Fedora Ambassador Day North America 2013

The Fedora Ambassador Day for North America, a FAD, will focus on planning future events, reviewing and updating ambassador processes, and improving ambassador coordination within the Fedora community. FADNA will be held on January 17, 2012, one day prior to FUDCon Lawrence.

Event Location and Accommodations

The FADNA meeting location will be determined once we know if space is available at Learned Hall on Thursday and/or if transportation from the hotel to the campus is available.

Conference Room

Room 3152 in Learned Hall, University of Kansas

Tables and WiFi will be available. Chairs are optional.

Hotel

SpringHill Suites

1 Riverfront Plaza

Lawrence, KS 66044

(785) 841-2700

More information about the hotel and transportation options is available on the FUDCon event page.

Schedule

Wednesday, Jan 16th, 2013

• Attendees arrive.

Thursday, Jan 17th, 2013

• 9:00am: Meet in the lobby of SpringHill Suites if you want a ride to Learned Hall
• 9:30am - 10:00am: Introductions, Logistics, Wireless access. Review Agenda so we're all clear. (inode0, rbergeron)
• 10:00am - 12:00pm: Event planning and collateral review
• 12:00pm - 2:00pm: Food and VRAC.
• 2:00pm - 4:00pm: Budget, swag procurement & distribution, regional leadership growth. (inode0) (?)
• 4:00pm - 5:00pm: Wiki maintenance. (?)

Thursday Night Ambassador Dinner

• Time
• Location: TBD
  • address goes here
  • phone number goes here
  • Google Maps link goes here

FADNA Results

FY14 Budget

At the FADNA, the FY14 FAmNA budget was approved for submission.

• Proposed FY14 FAmNA budget

Events and Event Owners

Major Events for FY14	Event Owners (Tentative)
SELF	Ben Williams
TLF	Unknown
ILF	Unknown
LFNW	Jeff Sandys
NELF	Mario
Scale	Scott Williams
OSCON	Robyn
RH Summit	Robyn
PyCon	Toshio
CPOSC	Jon Stanley
LinuxCon NA	Robyn
Grace Hopper	Leslie
OLF	Unknown

SOPs

The following lists of SOPs may need to be found, edited, reorganized, or written. Please add other SOPs or questions that you think should be answered.

How do I propose and plan a:

• Release party
• Install Fest
• Event with a Fedora booth

Event box and Booth

• What is an event box?
• When do I need it?
• How do I request it?
• How do I return it?

Ambassador Kit

• What is an Ambassador Kit?
• When do I need it?
• How do I get an Ambassador Kit?

Trac and Tickets

• What is the FAmNA trac for?
• What is the other FAmNA trac for?
• What types of things should I submit to each trac?
• What information should I include in an event ticket? Expense ticket? Event box ticket? Swag request ticket?

IRC Meeting

• How do I run a FAmNA meeting?
  • How_to_run_a_Fedora_Marketing_meeting
• How do I get a topic on the FAmNA meeting agenda?
• What do I do with/Where do I put the IRC Meeting logs?

Purpose

1. Our primary objectives during FADNA 2013 are:
   • Solidify FY14 event schedule and identify possible event owners
   • Review and evaluate ambassador and event processes including sponsorships, handling funding requests and expenses, getting mentors and the whole concept of mentoring, effective use of trac tickets, coordinating with other Fedora groups such as the Program Manager/Release schedule and Marketing
   • Review and evaluate current swag and outreach collateral, determine what (if any) collateral should be retired, updated, or created
   • Make contributing easier
   • Spring clean Ambassador and Event wikipages
   • primary goal
2. In addition, we will attempt to complete the following secondary goals as time allows:
   • Identifying the best candidates to teach new skills to (in relation to folks from other Distros- as well as other types of geeks like gamers
   • Creation of local Fedora groups
   • secondary goal

Ideas and Deliverables

Deliverable	Description	Owner(s)	Time (duration)
List of Ambassador marketing materials needs to give to marketing to produce, prioritized.	Cover deliverables and ideas including: Marketing Flyer and how it can be updated; Generic slide deck template for presentations / events, Slide deck with talking points for each cycle, Laptop show, enhance generic Talking Points, rewrite elevator pitch. Discuss whether existing materials that marketing produces are useful for Ambassadors. Lots of other ideas welcome. Not sure yet on time needed.	Robyn Bergeron	1.5-2 hrs
SOP / Process for handing off Marketing information to Ambassadors each cycle.	What is the best / most effective way for Marketing to disseminate Talking Points, etc. to Ambassadors each cycle? How can we be more helpful? Work more with FAMSCo, have 2x per cycle joint meetings, other ideas? No more than one hour needed.	Robyn Bergeron	1 hr
Discuss mentoring in North America	It seems even with the amount of ambassador mentors that manatees (aka mentorees) who initiate the mentoring process do not complete the tasks in front of them. Perception? or Process? What is the issue here, and how do we fix it?	Clint Savage MarkDude	60-90 minutes
I did it!	A talk about something I did that I didn't think I could do before until I actually did it.	Dan Mashal	1-2 hours probably)
Swag Procurement and Distribution	With a couple of years under our belts doing this it is time to take a look at it from a different perspective (hindsight). Goal: Improve processes, eliminate Max (meant only in a really friendly way), keep stock, know who has stock, etc.	inode0	45-60 minutes
Growth of Regional Leadership	I'm really keen to involve more people in several key areas to keep the ship moving. We have always encouraged the growth of swag producers but not so much in the distribution chain or the regional leadership itself. When is it time for new regional leadership? Is that construct still even useful? Goal: Leave with a reason to not think that if herlo, lcafiero, and ke4qqq went away we would collapse. Or put another way, leave with a plan to engage more ambassadors in the leadership process and in all other areas of FAmNA.	MarkDude	45-60 minutes
Budget	While budget "authority" has been shifting from the direction of FAmSCo in the direction of regional leadership there are some practical problems that remain. Goal: Develop a more clearly defined budget process allowing regional leaders to make meaningful budget decisions and be responsible for FAmNA spending Fedora resources in an accountable fashion.	inode0	30-45 minutes
Wiki	The FADNA wiki pages could use review and maintenance. For example, it takes a bit of navigating to find this page. Wikis tend to experience sprawl of sorts and pages get lost. Goal: Develop ideas which will help in keeping the wiki organized and updated.	Ivan Makfinsky (and inode0 can help)
Event Planning	What do you do when you have an event to organize? What are the things you need to know when you are organizing an event, whether it's representing Fedora to a LUG, or tabling at a larger expo? Goal: Have ambassadors be both knowledgable and comfortable with planning events at any level.	MarkDude	2 hours (coffee included)
How to embrace disgruntled users of other distros	With the past/present/future unpopular changes in several distros there are a lot of long time GNU/Linux users that were/are/will be roaming the Free Landscape. How do we make ourselves stand out to these people	Dan Mashal	1 hour
"Event box inventory and what should be in every box"	Make Sure that all 3 Event boxes have what is needed for an event except for Swag	Ben Williams	1 hour

Logistics and Considerations

Recordings and Notes

Per requests during the 12/12/2012 FAMNA meeting, we'll try to take notes and/or record key parts of the FADNA and uploaded the materials for the Ambassadors who can not attend.

Snacks/Beverages

Details go here.

Attendees

#	Full Name	Hotel	Thursday's Dinner	Arrival Details	Departure Details	Est. Travel $$ excl Hotel	Comment
1	Clint Savage	yes	yes	Wed 8:31PM (MCI)	Mon 2:35PM (MCI)	~300
2	Dan Mashal	yes	yes	Wed 4:32PM (Omaha, NE)	Mon 4:57PM (Omaha,NE)	$500	Flying in from SJC to OMA for FUDCON/FADNA and driving down with rdieter
3	Ben Williams	yes	yes	Wed 1:06PM	Mon 10:am
4	Jon Disnard	yes	yes	Wed 7'ish		~400	Traveling from DFW area
5	Sarah White	yes	yes	Wed 6:55PM (MCI)	Sun 4:25PM (MCI)	~200	Has rental car, transporting nb and Herlo
6	Robyn Bergeron	yes	subject to not having other logistical things going on	Wed 1:42PM (MCI)	Mon 2:45pm (MCI)		no comments atm :)
7	Dan Allen	yes	yes	Wed 6:55PM (MCI)	Sun 4:25PM (MCI)		Arriving and departing with the crazy graphite6
8	Your name here

Local people

• Ian Weller (hosting FUDCON)

Planning Prerequisites

Trac Ticket
Planning information and actions can be found on the event's ticket.

See the How to organize a FAD list; you can keep your to-do list here.

• Completed work item
• Work out budget
• Decide on Dates and Location
• Arrange Facilities
• List Resources
• Be Somewhat Structured
• Arrange Lodging
• Arrange Refreshments
• Arrange a Social Event
• Beefy Miracle Spherical Cow cutout is needed.
• Another action item
• Another action item

Planning Brainstorming

1. Proposed Purposes and Goals
2. Update from inode0 11/13/2012:
   1. have a pretty good idea of the schedule of events we want to cover in the next fiscal year
   2. have a pretty good idea of what merchandise we want to produce in the next fiscal year
   3. create a proposed budget as detailed as possible based on 1 & 2 for the next fiscal year
3. 1. Help people polish some new presentations they might want to give on Fedora
   2. Solving logistical problems or discussing how to get new ambassadors or having more mentors
   3. Planning who is covering what for major events in the coming year or so
   4. Are there any swag/distribution issues or ideas for improving those processes
   5. Can ambassadors help promote Fedora things within the Fedora Project (like FADs for non-ambassadors)
   6. Evaluating the how-to-get involved processes/updating them then making how to videos about them :)
   7. Media/educational campaigns such as videos for local cable access, or even a weekly/monthly cable access show featuring open source, specifically fedora?
   8. Can ambassadors work more effectively with marketing or should ambassadors tackle some neglected tasks in that area
   9. Fix processes that are confusing or not well documented (handling funding requests, getting mentors and the whole concept of mentoring, effective use of trac instances)
4. Location: Agreed from FAMNA (Tuesday Sept 25th) Day before FUDCON 2013 in Lawrence Kansas January 17, 2013

Plan Outline

1. Location: Lawrence, Kansas
2. Date: 17 January 2012
3. Schedule
   • Participants arrive at THIS_TIME_AND_DATE
   • Schedule item
   • Schedule item
   • Schedule item
   • Participants leave at THIS_TIME_AND_DATE
4. Important skills (one or more)
   • skill
   • skill
   • skill
5. Personnel (people who might fit the bill)
   • Name (location, role) Confirmed? (Y/N)
   • Name (location, role) Confirmed? (Y/N)
   • Name (location, role) Confirmed? (Y/N)
   • others?
6. Other considerations
   • Contributor V can offer a living room for evening social gatherings.
   • Contributor W has a car and is willing to do airport pick-ups.
   • Contributor X needs as much advance notice as possible.
   • Contributor Y has a schedule that is better on Fridays than on Tuesdays, and prefers weekend times after 4:28 AM.
   • Contributor Z is allergic to peanuts.

Budget

If you want funding - you will need to talk to newly formed OSAS - talk to Ruth Suehle. If you can find other ways to fund your FAD, that's great too!

Contributor	Dept	Arrv	Dept	Arrv	Cost
Name	Travel to FAD, departure	Travel to FAD, arrival	Travel from FAD, departure	Travel from FAD, arrival	Ticket cost
Name	Travel to FAD, departure	Travel to FAD, arrival	Travel from FAD, departure	Travel from FAD, arrival	Ticket cost
Name	Travel to FAD, departure	Travel to FAD, arrival	Travel from FAD, departure	Travel from FAD, arrival	Ticket cost

1. Travel: $A for airfare, bus, train, etc. funding needed to get attendees to the FAD
2. Housing: $B for hotel, etc. needed to have attendees sleep during the FAD
   • link to hotel room booking website, if applicable
3. Space: $C for renting space to hack in, if applicable
   • address and travel details for the space
4. Supplies: $D for anything else you may need
   • item
   • item
   • item

Total budget: $A+B+C+D