Node+JS Interactive - Oct. 10-12, 2018 about summit HOT 67 CLOSED

Thx @JamesMGreene for starting this issue!

@AnnMarieTonog and I work on community relations at Node Foundation and we would love to start helping plan/collaborate this and support the community as much as possible.

As node is an open source project, we know time constraints around volunteers can be painful to manage. So we'd love to take as much as we can off your plates as possible!

@dshaw @mcollina @MylesBorins @oe @hackygolucky going to start an email thread about this to see what we can do - or brainstorm on here as well.

October is coming up quickly! <3

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Should we set up a ti.to for both Code & Learn and Collab Summit SEPARATELY? I guess question is how you would want this to be set up and it will depend on how you decide to "market" collab summit.

I think we should. Based on my observation most code & learn attendees leave after the code & learn session instead of attending the summit that follows, and a lot of people attending the summit (e.g. WG members) do not attend/mentor the code & learn.

I think we definitely want to promote the code & learn on the website, but not necessarily the summit because people who want to go to the summit usually already watch this repo or can learn that from twitter. It's not a very good use of time to attend the summit if you are not already involved with the project or related projects somehow, and the summit is not really set up to get people started with the project (the code & learn is).

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Just FYI super stoked that Netflix will be sponsoring Day 1 (Friday) lunch at Collaborator's Summit! Thanks so much @yunong for making this happen! :)

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I'd love to help out with Code & Learn

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Are there going to be slots for presentations?

I was approached to give an overview over Node.js', Chrome's, and V8's release schedules, how we do integration testing, and how bisection into V8 works.

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Hey, everyone! Just wanted to keep all of you in loop with what @ladyleet & I are working on!

• Updating information on the JS Interactive website (https://events.linuxfoundation.org/events/js-interactive-2018/agenda/agend-at-a-glance-2/)
  - Making sure it says “Node.js Collab Summit”, instead of just “Collab Summit”
  - Adding second day Oct 13, making sure to avoid advertising it
• Figuring out registration for both Code + Learn & Collab Summit
  - Working with the events team to set this up, so we don’t have to make a separate registration
  apart from JS Interactive registration

If there’s anything else you need help with please let me know! :) More than happy to assist where I can.

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I've cross posted this on the foundation members discussion board for visibility

https://github.com/orgs/nodejs/teams/members/discussions/10

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@JamesMGreene the collaborator summit will likely be 2 days, Oct 12th and Oct 13th. The information was very confusing last year as well.

@ladyleet can you please confirm we have space for 2 days in Vancouver, like last year?
We will likely run a Code & Learn in the morning, and then summit on the afternoon and the day after.

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That is great all! :) I'm happy we found the leads. @AnnMarieTonog and I will be coordinating on the Node Foundation side.

Who will be leading and coordinating the Code & Learn from the community side?

Confirmed from the JS Interactive team that we have Friday and Saturday reserved for the Collaborator's Summit.

Friday will be from 1-6 and Saturday will be from 9-6 if that suits.

Lunch should probably happen offsite and we would love someone to sponsor this!

I'm still getting the size dimensions of the rooms reserved but for now:

Friday:
1 large room that can be split into 2
3 small breakouts

Saturday:
5 rooms

Additional question: Someone mentioned updating the website - do they mean the JS Interactive website to list out the code & learn and the collab summit?

Thanks much all! <3

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I would think so. The events typically have not had much impact on the pr rate over time. They instead cause a single spoke that is typically quickly dealt with. With the fast track and properly scoped tasks, it shouldn't be much of an issue imo.

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Hi all! Notes from myself and @AnnMarieTonog from the Foundation side:

• @joyeecheung @jasnell Yes - we will use some sort of attendance setup like ti.to to make sure we get headcounts.
• @rachelnicole Thank you for volunteering to help with Code & Learn! Should I add you and @tniessen as the official Code & Learn leads?
• @jasnell the complaint has been that folks who wanted to attend the Collab Summit before did not know about it because it was not clear.

Things we need (will wait on @mcollina @dshaw @chowdhurian to chime in since they are leading for direction).

1. Should we set up a ti.to for both Code & Learn and Collab Summit SEPARATELY? I guess question is how you would want this to be set up and it will depend on how you decide to "market" collab summit.
2. Can we add verbiage that @rachelnicole and @tniessen are leads if they agree to be the official leads for this?
3. Circling back to the marketing question - let's decide asap how we want this promoted on the JS Interactive site so we can put it up.
4. This is getting so messy so I am going to create another .md doc with @AnnMarieTonog for organizing things like how many people we can fit, etc so we don't have to sift through this huge comment thread.

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@joyeecheung okay - well currently Friday is marketed on the site as Code & Learn and Collab Summit - Sat is not listed.

@AnnMarieTonog and myself can set up a ti.to for Code & Learn separately and Collab Summit separately.

Can we get some consensus? :) ❤️

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@benjamingr either it's open to the public, or it is limited to members/collaborators. In the past, there have been significant contributions from individuals that were not members, but rather people that are interested in some of the subjects that just wants to be part of the discussion. Thanks to this approach, we welcomed more people into our community.

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The Collaboration Summit was 2 days last year, too? That makes way more sense but I left after the first day of it since I didn't know about the second day.

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Hey all and thx @mcollina for the ping.

Yes - we do have space reserved. Have you all decided who will be the organizers of the next Collab Summit on the community side?

Let's chat about this next week after this Collab Summit and JSConfEU is completed - I will get all the information and we can determine the best action plan next week!

// @AnnMarieTonog

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Maybe we should plan the agenda a bit earlier beforehand and use something similar to ti.to to count how many people would be attending?

I also think that we should take a look at the proposed agenda and make sure we drop the ones that are better left online or hard for remote participant to join. Open-ended discussions without a clear goal (e.g. expecting actionable items) or a good explainer in advance tend to be ineffective in summits.

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I’d stick with the messaging that we used in #60: Anyone can come, but expectations should be set right. (“this org + guests” sounds like we’d be making kinda arbitrary decisions about who a guest is.)

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Can we use some sort of service to count the number of people planning to attend before putting up a text? Who knows, if we make sure people are aware what they would sign up for by coming to the summit, maybe not that many people would be interested in attending the summit and we don't need to limit the attendance at all :3.

I also slightly worry about the velocity, but that kind of depends on our tasks. Also it would be nice if we can use backports or fixing flakes as tasks for those who finish quickly and want something more challenging.

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I had been operating under the assumption that (if she's willing) @addaleax and (whether or not she's wiling) I would be leading Code + Learn, but I'm totally fine to let someone else who's eager to take it on do so. I would recommend making it someone who's run more than one similar and successful smaller scale first-contribution-to-Node.js events, although that admittedly limits the leadership pool to basically @addaleax, @benjamingr, and me. Maybe @bengl too.

The alternative is to change the focus from first-contribution-to-Node.js-core and make it more contribute-to-Node.js-more-broadly-defined. I'd be fine with that too.

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My preference is for @Trott and @addaleax to lead code and learn. They've more than demonstrated their ability to lead it successfully on multiple occasions.

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@lance The survey was mainly used to estimate the cost so that we can get back to the foundation events team with a number of JS Interactive tickets we need them to sponsor (also see if we are going to spend all the funds allocated for this year). If you do not need a sponsored JS Interactive ticket (which is separated from the collab summit), I think you can just leave a comment here since we do anticipate more people to show up than those who participated in the survey.

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I see what you mean I’ll bring this up with the events team :-)

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@JamesMGreene @ladyleet I find the current title of this issue misleading. Should we make it 10-13 instead?

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Is there a possibility/need for a non-member wanting to become involved to help around collab coding or other sessions?

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Is Collaborator Summit in Vancouver going to happen over weekend (Oct 13-14)?
If that's the case, more collaborators might be able to join as it's weekend. If it's before the event (Oct 9-10), it might be difficult for some to take off from work.

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The Collaboration Summit is on Friday, Oct. 12 @ 1:00 - 5:00pm.

https://events.linuxfoundation.org/events/js-interactive-2018/program/agend-at-a-glance-2/

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@JamesMGreene the collaborator summit has been 2 days last in Vancouver.

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😖

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I'm ok in helping again.

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Can we get the event website updated to actually explain Saturday, Oct. 13th is also a Collaboration Summit day? Or is that intentional to discourage conference attendees who are not regular collaborators from attending?

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@JamesMGreene we'll def address all concerns about this next week after we've had a chance to discuss internally - and make sure all is clear and not as confusing as last year. // @AnnMarieTonog

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Like we did in Vancouver, at the end of the Europe Collaborator Summit we asked folks to volunteer to coordinate with the Foundation team and organize the next Collaborator Summit at JS Interactive.

Those individuals are:

• Dan Shaw @dshaw
• Matteo Collina @mcollina
• Manil Chowdhury @chowdhurian (in Vancouver)

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Additional question: Someone mentioned updating the website - do they mean the JS Interactive website to list out the code & learn and the collab summit?

Yes. We need to list also Saturday, it created so much confusion last year.
Moreover, that would need to be listed as the Node.js Collaborator Summit.
We need to mention that the event registration for the event will happen at XYZ, and that a ticket for the conference is not needed.

@nodejs/tsc @nodjes/community-committee are you in allowing access to non-collaborators? We would not have space for all attendees of JS Interactive, and we need some text to limit attendance (or maybe not).

@ladyleet how many people could we host both days?

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@mcollina still waiting on dimensions of rooms and the layout specs.

I'll poke around at the website and discuss with the JS Interactive team! :) Currently Friday is listed but Saturday is not - so that def needs to be changed.

Yes - please discuss on this thread what y'all are thinking of making sure you don't have a slew of people on Saturday. I would suggest we keep the conf dates listed as the same as it is currently 10-12 but perhaps list out the Collab Summit for Saturday too on the agenda? Do we need any special verbiage about what the Collab Summit is, etc?

I suggest we set up an Eventbrite or Google form to collect the info for Collab Summit this time. The registration could remind people that they need to be a collaborator - or give people more insight into what the Collab Summit actually is.

// @AnnMarieTonog

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Yes - please discuss on this thread what y'all are thinking of making sure you don't have a slew of people on Saturday. I would suggest we keep the conf dates listed as the same as it is currently 10-12 but perhaps list out the Collab Summit for Saturday too on the agenda?

I think that would be ok. What does other things?

Do we need any special verbiage about what the Collab Summit is, etc?

I think some special verbiage about the collab summit is needed. I would also add a link in the registration process with some text like "If you are a Node.js collaborator, the collaborator summit is going on 12th and 13th (one more day after the conference), don't forget to register at LINK". Feel free to change this to fit the process.

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@mcollina just an FYI @AnnMarieTonog and I are discussing this today.

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Awesome, let us know how it goes!

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Submitted a PR for this to update the README.MD #98

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@JamesMGreene can you update your top comment on this to include the dates for the summit pls? :)

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@mcollina got the info on the different rooms today!

For Friday, they have one large room for 120 persons + three small rooms that can fit 10 each. The one large room can also be split into two smaller rooms that can fit 60 each. Lara did mention that once the rooms are set, we can’t really go from one to two rooms or vice versa in a timely manner (basically, we should decide whether we can one or two rooms beforehand).

For Saturday, they have one room for 100 + four rooms for 50.

// @ladyleet LMK if there any details I might've left out!

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@ladyleet Added.

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@rachelnicole Me too! I think I can get a couple dozen tasks together 🤔

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are you in allowing access to non-collaborators? We would not have space for all attendees of JS Interactive, and we need some text to limit attendance (or maybe not).

I thought we always allow WG members? (basically everyone under this organization).
If space is a concern then limiting the attendance makes sense to me, but there could be people from other organizations who want to collaborate with us like in Berlin - we had V8 team members, people from the TC39 and people from the WASM working group.

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I think we should not be limiting attendance, but I will restrict it at member of this org + guests.

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We have never put limits on the attendance but... The reason we have only listed one day for the collaborator summit in the past is because non collaborators are only generally encouraged to attend the first day in conjunction with the code and learn event that had been typically held in the morning of that first day. That is always a massive draw with several hundred attendees. The actual collaborator summit portion tends to be limited to 50-75 people at most with a few Interactive attendees sitting in (it's free for them to do so).

While we should definitely have a scheduled out agenda, I'd prefer to keep the open attendance and make sure we have plenty of space.

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Previously the Foundation had set up registration for the code and learn specifically for purposes of estimating attendance. It worked reasonably well in that we had a large enough room for all the additional people who did not register but still showed up.

I think the best way to limit the attendance in the collab summit is to simply not advertise it. We let collaborators know about it and if others just happen to come across it and stumble in, that's perfectly fine, but most interactive attendees won't even think to go if it's not in the calendar.

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@jasnell okay well let's all work together! we def need a lot of people being a part of the code & learn and it would be great to give people more knowledge so others can learn how to run code & learns. What do y'all think? Maybe have 3-4 leads and then a bunch of volunteers?

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I had been operating under the assumption that (if she's willing) @addaleax and (whether or not she's wiling) I would be leading Code + Learn

I'd prefer this, I can help out in person and provide some tasks beforehand, but @Trott and @addaleax are in a much better position to lead it!

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@tniessen 🎉

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I'd love to volunteer to help with the Code+Learn as well, but yeah, @addaleax and @Trott should lead it, definitely.

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Hi, all - worked with the events team to create a way for separate registration for Collab Summit

Link here: https://www.regonline.com/?eventID=2152653&rTypeID=511098
Access code: COLLABSUMMITONLY

This can also be a way for collaborators to get visa letters needed for travel - the email confirmation you receive after registering will provide details on this, or you can just go ahead and visit this link:
https://events.linuxfoundation.org/events/elc-openiot-north-america-2018/attend/visa-request/

For any requests that have been previously been denied, please register first for the summit, then re-send your request in through the visa request form.

// @ladyleet

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Yes - we did hear that a few were denied for some reason - perhaps it was because there was no registration attached? Happy to help trouble shoot this.

Let us know if you have any questions!

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Nigeria is not in list of country on the form.

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Looking into this @codeekage

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Thank you @ladyleet

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@codeekage you are talking about registration for JSI correct? If you are talking about registration for JSI you can just choose the nearest country.

Our system (I know, I wish we could change this) will not add Nigeria bc they have experienced fraud before.

If you are talking about for the visa invitation letter, Nigeria is on drop down.

Hope this helps? Let me know. And thanks for bringing this up!

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I missed the survey @joyeecheung just closed. I plan to be at the conference and the summit. Is there some place to register our intent to be at the collab summit besides the survey? Thanks.

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@joyeecheung thanks for getting back to me. I do not need a ticket for JS Interactive, but will be there for both the conference and the collab summit. Looking forward to it!

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You will only be charged a cancellation/no-show fee of $50.00 USD if you do not cancel by 11:59pm PST on Tuesday, October 2, 2018, or do not attend the event. Your credit card will only be charged under these circumstances. This helps us in planning accurately for the event.

I don't think that I entirely understand what is written there :-/. I suppose that this means that «if you do not cancel by … and do not attend», but when reading it on the first time, it did not look clear to me what would happen if I do not cancel and attend the event. Or if I do cancel before October 2, and do not attend the event.

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Yes in order to account for the cost of saving the space and getting the food you will need to cancel by October 2 or if you were a no-show then you will be charged $50.

Unfortunately this is the standard and we weren’t able to change it but hopefully it just makes everyone accountable so that we don’t rack up a huge bill for the space and food :-)

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@ladyleet that itself is totally fine, I am saying that the exact wording is on that page is unclear.

It says:

You will only be charged a cancellation/no-show fee of $50.00 USD if you do not cancel by 11:59pm PST on Tuesday, October 2, 2018, or do not attend the event.

It could be read as: «You will only be charged in either of these two cases: (1) you do not cancel by 11:59pm PST on Tuesday, October 2, 2018, (2) you do not attend the event».

Which, as I presume, is not what was meant.

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Hi! If you're looking for a volunteer with the Collab Summit or Code and Learn, I'd love to lend a hand!

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@Trott @addaleax how can folks like @choilmto get involved with code & learn?

@choilmto if you are attending JSI, you are welcome to attend collab summit as well!

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@ladyleet the Node collaborator summit is typically limited to project members - people who are not Node core or involved in Node initiatives directly will likely not benefit from attending.

As for code & learn - I think it would be great if they participated and volunteered - though as a participant in the code and learn rather than as a mentor since a code & learn literally teaches how to contribute code to Node core (unless they are already a collaborator and I missed it).

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The topic of public or not was also discussed in this issue #101

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