

In four weeks, the Planners will complete a review of the programming, offer final feedback, cut programming that doesn't fit into the formal tracks of the program, and finally attempt to fit all of the programming into space available. Your mentor is there to help you avoid this cut and guide you in creating a professional and marketable track!

Should a PMC choose not to participate in this process, but there are still compelling presentations about that particular project, the Planners may choose to run that track. Speaker acceptance/rejections will be sent out in five weeks, once all decisions are made. All projects, participating in this program or not, will have opportunities to get more involved with the conference. These will be announced over the coming months.

We look forward to your PMC's response!

Yours,

The ApacheCon 2009 US Planning Team

ApacheConUS09LetterToPMCs (last edited 2012-01-23 20:52:52 by NickBurch)