[PTL][SIG] Virtual PTG Layout & Signup

Emilien Macchi emilien at redhat.com
Sun Apr 19 23:12:11 UTC 2020

On Tue, Apr 14, 2020 at 1:13 PM Kendall Nelson <kennelson11 at gmail.com>

> 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
- 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

Looking forward to participating!
Emilien Macchi
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