On Tue, Apr 14, 2020 at 1:13 PM Kendall Nelson <kennelson11@gmail.com> wrote:
Greetings!
I am sure you have all been anxiously awaiting more details on how we are going to virtualize the PTG :) After the community meetings we had last week/the week before to understand the key challenges and ideate on solutions, we have a plan!
The virtual event will be held from Monday June 1 to Friday June 5. We set up available times in 3 different time windows where each window is a cross over time between at least 2 regions (Window A - Americas/Europe, Window B - Europe/APAC, and Window C - APAC/Americas).
Here is an ethercalc[1]. We ask that the PTL/SIG Chair/Team lead sign up for time to have their discussions in with 4 rules/guidelines.
1. Cross project discussions (i.e. SIGs and horizonal teams), try to schedule yourselves towards the start of the week so that any discussions that might shape those of vertical teams might happen first. 2. Vertical teams (ex. Nova, Cyborg, Manila) should wait till April 6th at 7:00 UTC to start signing up for slots to help prioritize the scheduling of cross project conversations. 3. No team (SIG, horizonal project, vertical project, etc) can sign up for more than 4 hours per UTC day to help keep participants actively engaged. 4. No team (SIG, horizonal project, vertical project, etc) can sign up for more than 16 hours across all time slots to avoid burning out our contributors and to enable participation in multiple teams discussions.
Once every team has had a chance to sign up (lets say two weeks from today April 28th at 7:00 UTC) if signing up for more time makes sense, it will be possible.
We want to encourage ANY team to sign up, even those that had originally said no to the initial outreach when the PTG was supposed to be in person. The more the merrier!
Once you have signed up for time slots, please also fill out this survey[2] with your team information. We need this additional information to help shape other decisions down the road and coordinate other details closer to the event.
If you have any issues with signing up your team, due to conflict or otherwise, please let me know! While we are trying to empower you to make your own decisions as to when you meet and for how long (after all, you know your needs and teams timezones better than we do), we are here to help!
Continue to check back for updates at openstack.org/ptg.
-the Kendalls (diablo_rojo & wendallkaters)
This is a great plan, in my opinion. I read the concerns from Sylvain and I feel like that it's up to the teams if they decide to extend it to one more week. Making people overwhelmed is definitely not a goal here, especially at this time. I think the challenges here are the following: - Give an opportunity to *everyone* wherever the timezone is to participate at some point. - Wisely use our tooling to organize the meetings, capture notes, share the outputs and involve people so consensus can be reached / information can be shared. - Keep people engaged "virtually" as they would be in-person, physically. - Accept that this is our first time and it'll be a good exercise for everyone to learn from this event and probably do better the next time. I liked the time windows as it really allows anyone to participate; this isn't perfect and won't be as cool as everyone being in a room; however we have to acknowledge the potential benefits: get more contributors (think about those who could never travel); keep demonstrating that our community is able to work remotely and finally I expect more notes and etherpads than ever which will be good to keep track on what we do and where we are in OpenStack. Looking forward to participating! -- Emilien Macchi