openstack summit fall 2012

April Event Feedback

April Event Feedback - Programming

‣ Desire for more Design Summit sessions, and more time per session, but not more sessions running parallel

‣ Workshops well-received and standing room only. Requests for more workshops

‣ Conference felt short (1 ½ days + ½ day workshops) for traveling long distance. Should be at least two full days

‣ General session felt too long – break it over two days

April Event Feedback - Logistics‣ A/V needs improvement; took too long to get the videos online

‣ Most did not favor capped Design Summit registration and that invitations were first sent to previous contributors

‣ Schedules and maps need to be more prominent in the venue

‣ Internet worked very well and is critical for a successful event

‣ Sponsors interested in more visibility, especially booth size

‣ Received many walk-up requests for registration, but lacked ability to process payments on-site. Also need to monitor badges more closely

‣ Need for more space overall – general session, breakout rooms and hallways full – also made it noisy in breakout rooms – hotel rooms sold out / got expensive

OpenStack Summit PlansFall 2012

Dates

‣ Folsom Release | September 27

‣ Design Summit & Conference | October 15-18

Proposed Format

‣ Design Summit runs Monday – Thursday with four blueprint-driven tracks + Related Projects + DevOps

‣ Conference runs Tuesday & Wednesdays with 3-4 tracks, followed by workshops Thursday

‣ General session for all attendees Tuesday & Wednesday mornings

‣ Potential to add workshops Monday or Friday, or more Conference tracks Thursday

‣ Space to organize development sprints Friday if anyone is interested

OpenStack Summit

Monday

Tuesday Wednesday

Thursday

Morning

Lunch

Afternoon

General Session

General Session

Design Summit Kickoff

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Location Search

‣ Broad search for venue to accommodate 1,200 plus addition meeting space for parallel events

‣ National search for venues including Anaheim, Denver, Los Angeles, Miami, New Orleans, San Diego, Seattle and Vegas

‣ Based on requirements (budget, space, etc.), best option is San Diego

San Diego

‣ San Diego Manchester Grand Hyatt

‣ Best meeting space and ample hotel rooms – entire event can comfortably fit in one venue

‣ Comparable network infrastructure to San Francisco

‣ Great hotel room price, and more options nearby

Floor Plans

Main Floor

Design Summit Sessions

Second Floor

General SessionConference Sessions

Exhibitor Area

Registration ‣ One registration system for both Design Summit

& Conference

‣ Discount or free registration for all code contributors

‣ Fee waved for attendees that qualify for scholarship – non-profit, students, individual contributors

‣ No invitation required or cap for Design Summit

‣ Programming designed to route attendees to sessions that are the best fit rather than register for separate events

Speakers

‣ Design Summit session topics still selected by technical leads through a specific website

‣ Conference will again have call for presentations

‣ More Conference breakout sessions and workshops - opportunities to speak

‣ Would ideally like to set up crowdsource tool for speaking submissions (like SXSW panel picker) – any experience or ideas?

Sponsors‣ For the first time, dedicated exhibit area with larger

booths for Headline and Premier sponsors

‣ Finalizing sponsorship prospectus, which should be posted in the next few weeks

‣ Limited availability sponsorships on a “first signed agreement” basis

‣ Evening events again open to sponsors

‣ Rackspace listed as organizer for the last time

‣ Please contact sponsors@openstack.org with any questions in the meantime

Summary of Changes for Fall Event

‣ Design Summit running 4 days rather than 3 days to allow for more sessions without adding tracks

‣ Design Summit & Conference running as parallel rather than consecutive events with two full days of Conference content

‣ One system for registration and same price for both Design Summit & Conference attendees – no cap or invitation for DS

‣ Hiring professional events firm to increase production quality and sponsor value

‣ Breaking up the general session over two days for shorter session each day

‣ Schedule more workshops, at least one full day

Summary of Changes for Fall Event

‣ Design Summit running 4 days rather than 3 days to allow for more sessions without adding tracks

‣ Design Summit & Conference running as parallel rather than consecutive events with two full days of Conference content

‣ One system for registration and same price for both Design Summit & Conference attendees – no cap or invitation for DS

‣ Hiring professional events firm to increase production quality and sponsor value

‣ Breaking up the general session over two days for shorter session each day

‣ Schedule more workshops, at least one full day

Spring 2013 Date & Location

‣ Setting date much earlier, so we have more choice & negotiating power with venue

‣ Ideally we can secure Spring 2013 venue and be ready to announce at Fall event

‣ Tentatively looking at April 22-26, 2013 for the Spring conference according to release schedule

‣ International event in 2013?