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 at 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 at 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 at centos.org > https://lists.centos.org/mailman/listinfo/centos-promo > > -------------- next part -------------- An HTML attachment was scrubbed... URL: <http://lists.centos.org/pipermail/centos-promo/attachments/20221013/06fbe67f/attachment-0002.html>