2019/Planning

Welcome to the planning page for IndieWeb Summit 2019.

Dates

 * June 28th: 2019/Organizers Summit, see Organizers if you want to participate!)
 * June 29-30th IndieWeb Summit

Venue

 * Venue: Mozilla Portlnd
 * We will have the Commons room on the third floor the whole two days
 * Includes lobby for registration, kitchen for food
 * undefined: TO DO: Need to reserve rooms for BarCamp sessions

Tickets and Registration

 * Ticketing:
 * Our tickets are available at https://2019.indieweb.org/summit

Volunteers
We need a few volunteers to cover a few tasks during the event!

Volunteers:
 * volunteers co-ordinator, note-taking in #indieweb during 2019/Intros
 * 2019/Intros timer
 * photos
 * t-shirts at checkin

Volunteer tasks: (feel free to grab one and put it next to your name in the list above!)
 * setting up the stickers / pins / name badges table (and checking it regularly)
 * setting up the session grid rows and columns in a good spot (see 2018 for last year's)
 * helping folks set up (or restore) personal websites! (e.g. walking them thru Getting Started with at least getting a domain name, and using the blank GitHub static home page to start with
 * Would be great to help in particular with (1) leading a Getting Started session on day 1, (2) setting aside an hour on day 2 to help people

To-do
Moved todo list to GitHub issues:

IndieWeb Summit Todo

Assigned todos:
 * aaronpk
 * tantek

Press

 * Can we contact folks we reached out to for 2018/Planning?

Invitations
Know someone who should be at IndieWeb Summit? Add them here and hopefully someone else in the community will know them personally and can reach out!

Though anyone can sign themselves up, an explicit personal invitation often motivates people to attend and participate in IndieWebCamps.

If you're not sure about someone, feel free to ask in informally IndieWeb chat.

Add as much as you can of: full name (given family), website URL, Twitter, reasons why (e.g. indieweb related blog posts, projects, adjacent communities etc.)

To Be Invited
Participants:
 * Mamie Rheingold - works with Humane Tech per (this Atlantic article)
 * LGBTQ community in PDX area {your name here}
 * Art organizations in the PDX area {your name here}

Press:
 * Klint Finley - wrote about IndieWeb for Wired http://klintfinley.com/

Local:
 * Mozilla folks (including alumni) in PDX area {your name here}

Other:

Have Invited
If you know someone above personally, reach out to them, preferably openly (e.g. with a blog post, tweet, logged IRC), and document when / with permalink your invitation!


 * reach out to edCamp pdx
 * Contacted all organizers via Twitter and emailed
 * state university and community college faculty and computer science club
 * Email sent to Portland Community College
 * Email sent to Clark College
 * Email sent to Clackamass Community College
 * Email sent to Mt Hood Community College
 * Email senty to Portland State University Computer Science Department
 * Tech diversity allies in PDX {your name here}
 * emailed PDXWIT
 * emailed TechRisePDX
 * emailed the Urban League
 * emailed freegreek.org
 * Adult education and library programs in PDX

Organizers
moved to 2019/Organizers

Costs
Estimated expenses for IndieWeb Summit

Keynotes
What keynotes shall we have? Brainstorm below (subjects, and speaker suggestions optional but also ok)

New this year:

Updates (similar to past years)
 * What is the IndieWeb?
 * /undefined - let's show instead of tell, lightning self / *personal* site (not project) intros - 1-2 min max?. (aside: save the personal *project* intros for day 2)
 * State of the IndieWeb
 * undefined - can put together an update similar to past years

Organizers Summit
Similar to 2016/Organizers, 2017/Organizers, 2018/Organizers, the Organizers Summit sessions are open to everyone who has co-organized an IndieWebCamp from 2015-2018 or at least two Homebrew Website Club meetups during those years, and posted at least one meetup photo. If you're not sure, ask an organizer.

Notes from previous years
See 2018/Planning Notes from after 2017 IndieWeb Summit to keep in mind for this year

Remote Viewing Party
Some people are thinking of meeting up in Europe to join remotely all from the same location. A bit like the previous Berlin Remote Event.

is able to run an event in Åmål in colaboration with Studieförbundet Vuxenskola Väst. SV is able to provide several rooms, internet connectivity, projector for remote viewing of the main event, and coffee and tea. The venue should be available to us all throughout the night, if desired.

Help wanted for planning and finalising an actual schedule!

(Possible trip to the Moose Ranch for guaranteed Moose petting!)


 * would love to attend

Schedule
Suggestions for the schedule are welcome:
 * suggests starting at lunchtime with local sessions/intros, and then progressing into the evening with remote viewing/participation in Portland.

Archived Planning
Planning dates and venue possibilities for IndieWebSummit 2019 in Portland!

Can help co-organize:
 * undefined

Venue possibilities
 * Mozilla PDX
 * The Cleaners at the ACE (cost? only has maybe 1-2 upstairs small rooms for breakouts)

Possible Dates
Dates (2019 June), consider (Th)FSa and (F)SaSu variants, (parens) for Organizers / pre-party / social
 * 6/29-30 (Saturday / Sunday) SAVE THE DATES
 * +1
 * +1 undefined
 * +1
 * +1 later in June better for parents in NorthEast due to snow day and school calendar extensions
 * +1
 * +1 this is likely the best date for me
 * +1/0/-1 because reasons
 * 6/8-9 (Saturday / Sunday)
 * +1
 * -1
 * +1
 * -1 brother's wedding
 * +1 undefined but prefers end of the month
 * +1
 * +1 - probably adjacent to WWDC, so I could make it!
 * +1/0/-1 because reasons
 * 6/15-16 (Saturday / Sunday)
 * +1
 * -1 undefined: conflict on 6/15 with Double Dipsea race
 * -1 : conflict with Nation of Makers Con
 * -1 last week of school for the kids
 * +0 I can make this but the co-organizers should be there :)
 * +1/0/-1 because reasons
 * 6/22-23 (Saturday / Sunday)
 * +1
 * -1 undefined: conflict with Mozilla All Hands the week before in Whistler, VC
 * +1
 * +1 unless undefined can get me a spot at all-hands
 * +0 I can make this but the co-organizers should be there :)
 * +1/0/-1 because reasons

On-site Considerations

 * food - vegetarian default
 * we can order food in for day 2 if we want

Todos moved to GitHub

 * undefined URGENT: confirm whether there is ethernet available at Mozilla that the captionist can use. Need to confirm this in order to know whether they can broadcast the captions to a URL or only to a TV in the room.
 * Have asked. May need to better understand what is the exact setup that the Ethernet is needed for? Is it being plugged into a laptop? Mirrored display? Something else?
 * we will need somewhere the captionist can plug her laptop in to Ethernet as well as HDMI to one of the TVs. She also needs an audio feed from the main audio board, so probably somewhere near that is best, or maybe even inside the video control room. Aaron Parecki 07:19, 17 June 2019 (PDT)
 * undefined: update Twitter list of participants from https://2019.indieweb.org/summit
 * Figure out and document remote participation so a volunteer can help with it!
 * Figure out necessary RSVP fixes (to parsers, WordPress plugins, wiki pages, documentation)
 * e.g. https://myravery.me/2019/06/06/indieweb-summit-portland/
 * update and send 2019/Planning/update-email to registered attendees
 * undefined Create and stub all redlinked wiki pages!
 * document expenses
 * execute outreach plan focused on inclusivity

Done

 * Create "Remote Participation" section on 2019, starting with 2018/ and adding enough description/links to folks can sign-up, prepare their setups in advance (any software/testing needed etc.)
 * Perhaps you can copy and past a bit from here: https://indieweb.org/IndieWebCamps/Attendance#Technology
 * Order lanyards and name badges
 * we have red, yellow and black lanyards
 * we have branded hanging nametags that we used for the previous two summits
 * T-shirts are ordered and will arrive in time for Summit
 * undefined send out emails for travel scholarships
 * undefined,: pick keynote speaker(s)
 * 3 invited keynotes confirmed (+2 by undefined,
 * one bonus invitation outstanding

Lessons Learned

 * Need a "intros" (and hack day) demo switching plan/process, and a dedicated volunteer to help with it to minimize downtime between demos (in order to fit in as many demos as possible, e.g. if we want to scale to 50-100 demos)
 * ideas like setup a demo laptop and have all those who can show on that first
 * setup two demo laptops and switch video presentation between so the next person can have their personal site loaded and ready to go while the current person is speaking/demoing
 * setup a lightning connector option for people to quickly connect their iPhone/iPod/iPad to show/demo their already loaded site.
 * :( GitHub Issues for planning: undefined wasn't very productive with updating or commenting on any GitHub planning issues and just maintained his own plain text list (too much hassle futzing with GitHub web UI on a single issue by issue basis). Many (most?) issues required real-time conversation to efficiently resolve, and async-comment-style discussion (GitHub issues) is ill-suited for that (too much cognitive load to switch into an issue thread context and switch out while waiting for replies etc.)
 * on the other hand had a much better time using github issues compared to previous methods such as large blocks of text on the wiki. Large blocks of wiki text are too much to skim for a status overview. When trying to focus on just one task, the block-of-text method makes discussions/progress difficult to see, and it's also hard to focus on just one task when the other tasks are visible above/below the one you're looking at. Using GitHub issues meant that it was easy to see the full thread and focus on just one thing at a time.
 * we need time between session scheduling and the first session in order to set up the schedule grid on the wiki
 * could we do session scheduling *before* lunch and first session after lunch? that would give time for setting up the schedule grid at the start of lunch
 * some people were adding notes to the "TBD" etherpad since all the sessions had linked out to that pad name before-hand
 * perhaps unlinked "Etherpad TBD" would solve that aspect at least
 * : Usually I've had the session/etherpad placeholders commented out until the session schedule is done, so that's one option. I also updated https://etherpad.indieweb.org/tbd day-of to indicate it's a placeholder and notes shouldn't be taken there, so this hopefully won't be a problem going forward either way.
 * alternatively, if the etherpad links don't need to be named the hashtag, then they could be created ahead of time. (e.g. red-session-1, yellow-session-2)
 * -0.5. Template:iwc-session-links autolinks to the to-be-created wiki page using the hashtag, so this would require more editing post-camp when archiving etherpad notes.
 * since the etherpads are ephemeral and get archived to the wiki anyway, this may be good enough
 * : I think we mentioned during 2019/Organizers the session facilitator cards that Marty used for 2018/Baltimore. That sheet includes good instructions for the etherpad and session facilitating.