[Action] Important Issues to Tackle as We Approach Sustainability Week 2024

[Nancy-Chauhan]

Description

As we get closer to Sustainability Week 2024, we need to address several key tasks to ensure smooth execution and successful community engagement. Below are the critical areas that need attention. We encourage everyone to contribute wherever possible!

Key Areas:

• Surveys/Feedback Forms: Volunteers needed to create and design surveys for both organizers and attendees to gather feedback on the event execution, content, and overall experience.

• Event Materials: Assistance required to prepare and standardize presentation/artwork templates that can be reused for future events. We can reuse last year's templates as a starting point.

• Credly Badges: Ongoing collaboration with Audra to finalize Credly badges for participants and organizers. We also need help in obtaining and possibly editing last year's images for the badges.
  @leonardpahlke will assist with retrieving previous images, but more hands are welcome!

• Event Folder Organization: Decide if we should create individual folders for each local meetup, as we did last year. Volunteers needed to help organize and manage these folders.

• Announcement Blog:We need help drafting and reviewing a blog post to announce and promote Sustainability Week on the CNCF blog. Any volunteers with writing experience are encouraged to jump in!

• Social Media Strategy: We will collaborate with the CNCF communications team to ensure daily social media posts get the necessary visibility. Volunteers interested in contributing to content creation or social media strategy are welcome. Documentation from last year is available for reference.
  https://docs.google.com/document/d/1Tqzzfz4YdnbYLumqcniJhF4Anm7OTxiXwyBdL6IpTwk/edit

Outcome

Our aim is to ensure we're fully prepared for the final event, helping organizers and participants reach a wider audience while ensuring the event runs smoothly and efficiently. By providing the necessary support, resources, and coordination, we aim to create a seamless experience that maximizes impact and engagement for everyone involved.

To-Do

1. Surveys/Feedback Forms:

   • Design blueprints for feedback forms for organizers – @sunya-ch
   • Design feedback forms for attendees – @sunya-ch
   • Finalize and distribute the surveys with organisers – @sunya-ch

2. Event Materials:

   • Collect and review last year’s presentations/artworks – Volunteers needed
   • Update or standardize templates for this year’s events – Volunteers needed
   • Share the templates with organizers for reuse – @sunya-ch

3. Credly Badges:

   • Obtain images from last year – @Nancy-Chauhan
   • Coordinate with Audra for Credly badges – @Nancy-Chauhan
   • Edit images if necessary and finalize the design of the badges – @Nancy-Chauhan

4. Event Folder Organization:

   • Decide on the structure for individual local meetup folders – Volunteers needed
   • Set up folders in a shared location (Google Drive or similar) – Volunteers needed
   • Organize event materials into appropriate folders – Volunteers needed

5. Announcement Blog:

   • Draft a blog post for the CNCF blog to announce and promote Sustainability Week 2024 – @Nancy-Chauhan @sunya-ch
   • Review the draft and finalize content – @Nancy-Chauhan @sunya-ch
   • Coordinate with CNCF for publishing the blog – @Nancy-Chauhan

6. Social Media Strategy:

   • Review last year’s social media strategy document – @vallss
   • Collaborate with CNCF communications team to schedule daily posts – @vallss
   • Create content for social media (e.g., event highlights, speaker intros) – @vallss
   • Track engagement and adjust posts as needed – @vallss

Code of Conduct

• I agree to follow this project's Code of Conduct

Comments

No response

[sunya-ch]

I may help on the survey. Do we have a tool for creating a survey and reference from last year?

[sunya-ch]

For the participant survey, chat GPT gave a nice start and I added some.

General Information

• Demographics: Age, gender, location
• Affiliation: Are you a student, faculty, staff, or community member?

Pre-Event Awareness

• Prior Knowledge: How would you rate your knowledge of sustainability before attending the event? (1-5 scale)
• Motivation to Attend: What motivated you to participate in Sustainability Week? (Select all that apply)
  • Interest in sustainability
  • Contribute to a relevant project (please specify project name if possible)
  • Job-related reason
  • Networking opportunities
  • Recommendations from friends or colleagues
  • Other (please specify)

Event Experience

• Event Attendance: Which events did you attend? (List of events)
• Satisfaction Ratings: How would you rate the following aspects? (1-5 scale)
  • Event organization
  • Content relevance
  • Speaker engagement
  • Venue/location

Engagement and Participation

• Social Media Engagement: How did you hear about Sustainability Week? (Select all that apply)
  • Social media (please specify if possible)
  • Email newsletter
  • Flyers or posters
  • Word of mouth
  • Other (please specify)
• Engagement Level: How engaged did you feel during the events? (1-5 scale)
• Networking Opportunities: Did you find networking opportunities valuable? (Yes/No)
• Volunteer Involvement: Would you be interested in volunteering for future sustainability events? (Yes/No)

Feedback and Suggestions

• Improvements: What could be improved for future events?
• Future Topics: What sustainability topics would you like to see covered in the future?

Additional Comments

• Open-Ended Feedback: Any other comments or suggestions?

[sunya-ch]

Draft for the organizer local meetup:

General Information

• Local meetup or main event
• Location
• Format
  • Online/Offline/Hybrid
  • Activities (keynotes, talks, demos, etc.)

Planning and Organization

• Planning Duration: How long did you spend planning the event? (Weeks/Months)
• How many members of organizer?
• Team Collaboration: How effective was the communication within your organizing team? (1-5 scale)

Event Execution

• Attendance: How many participants attended the event compared to your expectations?
• Engagement Activities: Which activities were most successful in engaging participants?
• Share attendance feedback summary

Outcomes and Impact

• Goals Achievement: To what extent did the event meet its intended goals? (1-5 scale)
• What is good?
• Sustainability Practices: What sustainable practices were implemented, and how effective were they?

Future Improvements (collected feedbacks from all organizers)

• Challenges Faced: What were the main challenges encountered during planning and execution?
• Suggestions for Future Events: What improvements would you suggest for future events?

Additional Comments (collected feedbacks from all organizers)

• Final Thoughts: Any other comments or insights you'd like to share?

I think we can provide a template for organizer to put as a comment on their GitHub issue directly.

[vallss]

@Nancy-Chauhan Regarding "Decide on the structure for individual local meetup folders", I created a shared folder with two Google slides files:

• Speaker template, that can be shared with the speakers of the local meetup
• Deck slide CNSW 24, which can be used by the organizers to introduce the local meetup

This folder can be shared with all the local meetup organizers along with the Figma link to the designs.

[leonardpahlke]

@Nancy-Chauhan @claire-fletcher @sunya-ch we may want to save some of these points for next year's event. We could have one large checklist with all kinds of tasks we need to do.

cc @ams0

[Nancy-Chauhan]

Yes @leonardpahlke I will schedule Retro meeting probably next week