13:59:33 #startmeeting Ops Meetups Team 13:59:34 Meeting started Tue Jul 26 13:59:33 2016 UTC and is due to finish in 60 minutes. The chair is fifieldt. Information about MeetBot at http://wiki.debian.org/MeetBot. 13:59:36 Useful Commands: #action #agreed #help #info #idea #link #topic #startvote. 13:59:37 fifieldt: hi, I'm here for the meeting. Saverio Proto from SWITCH 13:59:38 The meeting name has been set to 'ops_meetups_team' 13:59:44 Is anyone here for the Ops Meetups Team meeting? 13:59:50 thanks zioproto! 14:00:05 I see zioproto, VW, shintaro, mihalis68 14:00:09 anyone else? 14:00:14 me! 14:00:18 yay! 14:00:28 alrighty then, that's good enough for me 14:00:30 so 14:00:31 Hello all, and welcome to season six of the Ops Meetups Team meeting :) 14:00:35 NB: If you're new, or just idling in the channel, be sure to have read: 14:00:36 #link https://wiki.openstack.org/wiki/Ops_Meetups_Team 14:00:36 for background. 14:00:37 I've had to field actual work questions since logging into IRCCLoud and now! :) 14:00:50 work is hard :) 14:00:52 Apologies for missing the last meeting - I was travelling and none of the people with news were available to run the meeting either. 14:00:56 Check out our agenda items at: 14:00:57 # link https://etherpad.openstack.org/p/ops-meetups-team 14:01:02 As always: please write your name down on the agenda etherpad as a way of introduction, since we're a new crew. 14:01:03 Secondly, if there's something else burning to put on the agenda, please add it to that same etherpad. 14:01:28 #topic Review of action items from the previous meeting 14:01:34 Ok, let's see where we got to last time 14:01:41 #link http://eavesdrop.openstack.org/meetings/ops_meetups_team/2016/ops_meetups_team.2016-06-28-14.02.html 14:01:48 1/ fifieldt to work with mihalis68 to look at the generic (pre-topic) schedule grid 14:01:57 So, mihalis68 had "stuff" and I was travelling 14:02:06 proposal - shall we do the grid together right now? 14:02:11 fair summary :| 14:02:14 yes 14:02:14 #link https://docs.google.com/spreadsheets/d/1EUSYMs3GfglnD8yfFaAXWhLe0F5y9hCUKqCYe0Vp1oA/edit#gid=1046944156 14:02:21 here's the link 14:02:30 So, question 1 14:02:42 We normally start at around 10am on day one, with registration before that 14:02:46 reasonable? change? 14:03:00 looks good to me 14:03:02 seems reasonable 14:03:21 I certainly wouldn't go earlier - NYC commute, summer etc 14:03:21 actullay, let me ask open ended questions :) 14:03:32 If you take a look at the "MAN" schedule 14:03:37 is there anything in there that you would change? 14:03:47 in terms of timing 14:03:49 not content :) 14:03:50 content comes later 14:03:59 finish times? 14:04:01 lunch times>? 14:04:03 coffee timesd? 14:04:06 session lengths? 14:04:35 I wasn't there so I would ask, is the feeling that Man worked/was good? 14:05:06 the feeling to me was that MAN worked good 14:05:25 so in general, morning general sessions, afternoon breakout work sessions? 14:05:39 how different was Man from Palo Alto? 14:05:42 so then it seems like the skeleton (registration time, coffee times, lunch times0 would be a good first step 14:05:56 the skeleton from Man 14:06:07 extra slot of working groups VW 14:06:19 slightly longer sessions in general sessions 14:06:22 45 instead of 40 14:06:43 gotcha 14:06:50 Maybe the Friday we could schedule the end at 16:30. Most of the people will fly out of NYC then. 14:06:53 then based on those, this looks good to me 14:07:09 we could be run late with the schedule, and end up finishing at 17:00 anyways 14:07:18 +1 14:07:25 I remember a few people leaving earlier than the end on friday at Manchester 14:08:06 ok 14:08:17 so the deal is from 4pm is just the feedback session 14:08:24 so it's kinda optionalish anyway 14:08:27 leave that as is? 14:08:41 oh, in this case yes, it should work good 14:10:03 how large was room 2-5? It was around 10 by default. so its going to be a small WG session I suppose 14:10:13 ok, so, yes, next up 14:10:16 we need to think about rooms 14:10:25 mihalis68, do you know how many rooms we have in NYC 14:10:29 and their approx capacity? 14:10:34 we're still working that out? 14:10:52 I am just looking at the floor plan. The small rooms are shown with 8 seats around a table. 14:10:55 I think the plan is to separate the main stage so we have big enough working spaces 14:11:06 let me upload the floor plan for people 14:11:09 but ISTR possibility of more people in them 14:12:38 https://drive.google.com/file/d/0B7ysOOuLgF_PdXBMRDhYMGh2S1E/view?usp=sharing 14:12:38 discussion from civic hall's alena https://www.irccloud.com/pastebin/VBbB0HWa/civic%20hall 14:12:40 #link https://drive.google.com/file/d/0B7ysOOuLgF_PdXBMRDhYMGh2S1E/view?usp=sharing 14:13:14 can everyone see that PDF>? 14:13:24 affirmative 14:13:25 so, main stage is the one that fits 180 14:13:28 on the left 14:13:30 yep 14:13:34 now apparently that can be divided 14:13:47 Regarding the Mainstage, we actually have a curtain that separates the main part of the room with the Alcove (side area, not to be confused with the Reception Room). We also have 2 flex walls that we can use to create separate sections, no problem here. 14:14:05 if the main stage + alcove fits 180, how many do you think the alcove seats? 14:14:06 30? 14:14:39 probably 14:15:00 mihalis68, do you have the counts for the other rooms handy? 14:15:24 Board Room was around 30, yes? 14:15:26 lemme mine my inbox 14:15:34 ok, while mihalis68 mines 14:15:41 VW, shintaro, zioproto, 14:15:49 do you think the rooms of size 8 are useful ? 14:15:55 how do you think we could use them? 14:16:12 I think 8 is too little 14:16:28 take the table out and sit on the floor? 14:16:28 I think minimum size should be 15 14:16:31 yeah - it would have to be a very targeted breakout 14:16:44 I remebemer at the Large Deployment Working Group we were about 15 people 14:17:06 if it truly was 15 14:17:11 then I could work with a small room 14:17:19 or one of the big tables out on the right 14:17:36 the board room looks to be bigger - 16 seats 14:17:46 Well for sure it was not more than 20 people in the small room in Manchester. The room beetween the bar and lunch room I mean 14:17:57 and of course standing will add a bit. Let me take an action to get capacities from Alena at Civic Hall today 14:18:07 Board Room, Capacity: 30 14:18:07 Junior Board Room, Capacity: 11 14:18:08 3 Smaller Conference Rooms, Capacity: 8 each 14:18:21 ah good you found the details 14:18:36 ok, yup, I have updated the schedule grid with the rooms and counts 14:18:50 So, thinking of breakouts 14:19:00 We curtain off the alcove for a room for 30 14:19:07 have a big breakout sopace in the main stage 14:19:10 use the board room for 30 14:19:20 and maybe the junior board room for ~11 14:19:25 so 4 spaces total? 14:19:27 is it enough? 14:19:28 could the cafe be uses as well? 14:19:34 so, serverascode, we asked about that 14:19:42 you'll notice in the floor plan 14:19:50 there are some desks and stuff 14:20:01 turns out the cafe space is 'common' space 14:20:05 we can't reserve it just for us 14:20:09 otherwise, I agree, it'd be perfect 14:20:10 ah, ok 14:20:17 ah - good to know 14:20:21 I'm still not sure where we're going to have lunch 14:20:36 mihalis68, we might need to work with erindisney and kathy and alena on that :) 14:20:41 ok 14:20:49 other options 14:20:51 reception room 14:20:56 currently has no chairs in it 14:20:59 but we might be able to use that 14:21:04 does anyone know how many people have actually registered so far? 14:21:12 I was hoping erindisney would be here to answer that 14:21:14 let me ping her 14:23:15 she's coming 14:23:21 anyway 14:23:30 4 spaces seems like it's equivalent to what we did before 14:23:58 will have to see what happens with the agenda brainstorming 14:24:08 anyway, I've put some random stuff in the google sheet layout grid 14:24:12 please continue to comment there 14:24:15 but I fear we must move on 14:24:25 2/ erindisney to ask ttx when the Design Summit 101 is 14:24:30 postponed 14:24:35 3/ VW to pull group names off the wiki and arrange an ops 101 by inviting them to join a Q&A style session in Barcelona 14:24:46 VW, I'm guessing that's on the go, still :) 14:25:21 #action VW to pull group names off the wiki and arrange an ops 101 by inviting them to join a Q&A style session in Barcelona 14:25:26 it is, yes 14:25:26 4/ fifieldt to talk with erindisney about sound and explain past usage 14:25:28 TBC 14:25:32 5/ mrhillsman to write up some proposed steps on how to set up audio 14:25:42 guessing that;'s still on the go too :) 14:25:43 I actually tapped the breaks since the User comittee sent out the "are you still really a group" email 14:25:54 right, yeah 14:25:56 good point 14:25:58 #action mrhillsman to write up some proposed steps on how to set up audio 14:26:02 so, I need to ping them and see who the right list of folks to ping is :) 14:26:08 indeed 14:26:14 thanks for following that 14:26:23 ok, those are all the action items 14:26:28 let's switch properly into august mode 14:26:32 #topic August Meetup 14:26:47 mihalis68, how are you doing? 14:26:50 :) 14:27:18 personally stuff is settling down, professionally busy but able to work on this between now and the event 14:27:26 what can I do? 14:27:39 I got a query about hotel room blocks 14:27:47 do you think bloomberg has any ideas on that 14:27:48 > 14:27:57 I'll ask Kathryn 14:28:07 #action mihalis68 to ask Kathryn about hotel room blocks 14:28:08 she's the events/marketing person from Bloomberg on this 14:28:13 indeedy 14:28:30 mihalis68, is there stuff that's worrying you that we can help with? 14:28:31 the question is can we get a discount for attendees? 14:28:42 yeah, in theory if we get enough rooms booked 14:28:44 we can get a discount 14:28:49 Is that Erin ? 14:29:02 well what Kathy wants from us is the itinerary as we can prettify it and print off a bunch of copies 14:29:11 which is what we're here for today I guess? :) 14:29:24 Bloomberg has designers who do nice jobs on that kind of thing 14:29:27 right, we kinda have a start and end time now, approximately 14:30:07 If we have a draft itinerary today-ish I'll ask her to get a sample rendering done 14:30:18 cool 14:30:30 Erin_, do you have a number of how many people registered so far? 14:30:47 she was also checking with Alena how much the venue is able to do banners and signage so I should follow-up on that. I suspect it needs a kick 14:31:06 yeah, make sure Erin_ is in the loop on that too :) 14:31:34 sometimes we have "mystery" things appear in random places :P 14:31:51 The next big thing we need to organise for August is the agenda brainstorming 14:32:00 traditionally this has involved sending out an etherpad looking something like this: 14:32:02 #link https://etherpad.openstack.org/p/NYC-ops-meetup 14:32:10 about the logistic, WiFi is already in place there at the place of the Meetup ? 14:32:12 What do you all think about that? 14:32:54 mihalis68, I remember feeling pretty OK abouit the wifi, can't remember why though 14:32:56 I am told the venue has good wifi 14:33:04 cool 14:33:08 perfect +1 14:33:52 so, that etherpad normally gets emailed to the ops list 14:34:02 and we spend a couple weeks brainstorming the agenda 14:34:11 which means we need to get it out ~today ideally :) 14:34:16 to leave enough time to find moderators 14:34:31 I think that sounds good and I think today is quite right, it feels a tad overdue 14:34:36 I blame myself ! :) 14:35:26 mihalis68, would you like the honours of emailing the link to start the agenda brainstorming>? 14:35:35 I can provide a sample email for great justice 14:35:37 sure, can do. 14:35:58 Erin_ has the reg count - we are at 63 registered 14:36:04 30% of the way there :) 14:36:16 #action fifieldt to email mihalis68 a sample agenda brainstorming broadcast 14:36:18 so to make sure I understand, the spreadsheet on docs.google goes into an ether pad and then we blast out that link for collaborative brainstorming of the agenda 14:36:24 #action mihalis68 to send agenda brainstorming broadcast 14:36:46 63 is nice 14:36:47 mihalis68, they tend to go back and forth :) 14:36:51 welcome dc_mattj 14:36:59 hello, sorry I'm a bit late 14:37:01 I have a feeling a number less than 180 will be best 14:37:05 I could be nice to get contact with OpenStack East conference people, maybe there are operators going to that conference that do not know about our event ? 14:37:08 not a problem, dc_mattj 14:37:34 update for you: we made some progress on the scheduling grid and room layout. 63 people registered so far. 14:37:42 zioproto, Mark Voelker is on that, I believe' 14:38:12 great 14:38:14 so mihalis68, basically the etherpad fills up with a ton of ideas for sessions 14:38:23 then we need to choose the ones people want and lay them out on that grid 14:38:27 ok got it 14:38:32 question about the agenda brainstorming for you all: 14:38:52 in past meetups, I have seeded the brainstorming with a few ideas carried over from the previouis meetup 14:39:02 eg adding in "Large DEployments Team" as a working group 14:39:15 was that a good idea, should we do that so people know what a session looks like? 14:39:24 do you want to do that now? 14:40:13 I think so 14:40:39 my feeling is operators sharing and connecting is extremely important at larger scale 14:40:52 so specifically large deployments team seems a v.good item to me 14:41:01 yes it is a good idea 14:41:13 ok, take a few moments then and work on : https://etherpad.openstack.org/p/NYC-ops-meetup :)_ 14:41:32 once you're happy there, we have 18 minutes left 14:41:32 yeah, I almost started editing, fifieldt 14:41:37 then I restrained myself 14:41:37 we occasionally gripe here about code that looks like the developers said "works on my laptop, merged" i.e. small-scale thinking :| 14:41:44 mmmm 14:41:48 "IT worked in Devstack" 14:42:00 I think tom is encouraging that @VW 14:42:21 I'll let you go for it :) 14:42:29 yeah 14:42:34 With 17 minutes left, what would you like to talk about? 14:42:40 Are there more topics we need to work on for August? 14:42:51 Do you want to talk about the bigger picture? 14:43:42 sorry, was truing to find the large deployment team slots. I see it was room 3 day 2 afternoon, quite a long session 14:43:54 90 minutes. 14:44:14 right, yeah 14:44:18 we talk a lot 14:44:19 they normally use it all too, right VW? 14:44:22 yeah 14:44:32 so let's sling that on NYC same slots? 14:44:58 mihalis68, the schedule is a bit of a delicate dance in terms of what is schedule in parallel 14:45:08 in my opinion it's best to list out all the potential sessions first 14:45:14 then look at where they fit in the grid 14:45:20 I see... first a linear list then map it 14:45:31 you'll see as the etherpad goes on 14:45:38 is the ether pad for this alive? 14:45:39 a lot of people "+1" their favourite session 14:45:49 https://etherpad.openstack.org/p/NYC-ops-meetup 14:45:53 and then you end up with some weighting 14:46:46 agreed fifieldt 14:47:02 the process seems to have worked to help understand what people want to hear 14:47:16 do we have any seed ideas on general sessions 14:47:18 always looking for ways to improve it though :) 14:47:25 hmm 14:47:30 anything hot on the ops ML lately? 14:47:34 ok so this ether pad link is to be fwded to operators list today and should bulk out with ideas and then we have to try to m ap that to a schedule and get feedback and iterate 14:47:54 yessir mihalis68, exactly 14:47:59 I have a feeling the team that does that should touch base more often than this IRC meeting 14:48:08 obviously I'm on that team. Who else? 14:48:37 and for those - is it ok to work on it via email or do we need to be open during that? 14:48:43 * fifieldt is here to help 14:48:54 Tom you're +14 hours from me 14:49:03 convenient! 14:49:08 ha ha 14:49:20 How the schedule's been done in the past was a couple of skype calls to make the first grid, then sending that to the ops ML for feedback 14:49:36 then a couple more behind-the-scenes things, then feedback again 14:49:38 Skype! Haven't used that in years. 14:49:43 gchat* 14:49:45 ok, that sounds fine 14:49:45 I am happy to join said skype, hangout, etc 14:49:58 I can't believe how fast time passes in IRC 14:50:05 seriously, right :) 14:50:08 we have just 10 minutes left 14:50:15 What else would you like to work on today? 14:50:42 well after this I will send email to the operators with the ether pad asking for session ideas 14:51:08 and then I will email the attendees of todays IRC meeting when we have some meat on the bones 14:51:15 I would hope later this week 14:51:43 and by email I guess we will decide next interim meeting on Skype or hangouts or whatever 14:52:00 I feel great urgency over this bit to ensure a good meetup 14:52:07 roger that :) 14:52:16 just you wait until we get to the moderator finding stage :) 14:52:28 one question: is it customary for the hosting org to offer up a chat about their openstack stuffs? 14:52:45 We've been quiet since none of our talks were accepted for Tokyo 14:52:50 to be honest, I 14:53:00 I'm not sure how interesting our stuff is outside of Bloomberg 14:53:10 No obligation, but a lightning talk might be nice (and also easy to prepare!) 14:53:18 but we could do a quick "hi this is us, here's what we do, here's the github" thinb 14:53:20 thing 14:53:20 mihalis68, I;m personally interested :) 14:53:22 yeah, I think lighting is the best way for those things 14:53:32 lightning talk. Sign me up for an action on that 14:53:37 I think I shall actually do the talk 14:53:40 it's on the etherpads :) 14:54:09 anyway, I was going to propose that we increase the frequency of this meeting to weekly for the time being, since we seem to be burning through time pretty fast these days>? 14:54:17 +1 14:54:19 +10000 14:54:21 +1 14:54:29 and we need to start thinking about barcelona (and boston and sydney) 14:54:45 +1 14:54:48 I like this time slot, but weekly for a few weeks? 14:54:56 yup 14:55:00 I'm in 14:55:13 brilliant 14:55:20 VW, dc_mattj, know you are very busy folks :) 14:55:24 ok 14:55:30 so will try to get proposed agendas out in advance in future 14:55:37 I'm away for the next few weeks I'm afraid - will be AWOL for August basically 14:55:38 I can do weekly 14:55:38 answer on hotel blocks, sadly no, I think our events team is flooded right now 14:55:44 I'll be out next week but can join after that 14:55:52 ok, thanks mihalis68, great to have rapid response 14:55:56 thanks shintaro! 14:55:57 except people can ask for Bloomberg rate at Fitzpatrick Hotel Lexington Avenue 14:56:02 and I owe you all some time after being AWOL for two weeks 14:56:16 oh, mihalis68, are we allowed to write that sentence in a reply to people who ask? 14:56:19 apologies everyone for missing meeting 14:56:24 not a problem 14:56:24 yes 14:56:27 cheers! 14:56:37 ok, well, any closing remarks from anyone? 14:56:43 Bloomberg puts all its people there (staff, candidates) 14:56:56 we got there for the odd ale too (Fitz bar downstairs) 14:57:24 i'll send an email regarding audio setup but iirc the venue has capabilities 14:57:26 I'm glad to get back in the swing here - literally had some nightmares waking up thinking I missed it all and messed it all up 14:57:36 not at all mihalis68 14:57:40 lol - sounds familiar mihalis68 14:57:56 and if ever you have nightmares - remember I'm +14 hours away, so probably awake and available to solve all your problems :) 14:57:56 had all the same stuff about the Manchester one 14:58:09 good to hear i'm not unusually insane 14:58:46 ok, you brilliant, insane lot 14:58:50 let's call it a $TIMEOFDAY 14:58:53 sending you an email fifieldt 14:58:55 and meet this time next week 14:58:55 agreed 14:58:58 cheers mrhillsman 14:59:01 TTFN 14:59:05 Thank you all _so_ much for the effort 14:59:08 it's going to be awesome 14:59:12 #endmeeting