Skip to content

creating-an-event.md

Latest commit

 

History

History
94 lines (62 loc) · 4.52 KB

creating-an-event.md

File metadata and controls

94 lines (62 loc) · 4.52 KB
Raw

How to Create an Event

This is the rough steps in how to create a meetup event from scratch.

Sessionize: Secure the Speaker(s), Confirm Availability, and Officially Approve

  • Insure speakers submit their talks and bios via Sessionize.
    • For special cases, an organizer can volunteer to submit on the speakers' behalf.
  • Coordinate with the speaker(s) the date and venue to confirm their availability in email, CC: mailto:organizers@k8saustin.com
  • When confirmed, update the Sessionize talk status to Accepted and request they formalize their agreement in Sessionize.
    • This is important if speakers want a record of their talks (which counts towards commuinity contribution).

inform the speakers

Canva: Create Art and Upload them on Google Drive

Canva

Create three pieces of art for the event:

  1. An event banner for Bevy
  2. An event logo for Bevy (reuse for LinkedIn)
  3. An event banner for Meetup

Login on Canva and look for K8sAustin folder.

Create a new folder under this folder with the format "YYYY-MM-DD" for the date of the meetup. For the next steps, please create the arts and save them under this folder. We usually create a single art for both speakers, you must collect their picture from the sessionize website.

For #1, it is a 2560 x 650 px banner, look for files named bevy-banner-k8s-austin-meetup-<date>, pick one and save as and edit the speakers' name, picture and companies. Leave the middle of the banner blank. Example

bevy-banner-example

For #2, it is a 1080 x 1080 px tile for the logo. Look for files named bevy-k8s-austin-event-logo-<date>. Same drill, pick one, save as and edit it with the title and date. Example:

bevy-logo-example

For #3, it is required for the meetup page a 1200 x 675 px. Look for files named meetup-banner-k8s-austin-meetup-<date>.

Google Drive

Create a new folder under our Google Drive and upload all arts, under the current year. The same folder will contain the Google Slides presentation for the meetup.

Create a Bevy Event

Log on Bevy, make sure you have access to the Kubernetes Austin dashboard:

Kubernetes Austin Dashboard

It is easier to duplicate a previous event than to click at New Event -> Meetup and follow the prompts. Copy and paste from the previous event, we always link the speaker's name to their LinkedIn profile.

If the event is being hosted at Capital Factory, please make sure their logo and address are displayed (for contractual reasons). Desirably, if you have the name of the room, make sure it is displayed correctly and prominently. Upload the event banner and thumbnail you made previously. Add all the co-organizers as host. Add sponsors (whoever is paying for foods and drinks). Use the option to RSVP, we usually limit capacity to 50 people.

Create a K8sAustin.com/ShortURL

Once you have a URL for the event, go to https://github.com/k8sAustin/k8saustincom/blob/main/_redirects and edit file or submit a pull request. Test it: https://K8sAustin.com/ShortURL-example

Create a Meetup Event

Log on Meetup, view the dashboard (like below) and click at Create Event. Use the "Copy the Last Event" button or copy and paste from a previous event. Link to the Bevy event because of CNCF ownership; we hope to migrate off Meetup. Make sure to add descriptive topics, such as: kuberenetes, cloud native, open source.

Meetup Dashboard

Promote the Event!

Via Buffer.

Schedule (ideally three) two weeks before, one week before, a few days before the event! Update descriptions (and graphics if you have the energy) with last minute changes or the confirmed room.

Week of the Event

Prepare Slides (the Monday before)

  • Copy the previous month's slides in Google Drive, update the following:
    • Month
    • Speaker sessions
    • Sponsors
    • Next month's date/location and speakers (if known)
  • Review with team and ask for reviews, additions.

Plan Food & Beverage