Kubernetes SIG Contributor Experience, 31 Jul 2023

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From YouTube: [SIG ContribEx] KCSNA 2023 Planning for 20230731

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[SIG ContribEx] KCSNA 2023 Planning for 20230731

A

Good morning, everyone or good afternoon or good evening, good day, good tomorrow, Welcome to our planning meeting for the kubernetes contributor Summit. uh It is July, 31st and I'm, so glad you're. Here, um let's uh let's be kind to each other uh as part of code of conduct.

A

I've always like said, like parroted what I've heard you know like, oh, which basically boils down to be excellent to each other, but I feel like I should like go, read it again and figure out what it uh all boils down to for me, um I've digressed, lead, updates, uh I've been seeing some activity in the repository uh from Josh. Thank you for getting that um celebration. uh Pr going um and uh I will I. Don't have any other updates right now. uh Josh did you have anything that you wanted to share.

B

For which part.

A

B

Oh uh and everything is, is, let's see I think we have. We have all of our staff- um oh I actually remarked in there, so uh neither of them are on right now, but uh and CeCe are going to be co-leading the social yes.

A

Yes, yes, that was you know, I think we have that mentioned and I need to update the issue with that.

A

um I still need to um send that email out or never mind when we send the email out for reg if we're all staffed up um I part of me wants us to get like some more experienced folks, so that we could accept uh some of these shadows and volunteers that don't have like org membership yet um but like when we send that email out for reg to let folks know that we can or that we're always looking for experienced uh org members to help us out with volunteering and shadowing and leading different areas um yeah.

A

uh Let's pass it to uh Brienne, so glad you're. Here, Brian.

C

Today, uh so the registration form and planning doc, which will list out all the space assignments, will be shared later today, um so I will be sharing that on the channel be on the lookout for that, uh once the registration form is approved, we'll be able to build our registration for the testing process and then once we go through the testing process, we can probably have um registration launched as early as next week, depending on how long the approval process- and all of that takes so the quicker everybody moves, the faster we can launch Reg um a question about Awards I, see somebody said we will be doing them, who will I be working with for Awards this time.

D

Yeah, it's me Joseph I actually was just asking Ray about it. Awesome.

C

All right: well, we will be working together, hand in hand for this system, so we'll I'll have more questions for you as we move further along um and then I saw. We had some questions from last week, one of them being if we have a budget for hiring an artist to make t-shirt designs.

C

um Unfortunately, we do not have a budget for that, uh but if we are doing just standard t-shirts, I might be able. We have I believe ten thousand dollars set aside, and that was taking into account that we've done like long sleeve style hoodies for the past couple. T-Shirts are obviously significantly cheaper. So if we are going a standard t-shirt route, we probably can use some of the extra money that is set aside to help pay for a designer. So.

A

Yeah I think with that, like the hoodies that we had in Amsterdam were quite thin and not super functional for uh the weather. In my opinion and I feel like. If we do that design again for Chicago, it will be even less fitting for the weather, so I am Pro doing t-shirts because you can always put like a thermal underneath or something like that and if I feel like they're, also just more useful.

A

You know than like a hoodie that I'm not gonna, wear.

C

Yeah no I think that.

A

C

Perfect sense, I know we had to go with the thinner, Style Just, because pullover hoodies are incredibly expensive. So to do a standard you know nicer heavier one, it's just definitely out of budget, so um yeah I think. If we want to go the T-shirt route, then I think there is probably some money that I can pull that we can use for a designer if we need it. Okay,.

A

That sounds good awesome.

B

um Oh sorry, well, wait do we do we did we actually locate in an artist no.

A

B

I've heard all I've heard.

A

Is no yeah Laura put out to see if uh devops Day Chicago had somebody that they were using essentially I didn't want to go, find somebody unless we have money to give them. You know um so, like I haven't even begun to look so.

B

Yeah so, let's start uh Brian, let's start a thread with the various kinds of um swag that we're looking at and and maybe a little bit budget spreadsheet, um just because um yeah there's some things like we want to have an identifying item for volunteer staff well and actually paid staff for that matter, um and um I'd like to squeeze that in the budget, if possible, otherwise, I'm I'm, basically looking for for one of our vendors to sponsor it without getting credit, yeah.

A

It's challenging I'm gonna I'm gonna bring it up in my one-on-one with my manager to see if, if we have anything for it uh for the identifying item, um yeah so fingers crossed we'll see.

B

Yeah but but let's start a thread about that, um because the other thing is that, um given how everything is piled on Monday this year, I don't think we're necessarily going to have higher real attendance than we had in Amsterdam.

A

That's fair, that's fair um and how many I guess like we can look at the numbers later, but figuring out how many people we have it's like 10K for like 150 t-shirts like those are probably some pretty nice t-shirts. You feel me so like what I'm saying is: there's probably room in the budget for a lot. If we do t-shirts, yeah.

B

But I think I, think you and me and Brianne um Can can make a spreadsheet and figure out what we can actually do.

C

Yeah definitely and.

E

Just to comment on the staff identifying uh swag, something that is a hat or something that is visible vertically- uh has had a benefit of identifying people in the venue.

A

Yeah, that's super Fair. The item that we talked about was uh aprons for, like the food culture in Chicago, which is not identify identifiable, like necessarily like that, but it's also just dope and functional and useful afterward um one uh one thing that you put in my head with that. It's, like you, know like a basketball pair like a sweat headband like that kind of thing. That's like yeah, you.

B

Know I mean obviously yeah. The problem is like Chicago November I keep getting ideas for warm weather gear, yeah.

A

But the problem.

B

A

That the whole time.

B

It may they may actually have the heat cranked up in the convention center.

A

B

And if so, we don't want to give, particularly, if we're doing the Staffing item, which we need people to wear, we don't want to have something. That's too warm to wear.

A

Yeah but like yeah I feel like a six sweatband might be dope. Let's, let's look at how much those cost.

B

Yeah I would say: I personally in in items I am most likely to reuse in apron would definitely fall into that.

A

So I'm thinking that something small in addition, that would go into the head like a like a headband like some like a handkerchief or something anyway,.

B

Yeah yeah um we'll.

A

B

In the in starting it up in the The Summit uh Channel um and that way, if people have ideas and preferences, you can join in also.

F

I am artsy if, if need be, I can do I got like the procreate on my iPad and I can do like some pretty sophisticated designs if we want I'm not as old as someone local, but if we, if we do, need something I'm open to that I.

G

Have an idea already, then: can we turn the kubernetes logo into like a frying pan.

F

Or a deep dish, kubernetes.

G

Oh yeah, exactly yeah I.

A

Cannot wait? Okay,.

H

C

Brian you're up no problem. um Okay. So next question was about the Sig buttons for the meet and greet um for buttons. I would say: I need about three weeks to place the order so I think. Ideally, the deadline for that should be around October 13th, um once I send the planning doc you'll see I do have a tab actually set up in the planning dock. That is specifically for all like the list of all the buttons and everything that will be needed and quantities and everything so just work off of that tab.

C

um If you can and then that's what I will use to place, the order um I saw a question about ribbons and I'm I'm guessing that was instead of doing yeah.

F

C

Ribbons, um so we could do them if we wanted.

C

um However, what is really nice about the buttons is then usually at the end of the meet and greet people actually put the buttons back in to the bags, and so they are reusable that way, which does help cut down on costs, um whereas the ribbons obviously are not going to be reusable year after year. um So.

I

C

As far as cutting into budget, because, again you know every couple hundred dollars we can save is just money we can put towards other items or places so so.

A

On on that, um it was mostly just that folks, a lot of folks do take the buttons um anyways um and that you know that has been communicated that they were available for people to take. So, yes, we do get to save some, but yeah they're disappearing. So that's where the sort of ribbon idea came from because like if we're just imagining people are taking them, then.

C

Yeah I think um I haven't ordered ribbons in a little while for kubecon, but I do think they're, probably about the same cost as buttons. So I don't know that it's really going to be much difference between the buttons or ribbons.

C

So, whichever we want to do, we can do um or maybe we wait until we're com after this event and we're completely out of buttons and do them for Europe, because I do know, we have quite a few left over still, um so it might make sense to kind of use what we have and then switch to the ribbons, but either way we can. We can do whichever we want sounds.

A

C

um Are there deadlines for the shirts um so yeah? My question was: are we planning to do standard shirts and then to be safe? I would say we need about eight weeks lead time which would be placing the order around September 11th. So, okay, we having completed artwork deciding on which shirts and shirt color and everything and actually placing that order. Good.

A

To know awesome, thank you so much no problem. This was super helpful, so glad that you're here to tell us all these things um all right. Does anybody have any questions for Brienne.

A

Next Monday I.

C

Will not be available we'll.

A

C

Available heading down to Atlanta for the black is Tech conference, so.

A

Okay, awesome well, yeah. We will connect with you via chat. If there are any issues, uh Natalie go ahead.

G

Oh yeah Brent, so um I have a question um I'm day of UPS lead um in terms of uh how many of us would you need there to do the walk through at the event and when, before at the at the event um head place and when like? When? Will that take place as well, because I'd like to actually add that um into the Ops handbook too, so that people have an idea of um expectations for to be doing this role. Yeah.

C

So usually we will do the walk through um the day before so that would be. Sunday um I'll usually try to do it later in the afternoon. um Just so it gives the venue time to get kind of get every as much set up in place as possible. So it's ready for everybody to see and I actually just put a call out on the channel on anybody that would like to join us.

C

Welcome to join and be there so I, don't really have a limit, um the more the merrier and then I will try to do a walk through of whichever venue we choose for the celebration as well, um and then we can go and check that out. Also.

G

Okay, so just to confirm um It's, usually the day before the event I just want to, rather than do like, rather than say a day just because now we've had a change in when the contributor Summit actually happens so um so day before the extra Summit, um both the um where the summit will happen and also where the social will happen, as well so likely day of Ops folks leads and social folks. You probably want representation from all three of those groups. Yeah.

C

That would be great awesome.

G

Okay thanks so much.

A

A great question: anyone else have any questions for Brienne before we move on to the next section.

A

All right, great Kalyn, you're up.

F

Yeah again, nothing nothing since last week, I put together a draft of the cfp Forum uh during the call yesterday, just so that it's mostly ready but um I guess on dates. So if people have feedback on the amount of time last year, when we did it, uh we were super super delayed. So it was all um as much time as we could give them without it being after the conference.

F

This time um we're planning to release much earlier, which would give us time to like release a schedule before the event, which would be great um so yeah.

F

If people have opinions on those dates, let me know and I can change them and then that will just be ready for uh when that email goes out um and then unconference will take me one or two minutes um whenever we make the call, but usually I, think that is better to do a bit closer when people are getting effed up and see what the other talks are as well. Yeah.

A

Okay, that sounds great. Do we have any questions for Content anyone.

A

Want to have a discussion about the dates now or do we want to table that for later.

F

All right I mean right now. The opening date is already very soon. That's flexible, but I guess like if people who have more experience than me have opinions about like the amount of time between each thing like how long the cfp should be open. um That's really the only one. The other one is just like how much time I think it's going to take me to notify them, and then our team to make the schedule. But so, if anyone has an idea for how long we should keep it open. um Let me know now or.

B

Later the one the one thing I'd actually contemplate, there is um given that we're opening it earlier than we than I think we ever have actually for a um contributor Summit before you might actually think about moving the rest of the dates up by a week or two, um the um because, like having a full, say 30 days in which this well there's a trade-off right.

B

The advantage of moving up a week or two is you know it gives people more notification for what's going to happen in the contributor Summit, um and it also gives you more fudge room if something goes wrong right. If there's some sort of problem with posting the schedule, if you're really having trouble pinning down somebody for an important session, you know somebody says: hey I really want to do this and we want them to do it, but I'm not absolutely sure I can attend those sorts of things.

B

The drawback to moving it earlier, obviously, is that a lot of people want to put stuff on the schedule because of things that have recently happened in the project. The um so.

F

That might actually be.

B

F

Good thing because it'll push people into unconference, whereas I think sometimes unconference happens a little bit last minute. So if, if we have like a hey, if something comes up after the cfp, here's the GitHub issue and then we can push that in the communication um once the cfp closes until we're there.

B

So so what about moving the clothes and notification and schedule all up by a week.

F

Okay, so I'll aim to have the schedule announce like one month before and then I'll do everything else to to align with that. Okay, that makes sense to me yeah.

J

I think it's also a bit more time because last time I think we had a bit of stress in the end kind of coming up with the with the schedule and you posted late just because we kept it open too long and I think your comment is really valuable there to say if you didn't get into the cfp, just put it in the unconference and we still have slots for you.

J

But at least we don't need to like free, uh like wait too long for creating a schedule which also got commented on last time with basically like where's. The schedule I, don't know when to when to appear like is the talk that I want to see like in the morning or in the afternoon, because I want to you know, get my Colo or.

A

J

A

Think as well with people getting like travel budget and approvals, you know it's really helpful if we have those acceptances out as soon as possible, so looks like everything is shaping up very, very well in your capable hands Kailyn. So thank you so much um Avinash cheer up. What do we have for comms.

I

I

uh As we were discussing about uh sending a meal about folks who are interested in voluntary volunteering, who potentially have uh the org membership so for that I I got a draft ready, but we can maybe shoot it with the registration or, if you want, we can send it out separately.

A

Yeah, um can we see the draft? Can you link it there in the dock and then uh we'll go from there? um I think to Josh's comment earlier like do? Is there a lead on this call that feels like they do not have enough help have all of the help that they want to have.

B

um I I will say.

B

Seven, even in the handbook filled out all of the volunteer jobs that there are.

G

So I would say: I would say that part of the work is fine, because, like myself and the couple other Shadows that that are there like, we can I think we can do that. We've got a lot of time for that too, but in terms of help like on the day itself, we will need more volunteers and we just don't have them yet like.

A

Okay, yeah, so I think the email will be helpful, then to say yeah. We want some folks um yeah all right. So if you could Avinash, if you could Link in the doc the draft that you have and we can wrap on that uh collaboratively um this in over the next couple days, and then we can send some now um this week to say: hey the planning is underway for the contributor Summit. You know uh the cfp is coming at you soon.

A

You know the dates have been locked in, like all that stuff to get like the first level of excitement up about it and then have like and if you're interested in helping us out. You know we we could use the help um and I'll figure out we'll work together to figure out a better way to say that um we'll do that and then not this week.

I

Sure I'll uh I'll link it up in the locks awesome.

A

Thank you very much. All right uh natish is not here is anyone else from the celebration here.

B

I mean okay I. Both Liberation folks were planning on having some time off right now: okay, um which is fine, because planning for the celebration really doesn't start until Brienne starts looking for venues, yeah um the, um um but uh the thing that I'll remark is um I finished the I social handbook um so I.

B

If somebody who has previously people who have previously been involved uh with the social I'm looking at you, Xander um could go ahead and review that um and if it looks good, LG TM it so we can actually merge it and have it available for the new team. That would be great.

D

I've got an open to review in a tab right now, cool.

A

Look at y'all on it. I like this, a collaboration and responsiveness. Y'all, look great all right, um we'll pass it over uh back to Natalie for Ops.

G

Oh well, I just recruited, two volunteers awesome, um but yeah I think I was going to say just on that as well. I think, once the cfp comes out and there's a bit more um uh information around the schedule, we'll get more people confirming that they're actually attending kubecon in general, and that's the contrib summit like I'm, not too worried yet. But it's just something. That's on my mind as a you know, because we are still pretty far out, but um uh yeah I I will likely rope in a bunch of you folks.

G

If I need more help as to know a suggestion as well. Noah will be the top of that list, though, um um and then uh Noah welcome back um you and I need to meet so that I can get some spreadsheet permissions and things from you um I believe, but you and I can kind of connect offline for that um yeah other than that. No other um updates I've just kind of started. The kind of DM of all of the um day of Ops folks, I'll, add uh cousin and puya to that.

G

um But we've got a bit of time either off until we uh update the Ops book and then need to get started.

A

All right, um Marsh you're up, do we have anything before Reg.

H

So hopefully we will have some progress this week. uh Yes, and hopefully, we'll have something exciting next week, There's no updates for now looking.

A

Forward to your Blockbuster presentation next week, all right um Laura is not here um so.

B

Yeah does anybody know where we are in the rename of the meet and greet.

A

Oh, that's a good question.

K

um Myself and Chris and Laura met up about it last week. uh Was it the week before that we met up about it and we talked a little bit about uh different name options, but we haven't decided on anything yet, but we are thinking about it.

A

All right great glad that's in process, so we have um any other uh updates or thoughts for sing, meet and greet, and we can async with Laura.

K

Chris and I are shadowing Laura for the Sig mean great. Oh.

A

Awesome, that's right: I forgot, yeah.

K

That is why we we met with her on it, so we'll be getting things going. There um I have a whole bunch of notes from that meeting. I, don't think. Anything in particular stands out that I want to update everyone on, but things.

A

K

Starting amazing.

A

Well, I believe in y'all all right passing it over to Awards Joseph.

D

Hey everybody happy Monday kind of a low-key start for us. As I mentioned last week, we started in Earnest this August and uh I. Think Brianne confirms who I'm working with which I also reached out to Miami redis Ray lahano, so I appreciate the guidance so expect in the next few weeks. Some updates on our search for what that award is going to be for the maintainers I. Think that's about it! For me,.

F

How many awards do you need.

D

That I mean, as far as like I mean the amount of people or amount of different Awards as you're asking for sorry.

F

To give them just this is a weird thing, but I'm doing a lot of pottery right now and so I'm ending up with an obscene amount of very nice pottery, um but like I, just don't need that many pots in my house. So if, if there's a use case for giving people nice pots, I don't know if I could make enough depending, but um that might be something I could do. We.

B

We did we did Pottery for actually the first one um because I ran that, um but we actually switched to other things, partly over uh portability concerns, because one of the things is that that, like half the awards, recipients have stuff shipped to them, because they can't make the contributor Summit um and um uh folks decided that um I. You know breakage issues. Etc um I were too great for that. Yeah.

G

Another thing on the number Caitlyn I feel, um especially as this as a sieg lead has nominated folks. Before, for these Awards, we've never been given a a definite number of how many we should or shouldn't so it's kind of varied. Sometimes one year we gave four one year we gave two so yeah.

H

L

It's normally two for two for two Awards, but uh there's there are several things that nominate up to four.

A

Okay, the was it something physical I feel like when I was a part of the conversation. Maybe two years ago it was like a certificate or something no.

L

It's a canvas uh to Canvas piece with the wood frame, so that was that's been uh the war the past two years, but okay for three years actually so got it.

A

Got it got it? Do we Okay Bob says we had 43 Awards last year? Do we want I guess this is a question for awards? Do we want to keep up with the canvas frame or or did we want to do something different.

D

uh That's a good question: I'm going to talk to Xander about it. Xander is very creative, so I'm gonna leverage his uh inside of it and maybe like I, said it's also like Logistics and timing too, as well like I, don't want to get too complex and make it a little bit more challenging. So that's that may be kind of like a vote for like being consistent.

G

This is the frame.

A

Natalie has one there for us to see head.

G

L

B

B

It's been 2019, it was a framed uh image that had a star configuration on it, and so we've done a lot of stuff with the plaque simply because um they're easier to ship than other options that we've had.

A

Actually got you how much more difficult is to ship a pizza cutter.

B

B

L

Think we would have so many reviews.

E

But how easy is it to cut pizza with a.

A

Heptagonists just put the logo on there. It doesn't have to be yeah.

A

Yeah, okay um thoughts, all right, uh yeah, just throwing that out there anyways um so about 43 about 43 uh last year, yeah cool, uh maybe canvases or maybe engraved Pizza Cutters. Who knows we.

D

Got time to investigate so I think I I love the idea. The.

A

Night is young all right. um Do we have anything else that uh we wanted to discuss under Awards.

A

uh We have a really good comment from Savita. Did you want to share that uh locally or uh folks have to check the chat there.

M

Sure yeah I, like that I, have a canvas and I really like it, because there is this nice mess message in some days when I'm not feeling great, it's just right behind my desk. So it motivates me to see like girls like for me, kubernetes about community and that's why I'm here and just like it's a nice thing. You know on a day. That is not that great.

A

Yeah yeah, that's right that that's a good point. It's a really really good point.

A

Awesome. All right, um we'll also get also investigate how many characters fit on a pizza cutter, uh passing it over to slack Josh Europe. Oh I, guess we've talked about all of these things. Already um yeah plain t-shirts for designs: we have a total budget, um so we're gonna start a thread trash.

H

A

And I um and me uh for the staff item looking at aprons and K Lincoln help with designs. Okay, anything else, oh under anything else, I also put that note about the swag. So it's double there, it's okay. uh Do we have any other items that we wanted to bring up and talk about before we head out.

A

All right, well seems like folks, are doing all right, um so I want to say again. I am so grateful that you all are here helping to make this celebration put this together, I'm stoked to be working with you all. Thank you all for all of the hard work and all of the great updates and I'm looking forward to continuing to work with y'all and making this contributor something awesome. So thank you. So very much and I hope you enjoy the rest of your week. Take care, y'all, bye,.