This document is DRAFT and is subject to review by ConCom
Any event that uses the Apache brand or trademarks must be approved by ConCom.
ConCom can also provide mentoring and, in some cases, financial support to Apache branded events. It is important to understand financial support is only available for community organised events that are not intended to make a profit.
This document describes the kind of support available and the conditions under which it will be provided. The ConComSupportWorkflow outlines the process for getting ConCom support and running your event.
- Have an organising team including the following:
- At least 2 ASF members
- At least 3 committers
At least 1 MeetUp-organising-novice on the organising team
A ConCom mentor - this person is not there to organise, but will represent ASF interests and assist where appropriate.
- (Note: An organizer can fill more than one of these slots, such that the minimum number of team members is three)
- In the case of events specific to a one or more projects we requiere Lazy Consensus approval by all appropriate PMCs
- PMCs should only give approval for events that demonstrate:
- diversity of presenters/organizers
- an appeal to some portion of their community (either developers, or to users)
- PMCs should only give approval for events that demonstrate:
- Have at least 25 expected attendees
- Be vendor neutral (if a vendor is engaged then PRC must be consulted with respect to ASF brand management)
- Complete an event evaluation and recommendations form after the event
- Have local sponsorship (local companies, venue etc.)
- Engage local PR
- Be very low cost to attend
This is a traditional conference format aiming to cover a broad spectrum Apache technologies. In practice it has a predefined programme that aims to cover at least 60% of the Apache projects. ApacheCon is an example of a conference format. Typically a conference will target users rather than developers. However, there may be co-located events targeted at developers. Conferences are outward focusing events. They serve to help users get to grips with Apache products and processes.
Conferences are high profile and are, at present, handled by licensing the brand to a professional conference producer.
Apache members are regularly approached by other conferences that wish to include an Apache track, day or other content.
Individuals may, of course, present Apache-related material at any conference without the approval of ConCom. However, if a collection of content is to be marketed under the Apache brand, or any of our trademarks, it must have the approval of ConCom.
If you wish to organize a conference track, please see the Basic Requirements listed above for information about what's needed.
A MeetUp is a formal/semi-formal event that covers a subset of Apache technologies. It will usually have a semi- or fully-defined programme, although an event which does not have a defined programme but that is targeted exclusively at developers will also be classed as a MeetUp.
For example, an event exclusively dealing with Hadoop would be a MeetUp, as would an event covering Web Services technologies. A MeetUp may cover several Apache projects, or several MeetUp events--each covering a single project--may be co-located.
A MeetUp is an inward-focusing event, that is they do not serve to spread the Apache message, they serve to build the Apache community.
In addition to the Basic Requirements above, MeetUps should:
- Be exclusively about Apache technologies
Have the blessing of each of the PMC's represented at the MeetUp
Outline the schedule in advance (this can include BarCamp style slots, but the event as a whole must have a clear set of objectives)
A BarCamp is an informal event that does not exclusively focus on Apache technologies. It will not have a schedule defined in advance but will have a minimum number of Apache speakers present. These events are organised by Apache but delegates are free to present on any topic of interest to the audience. A BarCamp should raise awareness about what the ASF is and how it works. A BarCamp is an outward focusing event, but unlike conferences, they reach beyond those already interested in Apache.
In addition to the Basic Requirements above, a BarCamp must:
- Have no restriction on topic (not just about Apache, topics are determined by attendees)
- Have a minimum representation from ASF (at least three Apache sessions offered per day, each presented by a recognised ASF committer)
- Have a minimum of 25 non-ASF attendees
ASF Support Available
The ASF seeks to support events in the following ways.
- Kickstart funding
PRC involvement in securing local sponsors need to clear this with PRC
- Financial underwriting
- Travel for ASF representatives
Reinvestment of event profits need to check how this affects charitable status
- Planning assistance
- Management of use of Apache trademarks
- Help finding Members / Committers to organise
- Help finding Members / Committers to attend
The ASF does not financially support for-profit events, however, if your event is not-for-profit and serves the community we may be able to help.
The ASF is not here to prop up event organisers who don't put the effort in to ensure that their event has a maximal chance of success. However, we recognise that things can go wrong for all sorts of unexpected reasons. We don't like the idea of one of our volunteers being out of pocket because they were trying to do the right thing for the community. Therefore, the ASF will, under certain circumstances, underwrite enough of the fixed costs of an event to enable committers to start planning. We expect all events to have local sponsorship, and hope that by underwriting fixed costs, organisers will be in a better position to convince local sponsors to support the event.
The ASF will consider underwriting the following costs:
- Travel for key speakers
- Apache branded giveaways
- Food and refreshments
- Other items that are required and do not directly benefit any individual or sponsoring organisation
The ASF understands the value of its trademarks. Anyone is free to run an event without the permission of the ASF, but they cannot use ASF trademarks on such events.
Depending on the style of event you have in mind, the mix between attendee funding and sponsorship will vary. Depending on the size of the event, the kinds of sponsors to approach will change. ConCom may well not know the best sponsors to speak to for your event, that is likely to be up to the organisers to work out, but ConCom can give guidance on approaching sponsors, sponsorship information, the kinds of sponsors to approach etc.
For small events, it can be worth speaking to local companies near the event, as well as companies involved in the project(s) being featured (and those providing the organisers and speakers!). Depending on the style of event and organising, it may make sense to ask for sponsors to pay specific expenses, rather than asking for money. See this mailing list thread for more discussions around the different styles and their benefits / drawbacks.
For medium sized events, you may well need a range of sponsors, and should give thought to the kinds of sponsorship levels you will offer. Most sponsors will likely be companies involved in the project(s) being covered, but don't forget to also reach out to local and regional technology firms who may be a good fit for the attendees. Some sponsors may prefer to be involved in the whole event, others may prefer a specific thing (eg beer for lightning talks, or food+venue for a pre-conference BarCamp)
You may find yourself wanting to approach foundation sponsors, don't forget to check with the fundraising committee first!
The ASF understands the value of its trademarks. Anyone is free to run an event without the permission of the ASF, but they cannot use ASF trademarks on such events. Financial sponsors of large events that use our trademarks are required to contribute to the ASF as part of the sponsorship package. This contribution is used, in part, to help underwrite other ASF events and to pay travel costs for key speakers (including for the sponsored event).
How this works has still to be agreed, and is likely to be influenced by the first large event to be organised under this policy. There are many conflicting demands and needs. Discussion on the ConCom list has come up with the following outline proposal. we hope to work with sponsors, organisers and PRC to finalise details over time, so please let us know if you like/dislike any parts of this proposal
- 15% of all sponsor $/£/€ goes directly to the ASF sponsorship program
- an existing ASF sponsor who also chooses to support ASF branded events is exempt from this requirement
- sponsorships of a non-monetary nature, such as the donation of a keg of beer, do not require an equivalent donation to the ASF (although a keg also landing at other Apache Events should be encouraged)
all sponsors, regardless of size or type of sponsorship are credited as an event sponsor on an appropriate ConCom maintained page (with no-follow links)
should event related donations to the ASF (i.e. the 15%) pass a threshold of the ASF sponsorship program in any given 12 months then the sponsor is treated as having become a formal sponsor of the ASF
Sponsorship for small events via the Foundation
Draft Policy This is a draft new policy, based on board feedback and discussions on the ConCom list. It will be finalised shortly.
Normally, the Foundation does not accept targetted donations - all donations and sponsorship are made to the foundation as a whole, and not to a specific project/event/use. Wherever possible, event organisers are suggested to either have sponsors pay for items directly, or arrange for a local entity to accept event sponsorship and pay the bills directly. (For more information on this, see the Small Events and Medium Events sections).
The board of directors does recognise that in some situations, it is not possible/desirable to have sponsors paying costs directly, and no local entity is available / acceptable to larger sponsors. In these situations, it may be possible to have the sponsorship for the event's cost (or part of it) received directly to the ASF, and the bills paid by the foundation.
There are strict rules for this, which must be met before sponsorship for an event can be accepted through the foundation. These are:
- There must be an ASF officer or employee on the organising committee
Event must be an approved ConCom supported event (not a Third Party event)
The use of targetted donations must be ConCom approved. (This is normally done
- as part of the event approval process, but may be done later if required)
- The ASF officer/employee on the organising committee needs to contact the
- Treasurer with the expected donation amounts and volumes, as soon as this information is known
- The ASF officer/employee on the organising committee needs to notify the
- Fundraising committee of organisations that are planning to donate through this program, and of the rough amounts, early in the process
- An ASF officer or employee must generate the invoices for sponsorship.
- The invoice should be generated through whimsy Fundraising Invoice interface, to ensure it has the latest bank/cheque/address details. The treasurer and fundraising committees should be notified of the invoice once raised
- The sponsor must be made aware, either in advance or with the invoice, that
- if more sponsorship is received for an event than the eventual costs, any remaining funds will be treated as a normal donation to the foundation
- Any bills to be covered by the sponsorship need to be submitted and
- approved in the usual way, but must include details of the event and that it will be covered through the sponsorship.
Event In A Box
The "Event In A Box" package is a set of resources that event organisers will find useful. It is developed and maintained by ConCom and is informed by feedback from events that have been organised with the assistance of ConCom. Since it is under continual development its precise contents will vary, but it will include items such as:
- Standard giveaways
- Publicity materials
- Sponsor assistance
- Sponsorship recruitment guidelines
- Sponsor packs
PRC need to ensure that there is no conflict with the wider ASF sponsorship programme
- Press materials
- verbage for "selling to the boss"
- PR Plan
- Press releases
- Poster Blanks
- Ideas for promotion
- Scripts for ASF involvement
- Sponsor assistance
- General tips
- Weekend or weekday?
- How to Pick a Venue
- Planning for Camaraderie
- Cost estimates
- Core Team Roles
- Finding a local event liaison
- Budgeting spreadsheet
- Localized tips
- Supplier lists
- Crowdsourcing resources
- Website and management features
- Registration systems
- Ride share
- wifi routers for local networking
It is planned that we will eventually provide a website and management structure for events. In this first instance we are likely to use a third party solution, but it is hoped that we can eventually provide a custom solution tailored specifically for our needs.
An event website should include:
- Separate area for each event, aggregated to an "Apache" mainpage
- Area for file drop for canned text
- Wiki or other collaborative authoring
- Collaborative notetaking
- Twitter/Laconica feeds
- Blog aggregator
- Flickr hookup
- iCal feeds
- Show a map, venue info
- I'm going! List, affinity tools (fan, friend, would like to meet)
- CouchSurfing/roomsharing coordination
- Sponsor logo display
- Support of virtual conference participation (live video streams)
- Opt-In for further communication
Projectors & Screens
- Bandwidth and access points
- Power strips
- Food and Refreshments
- Snack Bars
- Thick felt pens
- Blue Tack
- Masking tape
- A2 or larger sheets (for schedule grid)
- Blank A4 paper (for schedule grid)
- Sticky labels
- Post-Its of various sizes
- Name badges
- Registration sheets
- Rubbish bags
The venue can make or break your event. Some things to consider when evaluating a venue include:
- network access
- Spaces (lecture rooms, meeting spaces, atrium etc.)
- Extra costs (network access charges, cleanin charge, late fees etc.)
- Travel to/from