From c6fdfa3258bf7eb7a66c64702e290c7202f47caa Mon Sep 17 00:00:00 2001 From: Colin Dean Date: Tue, 4 Apr 2023 23:55:57 -0400 Subject: [PATCH] Import doc "How To Organize AGM" from homebrew-governance-private The PLC and members workshopped and reviewed this based on past AGMs, especially the 2023 meeting. This has some small formatting-only changes compared ot the H-G-P version due to Markdownlint rules on this public repository. I'll port these changes to the private repo after merging. --- docs/How-To-Organize-AGM.md | 162 ++++++++++++++++++++++++++++++++++++ 1 file changed, 162 insertions(+) create mode 100644 docs/How-To-Organize-AGM.md diff --git a/docs/How-To-Organize-AGM.md b/docs/How-To-Organize-AGM.md new file mode 100644 index 0000000000..cca2a77fbe --- /dev/null +++ b/docs/How-To-Organize-AGM.md @@ -0,0 +1,162 @@ +# How to Organize AGM + +AGM is our combination of business meeting, yearly work planning session, and opportunity to meet others in our international team in person. + +This document is a _guide_ that assumes that the meeting will be held in person. +If a situation occurs that prevents that, it is acceptable to execute it virtually, as was done in 2021 and 2022 during the COVID-19 pandemic. + + + +* [Roles](#roles) +* [Logistics Timeline](#logistics-timeline) + * [Three months prior](#three-months-prior) + * [Two months prior](#two-months-prior) + * [Four weeks prior](#four-weeks-prior) + * [Three weeks prior](#three-weeks-prior) + * [Two weeks prior](#two-weeks-prior) + * [10 days prior](#10-days-prior) + * [One week prior](#one-week-prior) + * [Day before](#day-before) + * [Day-of](#day-of) +* [Pre-planning](#pre-planning) + * [Finding a Meeting Venue](#finding-a-meeting-venue) + * [Who Qualifies For AGM Travel Assistance](#who-qualifies-for-agm-travel-assistance) +* [Ideas for future AGMs](#ideas-for-future-agms) + * [Meeting enhancements](#meeting-enhancements) + * [Day-of enhancements](#day-of-enhancements) + + + +## Roles + +Expected participants: + +|Who|Role| +|---|---| +|Project Leadership Committee (PLC)|Should be physically present if possible, dialed-in if not. Several members must be present in person to run the event. Several members, regardless, needed to provide content for meeting.| +|Project Leader (PL)|Should be physically present if possible, dialed-in if not. Regardless, needed to provide content for meeting.| +|Technology Steering Committee (TSC)|Should be physically present if possible, dialed-in if not. Regardless, needed to provide content for meeting.| +|Members|Should dial-in or participate in person if possible.| + +PLC members' roles of responsibility for planning and execution: + +|Who|Role| +|---|---| +|Logistics Coordinator (LC)|Coordinates with meeting venue, restaurants, members, committees, vendors| +|Agenda Coordinator (AC)|Coordinates agenda and content to be presented| +|Technology Coordinator (TC)|Coordinates video conference audiovisual setup| + +:information_source: _(A person may have more than one role but one person should not have all roles.)_ + +## Logistics Timeline + +Past practice and future intent is for AGM to coincide with [FOSDEM](https://fosdem.org "Free and Open Source Developers European Meeting"), which is held in Brussels, Belgium annually typically on the Saturday and Sunday of the fifth ISO-8601 week of the calendar year, calculable with: + + ruby -rdate -e "s=ARGV[0].to_i;s.upto(s+4).map{|y|Date.commercial(y,5,6)}.each{|y|puts [y,y+1].join(' - ')}" 2024 + +AGM should be held on the Friday before or the Monday following FOSDEM. + +:information_source: _Regenerate the dates for the WHEN lines in the next several headers +using this quick command:_ + + ruby -rdate -e "YEAR=ARGV[0].to_i;puts ([[44,YEAR-1],[49,YEAR-1]]+(1.upto(4).map{|wk|[wk, YEAR]})).map{|wk,yr|Date.commercial(yr,wk).to_s}" 2024 + +### Three months prior + +**When:** Week 44 of YEAR-1 :date: `2023-10-30` + +* [ ] LC: Seek venue through previous contacts or RFP. +* [ ] PLC: Notify members of eligibility to attend AGM, with date to be determined. + * This is primarily to enable members to begin planning travel by + asking for time off, requesting employer reimbursement, + arranging childcare or pet sitters, + [applying for a visa](https://5195.f2w.bosa.be/en/themes/entry/border-control/visa/visa-type-c) + which may [take 2–7 weeks](https://dofi.ibz.be/en/themes/third-country-nationals/short-stay/processing-time-visa-application), + etc. + +### Two months prior + +**When:** Week 49 of YEAR-1 :date: `2023-12-04` + +* [ ] LC: Seek informal count of members intending to attend in-person. +* [ ] PL: Review maintainer activity per [Governance/Maintainers](Homebrew-Governance.md#8-maintainers). +* [ ] PLC: Determine travel assistance budget. +* [ ] PLC: Open travel assistance pre-approval process. + +### Four weeks prior + +**When:** Week 1 of YEAR :date: `2024-01-01` + +* [ ] PLC: Solicit changes to [Homebrew Governance](Homebrew-Governance.md) in the form of PRs on the `homebrew-governance-private` repo. + +### Three weeks prior + +**When:** Week 2 of YEAR :date: `2024-01-08` + +* [ ] PLC: Close travel assistance pre-approval process. + +### Two weeks prior + +**When:** Week 3 of YEAR :date: `2024-01-15` + +* [ ] AC: Create agenda, solicit agenda items from PLC and TSC. +* [ ] LC: Seek committed member attendance and dietary requirements for each. +* [ ] PLC: Close proposals for new Governance changes. + +### 10 days prior + +**When:** Week 4 of YEAR :date: `2024-01-22` + +* [ ] PLC: Resolve all open Governance PRs, roll-up changes, and open PR with changes to `docs/Homebrew-Governance.md` on `homebrew/brew`. + +### One week prior + +**When:** Week 4 of YEAR :date: `2024-01-22` + +* [ ] PLC: Open voting for PLC, PL, and Governance changes. +* [ ] AC: Solicit agenda items from membership. +* [ ] LC: Secure a venue and reservation for dinner + +### Day before + +* [ ] LC: Confirm reservation count for dinner with attendees +* [ ] LC: Hand-off venue AV contact to TC + +### Day-of + +* [ ] LC: Confirm reservation count for dinner with venue +* [ ] TC: Connect to video conference, ensure audiovisual equipment is ready and appropriately placed and leveled periodically +* [ ] AC: Keep the meeting paced to the agenda, keep time for timeboxed discussions, cut people off if they're talking too long, ensure remote attendees can get a word in + +## Pre-planning + +### Finding a Meeting Venue + +In the past, PLC hosted the AGM at the +[THON Hotel Brussels City Centre](https://www.thonhotels.com/conference/belgium/brussels/thon-hotel-brussels-city-centre/?Persons=20) +and arranged for a room block checking in the day before FOSDEM and AGM weekend, generally on Friday, and checking out the day after, generally Tuesday when the AGM is Monday. + +### Who Qualifies For AGM Travel Assistance + +Travel assistance is available for AGM participants who are expected to attend the AGM in-person. +Those who have employers able to cover all or a part of the costs of attending FOSDEM should exhaust that +source of funding before seeking Homebrew funding. + +PLC, TSC, PL and maintainers can expect to have all reasonable, in-policy expenses covered while members will be considered on a case-by-case basis. + +See also the [Reimbursement Policy](Expense-and-Reimbursement-Policy.md#travel) for process and details on what is covered. +It is important that all attendees expecting reimbursement stay in-policy. + +## Ideas for future AGMs + +### Meeting enhancements + +* Captioning or transcription, or both - [White Coat Captioning](https://whitecoatcaptioning.com) could handle the live captioning and provide us that for a transcript. +* Separate meeting runner + * Keep PL ideally focused on content and not agenda or tracking who's asked to speak + * Should be a PLC member who is not the AC, LC, or TC + * Should be someone happy and willing to cut people off mid-sentence and, assertively but in a friendly manner, stop conversations that are not running to time + +### Day-of enhancements + +* Track dietary requirements centrally for in-person participants