Conference TODO list

[derberg]

Conference already took place

More details -> https://www.asyncapi.com/blog/conference-2022

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We need a project-management-like list of stuff to do for the conference 🚀

Below is:

• What - what has to be done in general
• Coordinator - is not necessarily someone that does the job, we mainly lack focus on coordination. Examples:
  • Conference related bi-weekly meetings @derberg coordinates by making sure it always happens, there is a host and list of things to do is checked
  • Talking to sponsors doesn't mean the coordinator is responsible for talking to sponsors, but for tracking it happens and who talks to whom
  • Prospectus creation doesn't mean the coordinator must create it. The coordinator must find people to work on it, and publish it. Of course, the coordinator can work on execution too.

It is like in project management, we simply need a person that we can ask "how is it going with prospectus creation, where are we?"

NOW

All 🟢 click for more

What	Coordinator	Details
Conference related bi-weekly meetings	@derberg	🟢 setup and running
Get a venue (location) from survey	@derberg	🟢
Set a date from survey	@derberg	🟢
Basic website with survey	@AceTheCreator	🟢
Promote website to get responses from community	@derberg	🟢

CfP

All 🟢 click for more

What	Coordinator	Details
Organize CfP with LF	@derberg	#380 🟢
Promote CfP once available	@alequetzalli	#403 🟢
Getting a list of people that review CfP	@alequetzalli	#403 time for people to volunteer 🟢
Setting the schedule	@alequetzalli	#403 🟢

schedule link: https://asyncapi2022.sched.com/

Next

What	Coordinator	Details
Satelite events	NO VOLUNTEERS	#324
Coordinate budget	@derberg	So far, expenses are: CFP and schedule app, registration app and descript for speakers. Should not exceed one platinum sponsor sponsorship.
Conference promotion	@derberg	Asked Fran to do newsletter. Also will ask speakers to use speaker cards for promotions.
Banners generation for folks that registered to join the event	@AceTheCreator	we use registration service from LF this year

Sponsors

Sponsors discussion -> #389

What	Coordinator	Details
Define sponsor tiers	@Barbanio	#389 🟢
Content for prospectus	@Barbanio	🟢
Prospectus creation	@Barbanio	🟢
Talking to sponsors	@Barbanio	We contacted RedHat, IBM, WSO2, SmartBear, Postman, AWS, VMWare and Google. Let's see 🤞🏼

Venue

No venue in 2022 🔴 click for more

Once it is decided in what city we do it.
For now, @derberg is in contact with Emily from Linux Foundation that handles all the below. Would be awesome if someone else wants to take over.

What	Coordinator	Details
Food
Recording/Streaming
Reception
Sponsors stalls layout/size/location

Marketing Design Items

@mcturco will be the main coordinator for all the following design items needed, but help is appreciated and encouraged!

What	Coordinator	Details	Comments
Conference Website	@AceTheCreator @mcturco	conference-website related discussions	🟢
Dedicated swags designs + ordering	@mcturco @Barbanio
Speaker cards	@mcturco @Mayaleeeee	Social media images to promote each talk with speaker images and date/time of talk	🟢 It is almost ready ❤️ asyncapi/conference-website#109
Presentation template	@fmvilas	A presentation template for speakers to use to build their presentation that is on-brand	🟢 Fran did it - link to deck. Speakers informed
Social media graphics	@mcturco	Graphics that promote the conference with logo, date and time of conference
Stream graphics	@WeeProducciones	"On break" video loop, stream background image, stream overlay with AsyncAPI logo and sponsor logos, YouTube stream thumbnails for each recording of the conference

Video Recording

What	Coordinator	Details	Comments
Video guidelines for speakers	@derberg	🟢
Video conversions	@WeeProducciones
Video upload to restream	@derberg

Event itself related

What	Coordinator	Details	Comments
Get list of people that can run conference on stage	@derberg	we need folks to say hello/bye and introduce speakers
Get list of people that can help run conference off stage	@derberg	we need folks that can help sharing links to code of conduct and monitor chats

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• there is for sure something missing from the list, please propose topic and indicate if you can coordinate
• feel free to ask for more explanation
• feel free to open up separate discussions or specific issue in some repo to execute work

[derberg]

@Ugbot would you coordinate the topic of Satelite events end to end? or should we remove that one?

[Leamsi9]

Also, re: sponsors need to plan/coordinate:

1. Sponsorship offering: is it one tier, same benefits for all, or multitier, with extra visibility for gold, and silver, for instance. This could range from website mentions to swag for everyone, to call outs in sessions/tracks, to post event mentions and links, inclusion in the recorded videos, free tickets, etc.
2. Sponsorship pricing: will it be donate what you can? Will there be minimum amounts?
3. Exhibition space. Will companies have a space to set up a stall?
   A. Need to coordinate securing/mapping/allocating that space. Will everyone get the same size stalls? Will we charge differently for size? Will some spaces be for sponsors and others open to non-sponsoring companies for a fee?
   B. Need to integrate the sponsor logos to the event website, so coordinators of both need to be in touch, not least in terms of size and delivery timeline of assets, and of course website design/wireframing.

C. If some of our sponsorship offering involves extra visibility in our site, such as a sponsor's virtual exhibition, where you can click to watch a video and sign up for info/swag, that also needs to be coordinated between web and sponsorship teams, including the delivery, format and length of sponsor copy to be included in the site, and deadlines for delivery.

I don't know if we could get sponsorship in kind from someone like Postman who do so many events? They probably have a team, platforms and assets for event and sponsorship management. If they could donate in kind and help coordinate and deliver some of these things in exchange for being top sponsor, that could be awesome.

[derberg]

@Leamsi9 thanks for the input, I updated the description. We definitely aim for hybrid, so there will be live streaming done too. In description you can find new section venue

as for the sponsors, I added to the list Define sponsor tiers. We had this last year #56 and we definitely need larger numbers. Since this topic is larger, can you open a separate discussion on it? also, would you be interested in participating as coordinator of this discussion?

[Leamsi9]

Very happy to participate but probably would not be the ideal coordinator, as my time is a bit unpredictable and spotty at the moment. Will try and open a discussion though.

[Leamsi9]

Also in the new section venue, might be worth adding to the tasks sponsors stalls layout/size/location

[derberg]

Also in the new section venue, might be worth adding to the tasks sponsors stalls layout/size/location

added

Very happy to participate but probably would not be the ideal coordinator, as my time is a bit unpredictable and spotty at the moment. Will try and open a discussion though.

no worries, @Barbanio volunteered to coordinate = basically push topic forward, so please please support her efforts whenever you can 🙏🏼

[mcturco]

I think we should also add on this To do list tasks that require visual/marketing design. Ex: for the 2021 conference, we had Speaker Cards, Stream graphics, website, etc. I could definitely help with all of these things, but would love to have a list of things that we need so we can prepare the assets well in advance 😄

[derberg]

oh yes, you are totally right. Should it get a dedicated section with a separate detailed table, or just one entry is enough?
I think that also as TSC member you should have right to edit description, and you feel free to do it and add whatever you think makes sense

[mcturco]

Yeah I think a dedicated section works best since there are plenty of items that would fall under that section. I just edited the description and added the items that I could think of for now. We could definitely build that list if we need to add more items that are needed from design!

[Barbanio]

I would like to coordinate the sponsors section:

• Define sponsor tiers
• Content for prospectus
• Prospectus creation
• Talking to sponsors

[derberg]

@Barbanio please have a look at #389

[derberg]

Another status meeting scheduled for Tuesday 14th of June -> https://twitter.com/AsyncAPISpec/status/1534527099909787649

[mcturco]

Thank you! Going to attend this one. Would like to have a conversation regarding marketing and visual branding for the 2022 conference.

[quetzalliwrites]

I can help promote the CfP, help set deadlines, and more! Left my name in to help volunteer/lead this with you all

[smoya]

Should we also coordinate the speaker's traveling + accommodation costs once we have a venue?

[derberg]

will add option to CfP form to enable user to say they need support

[smoya]

I created a new discussion as we agreed on the meeting so we can discuss this deeply #397

[derberg]

@Barbanio I definitely recommend watching recording of the conference meeting https://www.youtube.com/watch?v=-UrKHcZ9tpk

• please let me know if you will also coordinate swags for the event, like purchase/order. As you anyway handle it now for the initiative. Also if yes, would you have a separate item there in the description or just be an additional coordinator with @mcturco in design section?
• please share here or in the other discussion we have about sponsor prospectus the examples you got from LF 🙏🏼

[Barbanio]

please let me know if you will also coordinate swags for the event, like purchase/order. As you anyway handle it now for the initiative. Also if yes, would you have a separate item there in the description or just be an additional coordinator with @mcturco in design section?

Yes, of course, I will be happy to coordinate swags for the event. I'm fine with either option. However, I think it makes more sense to be an additional coordinator with @mcturco in the design section since I will only be working with the management and the swags are also the design.

please share here or in the other discussion we have about sponsor prospectus the examples you got from LF

Yes, I published this here.

[derberg]

list updated 👍🏼

[derberg]

@AceTheCreator I definitely recommend watching recording of the conference meeting https://www.youtube.com/watch?v=-UrKHcZ9tpk

I mentioned your idea about app that shares a promotional banner for people that register for the conference. So they can share on their socials. Wanna coordinate this?

I remember @magicmatatjahu told me few days ago he can help with technical tasks, this sounds like a cool task 😄

[AceTheCreator]

I would definitely love to coordinate this 😀

[derberg]

item added 💪🏼

[smoya]

@derberg I am happy to help with anything related with the venue, now that it is decided is gonna happen in Barcelona (where I am based).

[derberg]

yo, we just had another sync call about conference organization -> https://www.youtube.com/watch?v=RNpngZIbmnQ

the description of this TODO discussion was updated to reflect where things are finished and what the progress is. For more details please watch the recording.

next meeting scheduled for 28th -> #415

[WeeProducciones]

Hello!😊 I´m María, from Wee prods.
I write here because we had seen that the part "Recording/Streaming of venue" is empty and we can try to coordinate this if Linux doesn´t make this finally.
We do not have the necessary material to stream these features, but we can take care of talking to companies that do, request budgets, and coordinate the needs with them.

We can help with the design part to @mcturco too if she needs to.

[mcturco]

Hey María! That would be super helpful, thank you! 😄
Like you mentioned, I think @derberg is working with LF to see what they are going to help with regarding the streaming production, but I'm sure they will be asking us to provide assets like stream graphics and such if needed, so I feel like that's where you guys can come in!!
As we get more details from LF, we can make a plan from there and see what the community thinks as well.

[derberg]

@WeeProducciones sounds good 👍🏼 can you specify which parts of the recording you could take responsibility over? like camera people and stuff like that?

[WeeProducciones]

hello @derberg 😊 We can take care of asking for quotes from other companies that have the necessary material to do the streaming if FL does not finally do it, choose what things they need, such as the number of cameras needed, where to place them when they are on the site, etc... coordination of that part.
We can also help @mcturco with the graphic material for streaming.

[derberg]

just to be 100% sure, you can offer coordination, but not the actual recording service?

[WeeProducciones]

Yes, what we can do is coordinate.

[IfyN]

I was given the link to this thread by @derberg as I expressed interest in being involved in the conference planning given my previous experiences. I'd like to review CfPs cc @alequetzalli where can I start please? I can hep with also picking out topics that should be lighting talks, longer sessions talks and also help with time schedule for the event.

[derberg]

Thanks! For CfP is the other thread that I contacted you first. Alejandra coordinates the whole CfP review process and schedule. So definitely keep a close look at the CfP discussion.

Feel free to pick up other items from the above list if you are interested

[derberg]

Next meeting about conference scheduled for 11.08 -> #431

@AceTheCreator agreed to moderate 😄

[Barbanio]

Hi! regarding the venue, Linux Foundation was informed about the @peter-rr proposal, Attico. They are going to check it together with the rest of the proposals. Let's see if we have news soon! 🤞

[derberg]

Please have a look at #448 and share our opinion

[derberg]

ok folks, description updated with latest status of the conference organization

[mcturco]

Something you did broke the table view there

[derberg]

thanks! fixed

[fmvilas]

Alright, presentation template is done @derberg https://docs.google.com/presentation/d/10jFwnTckBJQFrQhgDW3a_3dL1eckQk0hxKk2e84XFJc/edit?usp=sharing.

[fmvilas]

Done. I left the other content untouched so it serves as an example. For instance, my name and Twitter account.

[derberg]

@fmvilas can you add to speaker notes for slide 1 instruction on how to change the speaker profile picture 🙏🏼

[derberg]

fyi added redhat to slide 23

[fmvilas]

@derberg Is it really necessary? 😅 I don't think it's that hard to right-click and click on replace image 😄

[derberg]

I definitely agree it is not hard. It is harder to know it is that simple. It's better to have a one-liner tip in speaker notes, as we do not know who will use those, and what is the knowledge level of each user.

I added it there now.

[derberg]

Recommendations for presenters

The quality of the presentation's video recording is super important. Below you can find some very basic recommendations from your side:

• Recording delivery deadline: latest on 16th of October
• Record the highest quality possible.
• If you do not have access to professional tools, we get you covered. Just drop an email to lpgornicki@gmail. We will sponsor access to Descript for you for a month.
• Make sure the video shows the presentation and speaker. Speaker recording should overlay the presentation.
  
• Best location for the presenter's face recording is the bottom left corner. Yes, not top right. Above example shows only the speaker's overlay.
• The best recording is if also bottom right corner is left empty, so at the conference, we can put there an overlay with logos of sponsors.
• Record in a quiet setting with little to no background noise. We recommend recording using headphones with a built-in microphone or an external microphone for the best audio quality.
• Do not use Zoom. It is not the best tool to record a video with the presenter's face.
  
• You can use AsyncAPI official slide deck if you want. This is a template that you can copy and modify as you wish. You can remove slides that are not relevant and add slides that you need.

Please let us know if you need some support.

---

This is a single place where I will send presenters to check out guidelines; as with some presenters, I sync on slack, some via email, and some on twitter.

[WeeProducciones]

Yes! @derberg in mp4 is ok

[derberg]

I recorded an example presentation using descript, it is pretty nifty

1080p

https://descriptusercontent.com/published/b34403f6-87f6-4f19-b7ec-92cb9c1fd830/original.mp4

[rgalanakis]

We found that recording on the bottom left required a very small speaker video, like in your mp4, or it overlaid content on almost every slide (or the slide content is weirdly offset to the right). Having the recording on the bottom right was a lot simpler to minimize any clipping. I'm hoping it'd be okay to use the bottom right, so we can get a larger speaker overlay, but please let me know if this causes a headache for the admin side (for sponsor overlays or whatever else) and we can use the bottom left.

[derberg]

good point, I did not record my talk yet, I'll stick to the right too

[imabp]

@derberg where do we publish the recordings?

[derberg]

settings that I used

[derberg]

Folks, please have a look at recording of today's meeting #479

There is one important topic raised by @jonaslagoni at the end of meeting.

Jonas asks if he can present life. He has 2 presentations. From my point of view, he is a special case, so I do not see a problem. If we allow one person to do it, it will not complicate the conference from organizational point of view.

Please share opinions in reply

[jonaslagoni]

Jonas asks if he can present life

You know, presenting about life is not quite within the scope of what I can do, but I would love to present live instead of through a recording 😄

[fmvilas]

Eh! Eh! I'm the only one allowed to troll @derberg regarding typos 😂

[smoya]

I'm totally in favor of live presentations, I feel I'm (me as watcher) more connected with the presenter. Otherwise, it feels like watching any other video tutorial or similar on internet. In fact, in that case (pre-recorded) I usually wait for the videos to be published to watch them all because I don't think being connected to the conference gives me any added value.
But of course, this is my brain, not others.

So +1 to this. Would be awesome if we can support others to make it live if they also want.

[derberg]

@jonaslagoni @fmvilas

you can't hurt me

but I would love to present live instead of through a recording 😄

If I would have one week to prepare 2 presentations and record them with good quality, I would also prefer to do a live presentation instead 😛

Would be awesome if we can support others to make it live if they also want.

I hope Jonas is the only exception.

[jonaslagoni]

If I would have one week to prepare 2 presentations and record them with good quality, I would also prefer to do a live presentation instead 😛

😆 That is just an extra bonus!

[WeeProducciones]

Hi @mcturco , we had started to job with the graphic material for the conference, but yesterday we seen a image very worked for this in the web so we have a question and it is if you think that is better to work about these image for the graphics and the video of the conferences? If the aswer is yes, can you give us the archives?

Thanks!!

[WeeProducciones]

hi!😊😊 these are the designs we have made for this year's conference, what do you think? (The logos and images are from last year, we have put them here to make it more real)

[Barbanio]

It looks nice! I love the speakers' labels. On the other hand, I miss the Conference design, which is the main image of the event, so I guess It should be used.

[WeeProducciones]

good morning, we have used the elements of the conference design, we have chosen the lighter colors, because we thought it was more friendly, there are 3d elements of the original design.
If you think we should modify it, we are still on time

[Barbanio]

Yes, I mean only to add this image:

I think it's great and as the distinctive image of the event, it might make the design more consistent. This is just an idea. Let's see what others think.

[derberg]

Nice work!

I agree with @Barbanio
also, if lighter colors are aligned with the conference design, this is fine, otherwise we should adjust.

[derberg]

We have first sponsors confirmed:

• Platinum is Postman and logo info is here -> https://www.postman.com/company/press-media/#logo-guidelines
• Gold is Ably and logo info is here -> https://brandfolder.com/ably/press-center

Use logos with visible company name.

@WeeProducciones just a reminder that platinum sponsors show up before the presentation, during breaks and during presentation itself. In case of gold we show logo only during breaks, before presentation.

@AceTheCreator can I ask you to help putting logos on the conference website? 🙏🏼

[derberg]

Ok, got the final confirmation from the last company that they can't make it this year.
We were simply to late with everything 😞

so we stay with 2 sponsors, one platinum and one gold @WeeProducciones @AceTheCreator

luckily we had $8k left from last conference, so we have $16k to cover costs

[AceTheCreator]

@derberg Postman and Ably?

[derberg]

@AceTheCreator sorry