Kubernetes SIG Contributor Experience, 28 Mar 2022

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From YouTube: [SIG ContribEx] KCSEU 2022 Weekly Planning for 20220328

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[SIG ContribEx] KCSEU 2022 Weekly Planning for 20220328

A

Yeah, not my computer should ask everyone consent and it's now. I think it started I'm getting mixed signals by my app here. Anyway, uh we are back with computer contributor summit eu uh organizational meeting uh today. Every monday um today is march 28th. uh The host this meeting is uh when it is community meetings, so the coc applies basically be excellent to each other.

A

Bob thanks for posting the notes there. I added a bit of an agenda based on what we worked for around last time. We do have a board by now. The link is in the notes. I'll also add it to the channel. I think I haven't done that yet um and yeah. If you have issues that are not tracked in there and you're, not able to add them yourself, just pay me or else, and we can add them to the board, but I think it's it's pretty much possible to add issues to the board.

A

We still have a pr open to add people to the team.

A

um Okay, basically, there's still not a lot in the board yet, but let's go through the notes from last time and there was still some open items that we didn't either didn't write down in the notes fully or might have not.

A

Made a full decision yet on the venue I realized we, we still had written down that we have in the large room rounds. um Only uh that remind me if, uh if we clarified that last time, but we said I think, half of it, we want kind of theater mode and then the other half in rounds right.

B

Yeah, I'm waiting to get the mock-up of that from our av team to ensure you can actually fit enough people in that way.

A

Okay, cool cool, then this will be waiting for markup. That's good uh anything else from the organizational side that.

B

um For registration um I shared with arnaud and josh the um reg form docs. We just need to get some the updates that you want to see on the wretch form in there in the next day or two, so we can make that um those changes and then make that live. So, if you'll send that back to me as soon as it's ready, we'll make we'll make those changes um for the social we're doing the busing we're looking into that information right now and I'll have another update for that in the future.

B

um I am waiting to talk to the cncf team on the sig meet and greet during lunch and we'll have an update for you on that in the future as well, um and I think that's it for my site at the moment.

A

um We last time decide which of the two venues we want uh josh.

B

Yeah, you heard this oh.

A

C

Well, actually, I should leave this up arnold's on the call he's in charge.

D

Oh not something specific to report from last week, except the conversation with deb and josh about the registration process.

D

I think it would be great to basically finish with the registration process from this week and have the website up by end of the week, so we inform people the event isn't is going gonna happen because we basically in out of march uh it's just two weeks and two months until the event, so we really need to get the event site with the registration process up by end of the week.

A

D

And people are.

A

Mostly booking their hotels and accommodations and yes,.

D

Transport, so you need to inform people if they want to be attended, even they basically need to fly on sunday or something like that cool and that's it. For me. Thank.

A

A

B

A

B

On the social venue, we finalized option, two, which was how the games and things and then we're gonna work with josh to bring in some additional games and kind of stuff like that.

C

Yeah, um we haven't really done anything over the last week because we didn't need to um and.

D

C

I'm I'm also program staff for k, nativecon and we decided the schedule last week. So that was like all of my event planning time.

A

Cool, at least we have the venue down so there's no, no rush, yeah.

C

A

Guess any content and.

C

This will lead over into registration, I'm going to work with deb and or not to figure out wording, because we really need to ask. We want to ask a question on the registration about the social to try to get an idea of whether or not people are really planning on going to the social, because we want to get some idea of numbers like we don't want to be in a situation.

C

A few years ago we had another social that was pretty distant from the conference venue yeah and like 150 people rsvp'd for it and 25 showed up, and it would be nice to to not have that disparity, I'm not entire. If anybody has any ideas on how we can get people to make a realistic estimate of their ability to attend, um that would be wonderful.

A

I could imagine this time because it's being on the monday- and I know at least already, that a few people are arriving mid monday- that we might even get some people that would like to come to the social, but are arriving so late, that they are not able to come to the contributor summit itself.

A

That would be weird, but I could imagine this time this. This thing happening too. I'm not sure if you want to somehow ask for for that in the registration.

C

Like how many people are registered for a full day on a tuesday event,.

A

C

There would be questions how many of those people are contributors, the.

C

And I'm not sure whether or not the lf has weird rules about what they can provide and it's indie data, not weird rules, privacy rules, so I don't know we're allowed to know. I know.

D

Yeah, just I think, because we we have a registration process for the event. We can basically try to elaborate how many people are gonna attend by end of april. If we roll out the basically the website quickly, because we have a question about, are you going to attend the the event celebration in the process so with that we can kind of basically have an estimate about how many people could not attend the event.

C

The yeah I mean my question: is people are used to for social events? People are used to checking yes, whether or not they've even thought about whether or not they're going because with the idea that, if they don't register, they won't be able to go, whereas if they do register, they can decide later and not go and and that's fine for any individual, but in the aggregate it leads to problems with us estimating stuff.

C

So I mean maybe the answer. Is we probably can't do this through the registration form? The answer is, I start looking we start looking at who said they were going to the social and I started emailing them about bringing board games and based on the response to that. I actually get a good idea of who's really planning on going.

A

Yeah, I think that's.

E

Glam, we can also send out, like other emails to everyone, that's registered closer to the event to be like hey, um I know surveymonkey and google forums can do like the the one question type thing too. So if they're literally just like clicking one button from their email, it's like you still plan to attend the social we might.

B

Not putting this question on the reg form and having it be separate, or would this be like no confirmation closer to the event to say? Yes, we're still doing it.

C

Yeah yeah, no, no, we need it on the reg form. It's just that being on the reg form is not enough, because people will check yes and they haven't really thought about it and they don't have enough information to decide if they're really going.

C

I mean ultimately we're going to get a certain number of people who don't even look until monday and say: oh, I have to take a bus to this. I'm not going um the um so. um The.

D

I know in the the other one.

C

That was fairly distant from the venue.

C

I ended up doing exactly that, mostly because I just ended up staying on the opposite side of the convention center, so it was going to be like an hour trip, so the um um so we get a certain amount of that, I'm just trying to minimize the amount so that we have a better idea of how many people are actually gonna show up and- and I think follow-ups are the only way to do that, because anything we put on the reg form- I mean we should say in the reg form.

C

You know this will be an off-site venue and you will have to take a bus or private transportation, um I'm also planning, by the way, to set up a worksheet save with kdev so that people can ride, pool that's a good idea. Yeah.

A

C

Again, suggestions for how people can provide their contact information without providing it with the world um are very welcome. It's one thing I haven't figured out about that slack handles.

A

Yeah, probably it's the best way to go. Yeah.

C

I was also thinking slack.

A

We have a channel, people can add.

D

I think for to answer to church. We can basically have the registration from up right now. We don't basically mention the venue- and, I would say, beginning of may we send the information about the venue and ask confirmation if they're gonna attend and basically eight weeks or two weeks before the event, we send another email asking again for confirmation. So we have basically a way to clarify the situation about the social.

C

Yeah, and also, if I'm sending out stuff about bring a board game and ride, pool setups like particularly like share out ride, pool sharing. um Then people are gonna, get the idea. Yes, we really do mean it's not walking distance and yes, they should really think about getting there or not getting there.

D

So we can, we can basically yeah. We can reduce the number of people uh for the social. If you do that progressively like okay, we have the venue confirm after the the website is up, so we send to the people that did the registration and we say: oh, this is the venue and if we get confirmation from them we can also close up again by sending oh confirm again and make sure not not make sure. But if you have an interesting game to bring up, you can do that and we ask confirmation again.

D

So I don't know if it's okay for deb to get the final number, maybe a week before the event, I'm not sure how cncf gonna can recognize that yeah. I.

B

Think that people you're not gonna, get a true number either way because people are gonna, be like oh well, I already registered for this. I'm not paying attention to having to click something else again. Either way the numbers aren't going to come back. 100, accurate.

C

um Yeah, I'm just I'm my goal is to my goal- is to get them down from plus or minus 600, which is how they start off right. If it's plus or minus 50, I figure that's accurate enough for planning purposes.

C

um The um one of the other things about the registration for question for the registration form is um for whoever's in charge of content on conference stuff, who is in charge of content and conference stuff.

A

uh I did try to find it in the last notes and uh but it's not in the notes and also not in the issue. That's what I wanted to then bring up again now. um Basically, we need someone uh to to lead content. You don't have a content lead yet question.

E

Like I wasn't here the last meeting, but do we actually need like if it's going to be like n a do? You need content.

C

E

Need somebody to organize the unconference yeah.

C

E

So we are doing unconference. Yes, yes,.

C

And stands for that yeah and for that matter I I we don't, have a content lead, so we didn't decide this. The other question was, I thought we were going to leave a room open for sigs to reserve and they're going to want to reserve an advance, so they can have their people there. So um and so my question about registration was: do we want any questions on the registration form related to that?

C

But but it sounds like we don't know.

A

I think that would be good. I think we at least we last time decided. We want to give 60 the opportunity and, uh besides actively reaching out, we should add that to the search registration yeah on the on the content lead. Ideally, someone who has a bit of unconference experience would would work just for like okay communicating, we are opening this. We are now adding. um I don't know we're now adding votes and then we're closing the voting and announcing kind of the schedule or not.

D

Yeah, I think just for basically the content of the in conference forum. We should basically talk to the sick, leads only and basically trying to leave them the possibility to organize um some some kind of meanings of session about their seek and not put that in the registration form, because basically they are the one responsible to define what is saying what to talk about during the contributor summit yeah I I was.

C

Thinking more a question of: do you have a safe working group or other team that wants to have a meeting at the contributor summit question, and then we would email those people based on their response.

C

A

Yeah, because I know like the cluster api people, they would love a room they're. Looking for.

C

One right now yeah, so my suggestion would be two generic questions. One is: do you have a sig working group or other team that wants to have a meeting at the contributor summit and then we contact those people based on the response, and the second question would be um most of the contributor summit will be unconference style. Do you think you're going to be interested in leading an unconference session, and it doesn't necessarily mean anything.

C

It just gives us extra people to bug um uh when it comes time to do the sessions, but with the idea that we haven't decided how we're deciding on sessions.

D

Well, I would, I would say it's better to have that to do this on site like because the the main point of an unconference is I've won someone driving the subject and basically trying to organize that chaos in in the different room, but not do that before the event yeah, because we want to gather people in this basically during the event and decide what they want to talk about and put the subject in the broad and say oh, this is this: is the brand put your subject if someone's interest the person will follow up, and you can think about this.

C

I I was thinking of it more from the sort of perspective of. If we ask people that question, then some of them will start thinking about what could I present at a contributor on conference before they actually get there.

E

Yeah you want to let them know that there is going to be an unconference thing. There.

E

C

Experience that people pay somewhat more attention to questions, they have to check a box for on a registration form than they do to anything. That's written in the header that registration form I'll tell you is the person who runs surveys for kubernetes.

C

The number of questions I get about, something that was explicitly written out in the introduction to the survey is depressing.

A

Busy people yeah.

C

The um but yeah I mean that that would be kind of up to that, because we've done various ways right. We decided on everything in advance.

C

um We decided in everything on the spot like the morning of the event, and we did a sort of compromise thing where people propose topics ahead of time and we actually voted on them at the social which at the time was the night before that won't be an option here, because the social is afterwards.

C

But we need somebody to run that and it's and it's not me particularly if I'm heading up the party.

A

Do we have anyone who has a bit of unconference experience.

C

Everybody in the call has a role, so we probably need to throw this out.

D

uh I would try to add a question about the subject into. Obviously you should something the registration process. Like a general question, do you do you have a subject in mind.

A

D

We don't, we don't need to collect the subject, but we just need to be. We just to basically introduce the id of the subject to talk about yep nigel. Are you raising.

C

C

ah Okay, I guess nigel somewhere, we can't use audio.

C

It's um the um I just saying if, um ah okay, so you might be up for it, if you can people look at chat for nigel's responses, yeah.

D

C

You might be up for it if you can attend.

C

Okay, let's throw that in there I mean the nice thing about it, it's a small unconference. So for somebody who has a little bit of experience with an unconference event, it can actually be a decent first one for them. We have not it's not like running.

C

You know: defcon unconference, yeah,.

F

Nigel's coming excuse me ties into mine and we're just getting a lot of travel pressure this year.

C

Oh hey, I didn't get my travel cleared until last thursday, yeah last.

F

Night, I wasn't.

C

Even certain I was going to be at the contributor social well hours.

F

Hours are apparently in the budgeting process. There were several criteria, but one of them is gee. We didn't. We had a big budget two years ago and we didn't spend much and last year we had a tiny budget. We didn't spend all of that. So let's do that again, um but there yeah so.

E

Deb has to leave in four minutes. Is there any outstanding questions for her.

A

Just checking the notes, I don't think so,.

C

Nope, um quick.

A

C

uh Siddox has asked about having a thing, which is a good idea, um how many rooms do we have again.

B

You have three smaller rooms for breakout kind of meeting thing, so we can make a sign up sheet for that.

C

Okay, so do we want to go ahead and give one of those rooms to sick docs? I don't see any reason not to have picture okay.

E

They asked a while ago, like okay before we.

G

Didn't start planning that.

E

They would have one room for their doc sprint. Okay,.

C

Yeah, I didn't know when they had some and apparently not all of them knew because somebody asked me so.

A

Is the room big enough for them? I don't know how many they are it. It's fine yeah.

C

They don't usually get more than you know, even even in 2019, they were only getting about 15 people showing up for a dock sprint. Okay,.

B

They had a room in north america and I don't think they even showed up for that. One.

C

They did, but they showed up in the common room. I didn't actually.

E

Use the private room, okay, I honestly kind of expect that to wind up happening here too, just because you know it's easier for people to drop in and out to it and if there's not going to be a lot of contributors there, it's just kind of yeah a bit better.

C

Yeah, on the other hand, I don't think we're likely to run out of rooms. I mean with realistic attendance having two breakout rooms for conference sessions.

B

They're, not big rooms, though they're all they fit about. 15 people board room, each of them.

C

ah Okay, so more of a sick meeting room in less of an unconference room.

B

A

Have a big room for the unconference yeah, okay.

E

Our unconferences, uh what sessions at um north america in I think, is not 2019 2018. Yes, I think um you know, for the most part, stayed in like the the 15-person range too.

A

Oh, even that one that was a big one, though right, yeah.

C

Yeah I'm gonna write. If, if we have enough people there, I'm gonna put the reliability discussion in the in the hat, though, and that's one we'll have one have in the big room, but that's fine right is. We can figure out from topics how broad they are yeah. You know yeah.

A

That'll be they'll, be straightforward. I think yeah.

C

And I like a discussion about reliability across the project, would be a big room topic, a discussion about how do we manage v2 api change? Transition for cluster api is going to be a small room topic yep.

E

Okay, any other last minute, questions for deb.

A

B

Awesome thanks. Everyone.

A

E

Sorry, I didn't mean to like, interrupt and cut you off and I just wanted to make sure.

G

A

ah Good then uh yeah content lead we'll put that on hold uh worst case. If you can't travel over, I I have a bit of unconference experience and I can just ask one of my colleagues to give me the heads up the the kind of short course on doing that, because she's doing it for like years already, so I can. I can get a quick, quick primer on that.

A

um That should be fine. uh That said, we did mention in the draft agenda that we'd like to have one or maybe two sessions that we kind of bracket the unconference with uh one of the the suggestions was steering ama.

A

um Can we do like do? Do we.

E

Have enough steering.

A

E

Of us- well, I I will say most of steering is waiting to make their call on going to the first week of april, um but as of right now, most of steering will be there.

E

uh There will also be a steering ama during kubecon proper. Oh, why? Okay.

A

So would steering be okay with doing another one and contributing yeah.

E

And I think it's largely two different audiences, yes, yeah cool.

A

Okay, so who would we need to ping for that like or is? Basically, um I can just ping.

E

Steering right now: okay, yeah.

A

E

A

Good, um do we want another session to kind of kick it off? I I know we wanted the the steering to be kind of the the closer I remember or or was there a different um suggestion.

A

Or do we open with the steering amma.

C

I'd say: closure would be better.

A

Fits better do we want an opener kind of uh lightning keynote talk to to get everyone kind of a bit going.

G

D

Maybe yeah I.

G

Mean yeah, there needs to be some something you need an idea. Yes right, but it's like what do we talk about.

A

um Yeah, I have a tough time thinking of like who could we ask to kind of.

E

And honestly, most of the contributor topics aren't going to be a lightning talk. Yeah.

C

I would say for honestly, an opener for the contributor day is less important, simply because people drift in yeah- you know people are are often show up late for these, and this is something this is by the way.

C

The reason why, after the one attempt of arranging the unconference schedule at the beginning of the day we started, we did it differently, was that between the europeans, who are actually literally flying in that morning and the um and the folks who flew in the day previously and have hoarded jet lag and don't get there at the beginning.

C

um I it's hard less than fifty percent of the attendees are often there at the very yeah.

E

I I would honestly just bank on the opening being like hi thanks for coming general reminder, we're doing the social and the the generic intro talk.

G

Yeah yeah plus one to what bob said, but one thing we did do at the or we do do at sig meet and greets is we have somebody at the door to like? Let people know what's going on and what's happening kind of thing. We could do something like that again at just on this scale. You know as far as like, what's happening, what's going on in the room at that moment you know somebody just oh.

A

Okay, so, like someone.

G

Who briefs like wherever you're at yeah, like you.

A

Know hey, if you want to talk to someone so.

G

About docs they're over there in that corner, if you want to talk to someone so about you know, they're down the hall, you know that kind of stuff right, like all right that makes sense.

A

That makes sense people will.

G

I felt like a traffic cop or, like a hall, monitor to an extent, but it was very helpful for a lot of people because yeah you know all the sigs were in the room. If you remember in seattle, it was like just one massive room with just a bunch of tables in it. Yeah right.

A

Yeah and people will kind of like tumble in over the day.

A

That's a good idea, good, so yeah, let's just do an opener. um We, we did already kind of count in that that we don't do the opener like right at the start, we we start with like a bit of like just a breakfast and banter and then do the opener like an hour after start, which is still early for both people who just arrive and for jet black people. I definitely know that feeling.

A

But then we're good.

D

A

Think yeah, you can just ensure that it's an unconference where to add your topics.

A

Cool then um there is still one slot on the team that we didn't talk about, uh which is marketing lead. I'm not even sure what the marketing team does to be honest, like is, is that comms or and website.

G

Yeah comms website stuff blogs, yeah that kind of thing slack, bots, twitter, the whole.

C

Nine yards, and and particularly because we're planning this kind of late we're going to need um and because the whole travel situation is so dicey for everybody. We're going to need lots of comms for people to just be even aware that it's happening.

C

um Which means we should actually, we should actually talk about the maybe open an issue and talk about sort of a comms plan. Yeah.

D

C

With something to post every week, even if you know it's it's coming soon type stuff.

G

Yeah, like just, I would just open an issue and uh communications, slash upstream marketing or marketing. I forget the directory name but yeah like open an issue there and just say we need a series of tweets about contributor summit at kubecon eu every x days or something like that.

G

We'll figure out the rest kind of thing.

E

The I think really, the the first thing that needs to happen is the site needs to go, live.

G

Yeah right, like that, has like.

E

Something to point.

G

E

That, I I think, is the in kate's dot, dev slash summit. Just um I think it was the the handle we've been using previously for the whatever the active summit is yeah. I think it's still.

A

Pointing to the to the last one right now, yeah yeah.

E

Which is that you know makes sense. That can be sure.

D

E

It's cool I would. I would consider that the the p0 of this week outside of reg.

A

Who can uh take the lead on this.

E

I can I can basically copy paste what we've done for previous ones and then that's one nice thing with it being in hugo. I can literally just copy the directory over and.

A

Change some stuff, I like hugo, because it's still doxy now.

G

Yeah still doxy foxy is easy. It's good yeah. Once this is working. It's easy yeah.

A

I did set up our internal doxy, so it was. It was a small hackathon by myself.

G

Yeah I've tried to convert my site over to doxy more times, and I can count. I just usually are like it's not worth this much.

A

Cool then, um once we have registration and page up we'll send it out to do. We add it to to kate steph mailing. This then also right, yeah.

G

We should send it out there if we want to get feedback from sigs.

G

We have the uh slackbot the announce slack about thing, two that we could deploy. If you want.

G

E

G

Leads and that kind of thing.

E

I would do the the slack channel blast once the content like the website is up and registration is there yeah? Otherwise, there's like no follow-up item for them. So it's kind of.

G

Like yeah, like there's a lot of leverage, we can pull, but we can't pull it until we have places to send them.

A

um Anything besides the slack announcement to do actively to reach out to six. I think we do enough with the mail and the registration and the announcements right or do we.

G

Do we usually do more? There we've done that much in the past. I don't.

D

B

G

I think we've done emails before might have poked a couple slacks that were unresponsive. Maybe.

A

Yeah, I don't want to poke too much, because I guess some sticks will be just very light lightweight at the conference. People are not going. It's fine.

G

A

Totally fine, uh we just need to you know.

G

Message it in a caring way right, like that's the biggest thing like hey, we understand a lot of people won't be there, but if you're interested this is happening, feel free to join your fellow sig mates. Whatever you want to call them, you know sigians. What do you call a sigma, sig members, members.

A

Maiming is hard. Yes,.

A

um Anything, that's not on the list that we haven't talked about yet.

A

G

If you haven't done it already, oh yes,.

A

G

Apparently, hotels are like out.

A

I've heard like we were very early and then, like two days later, our hotel was booked out.

G

Yeah, like people were like telling me, why did you book this so early? I was like you'll see yeah and they're like damn it. I wish I booked it when you did.

A

Very happy we had like lots of people uh working on that like while I was away and then I came back, I was like oh hotels, but nice.

A

Yeah, if you can book travel already, do that, I guess.

C

Oh yeah definitely book hotel, even if you're not allowed to book other forms of travel. Yet.

G

Yeah, you can always cancel a hotel like book.

A

Refundable, counselling is definitely easy.

C

By the way for people who are in this boat, the hotel blocks for the conference become not fully refundable on april 12th or 13th. I believe um so. I ended up actually booking outside the conference block for my contingency uh housing, because.

C

Well, because I have to the.

C

Yeah um for people who are flying in uh make sure to check on the possibility of flying if, if you're, not getting reasonable connections to valencia check on the possibility of flying to madrid or barcelona and taking a train.

A

Yeah, barcelona trains are really fast, yeah.

C

In both cases, there's a in express train that goes directly to valencia, um so it's a reasonable.

A

We had some people fly in to alicante, which is actually even smaller than valencia, but it's that has some options that valencia doesn't have, and it's like a one and a half hour train ride. It's very nice too.

G

I might be kicking myself for booking all the way through to valencia, we'll see.

A

G

A

Flight to valencia, which is.

G

C

I was expecting.

G

A

C

I was expecting to fly into madrid because when I I mean mind you, when I checked on this three months ago, if I'd been allowed to book my travel, then I actually was able to find a 500 ticket to madrid.

C

um But when I actually got to book last week, flying directly into valencia only cost about 150 dollars more so ooh. That's a good point.

G

C

And and mind you, anybody booking from north america to get there at this point is gonna have to deal with some annoying connections, I'm actually staying overnight in the amsterdam airport on the way back ouch.

C

Well, it was either staying overnight in the amsterdam airport or having three connections, one of which is charles de gaulle.

G

I'm flying through charleston both ways so.

C

Wish me luck, yep, the um I. I hope you have a long layover. I do. I think it's like six hours.

G

C

That should be enough time to get across charleston.

C

The um yeah so okay at some point when we decide who's the unconference person, then we'll we'll follow up on that yep, the um nigel. Let us know if you get approval to go and you can take that on.

C

Yeah sounds good: okay,.

C

Very good um yeah in the meantime I'll help arnold get registration out this week roger we can start working on party stuff the week after.

A

Thank you, then, if anyone needs anything uh just ping on slack, if you need travel, recommendations, also happy to help been in that area, quite a while quite a few times like once a year in that area and otherwise see you next week.

A

Thank you. Bye-Bye later.