IMPORTANT: please see the updated trademark Third Party Event Branding policy http://www.apache.org/foundation/marks/events.html
The below has some good ideas, but is mostly outdated as of 2017 or so.

Any member of ConCom can take charge of shepherding an event through the Third Party Event Branding process.

What to do when we come across a potential problem event?

First, notify concom@. Then, assign someone to take charge of getting an application in from the organisers.

If the event looks to be largely organised through one PMC, contact them to ask for someone to confirm their involvement and to send in an application. A typical email might be:

Hi All

Are any of you involved in <EVENT NAME> in <WHEN>, or do you know who is?
(It looks like it may be the same group as last year's <EVENT>)
(It looks like several PMC members may be involved from the organisers list)

All events that want to use Apache trademarks - either Apache itself or one
of the project trademarks - needs to get permission from ConCom every time.
It looks from a brief glance that this is a suitable, and has PMC involvement, 
so hopefully getting permission won't be a big problem. However, permission 
does need to be sought, and sought every time.

In the last year, we (ConCom + Trademarks) have put together a full policy on
third party events, which is available at:
   http://www.apache.org/foundation/marks/events.html
This policy is largely the same as the one used in the past, but it's all
now written down and publically available. Hopefully this'll help!

Could someone from the PMC who's involved in the event please get in touch
with ConCom about seeking approval?

Thanks!
<PERSON>
(On behalf of ConCom, the Apache Conferences Committee)

If the event doesn't seem to have been organised by one PMC, contact the organisers with an email like:

Hi

I'm emailing on behalf of the Conferences Committee (ConCom) of the Apache
Software Foundation. One of our lesser known roles is approving the use of
Apache marks by third parties in relation to conferences. Details of the
policy are available at:
    http://www.apache.org/foundation/marks/events.html

Currently there seems to be some confusion (which has been brought to us)
about your upcoming <EVENT>, which we'd like to resolve

If this is to be a conference about <APACHE FOO>, then we would require
that you comply with the third party event branding policy. The main bits of
that would be around attribution of the marks, involving the PMC in the talk
selection, and ensuring that some sessions are related to <APACHE FOO>
and not only your version.

If the event is only about your <FOO RELATED> products, and not about the open
source version, then we'd ask that you make this clearer to avoid confusion.
Thanks
<PERSON>
(On behalf of the ASF Conferences Committee)

If this doesn't work, contact relevant PMCs and ask if anyone's involved. If no-one is, escalate.

Reviewing applications

Reviewing of applications needs to be done against the policy in http://www.staging.apache.org/foundation/marks/events.html ,

First up, make sure we have all the details from "Steps to gain approval to use an Apache Mark", and ask for any of this that's missing.

Second, ensure marks are properly attributed. Don't go further until they are.

Now, ensure that there are no clashes with other conferences, either date wise or geographically.

Next, ensure suitable PMC involvement, and neutrality of materials.

If there are any questions over neutrality of PMC involvement, ConCom should collect feedback, then contact the organisers to ask for changes / clarification. This should normally be done by a ConCom member, rather than someone on the PMC, so it's hopefully perceived by all as a neutral request.

Once happy, call for a lazy consensus approval on concom@.

Approval

Once a lazy consensus approval has passed (or a vote for more contentious events), send an email to the organiser, cc'd to concom@ so we have a record

Subject: Approval to use Apache Marks for <EVENT>

Hi <ORGANISER>

Thanks for applying for permission to use Apache marks in relation to your
upcoming event, <EVENT> on the <DATE> in <LOCATION>. As
per the Apache Third Party Event Branding Policy published at
<http://www.apache.org/foundation/marks/events.html> your request
has been approved.

Could you please notify us when your website is live, so we can check
that everything looks fine, and also add the link to the calendar.

Please note that this approval is only valid for this one event. You will
need to apply again for future events. Also, approval is granted on the
basis of the information supplied, and contingent on appropriate attribution
of Apache marks. If for some reason your event was to change noticeably,
please get in touch as re-approval may be required.

Thanks
<PERSON>
(On behalf of the ASF Conferences Committee)

Adding to the website

A recording of the event approval is captured in the archives by cc'ing the approval email to concom@

To get the event onto the events.apache.org website, add the event to the calendar (Google ID nerseigospses068jd57bk5ar8@group.calendar.google.com). Once added, ensure it shows up at http://community.apache.org/calendars/conferences.html . If you don't have karma for the calendar, email concom@ and ask someone to grant it to you

Finally, most approved events are appropriate for the Apache Software and Technologies crowd-sourced guide on Lanyrd. If a Lanyrd event for the conference exists, add it to the http://lanyrd.com/guides/apache-software-and-technologies/ listing

  • No labels