Community meetup run sheet

[justinmclean]

Community meetup run sheet

Here is the run sheet for the monthly community meetup.

Two things are for the PMC rather than for a host.

Recordings. I suggest a YouTube channel owned by the PMC. I can set one up as a Brand Account, which holds several owners, and pass primary ownership to whoever the PMC names. Happy for a PMC member to create it instead.

The platform. The ASF provides nothing for this. We can host the call on Google Meet and record it, and the host uploads the recording to the project channel.

Corrections welcome.

Each event has a host and a co-host, at least one of them a PMC member, named on dev@ three to four weeks ahead. The host runs the agenda and posts to dev@. The co-host records and takes over if the host drops. If neither can make it, the event moves and that is said on dev@.

Time:

Announce the time in UTC and alternate it month to month, so the same regions are not always inconvenienced.

Slot	UTC	Warsaw	London	New York	San Francisco	Bengaluru	Shanghai	Sydney
A	07:00	09:00	08:00	03:00	00:00	12:30	15:00	17:00
B	16:00	18:00	17:00	12:00	09:00	21:30	00:00 next day	02:00 next day

Local times are for northern summer. They shift by an hour either way when clocks change, so check them before announcing.

The announcement says which slot the next event uses.

Three to four weeks out:

• Confirm the date and the slot.
• Name the host and co-host.
• Confirm two speakers, each with an explicit yes for this event.
• Post the announcement to dev@ with the date, the time in UTC, the speakers, the topics and the join link. Repeat it on Discord and LinkedIn.
• Book the platform and put the join link in the dev@ post.
• Send the agenda and time boxes to the speakers.

One week out:

• Re-confirm both speakers and get a one-line topic description from each.
• Get written agreement from each speaker to be recorded and published.
• Send the reminder to dev@ and Discord.
• Test the recording.

Day of:

• Start the recording and check it is running before anyone joins.
• Welcome, agenda, first speaker.
• Keep time and give each speaker a two minute warning. The co-host watches the chat.
• Close with thanks and when the recording will appear.
• Save the file as iggy-meetup-YYYY-MM-DD.

Agenda and timings:

45 to 60 minutes.

Time	Segment
0:00-0:10	Welcome, agenda, introductions
0:10-0:25	First talk
0:25-0:30	Questions
0:30-0:45	Second talk
0:45-0:50	Questions
0:50-0:57	Open discussion
0:57-1:00	Close

One speaker instead of two: 20 minutes of talk, 20 of discussion.

After the event:

• Publish the recording on the project channel, with the agenda, the speakers and the producer credit.
• Post a summary to dev@ within a week: who spoke, on what, the link, and anything worth following up. Repeat it on Discord.
• Note the date, host, co-host and speakers for the next host.
• Start the next month three to four weeks out.