Hi promo friends,
I've been working on a proposal to put the Promo SIG in charge of some budget for events. The always current proposal is on HackMD:
https://hackmd.io/@shaunm/r1z7Y4Tyi
Snapshot of the markdown pasted here for your convenience:
# CentOS Promo Events
This is a draft proposal to give the CentOS Promo SIG decision-making power over a portion of the CentOS budget for events. To ensure some authority and accountability, the Promo SIG would appoint from among its members a Promo Event Committee (PEC).
## Budget
At the beginning of each calendar year, the PEC would set a budget for the year. This can be done by listing interesting events and estimating expenses, but funding requests would not have to be tied to the specific events used for budgeting. Some padding should be added to accommodate additional events. The PEC should engage the entire Promo SIG, as well as the wider community, when creating a budget.
The PEC budget would come out of the Red Hat budget for the CentOS Community Architect, part of the Open Source Program Office. The Community Architect would not use the PEC budget for their own travel expenses, and they may have expenses outside the PEC.
## Expenses
Expenses would be in three categories:
* Sponsorship -- Sponsoring events for publicity or a booth * Swag -- Creating new swag or shipping swag to events * Travel -- Paying travel and lodging (not meals or other expenses) to send people to events
All requests for CentOS budget should go thru the PEC, including travel funding for Red Hat associates (but excluding the Community Architect's own travel).
## Process
The PEC would create a GitLab project and track requests as issues (propose gitlab.com/CentOS/promo/events). Each funding request would be filed as an issue, and we would have templates to ensure we get all the information we need. The PEC would then decide on the issue with two upvotes (or by a different process the PEC decides on), and the Community Architect would handle the logistics. The Community Architect retains the right to veto if Red Hat is unable to provide funding, and the Community Architect may also fast track a yes.
This process is intended to be public, but if anybody needs some level of privacy, they may file the issue as private and explain their reasoning.
Requests to fund the travel of employees of governments and state-owned agencies must be approved by Red Hat Legal, which the Community Architect would coordinate. Approvals for these cases are likely to be extremely rare.
We would use a file in this repository to track budget against approved and actual expenses.
After the event, the requestor or a sponsored person would be required to write an event report. (This requirement might be waived for small swag shipments.) We would provide a template for event reports.
Hey Shaun,
This looks like a great start. While I know travel can vary greatly, would there be guidelines for categories for things like sponsorship and SWAG so for instance a regional event would be in a different category then say a local meetup? We could even have something like we approve a sponsorship for a regional linuxfest and can approve the medium SWAG pack?
Amy
*Amy Marrich*
She/Her/Hers
Principal Technical Marketing Manager - Cloud Platforms
Red Hat, Inc https://www.redhat.com/
amy@redhat.com
Mobile: 954-818-0514
Slack: amarrich
IRC: spotz https://www.redhat.com/
On Thu, Oct 13, 2022 at 1:19 PM Shaun McCance shaunm@redhat.com wrote:
Hi promo friends,
I've been working on a proposal to put the Promo SIG in charge of some budget for events. The always current proposal is on HackMD:
https://hackmd.io/@shaunm/r1z7Y4Tyi
Snapshot of the markdown pasted here for your convenience:
# CentOS Promo Events
This is a draft proposal to give the CentOS Promo SIG decision-making power over a portion of the CentOS budget for events. To ensure some authority and accountability, the Promo SIG would appoint from among its members a Promo Event Committee (PEC).
## Budget
At the beginning of each calendar year, the PEC would set a budget for the year. This can be done by listing interesting events and estimating expenses, but funding requests would not have to be tied to the specific events used for budgeting. Some padding should be added to accommodate additional events. The PEC should engage the entire Promo SIG, as well as the wider community, when creating a budget.
The PEC budget would come out of the Red Hat budget for the CentOS Community Architect, part of the Open Source Program Office. The Community Architect would not use the PEC budget for their own travel expenses, and they may have expenses outside the PEC.
## Expenses
Expenses would be in three categories:
- Sponsorship -- Sponsoring events for publicity or a booth
- Swag -- Creating new swag or shipping swag to events
- Travel -- Paying travel and lodging (not meals or other expenses) to
send people to events
All requests for CentOS budget should go thru the PEC, including travel funding for Red Hat associates (but excluding the Community Architect's own travel).
## Process
The PEC would create a GitLab project and track requests as issues (propose gitlab.com/CentOS/promo/events). Each funding request would be filed as an issue, and we would have templates to ensure we get all the information we need. The PEC would then decide on the issue with two upvotes (or by a different process the PEC decides on), and the Community Architect would handle the logistics. The Community Architect retains the right to veto if Red Hat is unable to provide funding, and the Community Architect may also fast track a yes.
This process is intended to be public, but if anybody needs some level of privacy, they may file the issue as private and explain their reasoning.
Requests to fund the travel of employees of governments and state-owned agencies must be approved by Red Hat Legal, which the Community Architect would coordinate. Approvals for these cases are likely to be extremely rare.
We would use a file in this repository to track budget against approved and actual expenses.
After the event, the requestor or a sponsored person would be required to write an event report. (This requirement might be waived for small swag shipments.) We would provide a template for event reports.
CentOS-promo mailing list CentOS-promo@centos.org https://lists.centos.org/mailman/listinfo/centos-promo
That's a good idea. Like, I'll happily send a local meetup a box of stickers, but I'm probably not going to do a tshirt run for them. (But I *might* send them shirts from a stash I already have, depending on circumstances.) We can add that to whatever page we have with instructions on how to request funding. Don't have to have complete guidelines right off the bat. If we have the structure, we can add to it as we learn our own best practices.
On Thu, 2022-10-13 at 13:27 -0500, Amy Marrich wrote:
Hey Shaun,
This looks like a great start. While I know travel can vary greatly, would there be guidelines for categories for things like sponsorship and SWAG so for instance a regional event would be in a different category then say a local meetup? We could even have something like we approve a sponsorship for a regional linuxfest and can approve the medium SWAG pack?
Amy Amy Marrich She/Her/Hers Principal Technical Marketing Manager - Cloud Platforms Red Hat, Inc amy@redhat.com Mobile: 954-818-0514 Slack: amarrich IRC: spotz
On Thu, Oct 13, 2022 at 1:19 PM Shaun McCance shaunm@redhat.com wrote:
Hi promo friends,
I've been working on a proposal to put the Promo SIG in charge of some budget for events. The always current proposal is on HackMD:
https://hackmd.io/@shaunm/r1z7Y4Tyi
Snapshot of the markdown pasted here for your convenience:
# CentOS Promo Events
This is a draft proposal to give the CentOS Promo SIG decision- making power over a portion of the CentOS budget for events. To ensure some authority and accountability, the Promo SIG would appoint from among its members a Promo Event Committee (PEC).
## Budget
At the beginning of each calendar year, the PEC would set a budget for the year. This can be done by listing interesting events and estimating expenses, but funding requests would not have to be tied to the specific events used for budgeting. Some padding should be added to accommodate additional events. The PEC should engage the entire Promo SIG, as well as the wider community, when creating a budget.
The PEC budget would come out of the Red Hat budget for the CentOS Community Architect, part of the Open Source Program Office. The Community Architect would not use the PEC budget for their own travel expenses, and they may have expenses outside the PEC.
## Expenses
Expenses would be in three categories:
- Sponsorship -- Sponsoring events for publicity or a booth
- Swag -- Creating new swag or shipping swag to events
- Travel -- Paying travel and lodging (not meals or other expenses)
to send people to events
All requests for CentOS budget should go thru the PEC, including travel funding for Red Hat associates (but excluding the Community Architect's own travel).
## Process
The PEC would create a GitLab project and track requests as issues (propose gitlab.com/CentOS/promo/events). Each funding request would be filed as an issue, and we would have templates to ensure we get all the information we need. The PEC would then decide on the issue with two upvotes (or by a different process the PEC decides on), and the Community Architect would handle the logistics. The Community Architect retains the right to veto if Red Hat is unable to provide funding, and the Community Architect may also fast track a yes.
This process is intended to be public, but if anybody needs some level of privacy, they may file the issue as private and explain their reasoning.
Requests to fund the travel of employees of governments and state- owned agencies must be approved by Red Hat Legal, which the Community Architect would coordinate. Approvals for these cases are likely to be extremely rare.
We would use a file in this repository to track budget against approved and actual expenses.
After the event, the requestor or a sponsored person would be required to write an event report. (This requirement might be waived for small swag shipments.) We would provide a template for event reports.
CentOS-promo mailing list CentOS-promo@centos.org https://lists.centos.org/mailman/listinfo/centos-promo
CentOS-promo mailing list CentOS-promo@centos.org https://lists.centos.org/mailman/listinfo/centos-promo
-
Amy Marrich -
Shaun McCance