Organizing GRASS Contributor Events - Revision history

Wenzeslaus: /* Name */

2025-05-30T20:45:23Z

Name

← Older revision		Revision as of 20:45, 30 May 2025
Line 9:		Line 9:
	== Name ==		== Name ==

	GRASS community events happen under various names such as ''code sprints'', ''developer summits'', or ''community meetings'' with location and year typically attached to it and GRASS appearing in the name. The name you choose can help communicate the event’s focus, attract the right participants, and align with funding opportunities or co-located events. After you decide the name, be consistent in using it for the event.		GRASS community events happen under various names such as ''code sprints'', ''developer summits'', ''contributor meetings'', or ''community meetings'' with location and year typically attached to it and GRASS appearing in the name. The name you choose can help communicate the event’s focus, attract the right participants, and align with funding opportunities or co-located events. After you decide the name, be consistent in using it for the event.

	When naming and framing your event, consider:		When naming and framing your event, consider:

Wenzeslaus: /* Budget and funding */

2025-05-30T18:58:34Z

Budget and funding

← Older revision		Revision as of 18:58, 30 May 2025
Line 118:		Line 118:
	== Budget and funding ==		== Budget and funding ==

	While your options and number of participants will likely increase with money, some events have been organized with zero budget. Participants can cover their own costs or you can get funding for travel support (you can focus only one main or only on new contributors). Other ~~expenses~~ possible expenses include venue, Wi-Fi, swag.		While your options and number of participants will likely increase with money, some events have been organized with zero budget. Participants can cover their own costs or you can get funding for travel support (you can focus only one main or only on new contributors). Opt-in reimbursements may help to communicate a limited budget, while promised support may enable specific participants to come. Other possible expenses include venue, Wi-Fi, swag.

	Funding sources: [[Community Sprint Funding\|GRASS project funding]], OSGeo (you need to apply during OSGeo budget planning phase for greater expenses), national organizations, local institutions, individual or organizational donations		Funding sources: [[Community Sprint Funding\|GRASS project funding]], OSGeo (you need to apply during OSGeo budget planning phase for greater expenses), national organizations, local institutions, individual or organizational donations

Wenzeslaus: /* Venue and facilities */

2025-05-30T18:52:57Z

Venue and facilities

← Older revision		Revision as of 18:52, 30 May 2025
Line 112:		Line 112:
	* '''Nice to have''': Quiet workspaces, breakout areas, whiteboards, projectors, secure storage		* '''Nice to have''': Quiet workspaces, breakout areas, whiteboards, projectors, secure storage

	Clarify to the attendees what is your plan for accomodation (individual accommodation options in the area, college housing, your couch).		Clarify to the attendees what is your plan for accomodation (individual accommodation options in the area, college housing, your couch). A single house can serve as both a work location and a primary accommodation option.

	Some venues may be limited to small number of participants, e.g., due to limited accommodation options.		Some venues may be limited to small number of participants, e.g., due to limited accommodation options.

Wenzeslaus: /* Venue and facilities */

2025-05-30T18:48:03Z

Venue and facilities

← Older revision		Revision as of 18:48, 30 May 2025
Line 113:		Line 113:

	Clarify to the attendees what is your plan for accomodation (individual accommodation options in the area, college housing, your couch).		Clarify to the attendees what is your plan for accomodation (individual accommodation options in the area, college housing, your couch).

			Some venues may be limited to small number of participants, e.g., due to limited accommodation options.

	== Budget and funding ==		== Budget and funding ==

Wenzeslaus: /* Online Infrastructure */

2025-05-30T18:46:41Z

Online Infrastructure

← Older revision		Revision as of 18:46, 30 May 2025
Line 152:		Line 152:

	Make a dedicated effort to take one or more group pictures. Make group photos on the way to lunch. After lunch, people leave to work before others or otherwise disappear.		Make a dedicated effort to take one or more group pictures. Make group photos on the way to lunch. After lunch, people leave to work before others or otherwise disappear.

			== Online Infrastructure ==

			Recommended:

			* Use a wiki page as the central landing and coordination space. While a news post on the website may be a great landing page, a wiki page is great for collecting and sharing information before, during, and after the event.
			* For CI, ask a maintainer to adjust settings (e.g., temporarily enable “sprint mode” checks)

	== Reporting ==		== Reporting ==

Wenzeslaus: /* Budget and funding */

2025-05-30T18:35:55Z

Budget and funding

← Older revision		Revision as of 18:35, 30 May 2025
Line 118:		Line 118:
	While your options and number of participants will likely increase with money, some events have been organized with zero budget. Participants can cover their own costs or you can get funding for travel support (you can focus only one main or only on new contributors). Other expenses possible expenses include venue, Wi-Fi, swag.		While your options and number of participants will likely increase with money, some events have been organized with zero budget. Participants can cover their own costs or you can get funding for travel support (you can focus only one main or only on new contributors). Other expenses possible expenses include venue, Wi-Fi, swag.

	Funding sources: [[Community Sprint Funding\|GRASS project funding]], OSGeo (apply during budget planning), national organizations, local institutions, individual or organizational donations		Funding sources: [[Community Sprint Funding\|GRASS project funding]], OSGeo (you need to apply during OSGeo budget planning phase for greater expenses), national organizations, local institutions, individual or organizational donations

	Acknowledge sponsors on the event page and during the event.		Acknowledge sponsors on the event page and during the event.

Wenzeslaus: /* Venue and facilities */

2025-05-30T18:34:56Z

Venue and facilities

← Older revision		Revision as of 18:34, 30 May 2025
Line 107:		Line 107:
	4-person [[GRASS GIS Community Sprint Prague 2019\|Community Sprint in Prague, 2019]]]]		4-person [[GRASS GIS Community Sprint Prague 2019\|Community Sprint in Prague, 2019]]]]

	You don’t need much to get started—just tables, chairs, power, and internet. Venue types can be anything from a university lab or co-working space to a tent in someone’s backyard.		You don’t need much to get started—just tables, chairs, power, and internet. Venue types can be anything from a university lab or co-working space to a tent in someone’s backyard. Rental is often not needed or might we very affordable at universities which may recognize that organizing such events is part of their mission or already covered through their existing budgets.

	* '''At minimum''': A room with tables and outlets, and a stable internet connection		* '''At minimum''': A room with tables and outlets, and a stable internet connection

Wenzeslaus: /* Location */

2025-05-30T18:27:51Z

Location

← Older revision		Revision as of 18:27, 30 May 2025
Line 92:		Line 92:
	* Availability of suitable spaces		* Availability of suitable spaces
	* Proximity to your intended audience (core developers, new contributors, local community)		* Proximity to your intended audience (core developers, new contributors, local community)
			* Influence of travel, accommodation, and on-site expenses

	== Timeline ==		== Timeline ==

Wenzeslaus at 18:24, 30 May 2025

2025-05-30T18:24:37Z

← Older revision		Revision as of 18:24, 30 May 2025
Line 3:		Line 3:

	This guide is for anyone planning in-person GRASS contributor events. These events are crucial catalyst for the project development, and organizing them is a great way of contributing to the project. You can go big or small based on your resources and preferences.		This guide is for anyone planning in-person GRASS contributor events. These events are crucial catalyst for the project development, and organizing them is a great way of contributing to the project. You can go big or small based on your resources and preferences.

			[[File:Isprs prague meetup.jpg\|500px\|thumb\|right\|University space at CTU FCE Atelier D and work-friendly Pracovna Café during [[GRASS GIS ISPRS Prague meetup 2016\|meetup in 2016]] during the ISPRS conference in Prague]]
			[[File:FOSS4G2022 Florence sprint aug 27.jpg\|500px\|thumb\|right\|GRASS group during the [[GRASS_GIS_at_OSGeo_Community_Sprint_2022\|FOSS4G 2022 Community Sprint]]]]

	== Name ==		== Name ==
Line 30:		Line 33:
	== Format ==		== Format ==

	[[File:Isprs prague meetup.jpg\|500px\|thumb\|right\|University space at CTU FCE Atelier D and work-friendly Pracovna Café during [[GRASS GIS ISPRS Prague meetup 2016\|meetup in 2016]] during the ISPRS conference in Prague]]
	[[File:hackfest_solany_2014.jpg\|500px\|thumb\|right\|3-people event in [[GRASS GIS contributors meetings in Solany/Summer 2014\|Solany, 2014]]]]		[[File:hackfest_solany_2014.jpg\|500px\|thumb\|right\|3-people event in [[GRASS GIS contributors meetings in Solany/Summer 2014\|Solany, 2014]]]]
	~~[[File:FOSS4G2022 Florence sprint aug 27.jpg\|500px\|thumb\|right\|GRASS group during the [[GRASS_GIS_at_OSGeo_Community_Sprint_2022\|FOSS4G 2022 Community Sprint]]]]~~

	This section describes the overall setup and framing of the event. Choose the format that best fits your goals, audience, and resources.		This section describes the overall setup and framing of the event. Choose the format that best fits your goals, audience, and resources.
Line 74:		Line 75:

	[[File:Grass gis raleigh meetup feb20 2016.png\|500px\|thumb\|right\|Seven local participants joined a [[GRASS_GIS_Raleigh_meetups_2016\|meetup in Raleigh in 2016]]]]		[[File:Grass gis raleigh meetup feb20 2016.png\|500px\|thumb\|right\|Seven local participants joined a [[GRASS_GIS_Raleigh_meetups_2016\|meetup in Raleigh in 2016]]]]

			[[File:Sprint NL autumn 2017 2.jpg\|500px\|thumb\|right\|In-apartment [[GRASS GIS Community Sprint Autumn 2017\|Community Sprint Autumn 2017]]]]

	* '''Global''':		* '''Global''':
Line 99:		Line 102:
	== Venue and facilities ==		== Venue and facilities ==

	~~[[File:Sprint NL autumn 2017 2.jpg\|500px\|thumb\|right\|In-apartment [[GRASS GIS Community Sprint Autumn 2017\|Community Sprint Autumn 2017]]]]~~
	[[File:Portland2014 grassgis7 code sprint.jpg\|500px\|thumb\|right\|Table, chairs, power, and wifi (not on the photo) made participants happy during a [[GRASS Community Sprint Portland 2014\|Community Sprint]] which was part of FOSS4G 2014 sprint in Portland]]		[[File:Portland2014 grassgis7 code sprint.jpg\|500px\|thumb\|right\|Table, chairs, power, and wifi (not on the photo) made participants happy during a [[GRASS Community Sprint Portland 2014\|Community Sprint]] which was part of FOSS4G 2014 sprint in Portland]]
	[[File:Wxgui-startup-screen-discussion-prague.jpg\|500px\|thumb\|right\|A whiteboard came handly during a		[[File:Wxgui-startup-screen-discussion-prague.jpg\|500px\|thumb\|right\|A whiteboard came handly during a

Wenzeslaus: /* Swag */

2025-05-30T18:19:03Z

Swag

← Older revision		Revision as of 18:19, 30 May 2025
Line 134:		Line 134:


	[[File:Paris2017sprint.jpg.jpg\|500px\|thumb\|~~left~~\|Unified t-shirts and OSGeo banner during a [[GRASS Community Sprint Paris 2017\|Community Sprint]] which was part of the FOSS4G Europe 2017 Code Sprint]]		[[File:Paris2017sprint.jpg.jpg\|500px\|thumb\|right\|Unified t-shirts and OSGeo banner during a [[GRASS Community Sprint Paris 2017\|Community Sprint]] which was part of the FOSS4G Europe 2017 Code Sprint]]

	Not mandatory, but people really appreciate it. Wearable swag creates sense of unity and double-counts as promotion.		Not mandatory, but people really appreciate it. Wearable swag creates sense of unity and double-counts as promotion.