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This was extracted (@ 2017-10-21 03:10) from a list of minutes which have been approved by the Board.
Please Note The Board typically approves the minutes of the previous meeting at the beginning of every Board meeting; therefore, the list below does not normally contain details from the minutes of the most recent Board meeting.

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Conference Planning

20 Sep 2017

Nothing to report this month.

16 Aug 2017

We will have a table/booth at All Things Open, and have had a good response
from people willing to staff that presence.

19 Jul 2017

This month we have had discussions with various other conferences
about Apache presence at their event.

We continue to await a bid for ApacheCon 2018, possibly in Canada, so
that we can determine whether that option is worth pursuing.

21 Jun 2017

A month ago we ran ApacheCon North America in Miami. We had just over 500 in
attendance. Feedback so far has been overwhelmingly positive.

All audio from the event has been published to http://feathercast.org/
already. Thank you Sally for arranging a contractor to handle this editing and
posting. We also have all raw audio if anybody wants to repurpose any of it.
Various interviews with speakers and sponsors are still going on on
FeatherCast at this time.

All video from the event (keynotes and three additional tracks, sponsored by
Comcast) are up on YouTube at https://s.apache.org/miamivideo and we are in
the process of obtaining all of the raw video so that we can use that for
other purposes if we wish.

We will be further promoting these videos and podcasts on both @apachecon and
@ApacheCommunity in the coming days and weeks.

While at the event, we held a meeting discussing what ApacheCon will look like
in the coming years. The full notes from that meeting were sent to the
planners@apachecon.com mailing list, and may be seen here:
https://s.apache.org/kpgw (Members only.) While you are encouraged to join
that list if you are interested in the progress of this conversation, please
understand that this is a working list, and extended philosophical discussions
are discouraged.

In the vein, the meeting at ApacheCon was very focused on actual objectives,
and how to reach them, and was very productive. An enormous thank you to
everyone who attended, and who were able to keep this away from the
traditional complaint session we have seen in past years.

We agreed to pursue three tracks:

1) Participate more actively in third-party events, providing both standalone
"Apache Way" talks, as well as Apache tracks focusing primarily on The Apache
Way ("Community > Code") and the Incubator ("Tomorrow's Software Today").

2) Run ApacheCon as a convention of project events, but attempt to do so at
much lower cost venues, focusing on University and Government facilities,
rather than fancy hotels.

3) More inward-facing events, centered around F2F board meetings and Infra
gatherings - which we will be holding anyway - and then making the space
available for project summits and, possibly, sponsor meetings. Capture
high-quality content (video, audio) for later use.

I will leave the deeper details for the planners list, and encourage you to
read the meeting notes (linked above) for many of the details that are omitted
from this report.

In the last few weeks, Apache participated in Open Expo Madrid -
http://www.openexpo.es/en/ - spearheaded by Sharan Foga. We have also been
approached by several events requesting Apache content, in line with point 1
above.

And, pursuant to point 2, we have asked the Virtual events management team to
provide a bid for such an event. Tom Pappas has notified us that, were they to
take on such a task, it would involve an up-front retainer, which would
involve Conferences making a request for budget to cover this. This would be a
change from what Conferences has ever done in the past at the ASF, and so will
no doubt involve more discussion.

At this time, we do not have any plans to run an ApacheCon event in Europe. If
you are asked about it, please stick to three points: 1) We will not be doing
an official ApacheCon event in Europe in 2017. 2) We will be participating
more actively in other conferences - please see http://apache.org/events and
@apachecon for more details as we have them. 3) Please contact Rich Bowen for
more details.

17 May 2017

We are in the midst of ApacheCon North America, with roughly 500
people in attendance.

There will be a meeting tomorrow (Thursday) about how to proceed with
ApacheCon events in the future.

19 Apr 2017

ApacheCon North America is now less than a month away, and
registration numbers are very disappointing. This will likely result
in some of our more expensive activities, such as the off-site
reception, being cut, unless we have an uncharacteristic surge in
registration in the next 2 weeks.

Meanwhile, we continue to investigate a venue for a scaled-back
ApacheCon EU event later in the year.

15 Mar 2017

The schedule for ApacheCon North America has been published. We have
two primary events - ApacheCon and Apache Big Data - with schedules
published at
http://events.linuxfoundation.org/events/apachecon-north-america/program/schedule
and
http://events.linuxfoundation.org/events/apache-big-data-north-america/program/schedule
respectively.

ApacheCon is further divided into mini-conferences, for the purpose of
being able to do very targeted promotion of these events to specific
audiences. To that end, we have:

Apache Traffic Server and Apache Traffic Control Summit -
http://events.linuxfoundation.org/events/apachecon-north-america/extend-the-experience/ats-summit

BarCampApache - http://events.linuxfoundation.org/events/apachecon-north-america/extend-the-experience/barcamp

ApacheIoT - http://us.apacheiot.org/

CloudStack Collaboration Conference - http://us.cloudstackcollab.org/

FlexJS Summit - http://us.apacheflexjs.org/

TomCatCon - https://tomcat.apache.org/conference.html

We are depending on each of these communities to help us in promoting
these events, and driving attendance.

We announced a new type of sponsorship, where a community can band
together to put several smaller sponsorships together to create one
combined Community Sponsor. The details of this program are published
on the conference website at
http://events.linuxfoundation.org/events/apachecon-north-america/sponsors/community-sponsor
and we already have a few communities looking at how they might
participate in this program. We consider this critical to building
ownership of the event in our communities, even if it doesn't bring in
an enormous amount of money.

ApacheCon and Apache Big Data will be held in Miami, Tuesday May 16th
through Thursday May 18th. BarCampApache will be held on Monday, May
15th. The Apache Traffic Server Summit will be held on Sunday May 14th
and Monday May 15th. These events will, all be held at the Miami
InterContinental Hotel.

27 Feb 2017

The Call for Papers for ApacheCon Miami closed on February 11th, and
we are now in the process of selecting the schedule.

We have been working on splitting the CFP into topics and tracks, for
easier consideration by our content committee. The distribution of the
ApacheCon CFP was as follows:

* Standard Content (Key signing, BarCamp, State of the Feather, Apache Way, Lightning Talks) 5 sessions
* Apache IoT - 26 sessions, plus 7 OpenWhisk sessions
* TomcatCon - 20 sessions
* Flex Summit - 1 session (They're actually handling their call for content separately, so this isn't cause for concern)
* CloudStack - 43 sessions
* Cassandra - 6 sessions
* Community - 15 sessions (Plus Apache Way goes here, too)
* Containers - 10 sessions
* Incubator - 5 sessions
* Solr/Lucene - 4 sessions
* HTTP Servers - 9 sessions
* Big Data - 25 sessions (Looks like most of these are filed in the wrong CFP, while just a handful were submitted both places)
* Other/Uncategorized - 56 sessions (This is the part that's going to be the hardest work)

Total: 232 sessions

The Apache: Big Data CFP attracted 193 submissions.

The schedule should be announced on March 9th.

The event has been restructured, as we have been talking about doing
for years, into a convention of mini-conferences. This year, we will
be holding the following events, each of which has its own web
presence and marketing:

Apache: Big Data
Apache: IoT (Internet of Things)
CloudStack Collaboration Conference
FlexJS Summit
TomcatCon
Apache Traffic Server and Traffic Control Summit (Monday)
BarCampApache (Monday)

All other topics and projects will be run under the general heading
of ApacheCon, so that smaller projects are still represented.

Admission to any of these events (with the exception of the Traffic
Server event) also grants you access to all of the others.

Further details about this event layout have been elaborated in a
blog post at
https://blogs.apache.org/conferences/entry/final-notice-cfp-for-apachecon

It is hoped that this approach will be much easier to sell tickets
(because the event is about something definable) and acquire
sponsorship (for the same reason).

It is also hoped that other project communities will be watching,
and see the benefits of being part of a larger gathering, and bring
us their conferences next year.

We continue to investigate the possibility of doing an ApacheCon in
Europe later in 2017, but have no concrete plans as yet.

18 Jan 2017

We are now one month out from the CFP for ApacheCon North America
closing, so we are still not seeing a lot of action. So far we have 38
papers submitted for ApacheCon, and 40 for Apache: Big Data. While we
usually get 75% of the submissions in the last 2 weeks, I do
nevertheless encourage you to go ahead and submit your talks if you
have something already in mind.

Email will go out to our users@ and dev@ mailing lists today or
tomorrow reminding everyone of the upcoming CFP deadline, and of the
next registration rate change deadline. A draft of that email appears
on the dev@community.apache.org mailing list. Another email will be
going to the committers@apache.org mailing list with a registration
code within the next few days.

We had a very encouraging call with the Linux Foundation yesterday in
which they went over their marketing plan with us. I can provide
additional detail to anyone who is interested. Meanwhile, Sally and I
will be coordinating with LF in the coming 6 months to promote the
CFP, registration, sponsorship, and then doing post-conference
promotion to lead up to the next event.

In the past, we have stated a "requirement" that projects display an
"upcoming event" image on their project website. A combination of
factors have resulted in that no longer being a reality. In the coming
weeks I hope to 1) provide the necessary images and 2) reach out to
the various PMCs to ask/encourage them to resume this

At the beginning of next month, we will participate in FOSDEM. This
effort has been headed up by Sharan Foga and Daniel Gruno, as last
year. We have a table in the expo area, and are producing various
small swag items to give away. We have asked projects to step up to
take an hour at the table to promote their project. We also have a
number of speakers appearing in various tracks and devrooms. Further
details of our FOSDEM participation may be found at
https://cwiki.apache.org/confluence/display/COMDEV/FOSDEM+2017

21 Dec 2016

Since our last meeting, I have been primarily focused on getting
the recordings from ApacheCon Seville posted to FeatherCast. In
this effort, I have been enormously assisted by Felix Schumacher
and Sharan Foga. I hope to get the remainder of these recordings
uploaded over my Christmas break.

The CFP for ApacheCon Miami is still running, and is scheduled to
close February 11. December is always a slow time for this, and
promotion of that event will start in earnest at the first of the
year. As always, if you have suggestions for keynotes, or can make
connections for sponsorship, please get in touch with me.

16 Nov 2016

Summary: ApacheCon Seville has a modest turnout, and I've started to turn my
attention to making Miami a much more successful event. In particular,
we (I) need to do a better job of communicating to our internal
audience what's coming, and how to get involved.

As we speak, ApacheCon is in process. Several of us are attending the call
together here in Seville. We have 550 attendees at the two events, of
which 136 registered as committers. This tells me that we are not
doing an adequate job of communicating about the event with our
project communities -- something I intend to rectify for ApacheCon
North America in May.

Sponsorship this year has been disappointing, and here, too, I have
heard frequently this week from people who said that they would have
sponsored if they had known about it earlier. It appears that our
internal communication needs a great deal of improvement in the coming
six months.

ApacheCon North America (And Apache: Big Data) will be held in Miami, May
16-18th, 2017, at the InterContinental Miami. The websites for these events
are now up, at
http://events.linuxfoundation.org/events/apachecon-north-america and
http://events.linuxfoundation.org/events/apache-big-data-north-america
respectively.

I am working on the Apache Events page, at http://apache.org/events , in an
attempt to make it more engaging to the community, and encourage communities
to more effectively publicize their events, from the meetup scale all the way
up to major conferences.

I've refreshed http://apachecon.com/ to make it much clearer what the
most important things are, and move distractions to sub-pages.

I am working on an ApacheCon playbook -
https://svn.apache.org/repos/private/foundation/ApacheCon/playbook.md
to ensure that tasks don't get dropped in future events, as well as to
make it easier for people to know where they can be of help, without
getting in the way of the event producer. It is also hoped that this
will assist other events that our project communities put on. This
playbook will be forked, so to speak, for each event, to act as a
checklist to ensure that everything gets done.

We had a meeting with Linux Foundation, the conference produder, on
Tuesday morning at ApacheCon in Seville. Present were Sally Khudairi,
Sharan Foga, Jillian Hall (LF), Angela Brown (LF), Shane Curcuru,
David Nalley, Nick Burch, and myself - Rich Bowen. Many issues were
discussed, primarily focused on the events in 2017.

ApacheCon and Apache: Big Data will be held overlapping in Miami -
that is, both events will run Tuesday through Thursday, May 14-16.
This saves money on space, and also increases the event population on
any given day, which makes sponsors happier, as well as giving
attendees a greater chance of interacting with other members of the
community. Attendees who register for one event receive a
complimentary pass to the other event. This is done primarily for
tracking purposes - to see which event people are primarily interested
in.

Monday will be available for projects to have developer summits.
Information about this will go out to various Foundation-wide mailing
lists in the next 2 weeks, once we know how many of these events we
have space for.

The focus/theme of the event will be innovation. Projects in the
incubator, or recently graduated, will be particularly encouraged to
bring their content to the event. More established projects will, of
course, also be welcomed, but are encouraged to consider the project
summit route as a possible alternative.

Tighter communication will be established between LF and ASF for the
coming six months, so that fewer things are dropped on the marketing
side of things. On my side, I'll be attempting to include a broader
team into the process. While I will remain the primary point of
contact, I will be more proactively delegating tasks out to a wider
group. I encourage people who are passionate about ApacheCon to
contact me to offer their time to this endeavor.

Ideas were pitched including using Foundation funds to help committers
or PMC members to attend who might not otherwise be able to do so.
These ideas are still very nascent, and will be fleshed out more on
the comdev mailing list before being brought as a proposal to the
board.

15 May 2013

Dissolve the office of Vice President, Conference Planning

 WHEREAS, the board created the office of Vice President,
 Conference Planning, and;

 WHEREAS, the board created an officer's committee to assist
 in the work of Conference Planning, and;

 WHEREAS, the Board of Directors deems it no longer in the best
 interest of the Foundation to continue the office of "Vice
 President, Conference Planning", due to the overly broad scope
 of the office;

 NOW, THEREFORE, BE IT RESOLVED, that Nick Burch is relieved
 and discharged from the duties and responsibilities of Vice
 President, Conference Planning, and

 BE IT FURTHER RESOLVED, that the officers committee to assist
 the work of conference planning be terminated, and

 BE IT FURTHER RESOLVED, that the duties of the Vice President,
 Conference Planning be performed, as appropriate, by the President
 and Vice President, Brand Management, Vice President, Marketing
 and Publicity and the Community Development Project.

 Special Order 7D, Dissolve the office of Vice President, Conference
 Planning, was approved by Unanimous Vote of the directors present.

15 May 2013

NO REPORT

17 Apr 2013

Rename Conference Planning VP and committee to Events Planning

 WHEREAS, the Board of Directors has previously appointed the position
 of Vice President, Conference Planning, to serve at the direction of
 the President;

 WHEREAS, the Board of Directors deems that the name no longer matches
 the main focus of the role, and the main work done by the associated
 officers committee;

 WHEREAS, the Board of Directors deems that the name Events Planning
 would better match and describe the role;

 NOW, THEREFORE, BE IT RESOLVED, that the office of Vice President,
 Conference Planning, be renamed to Vice President, Events Planning,
 to continue to serve at the direction of the President;

 BE IT FURTHER RESOLVED, that the associated Officers Committee for the
 role be likewise renamed.

 Special Order 7G, Rename Conference Planning VP and committee
 to Events Planning, was Tabled.

 AI: Ross discuss future of Concom with VP Concom and Comdev PMC.

17 Apr 2013

Small Events
------------
A BarCamp was held in Bangalore a few weekends ago, which was largely a
success, especially considering it was our first event in India. It is hoped
that more events will happen in the area in future, and that other
organisers can learn from what went well, and less well

Planning continues for a number of US events for later in the year. An email
was sent out to all committers about upcoming BarCamps, from which a few new
volunteers for planned events have been found

Spare mentor capacity exists for when any of these events feel they have
reached the point of needing it.

It seems to be generally felt that the current documentation is holding back
potential small event organisers from reaching the point of requesting
mentors, and means extra mentor work for those rare few who do get there. In
addition, an emphasis on finding supplies and sponsorship for the first
event in an area/of a type has been identified as putting a lot of people
off.

Because of this, the budget proposal for this coming year is a little
different to in the past, as we hope to make it easier for the first event
of a type/location to occur. (The hurdle is the first one). In addition, we
are planning a mixed in-person + online weekend to try to turn the current
incomplete "event in a box" documentation on the wiki into a finalised and
ready-to-use set of instructions on our website. We hope this all combined
will lead to many more small events occurring

ApacheCons
----------
A number of ACNA sponsors were incorrectly given the full attendee list, due
to a mixup at The Open Bastion, which lead to a number of emails going out
to attendees. TOB believe all sponsors have now got rid of the list and
won't use it going forward. TOB have implemented tweaks to prevent this
occurring again, and intend to send out an apology soon.

Final numbers have yet to be produced for ACNA, but are expected soon.

Very little feedback has been received on the discussions + minutes on the
future of ApacheCon meeting from Portland. The plan will therefore be to
produce a new RFP for a producer for Europe, building on the experiences of
ACEU12+ACNA13, hopefully over the next few weeks, and work with TOB on a
future ACNA.

Committee
---------
Several years after first suggested by the board, we are planning to
massively cull the number of lists we have. A plan for what goes where has
been discussed by the committee and approved. We intend to document the new
structure and ask Infra to make the required changes soon

A special order has been submitted to the board to rename the VP position
and associated committee, to better match what the roles are (and aren't!)
covered by them.

Following discussions, several people who helped with ACEU12 and ACNA13 have
been approached to see if they have the cycles+interest in joining the
committee

20 Mar 2013

Small Events
------------
We'll hopefully be announcing an event in Bangalore in a day or so. This
will be a CloudStack heavy, but by no means exclusive one day BarCamp.

The Boston BarCamp is gathering momentum, aimed for May. We have a good mix
of new blood and old hands involved!

DC and New York are expected to have events after Boston, hopefully sharing
a great deal of experience and advice.

There has also been some discussion from this around support for small
events, both advice and physical stuff. The "Event In A Box" really needs
some work to finish off and publish.

In addition, people in other areas of the world expressed an interest in
doing a small event at ApacheCon, but none of them have piped up on-list yet.

Committee Structure
-------------------
No new committee members have been added this month. There are possibly a
few we should look at adding, once someone has a chance to compare the
planners@ and apachecon-discuss@ posts in the run-up to ApacheCon with the
committee list, and spot any we've missed...

There has been a general consensus to move to just two lists. This may
involve renaming the committee! Plans for naming the committee, naming the
lists, and what goes where in the move are still open.

Budget planning has just begun.

ApacheCon NA 2013
-----------------
This was generally held to be a success. We didn't get quite as many people
as we'd hoped, but we did have an engaged and interested group there. Final
attendence was about 350, we'll be getting exact numbers and details fairly
soon. Volunteer energy was used for community events, but very little for
the main conference (and if anything people felt too little was used).

Various community events around the conference were tried. Other than the
post-event hackathons (which there was no interest in until 9am the day
after the conference, when suddenly there was lots but it was too late!),
events were ok to amazingly attended, and with sustainable volunteer needs
to pull off. Local engagement wasn't as high as expected though, but ideas
were found for fixing that going forward. A hackathon space during the conf
on the same level was missed, and the difference between Sinsheim and
Portland on this was noticable, so we now know one really is required.

Future ApacheCons
-----------------
A fairly long discussion was held after the conf, with notes taken and
circulated. There hasn't yet been a lot of on-list review + discussions on
this, which may mean people are busy focusing on small events, list re-org
and video+audio.

The meeting did reach two rough decisions, still awaiting list confirmation.
One was that a producer led ACNA under TOB should be done for two more
years, with only minor tweaks (to address a few issues), building on the
knowledge that TOB have gained from Sinsheim and Portland. It was also felt
that there should be another Europe event, but that it had to be producer
led - not community (not) driven. That will need an updating of the ACNA RFP
based on the lessons learnt, then a search for a suitable producer to make
it happen.

20 Feb 2013

Small Events
------------
It looks like there's a critical mass of organisers interested in an event
in Bangalore in late March, especially around CloudStack and GSOC. Once a
venue has been sourced, this can be announced. Depending on the venue, it
might be a pure BarCamp, or a BarCamp with hackathon.

Third Party Branding requests have come in from a few projects, and along
with trademarks we've been advising Subversion about their hackathon.

No other small events are on the horizon, and a few possible ones seem
to have gone quiet lately. We may want to hunt out likely suspects at
ApacheCon and try to persuade them to push ahead with smaller events
in their local areas. Spare mentor capacity currently exists.

Past ApacheCons
---------------
The finances for several past ApacheCons have largely been documented
and finalised this month. Figures for the last two NA ApacheCons have
now gone into SVN, and we've worked with TAC and Operations to handle
the ASF profits vs ASF TAC costs. The figures for ACEU have largely
gone into SVN, we're waiting for one EUR payment to come in from
NewThinking so we can finalise the USD accounts.

ApacheCon NA
------------
ApacheCon NA 2013 is happening in Portland next week. There will be a
BarCamp on the Sunday, Hackathon on the Monday, and community events in the
evenings.

Numbers are apparently looking lower than the last two NA ApacheCons. There
also seems to be less community engagement with the event than the previous
two NA events. Positively, the amount of volunteer energies going into the
event are well down on the previous two NA events, much much lower than EU,
and largely focused on the surrounding community events. Whether the lower
community engagement is linked to the lower volunteer involvement or not is
currently not clear.

Future ApacheCon Discussion
---------------------------
After Portland, no more ApacheCons are currently planned. Both Europe and
this event (along with the producer model) were one-off experiments to try
and find a future path for ApacheCon.

A session (with note taking) is planned for the end of ACNA, to discuss how
well the particular producer led approach worked, in terms of volunteer
energies and community outcomes. This will then be taken back to the list,
and shared especially with those with more experience of previous
ApacheCons, but less involvement in this one. We then need to decide if a
producer led ApacheCon under slightly different rules would work.

(A pure community event has been shown not to work, but a low cost for
committers and speakers event has been shown to, but may not be
possible financially with a producer. Co-locating has been tried a few
times now, and hasn't really seemed to work well. Berlin Buzzwords has
worked amazingly well, but sadly not under our flag...)

Committee
---------
No new members this month. A few people are likely to be approached in
Portland, to sound out their interest in joining

16 Jan 2013

ApacheCon
---------
Things seem to be progressing for ACNA, and volunteer energies needed
at the moment are much much lower than in the past. Volunteers are
mostly focused on the smaller community focused events around
ApacheCon, such as the BarCamp, Hackathon and evening events.

A call for participation in the community events was sent out before
Christmas, and generated a spike of activity that has rather subsided.
Hopefully engagement and interest will pick up again as the event gets
closer, as not all of these surrounding events are fully planned yet.

There has been some discussion around communications of committer
discounts, what speakers need to do, the pmc engagement in the talk
selection etc. Some of this seems just to be people not reading their
emails, which we can't really help. Some others seem to stem from the
producer not fully understanding the differences in communities that
would be in Portland than Sinsheim, despite advice. This can hopefully
be put down to their learning about the ASF, and hopefully didn't have
too much impact.

Finances for ACEU12 are being finalised, and it looks like there was a
small profit as expected, which is provisionally going towards
community events/support at ACNA13.

Finances for ACUS 09-11 have now come in, and we're working with TAC
and the Treasurer on these. (They contain concom and tac merged)

A discussion on the next ApacheCons is provisionally planned for the tail
end of Portland (see apachecon-discuss@ for scope and involvement)

Small Events
------------
Other than small events around ACNA, there are currently no small
events known to be in planning with ConCom support / needing ConCom
support.  There's probably not many spare volunteer cycles to help
with others though, as we're hoping to do quite a lot of community
events around ACNA.

Committee
---------
Following clarification of how we add new committee members in the new
committee setup, three new volunteers were invited. Two confirmed they
still wanted to join, and we're pleased to welcome Justin Mclean
<jmclean> and Donald Harbison <dpharbison>

19 Dec 2012

Committee
---------
We are *STILL* waiting for confirmation of the process to add new members to
the committee under the new structure. Could someone please confirm what
that is? Only we have several new people we'd like to add, in if only we
knew how....

ApacheCon NA
------------
All speakers have now been notified, only slightly late, announcements have
gone out (thanks Sally!), and a full conference schedule should be published
any minute now.

Committers heavily discounted tickets are still available, until the 31st,
and a reminder will be sent out soon. Speakers have been notified of the
different registration options (company supported for credit, free reg, free
reg + shared hotel), which will hopefully allow all speakers to attend. TAC
kindly delayed the deadline to allow confirmed speakers to apply for help,
so hopefully speakers for whom travel costs were an issue will also be
supported.

We're planning on having a BarCamp on the Sunday before, hackathon on the
Monday, community events in the evenings, and project-specific hackathons
after. Emails about this are being drafted, and wiki pages created, emails
to pmcs about getting involved should be out soon.

ApacheCon Europe
----------------
Our main contact at NewThinking has been unavailable for a few weeks, but
we're expecting the final accounting to be sorted fairly soon once they're
back.

Plans for future events are largely on-hold until after ACNA, as we want to
review how the RFP + producer led event works before deciding on anything.
Everyone is clear though on not doing another one of the same format!

Other Events
------------
There was a meetup in Sydney last week to discuss a future BarCamp there.
Current thinking is that the Apache part of BarCampApacheSydney is
problematic for the local tech community (causes more confusion than the
advantages of the brand), so it's expected to be an Apache-heavy but
non-branded BarCamp. Provisional plan is for the Australian winter.

We haven't heard any more from anyone interested in running any of the other
small events that were discussed at ACEU. We'll probably try a push to get
some people interested in the new year, along with some info when we contact
committers about getting involved in ACNA.

The third Apache Asia Roadshow was held a few days ago, no report has been
received from them yet but we're hoping to include that in the January
report.

The process of approving third party events has been clarified, and the
documentation tweaked. Hopefully now that everyone knows that anyone on the
committee can take on the role of initial review + shepherding, we'll have
fewer problems with dropped balls.

21 Nov 2012 [Nick Burch / Brett]

ApacheCon Europe
----------------
A full report on the conference was sent last week. The short summary is
that it was a success, sold out, but not the type of conference that was
originally planned, and the model shouldn't be repeated.

We believe we made a small profit on the event, the exact amount should be
clear soon when we finish sorting out the various small last minute
expenses. NewThinking are still waiting on a number of sponsors to pay, a
balancing credit should come from them once that is completed.

Slides were captured from almost all sessions, and Nour is leading the
process to get them online and tagged/associated with sessions. Most
sessions were audio recorded, and another group of volunteers are editing
those for eventual posting to FeatherCast. We're working out a plan with
Infra to host the raw videos (one out of each six sessions) and get them
edited.

ApacheCon North America
-----------------------
ACNA is taking place in Portland in late Feb, being organised by Open
Bastion, following the RFP in the spring. It should involve significantly
lower ASF energies than both ACEU and past ACNAs did, and the producer
seems well aware of our desire to avoid the past problems.

PMCs have been asked to help review content from the CFP, and quite a few
people have kindly agreed to help with this. We are hoping to approach a
few people to provide sign-posting services for TOB to help them get
queries answered by appropriate bits of the ASF. Most of the available
volunteer energies will be directed to organising community events before
/ during / after.

The current outline plan for community events around the conference are:
* Sunday - open barcamp, needs website + venue + locals + maybe sponsors?
* Monday - hackathon, needs wiki
* Tue - Thurs - events 5-7pm + evening, such as barcamp / lightning
talks in hackathon / food space
* Fri/Sat - project events, needs wiki + projects to sign up

We'll need to start planning these community events fairly soon, though
much of the organising won't be needed yet.


There was a lot of discussion at ACEU about the level of support needed to
have a strong community event around ApacheCons. Part of this was felt to
be a lot of support for those speakers who need it, to allow for a wide
range of different communities and speakers to attend, and part of it was
cheap committer tickets for those committers who won't attend many talks
(most committers at ACEU talked and hacked). However, it was known during
the RFP that the current ApacheCon attendee numbers can't support this
level of committer+speaker support. We have agreed to a capped amount of
underwriting for this support with the producer, to allow the discounted
committer tickets to go on sale, and speakers be offered free tickets if
they need it. If ACNA is a success, very little ConCom money will be
needed (but a small amount will be). We can then evaluate how well that
amount of support works before the next one, which will hopefully be
bigger and better able to support the committers and speakers from
attendee registrations.

New People
----------
We're still waiting to hear back from operations@ on the process to add
new committee members with the new structure. Several people who helped
out with ACEU have agreed to help join.

Once we receive the information on the process for adding new committee
members, we'll start the ball rolling to bring the fresh blood in!

Other Events
------------
Following discussions at ApacheCon, it looks like there are a number of
possible future barcamps:
* Sydney
* Bangalore
* New York
* Paris

Those who expressed interests in helping with these have been encouraged
to join the small-events-discuss list and ask for help/advice there.
Hopefully at least some of these possible events will go ahead over the
coming months!

Another Apache Asia Roadshow is being planned for December 13th in
Beijing, with organisers from last year augmented by a few new volunteers.
The date was chosen to dovetail in with the Cloud Computing Summing in
Beijing. Currently, no funds look to be needed to support the event due to
contributions from local sponsors.

17 Oct 2012 [Nick Burch / Jim]

No report was submitted.

19 Sep 2012 [Nick Burch / Jim]

-----------------
ApacheCons
----------
The website for ApacheCon NA 2013 is set to go live early this week, and
the Call For Papers will launch shortly after that. This is slightly later
than planned, but it was felt best to delay things until after the ACEU
notifications and schedules were done.

ACEU continues to trial various processes, website features, ideas etc for
ACNA, with varying levels of pain/success. While this has caused some
notable delays to ACEU things this month, it has led to a lot of bugs
getting fixed / processes getting refined, which should hopefully make
life much slicker and easier for ACNA (expected to be a much larger event)

Notifications to Speakers, Backup Speakers and rejections have been sent
out, and almost all responses received. A few speakers have declined, and
will shortly be replaced by the designated backup speakers, with remaining
backup speakers likely to be called upon nearer the time.

The allocations of sessions to tracks were worked out a few weeks ago, and
used as the basis for track chairs to select the talks they wanted to
include. Now that speaker responses are in, the Schedule for ACEU is set
to be announced early this week.

Following last month's board feedback, we have opted to make the ACEU
event more focused on the community, and trimmed back a few aspects to
reduce the amount of volunteer energies required. As part of this, we
intend to dramatically lower the committers ticket price, to try to draw
more committers along. Details on this are expected to be announced this
week. We've also gained sponsorship to offer heavily discounted student
tickets, and a volunteer has kindly put together a flyer advertising this.
Speakers will be offered a free ticket if they need it. A few speakers are
helping revise the draft speaker information, and we expect to send this
out a few days after the schedule.

Melissa is doing a great job in maintaining the task schedule and todo
list, which is helping reduce (but sadly not eliminate...) the number of
dropped balls and late task completions.

Small Events
------------
No new small events are currently scheduled, or in the planning stages.
There is limited volunteer cycles available to help mentor if volunteers
interested in organising an event were to surface. There's not currently
the cycles available to seek out and encourage new people, but there is
hope that ACEU may cause some to show up.

Committee
---------
No new committee members were added this month, though 3 were added last
month. ACEU has a number of volunteers who hadn't been widely involved in
ConCom before, several of whom may be good candidates for committee
membership in the near future.

There have been some discussions on the number of lists that ConCom
manages. A few people have suggested reducing it to simply two lists, but
some potential snags with this approach have been identified and not yet
resolved. This discussion is expected to continue, and we hope that the
recent list of requirements and background on where the more recent lists
have come from, may allow someone to come up with a new plan which solves
most of the problems.

Progress with the long term TODO list has been virtually non-existent,
with admin/website/etc energies currently focused on ApacheCon instead.

15 Aug 2012 [Nick Burch / Ross]

Small Events
------------
There are no small events currently on the cards, and none being talked
about. There is some spare cycles available to mentor new organisers if some
were to surface and declare an interest. There probably aren't the cycles at
the moment to do outreach though to try to generate new interest.

Third Party Events & Policy
---------------------------
Requests for third party event branding approval continue to come in,
sometimes in advance, sometimes at a later stage... We've also been working
a bit with some Podlings around project branded giveaways, tshirts and the
like. Much of this has been solved with mentor hats on.

There has been some discussions around logos for events, but no conclusion
yet on exactly where the responsibilities lie between ConCom and Trademarks
for this.

A final policy on targeted donations has been drawn up, based on the board's
original recommendations, feedback from ConCom, and the OK of Fundraising.
It awaits promotion to its new home on events.apache.org, along with some
other things, but ApacheCon tasks have got in the way of doing this.

Committee
---------
A good month for new blood! We've voted in Jim Jagielski, Matt Franklin,
Mohammad Nour El-Din and Tim Williams. We've also discussed a few other
possible people, and re-introduced the policy to hold PMC membership votes
on concom-private now that we're opening ConCom up to all interested
committers.

ApacheCon
---------
Most ApacheCon things are being covered in the (at least) weekly reports to
the president. A few brief bits are mentioned here.

For ApacheCon North America, the contract with OpenBastion has been signed,
a holding page with key details has gone up, and Sally + OpenBastion have
worked on announcements / press releases. OpenBastion are working on the
timeline, sponsorship prospectus etc at the moment. The CFP is set to open
on Monday 3rd September, so more activities and the final website are
expected in the coming weeks. OpenBastion are also helping with ACEU, which
is allowing them to try out ideas in advance and see which ones work / don't
work. This will hopefully lead to a better ACNA!

For ApacheCon Europe, the (extended) CFP is set to close in a few hours, and
we currently have an excellent 226 proposals submitted. The planners list
has been setup, with all track chairs (amongst others) subscribed, and
reviewing is in progress. We have hit some teething problems with the new
site (which will also be used for ACNA), so the selection process does risk
slipping a little bit. Currently, the plan is for accepted / rejected /
backup talk notifications to go out on Monday.

Ticket sales for ACEU were set to open last Monday, and ticket prices were
finalised based on the quote for production assistance. Unfortunately,
assumptions about EU VAT status turned out just to be that, and the planned
process for ticket sales + sponsorship collection fell through. Daily calls
are in place to work on this issue (and a few other critical ones), and we
hope to have something in place to allow us to start accepting payments late
this week, in a way where we'll be able to claim VAT back from the venue /
food / etc bills.

Melissa and Steve are currently working on a timeline and key dates. When
that is in place, it should be easier for people who aren't following all of
apachecon-discuss, concom, concom-private and planners to work out what
tasks need doing, and which ones they might have the cycles to help with.
(Previous ways of asking for volunteers have met with mixed success)


The two different ways of doing ApacheCon continues to be a learning
experience (one with a sponsored venue, one with a traditional producer and
hotel). We have very clearly learnt not to try another conference on the
model of ACEU, no matter how many people suggest beforehand that it'd be a
great idea... We shall see in 6 months time how well the "give the producer
most of the control and responsibilities" option works out as an alternate
model!

Ross: Things are happening very quickly and there are still many things up in the air. There are volunteers but they cannot do everything that needs to be done. Jim: There is a lack of documentation (master plan) detailing everything that needs to be done. This should be a separate task for the organizer. Nick: Most everything is now planned to be done by the organizer, executive assistant, or track chairs. Ross: Recommend a very short time line for the organization task to be completed. Noirin: Need to balance the experience of the old guard concom with the enthusiasm of the new folks. Concerned about the short time left to promote the conference and get sponsors and attendees. Doug: There are risks to Apache if we continue and have a failed conference. But the board is not going to step in now and tell concom what to do. Nick: All contracts are either checked into svn or on the concom list.

25 Jul 2012 [Nick Burch / Ross]

Small Events
------------
A number of projects held events at OSCON last week, which from the
feedback received so far were well received. We'll hopefully have more
for next month on this. Thanks to all those who were involved in running
the various parts of it!

There are currently no known cross-project small events in the planning
stages, and none on the horizon either. We hope that activity will pick
up later in the summer. A number of project specific events are in
progress, but these haven't required much in the way of ConCom support
(though it has been offered).

There have been a few queries recently about branding / logos /
giveaways for smaller events that don't have direct ConCom involvement,
such as small project events and project booths at conferences. It's not
currently clear where the responsibilities lie between Trademarks and
ConCom for this sort of thing. We have proposed something to clarify
this, we're waiting to hear back from Trademarks on it.

A draft policy on direct sponsorship for small events has been drawn up,
based on the feedback from the board, fundraising and discussions on the
mailing list. It's expect we'll vote on this fairly soon, and once
approved will be posted on events.apache.org (hopefully along with some
of the surrounding advice for event organisers)

ApacheCon North America
-----------------------
OpenBastion signed the contract with the hotel in Portland for the 24th
February - 2nd March 2013, with the main conference 26th-28th February.
Steve from OpenBastion has worked with Sally to get an announcement out
about this.

Nick and Steve have worked to put up basic details on all the likely
websites, and a holding page with key details is available on the final
site, http://na.apachecon.com/. A full site is expected over the next
month, and the CFP is set to open on the 3rd of September.

The proposed contract with OpenBastion has been tweaked following
feedback from a number of committee members, and the legal committee.
Assuming no unexpected snags, we expect to sign the final version this
week. In the mean time, OpenBastion continue to work on the contract,
and engage with the community.

ApacheCon Europe
----------------
The Call For Papers opened last week, and was announced along with the
website by Sally and at OSCON. The CFP is currently set to end on the
3rd of August, but may be extended if we feel there's need, and if we
feel we can compress the review/selection progress. The aim is currently
to have the sessions chosen+announced by mid August, and the final
schedule published shortly after. Details of the reviewing process, both
for track chairs and for interested volunteers, should be available
within a week. (We're awaiting confirmation from Eldarion of the exact
process, but it expected to be very similar to the PyCon one)

A site visit is planned for this Thursday, 27th July. A number of
questions have been put together which are to be answered during this
visit. Amongst this will be confirmation of details around the venue
layout and rooms, which will allow finalising of the tracks, and the
catering, which is needed to finalise the ticket costs.

The aim is for early bird ticket sales to being on Monday 6th August.
There are a number of gaps in the budget spreadsheet which need to be
filled in before the ticket prices can be finalised, but it is expected
that the missing details for this will be found during/just after the
site visit. (The prices are needed a few days in advance of this, so
they can be fed into the website and the ticketing system)

At the moment, the bulk of the discussions and planning remains on the
public apachecon-discuss list. An attempt is being made to keep things
public and open for as long as possible, but it's anticipated that a
private planners list will be needed fairly soon. Each proposed track
nominated one or two track chairs, who will make up much of the planners
list, along with ConCom volunteers, OpenBastion and the EA.

Sally has come up with an interesting plan for sponsorship, which
promises to be simple, easy to organise/arrange, and feed well into
potential joint ACEU/ACNA sponsorship. This would have the advantage of
not needing such a large sponsor co-ordinator volunteer, who thus far
hasn't been found. (ACNA sponsorship responsibility lies with the
producer, so needs confirming with them before it could be announced)

The plan is for OpenBastion to take on many of the supporting/organising
roles for the event, supported by volunteers and the EA where
appropriate / available. This should provide a chance to try out ideas
before ACNA, for OpenBastion to learn more about the community, as well
as to minimise dropped balls / problems / etc. A contract for this is
expected shortly after the ACNA one, but it is intended that they'll be
looking after the website, registration/ticketing, publicity, on-site,
and helping with sponsorship and speaker admin.

After the site visit, and with the OpenBastion contract, it is expected
that all of "Sally's Questions" on the event will be fully answered.
(Many of the questions are already answered, or partially answered
pending these details).

Over the next month, the key tasks to be completed (by a mixture of
volunteers, OpenBastion and Melissa) are:
* Site Visit, get answers to lots of outstanding questions
* Finish budget, finalise ticket prices
* Open ticket sales
* Review submissions, select talks
* Draft schedule
* Finalise sponsorship plan, follow up on existing leads

Committee
---------
Jim Jagielski has expressed an interest in getting more involved in
ConCom, and a vote is underway. Matt Franklin is a new volunteer this
month, helping out with OSCON, we hope he enjoyed the experience enough
to stick around for future events!

ACEU activities are now progressing apace, but perhaps not fast enough to make it a success. The assignment of OpenBastion for some ACEU tasks appears to be a surprise for many folks. The board needs more insight into the production of ACEU. Perhaps weekly reports and request Nick's attendance at the next board meeting. Surprisingly, OpenBastion has apparently signed a hotel contract but no contract with ASF. Need to have more dialog on the concom list instead of private discussion.

20 Jun 2012 [Nick Burch / Ross]

Small Events
------------
The DC BarCamp was held towards the end of May, and was our first small
event in the region. Attendance was lighter than expected, possibly not
helped by the stunning weather that weekend. However, everyone who came
was very engaged, and the event was very productive with lots of
excellent sessions.

One thing that came out of the DC BarCamp was that those who hadn't
been to a BarCamp before didn't know enough about how good the event would
be in advance, so struggled to encourage others to attend. All those in the
future events session felt this BarCamp had been excellent, and they wished
they'd known in advance how good it would be so they could have persuaded
more people to come along. It seems we need to provide more general
information for potential attendees of any Apache BarCamp, including
hopefully some interviews with past attendees. There was a lot of
enthusiasm for this idea, and several volunteers to help with the content
and interviews, so hopefully we'll see something come out of this in the
coming months.

The 2nd Spanish Apache BarCamp is believed to be progressing with planning.
No other small events are currently known to be in progress. There should
be spare mentor cycles ready for future events, especially into the autumn,
for when people express an interest in starting an event.

We have received the feedback from the board around targeted donations
for small events. There was some concern that the proposed rules might be too
strict, but not universally. We can hopefully finalise things before the
next meeting, and post some information on the events.apache.org site
about both the targeted donations rules, and sponsorship information for
organisers generally.

General
-------
The Committee TODO List continues to have quite a few items on it. The
high priority things are generally getting done, but at the expense of
lower priority items such as tidying up organisers documentation and moving
it to the new site.

After a somewhat worrying pause, new volunteer energy has been found for
the Apache space at OSCON. Projects who submitted ideas for sessions on
the Monday and Tuesday will hopefully be contacted shortly to confirm
things, and start getting the word out. It looks like we have quite a few
volunteers to help with things on the ground, and thanks to new blood also
hopefully enough organising energies in advance.

ApacheCon Europe
----------------
Discussions, ideas and volunteer energy continues on the public
apachecon-discuss list. People are gaining experience in what sort of
calls to action work out best, after the odd false start. Work has begun
by volunteers to put together information on the local area of the venue,
such as where people can look at staying, where to go in the evenings for
food/drinks etc.

After some discussions, it has been decided to finalise the track list
before the CFP opens, to hopefully avoid some issues which have affected past
ApacheCon CFPs. Several track suggestions were received on the public list,
and these are now being formally collated. All PMCs have now been asked
to submit their ideas for tracks, ideally often in conjunction with other
related projects, and IPMC mentors have been asked to include their
podlings as appropriate. Based on this, we can hopefully open the CFP
in early July. Assuming no snags, if we hit the CFP opening in early July
we will be a few weeks behind the ideal schedule, but hopefully not
disastrously late.

Once the CFP is open, we can then concentrate on things like the website,
finalising ticket details etc. We are looking at bringing OpenBastion in
to help with some of the tasks that volunteers tend not to enjoy / tend not
to fit well with variable volunteer energy. This offers the chance for
OpenBastion to learn how we work, try out ideas for ApacheCon North America
in advance etc. Once the ACNA contract is sorted, we will decide on this
and sort out a contract with an appropriate party. In the mean time,
OpenBastion are kindly helping out already.

ApacheCon North America
-----------------------
A draft contract has been received, and no major objections spotted. The
draft contract is missing a few bits, once we have the a version with these
present we will forward it to legal for review. The producer expects to be
able to announce the final dates shortly, but the last week in Feb is looking
very likely barring unexpected issues. Sally is in the loop on this, and we
can hopefully do an announcement jointly for the ApacheCon NA dates and
the ApacheCon EU CFP + dates reminder.

Volunteers interested in ApacheCon NA are being encouraged to get involved
(often remotely) in ACEU, to try out ideas, see what works (and what doesn't),
help new people come up to speed on the communities etc. This seems to
be largely working, at least so far, and is helping to shape the plans
for ACNA.

There are concerns about ApacheCon EU.

16 May 2012 [Nick Burch / Greg]

Small Events
------------
The DC BarCamp is this coming weekend, and everything looks on track for
this. We'll be able to give a report next month, along with hopefully some
idea of how (if at all) it could help grow more east coast events.

The DC BarCamp has raised some questions around how sponsorship for small
events is collected and bills paid. Specifically, for an event that have
money contributed rather than having sponsors pay for specific line items
directly, and for when there is either no local company available to take in
sponsorship money or where the sponsors would rather not send it to a very
small company. I believe Greg will be raising this for discussion. In case
it helps, general thoughts on small event sponsorship styles are at:
<http://mail-archives.apache.org/mod_mbox/www-small-events-discuss/201202.mb
ox/%3C4F3A3CAB.9050100@apache.org%3E>

There was a local meetup (cross project) in the Netherlands, which seemed to
go well. Hopefully there will be more of these. We wish them luck, and
encourage other areas with a high density of committers to think about it
too.

An announcement to PMCs about getting involved in OSCON has been sent out.
We'll reach out to committers in a little bit (pitching the same thing, but
in a slightly different way). We aim to get projects signed up to use the
space on the Monday and Tuesday, for things like introductory hackathons and
talks, along with perhaps some detailed hackathons before/after. Projects
and Committers intersted should fill out the survey at
<http://s.apache.org/OSCON12> to let us know.

ApacheCon
---------
The vote on the ApacheCon NA 2013 RFP concluded, and the OpenBastion
proposal was accepted. OpenBastion have circulated a list of possible dates
to the apachecon-discuss list for review, and we expect that they'll confirm
the dates (roughly Feb 2013, perhaps give or take a week) soon. They're
currently drawing up a contract, which we'll review (with help from legal)
later this month.

In addition to ApacheCon NA 2013, we'll also be having an ApacheCon Europe
in late 2012. We now have a confirmed venue booking at the SAP supported
venue, the Rhein-Neckar-Arena in Sinsheim. SAP have kindly agreed to sponsor
us for the venue hire (including tech and staff), as well as some money
towards catering. (We'll be looking to other sponsors too though, it's not
an exclusive sponsorship deal). Discussions on the format of the event (how
many one day vs multiday tracks, small vs big tracks etc) are underway on
the apachecon-discuss list. We encourage anyone interested in either event
to join the list and get involved!

We expect to have more details on both events sorted in the coming month,
and possibly also some basic website details. For now, the apachecon
homepage has been updated to offer some simple information, thanks to infra
for making the vhost and dns tweaks for this.

18 Apr 2012 [Nick Burch / Shane]

Late, short report, apologies from Nick for this.

Small Events
------------
There have been discussions about the 2nd BarCamp Apache in Spain, targeted
for late September. There was some debate about the idea of charging a small
ticket fee, which was largely resolved as being OK if the local conditions
meant it was needed. We hope that the experiences from this event can better
inform future organisers on the pluses and minuses of a small fee.
Otherwise, we all look forward to a good BarCamp!

Some committers in the Netherlands have decided to start organising small
local evening events on a ~monthly basis, in a somewhat similar way to the
existing Berlin get-togethers. We wish them luck, and encourage other areas
with a high density of committers to think about it too.

The OSCON schedule has been announced, with Apache talks included. We intend
to reach out to projects soon (especially those projects with talks, but not
only) about hackathons and talks on the Monday and Tuesday before, when we
have space. We'll also ask about helping on the booth, and possible Apache
crash space.
Planning for the DC BarCamp in about a month is proceeding well.

General
-------
We've setup a TOOD list, for non-immediate admin/organising tasks at
<http://wiki.apache.org/concom-planning/ConComTODO>. We've been less good
about completing them though...

ApacheCon
---------
For ApacheCon NA, a series of questions and concerns were put to the single
RFP bidder, based on discussions and feedback from the RFP proposal. We've
had the answers back from these, discussed them a bit more, and we think
we're close to being ready to hold a vote. If that passes, we'll still need
to work out a contract, for which we may well reach out to some likely
suspects for advice. Thanks to the information from Sam, we now know how to
get the legal checks we need for it too.

21 Mar 2012 [Nick Burch / Bertrand]

Small Events
------------
A "BarCamp" was held over two days in Colombo, Sri Lanka, at the end of
February. There was a lot more interest than expected, with numbers limited to
200 on the first day, 100 on the 2nd. The large numbers meant the format of the
event was changed last minute, to more Roadshow style one. This had a mixed
effect, which was discussed with the organisers by Nick and Ross. Everyone who
attended seemed to find it interesting and useful, and there was a lot of
energy, especially on the 1st day (lots of students / recent graduates). We
hope to see more events, big and small from these organisers in the future.

Work on the DC BarCamp for May is continuing nicely. Lots of good questions are
being asked on the organisers list, some of which have been re-posted in a
general form to the small events discuss list. After the event, it may make
sense to collect up some more of these to share. Signup and the website will go
live shortly.

There was some discussion on a http related hackathon, with two proposals
floated. This has gone back to the relevant PMCs for more discussion.

No other possible small events are known about, but we may well try to tag
another call-to-action for local events on with one of the bigger
announcements, to see if that helps.

Logos for small events are now on the new site (see below), which should
hopefully make it easier for people to find and create their small event logos.
We've also helped with the foundation site logos section.

We need to make a push on the events at OSCON this coming month.

Third Party Events
------------------
We reached out to Lucid about Lucene Revolution, and worked with them to tweak
things to match the TPEBP, and they're now approved.

CamelOne was approved recently under the TPEBP, after lots of hard work by a
number of people, from ConCom and the PMC.

Based on the CamelOne experience, it seems like a few small changes to
the Third Party Event Branding Policy (TPEBP) are warranted, we'll
look at these this month.

ApacheCon
---------
The RFP for ApacheCon NA has closed, and one response was received.
We're in the process of drawing up a list of questions and concerns,
which we'll put to the proposer, and we'll vote once we have their
responses.

If we do accept, we'll need some legal help with the contract. We would
appreciate advice on the correct procedure to go about getting this?

(A decision on the first phase of ACEU12 approval is in progress, we'll aim to
update this before the board report with the outcome)

Budget
------
The committee has discussed the budget requirements for the upcoming
year. We're awaiting feedback on one point before submitting.

Committee
---------
No new committee members this month.

After only 13 years, we have finally decided to have our own website!
http://events.apache.org/ has been setup to provide a single location for our
policies and information, as well as a canonical URL (+site if needed) for
events. Some things have been moved over already, others still need to follow
(and our information is widely spread...). We aim to tackle most of the
migrations in the next week or so.

The ApacheCon and events.apache.org related tasks have used all available admin
energy this month, so no progress was made on committee structure.

AI Sam follow up with specific advice on how to get legal help

15 Feb 2012 [Nick Burch / Jim]

Small Events
------------
There will be a two day BarCamp in Colombo, Sri Lanka on the 26th and 27th
Feb. Nick and Ross are offering mentoring, and will be speaking.

TrafficServer and HTTPD are interested in a hackathon/meetup, we've answered
their initial questions on how it works and what support is available, we
expect to hear more from them soon.

Tim Williams is continuing with the planning for a BarCamp in DC

We've done some work on the wiki pages which describe the support available
and steps needed for small events, based on the feedback from the above two
events, but we know more work is needed on them.

Third Party Events
------------------
We've OK'd an HBase event for May, a Cassandra Europe one for late March,
and Hadoop Summit for June. A request was received for a Camel event, but
we've asked for some clarifications / tweaks to better fit the current
policy, and solve some PMC raised issues. In future though, for this sort of
thing, we'll aim for ConCom to raise the problems, rather than the PMC.

The Camel conference has highlighted a couple of areas of the policy that
might want tweaking, we'll aim to review+vote on those this coming month.

The CFP for OSCON closed, but due to mailing list moderation problems the
reminder email from Sally was delayed until after the deadline. We'll reach
out to PMCs about events on the Monday and Tuesday, and in the evenings
nearer the time. Noirin is looking into possible crash+hack space for us,
with a view to providing somewhere cheap to stay for Apache committers
without company funding who wish to attend.

ApacheCon
---------
The ApacheCon NA RFP opened on the 23rd of January, and runs for 45 days,
until the 8th of March. So far, a few of the producers who had expressed
interest have declined, but we believe the remainder are still interested
and are working on their bids.

Discussions on the Europe event continue, and we hope to be able to announce
something shortly. The aim is to announce the date, and invite those
interested in helping to sign up to the planners list, just as soon as the
venue booking is confirmed.

Committee
---------
No new committee members this month.

24 Jan 2012 [Nick Burch / Brett]

General
-------
Our announcement about the OSCON CFP was thwarted by the message not being
moderated through in time. (Everyone on concom@ got the cc'd copy, which is
one of the reasons why we didn't notice the problem in time...) This is a
shame, but we think at least some Apache talks were submitted anyway.

We have received a few third party event requests, all of which have seemed
fine in theory, but all of which are awaiting a few more bits of information
before approval can be granted.

Small Events
------------
The planned Knocktree Retreat won't be going ahead, as there weren't enough
people interested in attending on any of the weekends the venue is
available.

There was a feeling that a Retreat style event should be tried during the
week, but the venue used in the past isn't able to support this. No suitable
alternate venues have been found, and there doesn't seem that much volunteer
energy to drive it (largely due to the failure to attract people for the
planned weekend one)

On a more positive note, a DC event is in the planning.

ApacheCon
---------
We're still waiting to hear back from SAP on which week in late 2012 we can
have, and linked to that which exact conference centre + space we've got.
(This is the process of turning our outline approval into a specific space
on a specific date). Christmas seems to have got in the way of the approval
process.

A few areas of the RFP have generated lots of discussion, but we think we've
now finished. We're hoping to open the RFP this week, once the new list to
capture submissions is open and people are subscribed

*Update 23rd Jan* The RFP has now opened

Committee
---------
No new committee members have been added this month, and there are not
currently any in the pipeline.

Planning for the future of the committee has taken a backseat to the RFP,
but with any luck should be tackled this coming month

21 Dec 2011 [Nick Burch / Roy]

General
-------
We've had fruitful discussions with O'Reilly about OSCON. On the speaker
side, we will be running "virtual tracks", where we highlight and
signpost Apache related talks within the overall schedule. We'll also be
encouraging Apache committers to submit to the CFP (due in a week or
two), to help drive Apache content at OSCON.

Alongside this, we've been allocated a room on the Monday and Tuesday,
in which we hope to run community events. The outline plan is a mixture
of themed hackathons, fast feather style talks on new projects and
longer talks on existing ones. We'll also hopefully do hackathons and
community events alongside the main tracks, but likely offsite. Ross and
Noirin in particular have agreed to help drive this, and we'll likely
seek more volunteers + firm up the plan in the new year.

Cloudera agreed to the changes recommended by legal-internal, and so
we've signed the renewal MOU. The signed copy is in
/foundation/Contracts/

The speed of getting bills paid is causing some surprise for people who
have paid for conference related things (eg the Asia Roadshow or
ApacheCon Recorders). We are hopeful that recent board@ discussions on
other bills is a sign this is already in hand.

Small Events
------------
We held our 2nd BarCampApache in Sydney on the 10th of December.
Attendance was down on last year, but good sessions were had by those
who did come. A very helpful brainstorming session on future events was
held, and we hope this will lead to more small events, and a much bigger
BarCamp next year.

There have been discussions on a small-ish event in the DC area,
provisionally planned for early next year. Venues are being
investigated, and we expect a firm plan and a wider call for volunteers
once the space is identified. Provisional planning has begun for
another Irish retreat. Initial interest indicates there may not be
enough people who can make another weekend event, so we may need to look
at another venue (the one used in the past is only available on
weekends). This has also spawned discussion on another round of outreach
to PMCs and Committers around small event interest, which may well be
used to influence the retreat planning.

No other future small events are currently known about.

ApacheCon
---------
We're waiting to hear back from our potential host on which week in late 2012
we can have, and linked to that which exact conference centre + space we've
got. (This is the process of turning our outline approval into a
specific space on a specific date). Once that is all confirmed, we'll
internally announce the details and ask for volunteers (previously self
identified and others) to join the planners list and kick things off.

Work on the RFP has continued since ApacheCon, and we think we're still
on track to open the process in early January.

At this time, we believe we have captured all the MUST and MUST NOT
requirements we received from the board. (This is alongside the concom
gathered requirements and areas for producer innovation). However, it's
entirely possible that we've missed one of the board requirements, or
mis-understood one. We'd therefore encourage board members to review the
current draft, and give feedback if they feel we've missed anything. The
draft is available in:
https://svn.apache.org/repos/private/foundation/Events/RFP_2011

Committee
---------
No new committee members have been added this month, and there are not
currently any in the pipeline.

Planning for the future of the committee has taken a backseat to the RFP
and the Sydney BarCamp. Once the RFP is out, we hope to be able to
produce a plan that supports volunteers interested in putting on smaller
events, welcomes new ones, and avoids the impression of not welcome new
people. (This will need to also support the required interactions with
external third parties, which is currently mixed in with volunteer
events)

16 Nov 2011 [Nick Burch / Greg]

General
-------
Nick attended the second half of the in-person board meeting last week, and
delivered a partial report there. There was lots of discussion, and quite a
bit of concrete suggestion and guidance on the future of ApacheCon given.
(More on this later)

The board (and later concom discussions) encouraged ConCom to continue the
work with external conferences, which was piloted with GotoCon. From this,
Nick and Sally have a call on Friday with O'Reilly about possible
collaborations at OSCON.

Feedback was received from legal (via Larry) about the Cloudera MOU, and
we've fed back to Cloudera to ask for a couple more tweaks. Also with this
were some suggested wording tweaks to the Third Party event branding policy,
which we've accepted and updated the policy with.

We've also slightly tweaked the Third Party event branding policy to make it
clearer that events must not only be vendor neutral, but also easily seen by
everyone to be neutral.

Small Events
------------
The BarCamp in Seville was briefly covered in the last report, but we now
have more details. For those who didn't attend the lightning talk on it, the
attendance was our highest yet for a BarCampApache, and can hopefully go
higher in future. Nick and Ross held discussions with Carlos about what went
well / what was hard about organising the event, and we're hoping that
Carlos will be able to help improve the documentation and guidance for
future events.

The Apache Asia Roadshow was held this month, and was a big success. The
organisers provided a report to members@ on the event.

We held two BarCamps in Vancouver, one at the hotel on the Tuesday before
the conference, and one externally on the Saturday after. The in-conference
one was our best in-conference one yet, and it seems that the improvements
suggested after last year (lunch, next door to the hackathon, announce in
advance etc) worked well.

BarCampApacheSydney has been announced, at ApacheCon and online, for
Saturday 10th December. Nick, Brett, Ari and Kazu are driving forward with
this.

ApacheCon also produced lots of discussions on other future small events. We
hope that this will translate into planning activity on the small events
list, and hopefully we'll be able to announce several new events in the next
month.

ApacheCon NA 11
---------------
The producer is on holiday this week, so we don't yet have final numbers for
attendees. We hope to be able to provide that, along with outline figures
next month. Rough numbers are expected to be about the 450 mark. Meetups,
lightning talks and the hackathon all seemed well attended, though the
meetups generally seemed to be conference attendees only.

The conference seemed to go well, especially thanks to the efforts of Sally,
the planners, the speakers and the TAC reps. Speaker and Planner
hotels/expenses/etc seemed to work much better this time, anyone with any
outstanding issues around hotel costs or reg fees should contact the
planners list.

Cliff and Rich did a stunning job with getting recorders, working with TAC
to record sessions, and posting the audio online. We hope this will help
with educating and expanding the community, through easier access to and use
of the conference materials by those not present. The 5 recorders purchased
have been distributed based on expected upcoming events. 2 are with Melissa
ready to post to the next NA event, 1 is with Nick in Europe, and 2 with
Brett ready for BarCampApacheSydney. We expect to bring these two back to
Europe afterwards, ready for small events in the spring.

Slides and Audio have been posted to Lanyrd, and we've asked speakers to
review/check/correct these. At some point soon, volunteers (probably Nick...)
will archive the current ApacheCon site, so we have a record for posterity.

The Future of ApacheCon
-----------------------
This was debated at length before and during the conference. Following
discussions and feedback from the board, a session was held on the Tuesday
evening to discuss the plans and the RFP.

During these discussions, a large number of requirements from past events
were agreed as being "up for grabs". The conclusions were generally that we
should focus our requirements on a few key areas, and leave the bulk of
things up to the producer (decisions as well as responsibilities). Once the
remaining key areas were agreed, this led to a initial drafting process, led
largely by Issac, Danese and Cliff, with input from both those at the event
and those remote. The draft document still needs some more work, but we
would encourage those board members who haven't already offered feedback to
do so now.

The plan is for the RFP draft to be worked on over the coming month, with
Nick responsible for nailing down the final form in that time. We hope to
present the final version at the December board meeting for approval. Our
intention is to then make any last tweaks (if required by the board), wait
out the Christmas period, and then start the CFP just into the new year.

Work has also begun on an internal, ASF private document to capture the
review and approval process that'll be used to judge submissions.


An outline announcement for ApacheCon EU 2012 was made at ApacheCon, along
with the plan to have the next ApacheCon NA in 2013. A pleasing number of
people volunteered to help with ACEU.

Nick is in discussions with Paul Gotez (Apache Committer, and main on the
ground SAP contact) on finalising the venue and dates for ACEU12. Once those
are confirmed, we'll seek to sign up volunteers to help with the planning
and organising, as well as confirm what additional support we'll need
(beyond that provided by the SAP facilities/events team)

Committee
---------
The structure of the committee was discussed with the board, along with at
other events. Several people who have previously organised small events were
asked about joining the committee, but the bulk declined, typically citing
the history (or "baggage") of concom as a reason. Following board feedback
and advice, it's intended to provide something for the December board
meeting to tackle this.

Report deferred as it was not received in time for adequate review.

26 Oct 2011 [Nick Burch / Larry]

General
-------
We held an Apache track at GotoCon in Amsterdam last week, as an experiment
in colocating with an event to deliver entry level material and outreach.
This seemed to work quite well, both from an organising and speaking
perspective, and from a "getting the word out about Apache and our projects"
one. At a suitable conference, this would seem worth trying again in the
future. We expect to do some work with ComDev at ApacheCon to help reduce
the amount of volunteer effort required to let this sort of event happen,
which may make it easier to do. (It's not a suitable replacement for
ApacheCon though)

We've had an initial request from Cloudera to renew their MOU for use of the
Hadoop mark for conferences. A problem was spotted, and they've gone off to
update one clause. We expect to be asking legal for a review of the new one
shortly.

Otherwise on the third party event branding front, we're currently reviewing
two applications, and considering a slight wording tweak.

Small Events
------------
A hackathon was held on in Amsterdam last weekend, after GotoCon. The Rave
project had got heavily behind this, and found the event very very useful.
No other projects had pushed it, so committers from other projects that attended
mostly just ended up learning about and working on Rave! It showed that
getting one or two "seed" projects involved in these local hackathons is
important to making them a success - simply having enough local committers
isn't enough on its own. ConCom is grateful to Trifork, the GotoCon
organisers, for supplying the room and a lovely lunch!

The BarCamp in Serville was the week before, and went well.
Things are on track for the Apache Asia Roadshow in Shanghai in a week's
time. The budget has come in lower than originally requested, which is good,
and signup numbers are looking excellent.

After a worrying period of silence, things are moving quickly with the
post-ApacheCon BarCampApacheVancouver. A venue has been found, the local
organisers are active, key people have been invited, and we hope to formally
announce shortly.

The possible 2nd BarCampApacheSydney had been stalling for lack of a good
venue (despite lots of investigations by the local organiser Kazuyuki Kono).
Thanks to a fortuitous beer at GotoCon however, we think we may now have a
sponsored venue in the city. If this pans out, we could be ready to kick off
organising and announcements in earnest in a week or so.

No other BarCamps are currently planned.

ApacheCon NA 11
---------------
ApacheCon in Vancouver is approaching worryingly rapidly. Registration
figures are looking good (but not amazing) compared to previous years.

Otherwise, things are progressing in an OK fashion, but at a much much higher
level of volunteer energy than should be being required. The number of
things being dropped by the producer is worryingly high. Sally and the
planners are either doing these, or poking the producer until they are done
(whichever is easier), but it is only our shared desire for an excellent
conference that is making us take on this extra work. The only silver lining
is that it's giving us plenty of things to ensure are done better by a
planner at any future ApacheCon....

Several projects have signed up for meetups, but there is space for more!

ConCom is immensely grateful to Sally for all the work she is putting in on
ApacheCon.

Future ApacheCons
-----------------
The discussions on the future of ApacheCon have started, but not gone very
far owing to Vancouver taking most people's time. We expect to have lots of
useful discussions in Vancouver, and we hope this will then feed into
fruitful debate and discovery on the mailing list.

Nick and Sally intend to raise the proposed outline plans at the board F2F
in Vancouver, doubtless to the delight of everyone...

Committee
---------
No changes this month. A number of committers and members have privately
expressed interest in helping with a future ApacheCon in Germany at SAP.
Assuming we get the board nod, and approve a plan, this is likely to result
in bringing these people (and others) onto the committee as well as that
event's planners list.

21 Sep 2011 [Nick Burch / Roy]

General
-------
An anti harassment policy for concom organised events was approved and
published. The producers approved a proposed policy for ApacheCon (which was
similar but not the same), and this has now been published. Progress on the
2nd version of the policy to cover additional forms of harassment (the
policy concentrates most on the problems we know we have had, but not all
kinds) has stalled. A champion to drive this is probably needed.

A one day Apache track (with 5 Apache selected and related talks) will take
place at GotoCon in Amsterdam in about a month. We'll review how well Apache
organised tracks, aiming more at users, co-located with external events
work after this. We also have a 1 day hackathon afterwards, signup so far
has been a little disappointing, so this will likely be a small event
(though fun for those there!)

We expect to approve the final proposal for the "Apache Asia Roadshow" in
Shanghai in October soon (currently pending an updated submission based on
feedback from the committee). Several experienced members are kindly
mentoring and helping the local Chinese committers with this, and the Subversion
PMC is looking to co-locate something with this.

More work has been done on the archive apachecon site, and some talk slides
have been added. We hope to add more soon too. We are waiting on infra for a
few bits relating to this site though (INFRA-3931)

BarCamps
--------
BarCampApacheOxford was 1.5 weeks ago, and went well. Around 60 people
attended, and lots of excellent sessions were held. Local sponsorship ended
up covering all of the costs. Two committers who are hoping to run local
barcamps took part in the organising and attended, and we hope to hear more
about their own events soon.

BarCampApacheSpain in Serville (Sevilla) is about a month away, and
progressing nicely.

Things progress with a planned BarCampApache on the Saturday after
ApacheCon. The local organisers have met several times, and we're just
waiting on a confirmed venue before announcing signup. The ApacheCon
planners have discussed rooms for the hackathon and Tuesday in-conference
BarCamp, which is now largely sorted.

Ari continues to look for possible venues for a 2nd BarCampApacheSydney (the
lovely spot used last year isn't alas an option)

No other BarCamps are currently planned. Robert is looking into a possible
Bradford one for next year though.

ApacheCon NA 11
---------------
Registration stood at just under 300 at the last report from the producer
(including committers and speakers), which apparently compares fine to past
years.

The rooms for meetup spaces have been largely confirmed, and we hope to
announce meetup signups to PMCs soon. Submissions for the Fast Feather Track
are still being sought, and we may be able to add additional spots for this
if we get enough good proposals.

Nick and Sally have had several discussions (including one in person) to
discuss ApacheCon, and met with the producer for two hours to discuss
progress and problems. Once we get meetup signups announced, and a talk for
the current single gap confirmed, we look good for the ASF task list. The
list of producer tasks needed was confirmed. Some have now been done, others
are expected soon, and Sally is driving the process of ensuring they get
done. Lots of positive things came from the meeting too.

Future ApacheCons
-----------------

Discussions have begun on the apachecon-discuss list about two possible
future ApacheCons with very different formats. One would be a producer
driven event in a typical conference hotel, much like past ones, and the key
questions here revolve around what the producer would do/not do, and what
we'd do. The other would be a more community style event, in a SAP
conference venue with the venue costs covered by SAP sponsorship.

We don't expect to have anything ready for approval for several months,
especially on the former. We would encourage any board members with
experience and/or interest to join in the discussions.

Committee
---------
No changes this month. An email was sent to members@ about a number of
foundation committees (including ConCom) about a month ago, but no new
volunteers stepped forward. We may look at encouraging some of the likely
possible new people over beers in Vancouver!

17 Aug 2011 [Nick Burch / Roy]

General
-------
We have created a 2nd public list, small-events-discuss@ to complement
apachecon-discuss@, which have been announced and listed on the website. We
hope these will allow us to widen participation in planning and organising
events, drawing in new blood and widening our number of events.

Discussions on our event anti-harassment policy peaked in late July and have
now wound down, so a vote on the draft policy is underway. The ApacheCon
policy is also being reviewed, and we hope to approve and announce both
shortly.

We held a CFP for our one day track at GotoCon in Amsterdam, selected talks
and notified successful+unsuccessful speakers. We are also running a small
community event on the Saturday to which all committers have been invited.
We expect to use the new small events list to help plan this further. So
far, the process of working on a small track at an external event (aiming at
outreach to developers) is going well.

Sally and Justin are working with some of our Chinese based committers for
the Shanghai "Apache Asia Roadshow" in late October, which now has a CFP.

Gav has kindly been helping to tidy up many of our old and un-used lists.

The calendar <http://community.apache.org/calendars/conferences.html>
has been updated with a listing (alongside the existing grid view), and
queries around it clarified.

ApacheCon NA11
--------------
The producer has been busy at another conference for the last fortnight, so
things are a little behind. Sally has a list of things we need from SCP, and
has kindly been driving this forward to ensure it gets done. She also has a
list of the things we need to do (relating to our responsibilities over the
schedule/selection/etc), and will be ensuring we do our part as soon as
things are unblocked!

Sally has been doing great work with sorting out the keynotes, announcing
things as confirmed, and generally keeping things moving PR and non. Several
people have volunteered to help with the organising as Track Chairs, and
they will likely be reaching out to fill backup speaker gaps soon (as
needed).

The signup for Fast Feather Track is open, and committers reminded about the
$300 signup rate deadline.

BarCamps
--------
BarCampApacheOxford is in just under a month, and preparations are going
well. Our trainee organisers continue to both learn and do much of the work,
which is pleasing. Local sponsors have been approached, and discussions
around larger ones has flipped back to concom@. We hope that we'll be able
to get people from the OOo podling along to both learn and share.

BarCampApacheSpain in Serville (Sevilla) is about 2 months away and
progressing nicely. A venue has been secured, publicity is underway and
local sponsors have been engaged. Work continues on the design for the
t-shirt.

Things are looking very hopeful for a BarCampApache in Vancouver the day
after ApacheCon. Nick and Ross are working with the BarCamp community in
Vancouver, and they seem confident we'll be able to announce shortly.

Ari is looking into venues for a possible 2nd BarCampApacheSydney

Future ApacheCons
-----------------
Now we have announced the two new discuss lists, we hope to shortly kick off
discussions soon on the future of ApacheCon. The aim is to seek advice and
input on a possible call for producers, assuming we could produce
requirements that would both satisfy the board and be workable. This process
is expected to take several months, and we would welcome input from the
board on shaping this as the process progresses.

Discussions continue with a potential host of a low cost, community run
style ApacheCon (still). Once we hear about that one way or another, we can
either start discussing how it'd work, or where we might host such a beast
instead.

Committee
---------
No changes this month. An email was sent to members@ about a number of
foundation committees (including ConCom), and we hope with that and the new
public lists we'll be able to draw in new blood

Larry asked what the future holds for ApacheCon or other conference events. The consensus currently is for the conference committee to hold more, smaller events than ApacheCon.

20 Jul 2011 [Nick Burch / ]

General
-------
We approved one external event under the third party branding policy, and
clarified that another didn't need it.

We were approached about an event in Beijing in early October, but the close
proximity to the planned roadshow event in Shanghai meant we declined. The
roadshow isn't confirmed yet, but Justin's mentoring them and we hope
they'll be ready to get the final ok and announce soon.

We are planning to put on a single day Apache track at GotoCon in Amsterdam
in October, and hopefully host a BarCamp or Hackathon the day after. We'll
announce this plus the CFP for this shortly, once it's confirmed what space
and volunteers we have for the Saturday part.

Work continues on the old ApacheCon sites archive. We're almost there...

There were discussions on funding ASF presenters at third party events,
which concluded that this wasn't ConCom's role. Organisers, however, were
considered our role (see BarCamps)

ApacheCon NA 11
---------------
Things are progressing, though more items on the ASF task spreadsheet are
red (overdue) than one would ideally like...

The schedule is up, all speakers notified, all unsuccessful submitters
have been given the bad news, but not all track backup speakers have yet
been identified and told (some have). We're likely to reach out to some
likely suspects to fill the roster of track chairs shortly. The next big
thing then is PR related, helping speakers and track chairs get the word
out. (Sally has kicked this off for a few of the tracks already)

All speakers who asked for help with travel costs are being covered by the
producer. TAC is aware of this.

Registration numbers are I'm told doing ok compared to other years.

BarCamps
--------
Nick and Ross have been speaking with a potential local organiser of a
BarCampApache on the Saturday after ApacheCon in Vancouver. The idea is to
run an internal facing BarCamp on the Tuesday, and an external facing one
off-site on the Saturday. Zak is trying to round up enough local organisers
for this (we have mentors and funding, just boots on the ground we're
waiting on!)

We may have a BarCampApache in Amsterdam on the 15th of October, after
GotoCon, Arje is talking to other committers in the area to see if we have
enough volunteers to let this happen. If not, we'll just do a hackathon or
similar.

Organising continues for BarCampApacheOxford in September. Our trainee
organisers are helping out a lot, especially on putting together
documentation. After a vote, one organiser was approved to have their travel
cost to attend covered, and one was previously covered by external
sponsorship. Otherwise organising is on track.

We expect to hear more about the provisionally approved BarCampApache's in
Pune, Nuevo Hambourgo and Cairo after Oxford.

Future ApacheCons
-----------------
The current ApacheCon has taken more volunteer effort this month than
planned for, so things haven't proceeded as much as hoped.

Discussions on what public lists we should have, and what should be
discussed where are nearly complete. Once that's complete, we'll be emailing
committers@ to let them know what lists exist, and inviting them to join
those that interest them. We'll then kick off discussions on what we would
need from a commercial producer if we were to do another commercially
produced conference.

We're still waiting on a potential host of a low cost, community run style
ApacheCon. Discussions and investigations are happening there. Once we hear
about that one way or another, we can either start discussing how it'd work,
or where we might host such a beast instead.

Committee
---------
No changes at this time.

AI: Jim to follow up with concom on volunteer vs contract work

15 Jun 2011

Change the Conference Planning Chair

    WHEREAS, the Board of Directors heretofore appointed Noirin
    Plunkett to the office of Vice President, Conference
    Planning, and

    WHEREAS, the Board of Directors is in receipt of the resignation
    of Noirin Plunkett from the office of Vice President, Conference
    Planning, and

    WHEREAS, the members of the Conference Planning Committee have
    chosen by vote to recommend Nick Burch as the successor to
    the post;

    NOW, THEREFORE, BE IT RESOLVED, that Noirin Plunkett is relieved
    and discharged from the duties and responsibilities of the
    office of Vice President, Conference Planning, and

    BE IT FURTHER RESOLVED, that Nick Burch be and hereby is
    appointed to the office of Vice President, Conference Planning,
    to serve in accordance with and subject to the direction of the
    Board of Directors and the Bylaws of the Foundation until death,
    resignation, retirement, removal or disqualification, or until a
    successor is appointed.

 Resolution 7E was approved unanimously by roll call vote.

15 Jun 2011 [Noirin Plunkett]

General
-------
There has been lots of discussions this month about the Third Party Event
Branding policy. We now have a published events calendar, a section in the
policy about date clashes, a section on how to apply, and committee guidance +
example emails for implementing it.

One event has been approved under the policy, and we're expecting applications
from two more shortly.

A discussion is also on-going about what lists we should have, and how much we
can push to public lists. Once this has completed, we'll better document what
should go where, and then do a push to get more people involved through
subscribing to lists of interest to them.

ApacheCon NA11
--------------
All selected speakers have now been notified, and most have accepted.  Backup
speakers should be being contacted shortly where needed. Some announcements
have gone out from/about accepted talks. The provisional schedule should be
posted shortly.

The speaker selection/notification/acceptance/declining process hasn't been as
smooth as hoped, partly because not all the required management features were
delivered from crowdvine in time. Shared Google Docs has come to the rescue
here, and the planners have done some great work making sure not too many balls
were dropped... Going from a selected list of talks to accepted speakers has
taken more volunteer energy than hoped though, which is something to be aware
of for the future.

Otherwise we seem to be currently slight ahead of where we've been in past
years.

BarCamps
--------
BarCampApacheSpain has been approved for Seville for Saturday 8th October, and
announcements should go out soon (when the organisers are ready)

BarCampApacheOxford is aiming to officially open signups this Wednesday (the
event is in September). Several potential future BarCamp organisers have joined
the organisers list to help and learn.

Discussions are on-going about potentially funding future BarCampApache
organisers to attend Oxford to learn from the process. Sally has kindly agreed
to fund one of the three applicants, and it's expected that the decision on
concom funding for the other two will happen shortly.

No other BarCamps are currently on the horizon.

Future ApacheCons
-----------------
No progress has been made on deciding what we might want from a producer for a
potential NA12 commercial event, and it's unlikely we'll do anything until the
lists are all sorted.

We're waiting to hear back from a potential European venue about a possible
community (non-commercial) conference. Once we hear about that, we can either
start discussing how it'd work, or where we might host such an event instead.
Private discussions with committers at Berlin Buzzwords shows there's strong
volunteer energy in running such an event in Europe though, which is positive.

Committee
---------
A vote on the new VP was held, and the only candidate (Nick Burch) was
approved.

Once we sort out what lists we'll be running, and announce them, we'll
hopefully get quite a few more committers involved. At that point we may
well propose some new people for committee membership.

19 May 2011 [Noirin Plunkett]

Knockree Retreat
----------------
Around 30 committers came out to Ireland last weekend. The BarCamp part went
well, with lots of interesting sessions, and several projects got plenty of
coding done. Thanks to the volunteers who helped with the driving and the
organising, and also to Alfresco for the beer!

While everyone at the event seemed to enjoy it, and everyone quizzed agreed it
was a good event, signup numbers were lower than hoped. The format seems to
work well for those who come, but we're going to need to look into how we
advertise / explain this style of event.

ApacheCon NA11
--------------
The CFP has closed, and a provisional schedule with 5 tracks was worked out at
the retreat (with assistance from anyone who stayed near the main table too
long!). The schedule was then discussed on the planners list, and has now been
passed to the producer. Notifications should be going out shortly, though
talks selected as the backup session for a track may not be notified for a
bit longer (depending on if a first choice speaker declines).

Cloudera have announced Hadoop World, produced under a MOU for the use of the
brand. Unfortunately, this clashes with ApacheCon, and the MOU lacked a clause
preventing this. The guidelines have been updated for future conferences, and
Sally has kindly been working with Cloudera to try to make the best of the
situation. We do still have a strong set of Hadoop talks from non-Cloudera PMC
members.

BarCamps
--------
A BarCampApache in Oxford for September has been approved. As part of this, it
is planned that a few new organisers from outside Oxford will join the team,
be mentored through the process, and attend. This should increase the pool of
available organisers to help spread the geographic reach of our BarCamps. An
announcement to committers about how to take part in this, and a general
reminder about organising events, should go out shortly.

Several people have come forward interested in running a BarCampApache in
their home town, but none are yet quite ready. Mentors have been found for
these potential organisers.

Ross, Nick and Sally have been in discussions with a possible local organiser
for a post-ApacheCon BarCamp in Vancouver.

Other Events
------------
Jimmy Ling is working with several others to put together a proposal for
another Asian RoadShow, likely for August. There are some outstanding
questions on the format and location before it can be approved.

Future ApacheCons
-----------------
There was lots of discussions in Knockree about possible future models for
ApacheCon. Several people have agreed to start investigating the options for a
community (non-commercial) event in Europe. We need to come up with a better
idea of what we'd want for a commercial one before we can sound out possible
producers to work with to come up with an alternate model. It's unlikely that
we'll have anything to bring to the board for at least a few months though

Committee
---------
I have enjoyed chairing this committee for the last two year; however, it's now
time for a new VP. Nominations were open for two weeks; three candidates were
nominated, but two turned down their nominations. A vote on the remaining
candidate is ongoing.

Roy would like to see total ASF cost including TAC and cost per attendee reported at the conclusion of each concom event.

20 Apr 2011 [Noirin Shirley]

The CFP is currently open for ApacheCon NA'11. Although we're ahead of
where we have been in other years, the schedule remains tenuous. Of
particular concern, elements that I thought had been cleared up on my call
with the producer appear not to have been - apparent already are the lack
of reports and issues around program selection.

We do have volunteers to work on the program selection, but we still need
to figure out the technical details - I had understood on the call that
the mechanism was already in place and it was just a matter of adding
appropriate ACLs. This appears to have been a misunderstanding.

I've brought these issues up, and hopefully we can sort them out sooner
than later.

OSCON have come onboard as a Community Partner of ApacheCon. They will tag
all Apache-related sessions and provide a single jump-off point with
information about those sessions on their website. They are also amenable
to providing space for Apache groups to meet onsite, particularly on the
Sunday before the conference. In return, we will provide promotion for
OSCON on the ApacheCon site, in our emails and via social media.

Things are going well for the Retreat. We have fewer signups than last
year, but still a month to go. We're also significantly less likely to
have no-shows this year, as people are buying tickets (paying for their
food) ahead of time.

Once again thanks to the EA for her help with Retreat logistics - two TAC
attendees will be joining us!

Nick's work to ensure archive copies of previous ApacheCon sites are
available and served from our infrastructure is well underway - huge kudos
on what is a mammoth task!

Several proposals in various states of readiness have been floated on the
ConCom list for BarCamps, as well as for alternate types of events. No
significant progress has been made, but it's heartening to see things
starting to stir again--spring has finally sprung!

16 Mar 2011 [Noirin Shirley]

The CFP for ApacheCon NA 2011 has opened. We have had volunteers to help with
ApacheCon, filling many of the previously-defined roles that the planning team
requires - unfortunately, without either the promised plan from the producer,
or clear visibility into what *is* happening, it's very difficult to translate
that volunteer energy into action.

Attempts to open a bid process for future ApacheCons have been unproductive.
This is due to lack of input from the committee as to what we want future
events to look like - without this input, it seems like a waste of time to ask
the EA for assistance in scoping out the actual process, formal requirements
etc.  The role for ConCom going forward seems uncertain, with few clear
opinions or volunteers.

Nick Burch is working to ensure archive copies of previous ApacheCon sites
are available and served from our infrastructure.

The draft Events Branding Policy has been voted on and ratified as official -
many thanks to Shane for pushing this through. We hope that this will make
things both clearer and fairer for third parties wanting to run events focused
on our projects.

The Hadoop World MOU has been updated to reflect these policies, and I expect
it to be signed by both parties in the next week or so. Many thanks to Karen
Sandler and Marc Miller for their assistance with the updates required.

Many thanks to the EA for assistance with the Retreat so far. TAC applications
have been received, and ticket sales have opened - with 18 tickets sold at time
of writing.

16 Feb 2011 [Noirin Shirley]

No report was received.

Action item: Jim is everything ok?

19 Jan 2011 [Noirin Shirley]

No written report was submitted. Planning is underway for the ApacheCon in Vancouver later this year.

15 Dec 2010 [Noirin Shirley]

Barcamp Apache Sydney went well. In the end, we had around 60 people sign up,
and about 45 attend on the day. However, it did seem to be the right 45, as
almost everyone spoke at least once, and we had some excellent sessions and
discussions!

Cost wise, we did better than expected on sponsorship, and the slightly lower
than planned numbers also helped. This means the concom expense is likely
to only be $1500, well down from the original approved amount of $2400. (The
exact cost will depend on the exchange rate when we do the balancing payment
between the ASF and ish, who kindly helped out with processing the AUD
donations and expenses)

Plans for another Apache Retreat in Ireland are underway, although no formal
proposal has been received yet.

Basis Technology are planning to run a "Solr and Text Analytics" conference soon,
and have been in contact with ConCom about use of marks.

There has been no further progress on an event in Brazil - previous plans in
this area have fallen down on lack of local involvement/support, so we have not
chased these opportunities.

17 Nov 2010 [Noirin Shirley]

No written report was provided. There was interest expressed at ApacheCon Atlanta for conferences to be held in Brazil and Sri Lanka.

20 Oct 2010 [Noirin Shirley]

ApacheCon North America, Atlanta 2010
==============================
Registration continues, and numbers are comparable to last year. Meetups,
key signing, BarCamp etc are beginning to come together, and look like
everything will be in good shape at the event.

Apache Retreat Hursley
==================
27 attendees, from Europe and the US, made it to Hursley for a weekend Retreat
in September. The Apache Subversion and Apache Tuscany projects got
particularly involved, with several representatives present, and some in-depth
discussions were reported that helped resolve issues within the projects.

One suggestion coming out of the Retreat was to engage PMCs/core community
members early, to help projects get critical mass at such events, to get
maximum benefit.

The cost per attendee, to the Foundation, was not at a level we would like to
see from future events - however, this was always going to be an experimental
endeavour, and did come in under budget.

Where next?
==========
Discussions on the future of Apache events are ongoing. Noirin and Sally were
to draw up an RFP for future conference-style events, but work on ApacheCon
has delayed this. Hopefully it will be possible to do this at ApacheCon, with
the intention of giving our current producer a "first option", and soliciting
alternative proposals in the new year.

In order to ensure some degree of continuity, for our community and for the
conference, ConCom request that the board sanction a single-year extension of
our current contract for an event in North America in 2012. This has been
added to the agenda, #11 B.

22 Sep 2010 [Noirin Shirley ]

[verbal report] Starting to ramp up activities around ApacheCon Atlanta. Will follow up with Edd Dumbill regarding Apache track at OSCON.

18 Aug 2010 [Noirin Shirley]

ApacheCon North America, Atlanta 2010
=====================================

Registration is now open, and we're working out some of the glitches in
the website.

Noirin has signed the contract addendum, and will get it into SVN as
soon as possible!

Apache Retreat Hursley
======================

Work continues on the Retreat, and several committers have registered.
The timing with regard to the board meeting is unfortunate, but we still
expect a great event.

Other news
==========

The Apache Dev House will not be held as originally planned, because of
the clash with the board meeting :-)

Noirin has some productive decisions with the OSCON team while in
Portland, and hopes to provide a report to ConCom soon.

Approved by general consent.

21 Jul 2010 [Noirin Shirley / Doug]

ApacheCon North America, Atlanta 2010
=====================================

All speakers have been informed of the status of their proposals. It's becoming
clear that some proposals were lost in the ether, but we've been working to fit
in those that we're aware of.

Registration is still not open - Charel assures us that this will be done very
soon, and Noirin and Tony are working furiously to get all the talks into and
scheduled in the CMS.

Apache Retreat Hursley
======================

ConCom has agreed to underwrite a proposal for the Apache Retreat Hursley, to
be held at IBM's Clubhouse near Southampton in August. The budget is estimated
at approx $9kUSD, with a target audience of 40 attendees.

Registration is now open for the Retreat, and TAC applications are being
accepted.

We're awaiting an invoice from the IBM Clubhouse to cover the deposit on
accommodation, and costs for bedding etc. Other costs will be settled after the
event.

There was some discussion about the name of the event, but the ultimate
decision was that the Retreat name should remain for this event.

Other news
==========

Sally brought back a great report from MEAOSS - it's obvious that there's local
interest in Open Source and Apache, but not yet clear exactly what help/support
we can and should provide.

Cloudera have informed us of their intention, under our MOU, to hold Hadoop
World in October this year.

Riptano and Rackspace are organising a Cassandra Summit in August. Jonathan
Ellis has agreed to provide oversight in his role as PMC chair.

There has been some discussion of whether we should continue to participate in
Open World Forum in future years. This has not yet been resolved.

The ConCom list is now open to all committers. We haven't yet told committers
about this, but it's a change in policy that was first mooted at the Apache
Retreat in April.

In the spirit of Greg's original proposal for the Apache Retreat, the first
Apache Dev House will be held in Zurich, the weekend of September 11th/12th.
There are no expectations for this event!

There has been a suggestion that ConCom consider working with OSCON to provide
Apache content in a structured manner. Noirin is working on getting all the
right introductions and finding out what's possible, and will report back to
the committee shortly.

Several directors expressed concern about $225/person+TAC costs for an individual meeting, such is not sustainable.

Noirin clarified that they are experimenting with alternatives as there is no ApacheCon Europe; costs are running well under budget.

Noirin will take this into consideration for future events.

16 Jun 2010 [Noirin Shirley / Doug]

ApacheCon North America, Atlanta 2010
==============================

Track organizers are still working to inform all speakers of the status of
their proposals. We aim to have all tracks finalized in the next week or so.

Tutorial selection is complete, and Charel is working with Cvent to ensure that
tutorial registration is a better experience than it has previously been. The
new tutorial registration system is not yet ready, but we're hoping it will be
up shortly.

Other news
==========

Sally is currently at MEAOSS Forum (our first venture onto the African
continent, to the best of my knowledge!), representing ConCom and the ASF.
Three cheers for Sally, who is presenting *three* sessions at the conference
("About the ASF", "Apache in the Cloud", and "Making Money with Open Source
Software") - a great show!

The ASF has been recognised as a community partner for TransferSummit UK, to be
held next week in Oxford. This is not an official ASF event, but several
members and committers will be present(ing).

ConCom has agreed to underwrite a proposal for the Apache Asia Roadshow 2010,
to be held in Shanghai, in August. The budget is estimated at approx $12kUSD,
with a target audience of 400. It's gratifying to see how the investment,
particularly of time/energy, in China has blossomed - the organizers of the
current proposal are all local members/committers.

ConCom has received a proposal to host a second Apache Retreat at IBM's
facility in Hursley, UK, in September. At the time of writing, the vote has
just opened. The budget is estimated at approx $8kUSD.

We received two requests to participate in a Spanish-language event in Ecuador,
but volunteers were unavailable at the short notice we received.

General discussion as to whether full cost recovery was expected by smaller events such as Retreats, and the consensus was that no, these events are not expected to be zero-sum.

19 May 2010 [Noirin Shirley / Geir]

ApacheCon North America, Atlanta 2010
==============================
Sally has stepped up to fill the Programming Lead position, and has done a
fantastic job of getting things back on track. Communication has improved
immensely, and a small CFP is now open, focused on the selected tracks and
themes.

Tutorial selection is almost complete, and Rich, Noirin and Charel will work
with Cvent to ensure that tutorial registration is a better experience than
it has previously been.

Other news
==========
Emmanuel Lecharny has spearheaded our involvement in the Open World Forum
(Paris, October 2010). This looks like it will be a much better experience on
both sides than last year.

Nick Burch, Brett Porter and Aristedes Maniatis have stepped up to run an
Apache BarCamp in Sydney, provisionally in December. They're currently
working on finding a suitable venue.

The London Java Unconference organisers will run their second event in
London, June 26th, in association with the ASF. Several local members and
committers plan to be in attendance, and the organisers hope to give the
London Java community a sense of the wide variety of interesting projects
hosted at Apache.

Lucid Imagination have been given permission to use the name "Lucene
Revolution" for an event in Boston, September 2010. This is a for-profit
event, and there has been no objection from the Lucene PMC.

Noirin clarified that the "off track" that was recovered from was a combination of Bill stepping down as Programming Lead, and retreat.

21 Apr 2010 [Noirin Shirley / Jim]

Apache Retreat, Ireland 2010
=======================
32 people attended the Apache Retreat in Wicklow, over the weekend of April
9-12.

Danese and Nick Burch put together an excellent BarCamp on Saturday and
Sunday - although participation was a little slow to begin with, people soon
got the hang of things and seemed to enjoy the unconference format.

The venue was also conducive to smaller discussions, which several people
seemed to find productive, and the excellent weather was enjoyed by all!

Transport to the venue was not as simple as it could have been - the initial
plans to organise a shuttle bus fell through because of lack of time on the
part of the planners.

The internet connectivity was also problematic, although the hostel staff
were very willing to help where possible, including opening ports as
requested and performing regular reboots of the DSL router! Some attendees
felt the intermittent connectivity improved the very participatory nature of
the event, but it is certainly something that should be looked at for future
events of this kind.

ApacheCon North America, Atlanta 2010
==============================
In conjunction with the PR themes for the ASF this year, three themes have
been chosen for ApacheCon NA in Atlanta: Innovation, Servers, Cloud.

Twelve track-days have been proposed and selected by both PMCs and cross-PMC
groups, but communication with the track organisers has been delayed by the
resignation of the Programming Lead, and the timing of the Apache Retreat.

We are still on a reasonable schedule, and ahead of where we've been in
previous years, but work is required to ensure that the communication
difficulties of last year are not repeated.

Other news
==========
Apache Lucene EuroCon will be held in Prague from 18-21st May. This event is
not organised by ConCom, but net proceeds will be donated to the Apache
Software Foundation.

In discussion at the Apache Retreat, it became clear that the original
reasons to restrict ConCom work to members-only are no longer wholly
relevant. We anticipate inviting committers to get involved shortly, once
the immediate communication issues are better resolved.

17 Mar 2010 [Noirin Shirley / Brian]

No report recieved. Brian to follow up

17 Feb 2010 [Noirin Shirley / Roy]

Apache Roadshow Asia 2009 (Nov. 28-29 (Beijing); Dec 3-5 (Colombo))
========================================================
Beijing report included in Jan board report.

Sri Lanka report:
In order to develop and improve the community of Sri Lankan contributors to
Apache, the local community of contributors, along with the Sri Lankan Free and
Open Source Software (FOSS) community organised part of the
Apache Asia Roadshow 2009.

On December 3rd and 4th there were 12 sessions that covered various ASF
projects, mainly conducted by local committers. There was also a panel
discussion on the 4th about "Impact of Apache on Asia and Asia on Apache".

December 5th included a special invitation-only gathering and
"unconference", allowing speakers and audience to meet, mingle, and
exchange ideas in an informal environment.

Apache Retreat, Ireland 2010
=======================
Registration continues to climb, along with local interest. The hostel are
looking forward to welcoming us, and have been helpful in making arrangements
so far.

ApacheCon North America, Atlanta 2010
==============================
A planning team has been assembled for this conference, and we're getting
started on pulling together a great event!

Other events
==========
The TrafficServer and httpd projects held a successful hackathon & meetup on
January 25 & 26th at the Google Campus.

The proposed Berlin event will no longer be held under an Apache banner.
Various issues arose, and the short deadlines required to pull off the
event meant that they could not be resolved to mutual satisfaction.

20 Jan 2010 [Noirin Shirley / Brian]

Apache Roadshow Asia 2009 (Nov. 28-29 (Beijing); Dec 4-6 (Colombo))
========================================================
No report was received from the Colombo team, despite requesting same in
December.

The Beijing team reported a successful event, with huge thanks to key
people "on the ground" (particularly Peter Cheng, Xiao Feng, and Robert).
Intel's support was also greatly appreciated. The team did report
difficulties with co-ordination between the two events, and found that the
lack of a dedicated co-ordinator keeping things in sync made for several
small-but-significant hassles.

Apache Retreat, Ireland 2010
=======================
Registration continues to climb slowly. Noirin and Colm have both been
travelling since the beginning of the year, but we're still planning to
publicly announce the BarCamp in January, and do another registration
push before the end of the month.

Other events
==========
The TrafficServer and httpd projects are holding a hackathon & meetup on
January 25 & 26th at the Google Campus. This event is supported by Google,
and presented at no cost to attendees or to the Foundation.

Simon Willnauer and Isabel Drost are planning a Hadoop-focused event in
Berlin in May. ConCom is currently discussing support for this event, and
may seek funds from the board next month to do this. Several issues with
the ConCom Supported Events policy have come to light in this process, but
the organising team have been patient with ConCom as we work things out!

Memorandum of Understanding with Cloudera
====================================
The Memorandum of Understanding between the Apache Software Foundation and
Cloudera with regard to Hadoop World has been signed by both parties. We
plan to renegotiate within a year, with the aim of ensuring this agreement
falls in line with the Trademark Policy currently being developed at the
Foundation.

Justin suggested faxing to the ASF # vs fighting scanners.

Noirin indicated that she tried to make it clear to SCP that there are no plans for an ApacheCon in Europe this year, and has not asked anyone to look at venues on behalf of ConCom/the ASF.

16 Dec 2009 [Noirin Shirley / Roy]

ApacheCon US 2009 (2-6 November)
==============================
This was a great event!

We had approximately 750 attendees overall, including about 250 Meetup
attendees.

The Mayor of Oakland declared November 4th to be Apache Software
Foundation Day, and the Governor of California sent his
congratulations and thanks for our work over the last ten years.

Apache Roadshow Asia 2009 (Nov. 28-29 (Beijing); Dec 4-6 (Colombo))
========================================================
Both events were successful, more details in next month's report

Apache Retreat, Ireland 2010
=======================
Registration and publicity are proceeding at a slow but steady rate.
Noirin has been co-ordinating with local BarCamp folk, and we'll
announce the BarCamp publicly in January. A further registration
push will follow at that time.

Other events
==========
Various people are interested in running local events in 2010:
-Bruno Borges, Ross Gardler and Danese Cooper are interested in
holding an Apache Track at FISL, June 2010 in Brazil
-Noirin Shirley, Emmanuel Lecharny and Bertrand Delacretaz are working
with the Open World Forum organisers to provide Apache-related content
at the OWF in September 2010, Paris. The exact format has yet to be
determined.
-Simon Willnauer and Isabel Drost are interested in holding an Apache
event in Berlin, dates TBD. This may be pushed to 2011, depending on
what other events go on in Europe in 2010.
-Ross Gardler & others are interested in holding an Apache event in
the UK in June/July 2010, to be co-ordinated with OSWatch's annual
conference
-The TrafficServer and httpd projects are planning on doing a
hackathon & meetup on January 26th at the Yahoo Campus. This event is
planned to be entirely developer focused, and no ConCom assistance has
been requested.

18 Nov 2009 [Nóirín Shirley / Jim]

 - Apache Roadshow Asia 2009 is transitioning from planning to execution
   with a great deal of activity around web/wiki sites, press, registration,
   etc.  Communications are happening on the planners-2009-asia internal
   mailing list and an update will be provided for the December report.

 - ApacheCon US 2009 is a wrap, summary will be in the December report.

 - Apache Retreat, Wicklow IE, registration continues to gather steam.

 - Additional activity around new gatherings was fostered during AC/Oakland
   and these proposals will be appearing on the board report as the event
   teams are assembled with interest in creating each of these meetups/events.
   Breaking news will be on the primary ApacheCon wiki
   http://wiki.apache.org/apachecon/

21 Oct 2009 [Noirin Shirley / Geir]

ApacheCon US 2009 News (2-6 November)
----------------------------------------------------

* Registration continues apace, PR is going well.

* The conference now has two platinum sponsors, Microsoft and Thawte.


ApacheMeetUp/BarCampApache Asia 2009 (Nov. 28-29 (Beijing); Dec 4-6 (Colombo))
----------------------------------------------------

* Dates have now been fixed for the events, and budget secured from the board.

* Charel will work as producer for the Beijing event, Sanjiva will
 co-ordinate all arrangements in Colombo.

* Justin and Greg have booked tickets for Beijing and Colombo.

* Awaiting draft contract from Charel for producing Beijing event.

* Sanjiva has organized a team of local volunteers in Colombo led by
 Sagara Gunathunga (committer on WS).

* Colombo team has posted a draft schedule and location information.

Apache Retreat, Ireland 2010
----------------------------------------------------

* No news since last report


Other
----------------------------------------------------

* A question was raised about extending the ACUS committer rate to
 non-committer TAC attendees. The producer had been given the
 impression that TAC attendees would be committers, but only half of
 them are. This has been resolved for the current conference, but TAC
 need to negotiate an agreement for future conferences.

23 Sep 2009 [Noirin Shirley / Brett]


Status report for the Apache Conference Planning Project (September 2009)


ApacheCon US 2009 News (2-6 November)
----------------------------------------------------

* Early bird registration is now closed. Registration is looking good, but
 we're still hoping to do more work on PR

* Based on contributions to this event over the past 6 months, that list of
 7 subsidized planners is Noirin, Shane, Bill, Sally, Jean-Frederick, Jukka
 and Ross

* We are in the last lap on tutorials; whatever tutorials aren't filled on
 or about the 1st of October will be canceled.


ApacheMeetUp/BarCampApache Asia 2009 (Late Nov/Early Dec 2009)
----------------------------------------------------

Location: Beijing, China and Colombo, Sri Lanka
Date: Nov. 28-29 (Beijing); Dec 4-6 (Colombo)
Organizers/ConCom reps: Justin, Sanjiva, Xiao-Feng

This is a follow-on to last year's BarCamp in Beijing that we conducted.

The event will be a travelling road show.  One day of talks and one day
of BarCamp in Beijing.  Two days of talks and one day of BarCamp in
Colombo.  We will focus primarily on local speakers and developers.

Our goal is to encourage local Apache committers to get together and
interact with other local community members who are interested in open
source. While we'll publicize to the best of our ability, the goal is
really to connect local folks.

In Beijing, we have space available at either a local university or
Intel's Beijing office (where we had the BarCamp last year).  The
current preference is to return to Intel's office.  In Beijing, we have
some other volunteers besides Xiao-Feng assisting - including Peter
Cheng who was instrumental in helping out at last year's Beijing event.
Peter has suggested combining forces with "OpenSourceCon" and producing
a joint 2-day event.  The structure would still be roughly the same, but
there may be an additional 1/2 day of talks.  We are pretty close to
finalizing the structure for Beijing.

At this time, organization in Colombo is not yet as advanced as Beijing.
However, given Sanjiva's past experience with events in the area, Justin
is optimistic that it will all pull together just in time.  =)  Sanjiva
has committed to finding some local space in Colombo.  We are optimistic
that we will find a venue at little to no-cost soon.


Apache Retreat, Ireland 2010
----------------------------------------------------

* Signup is now open for the Apache Retreat, Knockree Youth Hostel, for the
weekend of 9th-12th April. Several committers have registered, but further
publicity is currently on hold to be coordinated with ApacheCon publicity.


Other
----------------------------------------------------

* Discussions are ongoing about what we want to do in Europe in 2010, and
 what kind of support we might need for those events. Currently, it looks
 like the Apache Retreat for committers, plus a potential second event along
 more traditional lines for users/developers.

* SCP has expressed an interest in working with the ASF in Europe in 2010.

* ConCom has requested a budget of 30kUSD for the financial year to April
 2010. This will cover the costs of the Apache Retreat in Ireland, as well as
 projected costs for the events in Asia. There is also a small discretionary
 fund included, for the support of other events.

Justin reports that sponsorship dollars specifically for events are hard to obtain at this time.

Shane described the plans for the retreat.

19 Aug 2009 [Noirin Shirley / Brian]

ApacheCon US 2009 (2-6 November)
-------------------------------------

* Planning is progressing nicely. All speakers have been notified of the
status of their proposals.

* The schedule is pretty much complete, and Sally did some great
publicity at OSCON.

* Early bird committer rate was extended to 21st August. As of 11th August,
40 committers had registered at the early bird rate. Average over the last
five conferences has been 44 people registered on the committer rate
(excludes speakers etc), so this is pretty good going!


ApacheMeetUp/BarCampApache Asia 2009 (Late Nov/Early Dec 2009)
----------------------------------------------------

* No news since last report


Apache Retreat, Ireland 2010
----------------------------------------------------

* A proposal for the first Apache Retreat to be held in Ireland was voted
on by ConCom and approved.

* Noirin Shirley, Colm MacCarthaigh  and Ross Gardler will plan this event.

* A location has been secured, Knockree Youth Hostel, for the weekend of
9th-12th April

15 Jul 2009 [Noirin Shirley / Brett]

Status report for the Apache Conference Planning Project (July 2009)

General News
------------

* Noirin Shirley has assumed the chairwoman and V.P. post at the Conference
Planning committee, as directed by the board June 17th.  The traditional ConCom
leadership reception was held for her on members list.


ApacheCon US 2009 News (2-6 November)
-------------------------------------

* Two meetings on the 10th and 13th gave track coordinators and mentors a
chance to bounce ideas around for their programs and project activities at the
event, and these ideas are being brought back to the planners for discussion
and hopefully implementation.

* Each PMC should have a completed schedule by 20th July, all are progressing
with their program plans with some already completed.

* The completed programming is being published over the coming week.

* The next group of all-PMC communications will center around planning meetups
or other evening activities, and around publicity and outreach of each
project's presence and encouraging registration.

* Planning to really kick off publicity at OSCON - majority of the schedule
will be published on the site at that point.

* Registration is now open - Committers must register before August 1st to get
the best possible deal (a $100 savings)!

* Speaker travel has been a contentious issue. There is presently a budget of
$700 per track-day for travel, to be allocated on an as-needed basis.

* All CFP session submitters were sent followup communications on the 9th,
clarifying travel and programming by PMCs.  Acceptance notification is
progressing as each track is finalized.  Final not-accepted notifications will
be made the week of July 20th.

* No update yet on BFBB activity.  The present budget does not assign cost of
this reception (also serving as the welcome reception) to the foundation,
provided ApacheCon sponsorship and registration remain on target.


ApacheMeetUp/BarCampApache Asia 2009 (Late Nov/Early Dec 2009)
----------------------------------------------------

* We are looking at dates around the week of November 30th-Dec. 4th.  The
current discussion includes Beijing and Colombo, with the possibility of an
extra stop in Shanghai.

* We are talking to some potential sponsors to see if we can help defray the
cost of the event.

Shane: BFBB costs: when will we know if sponsorship/registration targets are met?

Bill Rowe: As for the specific targets, and how they relate to the main welcome reception/bfbb and bfbb/afterparty/rave, I will raise these questions at the scheduled planning meeting on Thursday (sadly the day after the directors have met) and provide more concrete data and updates in the August report. Note that one Platinum sponsor is currently confirmed.

17 Jun 2009

Change the Conference Planning Chair

 WHEREAS, the Board of Directors heretofore appointed Lars
 Eilebrecht to the office of Vice President, Conference
 Planning, and

 WHEREAS, the Board of Directors is in receipt of the resignation
 of Lars Eilebrecht from the office of Vice President, Conference
 Planning, and

 WHEREAS, the members of the Conference Planning Committee have
 chosen by vote to recommend Noirin Shirley as the successor to
 the post;

 NOW, THEREFORE, BE IT RESOLVED, that Lars Eilebrecht is relieved
 and discharged from the duties and responsibilities of the
 office of Vice President, Conference Planning, and

 BE IT FURTHER RESOLVED, that Noirin Shirley be and hereby is
 appointed to the office of Vice President, Conference Planning,
 to serve in accordance with and subject to the direction of the
 Board of Directors and the Bylaws of the Foundation until death,
 resignation, retirement, removal or disqualification, or until a
 successor is appointed.

 Special Order 7C, Change the Conference Planning Chair, was
 approved by Unanimous Vote of the directors present.

17 Jun 2009 [Lars Eilebrecht / Bertrand]

 General News
 ------------

 * Lars Eilebrecht is resigning from the V.P. position. The Conference
   Planning Committee has voted to make Noirin Shirley the new V.P. of
   the Conference Planning project.


 ApacheMeetUp/BarCampApache Asia 2009 (December TBD)
 ---------------------------------------------------

 * The planning team has decided to push the event back to December 2009.


 ApacheCon US 2009 News (2-6 November)
 -------------------------------------

 * The first media call occurred to detail how SCP, Planners, ConCom and
   PageOne would best work together.

 * Planning and scheduling work continues.

 * Opening of registration was scheduled on the 22nd, but due to many
   busy schedules and slow responses to planners questions, this may no
   longer be realistic.  It will certainly open in the coming weeks.

20 May 2009 [Lars Eilebrecht / Geir]

General News

* The Conference Planning Committee has voted to cancel the renewal of
 the current ApacheCon master contract with SCP. The cancellation letter
 has been sent to SCP 25 April 2009, and SCP has confirmed receipt of the
 cancellation letter 8 May 2009. The ASF will honor all its obligations
 under the current conference production agreement, and at least
 ApacheCon US 2009 will still be produced under the current agreement
 with SCP. It is the intention of the Conference Planning Committee to
 continue working with SCP, and to start discussions on a new contract
 and conference production agreement with SCP.

ApacheMeetUp/BarCampApache Asia 2009 (Aug/Sept)

* No further updates at this time.

ApacheCon US 2009 News (2-6 November)

* Public Relations: SCP has engaged the PR company Page One for this event
 as recommended by PRC/ConCom. The PRC will take a more active role and
 oversee PR for ApacheCon US 2009. Exact details are still to be worked
 out.

* Contract/Pricing: the conference pricing is being proposed to the
 planners R.S.N. in order to finish all of the contractual details for
 this event.

* Content: the following PMC's have proposed 1/2 day or more of programming
 and the timing is being coordinated this week; Hadoop, Lucene, Tuscany,
 Synapse, Web Services, Directory, Geronimo, Tomcat, OFBiz, httpd
 including mod_perl, and Felix, plus the ever welcome Community and
 Business days.  One special track is being prepared, led by Jukka, for
 the umbrella of Content Technology with specific PMC's to be determined.
 These tracks represent at least five major contingencies of interest,
 ensuring a well rounded program for a very broad and diverse audience.

* Further PMC messaging and detailed tasks will be following by the end of
 May, with the intent of opening registration on Jun 22nd with the full
 blitz of PR and PMC-originated communications.

15 Apr 2009 [Lars Eilebrecht / Greg]

General News
------------

* New Blog

 The conference planning committee has started using
 http://blogs.apache.org/conferences/ as their new blog
 (blogs.apachecon.com redirects to the new location).

* New Members

 The conference planning committee has voted to add Ross Gardler and
 Jean-Frederic Clere as new members. Both received 9 +1 votes (and no
 other votes).


ApacheCon Europe 2009 News (23-27 March)
----------------------------------------

* ApacheCon in Amsterdam has ended successfully. Despite the difficult
 economy, the conference attracted more than 360 attendees for the main
 conference and trainings. The free project MeetUps on the first two days
 have been very successful and attracted about 300 attendees.

* The conference video archive will be online by 15th of April.

* A press release will be published 15th of April.

* Signing the contract addendum was delayed, but this has now been done.


ApacheMeetUp/BarCampApache Asia 2009 (Aug/Sept)
-----------------------------------------------

* Event leads are Justin Erenkrantz, Sanjiva Weerawarana, and Xiao-Feng Li.

* The expected timeframe is late August/early September, but the precise
 dates have not been finalized.

* The current plan is to hold the event in a minimum of two locations:
 Colombo, Sri Lanka and Beijing, China. Shanghai, China is being explored
 as a potential third location.

* The event will be free to attendees, with one day of invited talks, and
 one day of BarCampApache.

* The goal is to have a shoestring budget and to try to have those costs
 covered by local sponsorships.

* Xiao-Feng has already discussed with a local University regarding
 receiving space in Beijing.  It is also expected that Sanjiva would be
 able to find an appropriate space in Colombo.

* It is expected that SCP will be retained to handle the conference
 logistics.

* Final details regarding location and scheduling should be available in
 time for the May report.


ApacheCon US 2009 News (2-6 November)
-------------------------------------

* The planning meeting was a huge success (defining success as making many
 new, innovative and original plans and entertaining lively debate).

* Tutorial speakers will be notified very soon as to their acceptance, and
 again assigned mentors to work with them through the entire approach to
 the show, the goal is not to need to cancel any accepted tutorial session.

* The tracks will not be programmed until a letter is sent to all PMCs this
 week with an invitation to partner with the Planners on their project's
 related material (track sessions, meet-ups, symposium etc.)  This should
 be in draft within two weeks, and final in four weeks.

* The show will consist of a 2 day BarCamp, and Hackathon together
 co-located in the (very large) main hall.  This part of the event
 culminates with the 10th Anniversary BFBB (Big Feather Birthday
 Bash) on Tuesday eve.  Wed-Fri will follow a typical format during
 the day, and expand on the idea of project specific
 symposiums/unconference tracks for PMCs which choose to participate.
 Wed-Fri eve (and Sun/Mon eve overflow) will have space available for
 project meetups for those who wish to organize them, with the
 alternative of BOF sessions for projects who would rather have
 those.

* SCP has not completed the budget, so the registration fee schedule,
 speaker compensation etc are all up in the air.  Various alternative
 scenarios have been requested for ConCom to review.

Geir has asked to discuss the PR augmentation proposal? Jim takes the action item to run the discussion on list, as it's already ongoing on several mailing lists. Jason notes positive experience with a PR firm with respect to traditional PR and working with analysts, but that he's not sure it's the best choice for event publicity. Jim notes desire for closure before beginning of May, for budget approval.

18 Mar 2009 [Lars Eilebrecht / Sam]

 General News
 ------------

 * The conference committee is planning to have another Apache event
   in Asia for 2009, similar to the one held in Beijing in 2008.
   Details are still to be defined.


 ApacheCon Europe 2009 News (23-27 March)
 ----------------------------------------

 * Lars Eilebrecht replaces Noirin Shirley as the lead for the
   conference as she has unfortunately become unavailable, and
   will not be able to attend the conference. Ross Gardler, and
   Shane Curcuru will be helping as co-leads with the conference.

 * BarCampApache was changed to be free of charge.

 * On Monday and Tuesday evening Meetups for the Apache projects
   Wicket, Jackrabbit, Lucene, Maven, and Portals will be held.
   Each Meetup is self-organized by each project, and can be
   attended free of charge.


 ApacheCon US 2009 News (2-6 November)
 -------------------------------------

 * The Call for Papers deadline was extended until March, 14th, and
   is now closed with 210 submissions. Acceptances and rejections
   should be emailed by the end of April.

 * The planning meeting is scheduled at the Mövenpick March 28 & 29.
   The planners team includes Bill Rowe (lead), Cliff Skolnick
   (co-lead), Lars Eilebrecht, Shane Curcuru, Danese Cooper,
   Jean-Frederic Clere, Ross Gardler, Noel Bergman, Sally Khudairi,
   Justin Erenkrantz, Santiago Gala, Rich Bowen and Noirin Shirley
   (the last three are unlikely to attend the Amsterdam meeting at
   this point).

 * Conference registration is planned to be opened by May 2009.

BarCamp is free, and the Hackathon requires a fee... we are unhappy with that situation. The rates are determined by SCP.

18 Feb 2009 [Lars Eilebrecht / Henning]

General News
------------

* No news since last report.


ApacheCon Europe 2009 News (23-27 March)
----------------------------------------

* Registration for the conference was announced January, 27th.

* A press release was published February, 10th.

* A print advertisement will appear in the CeBIT edition of the iX
 magazine of Heise publishing, Germany. In addition, an advertisement
 will be placed in Heise's Open Source newsletter.

* Feathercast is in the process of publishing interviews with the trainers.

* Live video streaming and archiving will be performed by Linux New Media
 again.


ApacheCon US 2009 News (2-6 November)
-------------------------------------

* The planning meeting for the conference will be held the weekend
 after ApacheCon Europe 2009 in Amsterdam at the Mövenpick hotel.

* The Call for Papers deadline is February, 27th.

21 Jan 2009 [Lars Eilebrecht / Greg]

General News
------------

 * Lars and Justin have resumed conversations with SCP about how
   ApacheCon should be structured going forward.  We're still in the
   process of discussing the high-level parameters to ensure that we're
   all on the same page about the goals of a re-structure.  ApacheCon US
   2008 actual budget and anticipated Europe 2009 budget will be
   delivered by SCP for review by the Conference Committee and the Board.
   Mutual goal is to have initial phase of the restructuring in place by
   ApacheCon US 2009. ApacheCon Europe 2009 will be produced under the
   current master contract with SCP.

 * Delia is working on an ASF 10th Anniversary logo for ApacheCon in
   co-ordination with Sally/PRC and the Conference Committee.

 * ApacheCon US 2010 will be held at the Atlanta Peachtree Westin hotel,
   and ApacheCon "North America" 2011 will be held at the Westin Bayshore
   in Vancouver, Canada.


 ApacheCon Europe 2009 News
 --------------------------

 * Ross Gardler replaces Martin van den Bemt as co-lead for the
   conference

 * Speaker notifications for the conference were sent in December.

 * An initial Web site is available at
   http://www.eu.apachecon.com/c/aceu2009/
   Some content is still missing, and Aaron is still working on
   some issues with displaying the schedule.

 * Registration for the conference will be opening soon. Prices will be
   quoted in EUR, but the actual registration fee will be charged in USD.

 * Registration prices were slightly lowered as we no longer have to
   charge VAT on conference prices in The Netherlands.


 ApacheCon US 2009 News
 ----------------------

 * No news since last report.

17 Dec 2008 [Lars Eilebrecht / Geir]

 General News
 ------------

 * Georg Richter has resigned from the Conference Planning committee.


 ApacheCon Europe 2009 News
 --------------------------

 * Sending of speaker notifications for the conference has been delayed
   due to ongoing work finishing the new CFP system. However, speaker
   notifications will be sent by the end of December.


 ApacheCon US 2009 News
 ----------------------

 * No news since last report.


 Apache Meet Up and BarCamp Beijing 2008
 ---------------------------------------

 * The Apache Meet Up and BarCamp events in Beijing have finished
   successfully.

19 Nov 2008 [Lars Eilebrecht / Bill]

 General News
 ------------

 * The conference committee is planning to make it easier for PMCs
   (or even third parties) to run smaller Apache-related events
   such as meetups or BarCamps, and to get formal recognition by
   the ASF, i.e., being allowed to use the Apache name and logo
   for the event. The criteria and guidelines for such events are
   still to be created.

 * The conference committee has started exploring the possibilities
   of having an ApacheCon (or smaller Apache event) in Brazil in 2009.


 ApacheCon US 2008 News
 ----------------------

 * ApacheCon US 2008 in New Orleans has finished successfully.
   Attendance numbers were still good, even though the recent
   economic downturn affected many attendees.

 * Despite moderate attendance numbers, the first BarCampApache was
   a successful event, and the conference committee is planning to
   continue having BarCamp events at future ApacheCons, and as
   separate events.


 ApacheCon Europe 2009 News
 --------------------------

 * The planning meeting was held the weekend before ApacheCon US 2008
   in New Orleans, and a draft schedule is available. The final
   schedule should be available soon, and speakers will be notified.


 ApacheCon US 2009 News
 ----------------------

 * The conference committee has voted William A. Rowe, Jr. the lead,
   and Cliff Skolnick the co-lead for ApacheCon US 2009.  Call for
   2009 US team members has already begun, and expected to wrap up
   in November.

 * The Call for Papers has opened 7 November 2008, and the planning
   meeting will be held the weekend after ApacheCon Europe 2009 in
   Amsterdam.


 Apache Meet Up and BarCamp Beijing 2008
 ---------------------------------------

 * Apache Meet Up Beijing 2008 will be held 5 December 2008 at the
   Intel office in Beijing, followed a one-day BarCamp Beijing event.

 * The conference committee has voted to make the Apache Meet Up
   in Beijing a formal ASF event (not ApacheCon). The event will
   be using ApacheCon Web site infrastructure, but doesn't require
   any ASF funds. Registration for the event will be free, and thus
   we do not expect to generate any profit from the event.

 * Three conference committee members have signed up to organize the
   event, and it will be produced by SCP.

15 Oct 2008 [Lars Eilebrecht / Geir]

 General News
 ------------

 * no general news


 ApacheCon US 2008 News
 ----------------------

 * The contract for ApacheCon US 2008 between the ASF and SCP has
   been created as an addendum to the master contract, and has been
   signed accordingly.

 * Keynote speakers are confirmed, and have been announced.

 * Presentations of one track of the conference and all keynote
   sessions will again be available via live video streaming. Keynote
   sessions and lunch presentations will be available free of charge.

 * Registration numbers are in line with the last two conferences.


 ApacheCon Europe 2009 News
 --------------------------

 * The CFP has opened using the new ApacheCon CMS system and is
   accepting papers.

 * Noirin and Martin have switched positions, and Noirin is now
   the lead for ApacheCon Europe 2009.


 ApacheCon US 2009 News
 ----------------------

 * no news since last report

Geir to follow up with Henning on publishing a list of get reimbursed when future conferences are organized.

Aaron noted that Charel's putting together a small event in Beijing in December. Details being worked out with concom now.

17 Sep 2008 [Lars Eilebrecht / Geir]

 General News
 ------------

 * no general news


 ApacheCon US 2008 News
 ----------------------

 * Several updates and improvements to the conference and social Web
   site have been and are still being made. Otherwise there are no
   news since last report.


 ApacheCon Europe 2009 News
 --------------------------

 * We are working on getting the new CFP system ready, and the
   CFP announcement published.


 ApacheCon US 2009 News
 ----------------------

 * no news since last report

20 Aug 2008 [Lars Eilebrecht / Henning]

 General News
 ------------

 * no general news


 ApacheCon US 2008 News
 ----------------------

 * On 30 July, another press release has been issued highlighting the
   OFBiz Symposium, BarCampApache, CampHadoop, the voluntourism day, and
   the CrowedVine site for the conference.

 * Early bird prices are being extended by 2 weeks to drive early
   registration.

 * Issues when registering for training classes when using the committer
   discount code (for the conference) are being corrected by SCP;
   a note to the committers list will be sent out when fixed.

 * The OFBiz and various special event schedules are being posted on the
   Web site, showcasing the wide variety of content we'll have, and the
   first keynote speaker is being confirmed shortly.


 OSSummit Asia 2008 News
 -----------------------

 * OSSummit Asia 2008, as originally envisioned, is canceled.
   The corresponding entry has been removed from the ApacheCon Web site.

 * The Eclipse Foundation has notified us that they have withdrawn
   from this event.  As such, we're now on our own in terms of a
   China/Asia event.

 * On Tuesday, 19 August, before the Board meeting the Asia 2008 planning
   team will hold a conference call with Charel to discuss options.
   There's a chance of still running a smaller event in Beijing in
   December.  We'll work out a new proposal and submit it back to the
   conference comittee for review.


 ApacheCon Europe 2009 News
 --------------------------

 * The planning meeting will be held 1-2 November in New Orleans, the
   weekend before ApacheCon US 2008.


 ApacheCon US 2009 News
 ----------------------

 * no news since last report

Aaron provided an update on the call with Charel, and confirmed that the ConCom is looking into options including a potential new two day event, with a new name, in Beijing, and will be following up on this early next week.

16 Jul 2008 [Lars Eilebrecht / Geir]

Status report for the Apache Conference Planning Project (July 2008)

General News
------------

* There are no board-level issues at this time.

ApacheCon US 2008 News
----------------------

* A press release announcing the opening of registration and the show
 website has been issued, and additional announce emails will be
 coming this week, including discount codes for committers.

* The OFBiz PMC has produced a proposed schedule for the OFBiz
 Symposium tracks that will be held at ApacheCon, which will be
 integrated into the website for all attendees.

* We will remind US attendees that the US presidential elections
 are happening the Tuesday of ApacheCon.

OSSummit Asia 2008 News
-----------------------

* We are in the final stages of scheduling a small (~10 speaker)
 low-cost one-day "road show" event that will travel to Shanghai
 and Beijing in early December.  We are trying to determine which
 speakers from our original program are available and then build
 a suitable program around that.

ApacheCon Europe 2009 News
--------------------------

* no news since last report

ApacheCon US 2009 News
----------------------

* no news since last report

25 Jun 2008 [Lars Eilebrecht / Bill]

 General News
 ------------

 * Result of the Hackathon Survey for ASF Committers

   April 2008, the Conference Committee asked all ASF committers in a
   survey various questions about Hackathon events. The complete result
   of the survey is available in the following PDF:
   http://wiki.apache.org/apachecon-data/attachments/ApacheConBrainStorm/attachments/ASF-Hackathon-Committer-Survey-April-2008.pdf

   The result of the survey has been posted to the committers list
   together with some further information and decisions the conference
   committee has made based on the result:

   - Hackathon will become a public event
     Starting with ApacheCon US 2008, the Hackathon will become a
     public event open to all committers, contributors and interested
     developers. With making it a public event we hope that it will
     be easier to find sponsors.

   - Hackathon will continue to be co-located with ApacheCon
     58% of all committers replied in the survey that Hackathons
     should be co-located with ApacheCon. Only 5% voted against this.

   - Registration fee for attending a Hackathon
     The result of the survey shows that many people are willing to
     pay a small fee for attending a Hackathon, especially if food
     and drinks are included. However, it is the conference
     committee's aim to make attending the Hackathon free of charge or
     to charge a small fee only. However, depending on the location of
     the Hackathon and available sponsors, etc., this may not always
     be possible.

   - Camp Apache - the new BarCamp event
     Some people think that we should have a bit more structure at the
     Hackathon. However, instead of changing the Hackathon itself, we
     will have a new BarCamp/Unconference event called "Camp Apache"
     at ApacheCon US 2008 which will be held the second day of the
     Hackathon as an additional event.


 ApacheCon US 2008 News
 ----------------------

 * Speakers have been notified, and the training and session schedule
   is confirmed along with the pricing model. Registration is expected
   to open beginning of July. The formal show Web site using a new CMS
   is being tested.

 * The OFBiz PMC has expressed interest in presenting training materials
   and two days of session content co-located at ApacheCon US. The OFBiz
   PMC is working on organizing content and finding speakers, and we
   will work with SCP on marketing this additional content to the OFBiz
   community.

 * We will have a new BarCamp/Unconference event called "Camp Apache" at
   the conference. It will be held on Tuesday, 4 November 2008, i.e.,
   same time as the second day of the Hackathon. It will be a public
   event and a small fee will be charged for attending.


 ApacheCon Europe 2009 News
 --------------------------

 * Final date and location for the Europe 2009 conference:
    23-27 March 2009
    Moevenpick Hotel Amsterdam City Centre
    Amsterdam, The Netherlands

 * The lead for the conference will be Martin van den Bemt with
   Noirin Shirley being the co-lead.


 ApacheCon US 2009 News
 ----------------------

 * Final date and location for the US 2009 conference:
    2-6 November 2009
    Oakland Convention Center and Marriott Hotel
    Oakland, CA, USA

There is no update or revised status for OSSummit.

21 May 2008 [Lars Eilebrecht / Justin]

 General News
 ------------

 * Renewal of SCP Contract

   The ApacheCon contract with SCP has an evergreen clause, and the
   conference committee has voted to renew the contract.

 * New Committee Member

   The conference committee has voted to add Sally Khudairi as a new
   member. Sally received 9 +1 votes (and no other votes). The change
   was acknowledged by the board April 16, 2008.

 * Hackathon Survey for ASF Committers

   The conference committee is planning to make some changes to ASF
   Hackathon events, and is currently running a survey for ASF
   committers asking them about their preferences and wishes for
   future Hackathon events. The result of the survey will be published.
   In addition there is a discussion page about ApacheCon and
   Hackathon on the ApacheCon wiki at the following URL:
   http://wiki.apache.org/apachecon/ApacheConBrainStorm

 * ApacheCon events in 2009

   The conference committee and SCP are in the process of selecting
   the venues for the 2009 events. Currently the plan is to hold
   ApacheCon Europe 2009 in Amsterdam the last week of March again
   for the last time, and ApacheCon US 2009 in Oakland in November.
   Regarding Europe, SCP has been made aware that we need to find a
   solution regarding the Hackathon and the new BarCamp event, i.e.,
   that charging a high fee is not an option.


 Conference Overview
 -------------------

 * ApacheCon US 2008
   Location and date: New Orleans, November 3-7, 2008
   Lead: Shane Curcuru
   Co-Lead: Noel J. Bergman
   Planning list: planners-2008-us@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * OSSummit Asia 2008 (joint-conference with Eclipse Foundation)
   Location and date: (location and date to be defined)
   Leaders: J Aaron Farr, Justin Erenkrantz, Noirin Shirley
   Planning list: planners-2008-asia@apachecon.com
   Producer/Owner: OSSummit LLC


 ApacheCon US 2008 News
 ----------------------

 * No news since last board report.


 OSSummit Asia 2008 News
 -----------------------

 * No news since last board report.

16 Apr 2008 [Lars Eilebrecht / J Aaron]

General News
------------

* J. Aaron Farr will be the lead of the Web site team of the
 conference committee which is responsible for maintaining
 all Web pages related to the conference committee.

* The conference committee has decided to stop any efforts regarding
 an Apache-related event in Peru for 2008.

* SCP and the conference committee are in the process of discussing
 location and hotel options for ApacheCon Europe 2009. The conference
 may be held in Amsterdam again, but no final decision has been made
 yet.

Conference Overview
-------------------

* ApacheCon Europe 2008
 Location and date: Amsterdam, April 7-11, 2008
 Lead: Noirin Shirley
 Co-Lead: Lars Eilebrecht
 Planning list: planners-2008-eu@apachecon.com
 Producer: Stone Circle Productions, Inc.

* ApacheCon US 2008
 Location and date: New Orleans, November 3-7, 2008
 Lead: Shane Curcuru
 Co-Lead: Noel J. Bergman
 Planning list: planners-2008-us@apachecon.com
 Producer: Stone Circle Productions, Inc.

* OSSummit Asia 2008 (joint-conference with Eclipse Foundation)
 Location and date: (location and date to be defined)
 Leaders: J Aaron Farr, Justin Erenkrantz, Noirin Shirley
 Planning list: planners-2008-asia@apachecon.com
 Producer/Owner: OSSummit LLC


ApacheCon Europe 2008 News
--------------------------

* The Hackathon was attended by about 60 committers and guests
 (10 registered for a single day only).

* A post-conference press release will be published a few weeks
 after the conference.


ApacheCon US 2008 News
----------------------

* The Call for Papers for ApacheCon US is closed (received more
 than 200 proposals), and the planning meeting was held the
 weekend after ApacheCon Europe 2008 in Amsterdam. Speakers
 will be notified by the end of May.

* The US 2008 Web site is planned to be published by the end of
 May.

* The conference committee is discussing changes to the
 overall structure of the conference and hackathon. One
 decision has been to experiment with BarCamp/Unconference
 sessions in addition to regular ApacheCon sessions.
 The current plan is to have single-day BarCamp on the
 Tuesday during the conference, and to combine it with the
 Hackathon in terms of registration.


OSSummit Asia 2008 News
-----------------------

We have a number of speakers who still have tickets to Hong Kong that
need to be used. (Most speakers had their tickets fully reimbursed by
the producer. Some speakers voluntarily held on to their tickets.)
We will try to determine which speakers are in this situation and then
try to either schedule them to go to smaller events to raise
awareness or for a 1-2 day OS Summit conference in Asia later this
year.

We had tentatively set a date of December 2008 for OS Summit Asia in
Shanghai, but, after the recent EclipseCon, the Eclipse Foundation
representatives have decided that this date won't work for them due to
a pending release and an Eclipse board meeting in December. The ASF
is currently contemplating whether to still hold a small event in
December with only local Eclipse representatives.

After discussions with the producer in Amsterdam last week, we have
agreed that our focus should be on building the conference up from the
grassroots. Therefore, we will focus on raising our visibility at
smaller events. We have also decided to substantially scale back the
conference to 1-2 days at most from a longer 5 day ApacheCon-style
event to better fit the regional expectation for these events.

There is a COPU event in Guangzhou in May that J. Aaron and Greg are
planning on attending. Justin and Erik Abele (among others) have
volunteered to also help out OS Summit by attending other regional
events when we decide the promotional/awareness investment is worth
it.

Some discussion about confusion about the VAT. Defer to ConCom for a recommendation.

19 Mar 2008 [Lars Eilebrecht / Geir]

 General News
 ------------

 * no general news


 Conference Overview
 -------------------

 * ApacheCon Europe 2008
   Location and date: Amsterdam, April 7-11, 2008
   Lead: Noirin Shirley
   Co-Lead: Lars Eilebrecht
   Planning list: planners-2008-eu@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * ApacheCon US 2008
   Location and date: New Orleans, November 3-7, 2008
   Lead: Shane Curcuru
   Co-Lead: Noel J. Bergman
   Planning list: planners-2008-us@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * Apache Track or ApacheCon Peru 2008
   Location and date: Lima, Peru, October 18, 2008
   An Apache-related conference or track may be co-hosted with the
   VISION 2008. No final decision has been made yet.

 * OSSummit Asia 2008 (joint-conference with Eclipse Foundation)
   Location and date: (location and date to be defined)
   Leaders: J Aaron Farr, Justin Erenkrantz, Noirin Shirley
   Planning list: planners-2008-asia@apachecon.com
   Producer/Owner: OSSummit LLC


 ApacheCon Europe 2008 News
 --------------------------

 * Number of registrations is very good.

 * Press releases about ApacheCon Europe have been published
   28 Feburary and 17 March.

 * SCP's PR agency is setting up telephone interviews for
   journalists with select speakers and conference planners.


 ApacheCon US 2008 News
 ----------------------

 * The Call for Papers for ApacheCon US was published 1 March.

 * A press release about the CFP and ApacheCon US will be
   published by the end of March.


 ApacheCon Peru 2008 News
 ------------------------

 No news since last board report.


 OSSummit Asia 2008 News
 -----------------------

 No news since last board report.

Geir to take action to work with Lars to resolve Peru

Aaron provided an update on China (targetted for December)

20 Feb 2008 [Lars Eilebrecht / Jim]

 General News
 ------------

 * no general news


 Conference Overview
 -------------------

 * ApacheCon Europe 2008
   Location and date: Amsterdam, April 7-11, 2008
   Lead: Noirin Shirley
   Co-Lead: Lars Eilebrecht
   Planning list: planners-2008-eu@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * ApacheCon US 2008
   Location and date: New Orleans, November 3-7, 2008
   Lead: Shane Curcuru
   Co-Lead: Noel J. Bergman
   Planning list: planners-2008-us@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * Apache Track or ApacheCon Peru 2008
   Location and date: Lima, Peru, October 18, 2008
   An Apache-related conference or track may be co-hosted with the
   VISION 2008. No final decision has been made yet.

 * OSSummit Asia 2008 (joint-conference with Eclipse Foundation)
   Location and date: (location and date to be defined)
   Leaders: J Aaron Farr, Justin Erenkrantz, Noirin Shirley
   Planning list: planners-2008-asia@apachecon.com
   Producer/Owner: OSSummit LLC


 ApacheCon Europe 2008 News
 --------------------------

 * A press release about ApacheCon Europe was published 23 January.

 * ApacheCon Europe 2008 Hackathon Sponsorship: The ASF board has
   approved the special resolution of ConCom to sponsor the Hackathon
   at ApacheCon Europe 2008.


 ApacheCon US 2008 News
 ----------------------

 * Unfortunately due to reduced volunteer attention, the CFP is not yet
   opened, but will be soon. Shane and Ken are currently working on
   getting the CFP ready by end of February. The deadline for the CFP
   will be the week of ApacheCon Europe 2008 as the planning meeting
   will be held the weekend following the conference.


 ApacheCon Peru 2008 News
 ------------------------

 No news since last board report.


 OSSummit Asia 2008 News
 -----------------------

 * The last conference call was held Feb 13th.  Final date and location
   are still being determined, though Shanghai in early December seems
   most likely.  There are several other open source events in China
   this spring.  The planners have expressed interest in cooperating
   with these events to promote OSSummit.

The blocking issue on the Hong-Kong conference is cost.

Approved by General Consent.

16 Jan 2008 [Lars Eilebrecht / Henri]

 General News
 ------------

 * Contracts for 2007

   The contract addendum for ApacheCon Europe 2007 and the addendum
   for ApacheCon US 2007 have been added to the foundation repository.

 Conference Overview
 -------------------

 * ApacheCon Europe 2008
   Location and date: Amsterdam, April 7-11, 2008
   Lead: Noirin Shirley
   Co-Lead: Lars Eilebrecht
   Planning list: planners-2008-eu@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * ApacheCon US 2008
   Location and date: New Orleans, November 3-7, 2008
   Lead: Shane Curcuru
   Co-Lead: Noel J. Bergman
   Planning list: planners-2008-us@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * Apache Track or ApacheCon Peru 2008
   Location and date: Lima, Peru, October 18, 2008
   An Apache-related conference or track may be co-hosted with the
   VISION 2008. No final decision has been made yet.

 * OSSummit Asia 2008 (joint-conference with Eclipse Foundation)
   Location and date: (location and date to be defined)
   Leaders: J Aaron Farr, Justin Erenkrantz, Noirin Shirley
   Planning list: planners-2008-asia@apachecon.com
   Producer/Owner: OSSummit LLC


 ApacheCon Europe 2008 News
 --------------------------

 * Registration has been opened, and a formal announcement and press
   release will be made soon.


 ApacheCon US 2008 News
 ----------------------

 No news since last board report.


 ApacheCon Peru 2008 News
 ------------------------

 * There have been some further discussions with the organizers of
   the VISION 2008 conference. It will be held in Lima 15-17 October,
   with an Open Source Day on 18 October. If and how the ASF
   participates has not been decided yet.


 OSSummit Asia 2008 News
 -----------------------

 * There have been further conference calls and discussions, but no
   final decision about a new location and date have been made yet.

Approved by General Consent.

19 Dec 2007 [Lars Eilebrecht / Justin]

 General News
 ------------

 * New Committee Member

   The conference committee has voted to add Martin van den Bemt as new
   member. Martin received 6 +1 votes (and no other votes). The change
   was acknowledged by the board (Henning Schmiedehausen) on November
   16, 2007.

 * Renewal of SCP Contract

   The ApacheCon contract with SCP has an evergreen clause, and the
   conference committee has voted to renew the contract. This extends
   the contract with SCP through 2010.

 * Meet the Producer

   A "Meet the Producer" session was held at ApacheCon US 2007, November
   13 to discuss ApacheCon. Fewer ASF members than expected attended the
   meeting, but the feedback and discussions have been very
   constructive, and ConCom will be - as far as possible - trying to
   address the issues or future conferences.

 * New concom-site Mailing List

   A new mailing list (concom-site at apache.org) has been created with
   the purpose of discussing and developing a new Conference Management
   System.


 Conference Overview
 -------------------

 * ApacheCon US 2007
   Location and date: Atlanta, November 12-16, 2007
   Lead: Rich Bowen
   Planning list: planners-2007-us@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * OSSummit Asia 2008 (joint-conference with Eclipse Foundation)
   Location and date: (location and date to be defined)
   Leaders: J Aaron Farr, Justin Erenkrantz, Noirin Shirley
   Planning list: planners-2008-asia@apachecon.com
   Producer/Owner: OSSummit LLC

 * ApacheCon Europe 2008
   Location and date: Amsterdam, April 7-11, 2008
   Lead: Noirin Shirley
   Co-Lead: Lars Eilebrecht
   Planning list: planners-2008-eu@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * ApacheCon US 2008
   Location and date: New Orleans, November 3-7, 2008
   Lead: Shane Curcuru
   Co-Lead: Noel J. Bergman
   Planning list: planners-2008-us@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * ApacheCon Peru 2008 (name not final yet)
   An Apache-related conference may be co-hosted with the VISION 2008
   conference in Lima, Peru. Details are being discussed and no final
   decisions have been made yet.


 ApacheCon US 2007 News
 ----------------------

 * The conference in Atlanta finished successfully. According to Charel
   Morris of SCP, the conference has been profitable. The exact details
   will be provided once we receive the final profit & loss statement
   from SCP.


 ApacheCon Europe 2008 News
 --------------------------

 * The schedule of speakers has been finalized, and all speakers have
   been notified November 28.

 * An initial version of the Europe 2008 Web site is live since
   December 4th.

 * Registration is planned to be opened by the end of January 2008.


 OSSummit Asia 2008 News
 -----------------------

 * OSSummit LLC and the planning team is still in the process of finding
   a new date and location. The conference will remain in China, but it
   may not be Hong Kong again. A final decision has not been made yet.


 ApacheCon US 2008 News
 ----------------------

 * The Call for Papers is planned to be opened January/February 2008.
   The planning meeting will be held the weekend after ApacheCon Europe
   in Amsterdam.


 ApacheCon Peru 2008 News
 ------------------------

 No news since last board report.

OSSummit is still postponed: a new target date should be established in 4-6 weeks. The new date is still expected to be in 2008.

The report was modified to indicate that the contract with SCP is *through* 2010 instead of merely being *until* 2010.

We discussed limiting archive access initially to just the concom members and the board -- this received quite a bit of opposition. Henri to draft an email for Joe to automate sending periodically (suggestion: monthly) to leakage sensitive lists like this one and legal-internal. Beyond that, the main concern is to limit the number of posters, not the number of readers.

Approved by General Consent as modified.

14 Nov 2007 [Lars Eilebrecht / Henri]

General News
------------

* Meet the Producer

 Every ASF member is invited to a "Meet the Producer" session to be held
 at ApacheCon US 2007, Tuesday, November 13. The purpose of the session
 is to provide interested members with the opportunity to discuss
 ApacheCon with our producer and the rest of the planning team. An email
 with specific information about the sessions has been posted to the
 members mailing list on November 12.

* ApacheCon Blog/Planet

 ConCom decided to install a blog/planet (Roller) on the ApacheCon
 server. The plan is to aggregrate ApacheCon per-event blogs, and to
 have general ConCom/ApacheCon blog.

* ConCom Web Team

 A Web site sub-committee has been created to rework and revise the
 contents of general (non-event specific) ConCom and ApacheCon Web
 pages on www.apache.org and www.apachecon.com. Initial volunteers are
 J Aaron Farr, Noel Bergmann, and Lars Eilebrecht.


Conference Overview
-------------------

* ApacheCon US 2007
 Location and date: Atlanta, November 12-16, 2007
 Lead: Rich Bowen
 Planning list: planners-2007-us@apachecon.com
 Producer: Stone Circle Productions, Inc.

* OSSummit Asia 2008 (joint-conference with Eclipse Foundation)
 Location and date: Hong Kong, (date to be defined)
 Leaders: J Aaron Farr, Justin Erenkrantz, Noirin Plunkett
 Planning list: planners-2007-asia@apachecon.com
 Producer/Owner: OSSummit LLC

* ApacheCon Europe 2008
 Location and date: Amsterdam, April 7-11, 2008
 Lead: Noirin Plunkett
 Co-Lead: Lars Eilebrecht
 Planning list: planners-2008-eu@apachecon.com
 Producer: Stone Circle Productions, Inc.

* ApacheCon US 2008
 Location and date: New Orleans, November 3-7, 2008
 Lead and Co-Lead: not yet defined
 Planning list: not created yet
 Producer: Stone Circle Productions, Inc.

* ApacheCon Peru 2008 (name not final yet)
 An Apache-related conference may be co-hosted with the VISION 2008
 conference in Lima, Peru. Details are being discussed and no final
 decisions have been made yet.


ApacheCon US 2007 News
----------------------

At the time os this report, ApacheCon US 2007 and the Hackathon
are being held in Atlanta. The total number of registrations for
the conference is about 350 (incl. 70 training registrations).


ApacheCon Europe 2008 News
--------------------------

The planning meeting for the conference was held 10-11 November in
Atlanta. ApacheCon Europe 2008 will be again, a 5-day conference with
2 days of trainings (7 tracks) and a 3-day main conference (3 tracks).
In addition to regular presentations it is planned to add a 2- or
3-day Fast Feather Track. Out of about 270 proposals, 68 presentations
and trainings have been selected. Speaker notifications will be sent
by the end of November.


OSSummit Asia 2007 News
-----------------------

The event planned for November 2007 in Hong Kong has been postponed
until 2008. The reason for this was the unacceptable low number of
registrations (less than 30 non-speakers) and the low number of
sponsors. The decision was made on Tuesday by OSSummit LLC
(Charel Moris), November 6, and announced on a planners conference
call.  The sponsors and speakers were notified on November 6 and 7,
and the members of the ASF and Eclipse Foundation on November 8.
Please see the corresponding email posted to the members list for
further information. Charel Morris expects to have a new date by
November 16 (it is planned to move the conference to either late
May or early September).


ApacheCon US 2008 News
----------------------

Lead for this event will be Shane Curcuru with Noel J. Bergman
being the co-lead.


ApacheCon Peru 2008 News
------------------------

No news since last board report.

We discussed how to broaden committer participating, but eventually the discussion was tabled.

Approved by General Consent.

17 Oct 2007

Change the Conference Planning Chair

     WHEREAS, the Board of Directors heretofore appointed Ken Coar
     to the office of Vice President, Conference Planning, and

     WHEREAS, the Board of Directors is in receipt of the resignation
     of Ken Coar from the office of Vice President, Conference
     Planning, and

     WHEREAS, the members of the Conference Planning Committee
     have chosen by vote to recommend Lars Eilebrecht as the
     successor to the post;

     NOW, THEREFORE, BE IT RESOLVED, that Ken Coar is relieved and
     discharged from the duties and responsibilities of the office of
     Vice President, Conference Planning, and

     BE IT FURTHER RESOLVED, that Lars Eilebrecht be and hereby is
     appointed to the office of Vice President, Conference Planning,
     to serve in accordance with and subject to the direction of the
     Board of Directors and the Bylaws of the Foundation until death,
     resignation, retirement, removal or disqualification, or until
     a successor is appointed.

 Special order 7A, Change the Conference Planning Chair, was
 approved by Unanimous Vote.

17 Oct 2007 [Ken Coar / J. Aaron]

 General News
 ------------

 * New Chair and VP for Conference Planning Project

   The election for the new ConCom chair started on 21 September 2007
   and ended on 1 October 2007 and identified Lars Eilebrecht as the
   winner. The final vote tally was: Lars Eilebrecht 6, Noirin
   Plunkett 4, Rich Bowen 0, Shane Curcuru 0 (two votes were changed
   to resolve a tie between Lars and Noirin).

   Lars Eilebrecht takes over the position from Ken Coar who has
   served as the chair and VP of the Conference Planning Project since
   its creation in 1999. The members of the conference committee would
   like to thank Ken for the many years of effort that he has put into
   ConCom, and that he has decided to remain involved in ConCom.


 * New Committee Members

   The conference committee has voted to add  J Aaron Farr and William
   A. Rowe, Jr. as new members. Both received 8 +1 votes (no other
   votes). The change was acknowledged by the board (Henri Yandell)
   on October 7, 2007.


 * New Volunteers

   The concom mailing list got a couple of new subscribers, i.e.,
   members who are interested in helping out with various bits and
   pieces.


 * ApacheCon Blog/Planet

   In the past there used to be an ApacheCon blog, but it was removed
   due to non-use. However, it has been decided that more blogging
   about ApacheCon is desirable. Discussions have started on how and
   where to create a general ApacheCon blog/planet and per-conference
   blogs. No final decision has been made yet.


 * Conference Calls

   ConCom has started using the Raindance conference call service
   (provided by Covalent) for ConCom-related conference calls.
   Currently, there are weekly conference calls as we are close to
   ApacheCon US and OS Summit. Minutes for these conference calls
   are usually created and made available at the following location:
   https://svn.apache.org/repos/private/foundation/ApacheCon/2007/minutes


 Conference Overview
 -------------------

 * ApacheCon US 2007
   Location and date: Atlanta, November 12-16, 2007
   Lead: Rich Bowen
   Planning list: planners-2007-us@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * OS Summit Asia 2007 (joint-conference with Eclipse Foundation)
   Location and date: Hong Kong, November 26-30, 2007
   Leaders: J Aaron Farr, Justin Erenkrantz, Noirin Plunkett
   Planning list: planners-2007-asia@apachecon.com
   Producer: OS Summit LLC

 * ApacheCon Europe 2008
   Location and date: Amsterdam, April 7-11, 2008
   Lead: Noirin Plunkett
   Co-Lead: Lars Eilebrecht
   Planning list: planners-2008-eu@apachecon.com
   Producer: Stone Circle Productions, Inc.

 * ApacheCon US 2008
   Location and date: New Orleans, November 3-7, 2008
   Lead and Co-Lead: not yet defined
   Planning list: not created yet
   Producer: Stone Circle Productions, Inc.

 * ApacheCon Peru 2008 (name not final yet)
   An Apache-related conference may be co-hosted with the VISION 2008
   conference in Lima, Peru. Details are being discussed, and no final
   decisions have been made yet.


 ApacheCon US 2007 News
 ----------------------

 * The conference is only a few weeks away and registration numbers are
   slowly growing. As of October 14th, 186 individuals have registered
   for 157 full conference passes; plus various trainings and numerous
   day passes.

 * Of 21 trainings, 10 are confirmed (have made breakeven point); a
   handful may be confirmed pending new registrants, and 7 are
   likely to be canceled. We continue to reach out to those speakers
   who's training registrations are below the breakeven point, and rely
   on their assistance in getting the word out to their target audience.

 * A preliminary schedule for the Fast Feather Track has been published.
   15 of 18 slots are confirmed with talks about Incubator projects or
   projects that recently left the Incubator.

 * Sponsorships are going well; see conference Web site for complete
   list of all sponsors, media partners, and exhibitors.

 * The event is covered by our ApacheCon master contract with SCP,
   but the necessary addendum still needs to be created and signed.
   Lars is in contact with Charel and is waiting for a first
   proposal/draft from her.


 OS Summit Asia 2007 News
 ------------------------

 * Justin is in contact with Charel and the Eclipse Foundation in order
   to get the event covered by a proper contract between the ASF and
   OS Summit LLC. It has been decided to do a two-way contract, i.e.,
   a contract between Eclipse and OS Summit LLC, and a contract between
   the ASF and OS Summit LCC. On October 9th a short conference call was
   held with Larry Rosen, Justin Erenkrantz, and Lars Eilebrecht to
   discuss some general legal questions and the course of action.

 * Sponsorships are going well; see conference Web site for complete
   list of all sponsors, media partners, and exhibitors.

 * Registration numbers are still very low, given the date: 35
   individuals have registered overall, with only a few training
   registrations.

 * Several options for improving conference registration have been
   discussed including a discount code for 'friends of Apache/Eclipse'.

 * The hard-copy conference program needs to be finalized this week
   (October 15).


 ApacheCon Europe 2008 News
 --------------------------

 * Noirin and Lars switched their roles. Noirin is now lead and Lars
   co-lead for the conference.

 * The Call for Papers was published September 27, 2007.
   The deadline for the CFP is October 26, 2007.
   The planning meeting will be held November 10-11, 2007 in Atlanta
   (the weekend before ApacheCon US 2007).


 ApacheCon US 2008 News
 ----------------------

 * The event is covered by our ApacheCon master contract with SCP,
   but the necessary addendum still needs to be created and signed.
   Lars is in contact with Charel in order to get the necessary
   paperwork done.


 ApacheCon Peru 2008 News
 ------------------------

 * No news since last board report.

Discussed the vote process, no action was taken.

It was observed that we need to increase the visibility of AC/Asia.

Approved by General Consent.

19 Sep 2007 [Ken Coar / Sam]

* ApacheCon US/2007
 November 12-16, 2007
 Leader: Rich Bowen

 ASF member registration fee: US$400.

 Registration for ApacheCon US has been open for some time, and
 trainings are selling well. Individual speakers are promoting their
 own talks, which seems to be a very effective model. There's 55 days
 remaining until the conference, and 5 days remaining before the end
 of the Early Bird prices.

 Exact registration numbers and revenue forecasts are not yet
 available.

* OS Summit Asia/2007
 Leaders: J Aaron Farr, Justin Erenkrantz, Noirin Plunket

 ASF member registration fee: not yet determined.

 This is not a traditional ApacheCon, being co-located with
 an Eclipse event in Hong Kong.

 Registration has opened, but according to Charel we've had very few
 people registar so far.  That is in part due to the fact neither
 Apache nor Eclipse have sent out announcements to their committers
 about registration.  We definitely need to pick up the ball on this
 end and get the word out.

 We have a handful of sponsors at this point, including (in no
 particular order):

   Covalent
   Google
   Morph Labs
   DevZuz
   Outblaze
   Sopera
   Webtide

 There was a thread recently on the planners mailing list about
 committer rates and about a hackathon-like event.  Details on both
 items have not been settled.

 We have settled on Li Gong from Mozilla for one of the keynotes.
 Another keynote will be a panel of local open source luminaries.  I
 think we're still arranging the final keynote.

 So far the cooperation between Eclipse and Apache seems to be going
 well.  I am a bit worried about balls being dropped as time is
 increasingly short, but maybe that's just a reflection of my own
 personal hectic schedule.

* ApacheCon Europe/2008
 Leader: Lars Eilebrecht

 This event will be held in Amsterdam, The Netherlands.  ApacheCon
 Europe 2008 will be held April 7-11 at the Mövenpick hotel in
 Amsterdam, The Netherlands (same location as the Europe 2007
 conference).  Currently SCP has a contract with the Mövenpick hotel
 for 2008, but Charel Morris (SCP) is considering to stay in
 Amsterdam for several years in order to build the conference and
 attendance. However, no final decision has been made. The Europe
 2008 conference will (like previous conferences) consist of 2 days
 of training sessions and 3 days of normal sessions. The call for
 papers will be published by the end of September.  For the first
 time the call for papers will include 2-day training sessions in
 addition to half-day and full-day training sessions.  Regarding
 2-day sessions, we are contacting potential trainers directly in
 addition to the call for papers. The deadline for the call for
 papers will be 26 October 2007, and the planning meeting will be
 held 10+11 November 2007 in Atlanta (the weekend before ApacheCon US
 2007).  The www.eu.apachecon.com Web site still shows the old 2007
 data, but has been updated to include a note about the date and
 location of the Europe 2008 conference, and the upcoming call for
 papers.  The ApacheCon Europe 2008 planning team (currently)
 consists of the following ASF members: Martin van den Bemt, Noel
 J. Bergman, Rich Bowen, Danese Cooper, Shane Curcuru, Lars
 Eilebrecht, Justin Erenkrantz, Santiago Gala, Nóirín Plunkett,
 William A. Rowe, and Carsten Ziegeler.  The lead for ApacheCon
 Europe 2008 will be Lars Eilebrecht, with Nóirín Plunkett being the
 co-lead. The contact address for the planning team is
 planners-2008-eu@apachecon.com. Arje Cahn (Hippo) was a great help
 with ApacheCon Europe 2007 (mainly regarding PR), and he has offered
 to help with the 2008 conference again.

* ApacheCon US/2008
 Leader: None yet chosen

 This will be held in New Orleans.

* ApacheCon Peru/2008
 Leader: None yet chosen

 This event will be co-located with the VISION 2008 conference
 as USMP in Lima.  The name may be other than ApacheCon, like the
 OS Summit was.  However, since there is already VISION 2008 and
 Open Source Day happening, it's unclear what the name of our
 portion will be.

Project looks healthy, the board is aware of transparency perception issues. The question was raised whether or not it would help if the project had a secretary. It was observed that Shane was defacto acting in this capacity.

Approved by General Consent.

29 Aug 2007 [Ken Coar / Jim]

Concom: After significant effort from J Aaron, and much delay (not J
Aaron's fault), we now have a website for ACUS07. J Aaron has a vision
for where we should be wrt websites and has solicited feedback on the
options available going forward. There has also been discussion about
potential new formats for Apache events, focused on longer trainings,
and solicitation of training sessions from some of our members.

Both ACUS and OSSummit are fast approaching - concom would appreciate
efforts by other PMCs to promote these events among their communities.
In particular, where a training has been scheduled for a project, we
would greatly appreciate that project working on advertising the
training to its community! =)

ACUS07: The website is now available for ACUS07! A number of issues
with how it displays have been reported, and are being dealt with.
Registration is now
open, and a press release has been made to this effect. Jim Gettys of
OLPC has agreed to keynote on the Friday, he will hopefully also bring
some OLPC laptops with him. Ora Lassila has also agreed to keynote -
probably on Thursday. The third keynote slot has yet to be locked in.

OSSummit: Press releases in a number of languages have been made
across APac, and some work has begun in the English-speaking press.
There has been a minor but steady trickle of enquiries about the
conference. The session selection and scheduling is almost complete -
some last minute scheduling issues have delayed speaker notifications
and publishing of the schedule.

ACEU08: Planning meeting is expected to happen in Atlanta, the weekend
before ACUS. CFP will probably open September 14th, running for six
weeks (til October 26th).

Sam to get with Ken to assess his plans.

Approved by General Consent.

18 Jul 2007 [Ken Coar]

(Received from Noirin Plunkett)

Please forgive me emailing this without a formal signoff from Ken/the
concom PMC - Ken's been out of action a bit lately because of his
back, and the deadline was looming a bit.

J Aaron is working with Charel & Frazier on our websites. He's done a
great job on www.ossummit.com, and is being very diligent in his
hat-swapping. The new website for us.apachecon.com is pretty much
ready to go.  At the moment the hold up is upgrading Stone
Circle's Media Temple account to a dedicated virtual server (the
current account can't handle more than one Rails app at a time).  Once
the new virtual server is available, he'll get the site deployed so we
can open up registration.

With two conferences now being our annual minimum, concom has decided
to split into 'teams' per event - the team for ACUS07 includes Ken,
Noel, and Lars; Rich is heading up this group. OS Summit Asia has a
slightly smaller ASF team, since it's being run in conjunction with
Eclipse - J Aaron, Justin and Noirin are keeping things going there.

Talks for ACUS07 have been selected and scheduled, and speaker
notifications have been sent. Speaker agreements/contracts haven't
gone out yet.
The new website will include timetable and registration information,
as soon as it goes up.

The CFP for OS Summit Asia is officially closed; although there were
one or two last minute reports of issues with the submission forms, it
looks like there won't be a need to extend it. The Eclipse team will
select their talks over the next couple of weeks - the ASF planners
will be meeting in LA the weekend of August 11th/12th for session
selection. This means a slight delay in notifications, but
unfortunately it wasn't possible to get everyone together before that.

ACEU is over for another year, and despite an attempted drowning,
there were no major mishaps.

"Attempted drowning" was put in quotes.

The board continues to be concerned over the chair's absense.

Over time, the board may consider rechartering this as a board committee.

Approved as revised via General Consent.

20 Jun 2007 [Ken Coar / Henning]

No report provided or submitted. It was noted that this is the 2nd report in a row that was absent. The board is considering asking for a Concom chair replacement if next month's report is also absent.

16 May 2007 [Ken Coar]

No report.

25 Apr 2007 [Ken Coar]

ApacheCon US 2007 will be held in Atlanta, Georgia, at the Peachtree
Westin Hotel, November 12-16. This includes the usual 2 days of
tutorials and 3 days of main conference sessions.

The Call For Papers opened rather later than planned, due to a series
of technical glitches and personal crises, but is currently open, and
will close on Monday, April 30th. The ApacheCon Planners will meet in
Amsterdam, following the conclusion of ApacheCon Europe, to review
the submitted talks and select the schedule for Atlanta. There are
currently 94 submissions, and we expect to have 72 session slots, in
addition to the tutorial/training session slots.

The lead for ApacheCon US will be Rich Bowen. Other members of the
team include Ken Coar, Noel Bergman and Lars Eilebrecht. I'm not
certain at this point who else will be involved in that process, but
it is likely that Justin Erencrantz and Noirin Plunkett will be
involved in the planners meeting in Amsterdam.

Approved by General Consent.

28 Mar 2007 [Ken Coar]

No report

21 Feb 2007 [Ken Coar]

* ApacheCon 2007/EU

ApacheCon 2007/EU in Amsterdam is coming along.  There were 251
proposals submitted, of which 71 were accepted and 10 more accepted
provisionally as fallback sessions.

The scheduling meeting took place in the Atlanta hotel where ApacheCon
2007/US is going to be held later this year, so it served double duty.

The Amsterdam conference is scheduled the same week as the local
Queen's Day holiday, with the result that there will be only one day
of training sessions and standalone hackathon.  The hotel fee
structure is different in Europe, which means that the expense of the
standalone hackathon was visibly itemised rather than being embedded
in other expenses as is usually the case.  Lacking a sponsor for the
hackathon, with the hotel fee structure being what it is, and the
conference expense and revenue forecasts being what they were, it was
proposed that the hackathon expense be covered by attendees, to the
tune of EUR 80 for the one day.  (The room cost is covered by other
expenses for the rest of the event due to multi-purposing.)  This
ignited something of a flamewar on the members mailing list, with
much vitriol and mostly baseless accusations, resulting in rancour and
defensiveness and lowered morale on the part of several of the concom
volunteers.  The flamewar appears to have died down.

* Per-event teams

The concom has essentially decided to split up the conference support
work (and responsibility) into individual teams, allowing them to
focus more closely on specific events and relieving the current shared
global responsibility for all events.  The first team lead, for
Amsterdam 2007/EU, has been selected: Justin Erenkrantz.

* Potential events

We have been approached by individuals in India and Peru who have much
enthusiam for hosting ApacheCon events in their respective regions.
At the 2007/EU scheduling meeting we spent about two hours on IRC with
Hernán Pachas from Lima, and the conclusion was to work with him to
try to have an ApacheCon event co-located with USMP's VISION2008
conference in October 2008.  Due to language difficulties and the lack
of local ASF personnel, we expect the event will be something like the
2006/Asia conference, for which near total responsibility was assumed
by the local organisers.

* Upcoming conferences

Events for which teams are forming or need to be formed include:

- 2007/Asia (perhaps)
- 2007/US (Atlanta, Georgia, USA)
- 2008/EU
- 2008/Asia (perhaps)
- 2008/US (New Orleans, Louisiana, USA)
- 2008/South America (Lima, Peru)

Greg indicated that he knew some folks that would like to host AC/Asia in Korea.

Approved by General Consent.

17 Jan 2007 [Ken Coar]

The contract with Stone Circle Productions, Charel Morris' company,
has been signed.  The process took considerably longer than
anticipated by both sides due to the desire to obtain repeated legal
review of proposed changes.  The end result was satisfactory both to
the concom and SCP, and constracts SCP to run our conferences for the
next three years, with semi-automatic renewal.

One of the perpetual issues with ApacheCon has to do with the Web site
and registration.  In 2000 and 2001 the ASF's systems ran the entire
system, but new procedures were needed when we took on Security Travel
as the production company -- and even more procedures when S&SV
produced ApacheCon Europe 2005 and 2006.  All data relating to the
conference belong contractually to the ASF, but actually obtaining
them when they aren't resident on our systems has been problematic.
We experimented with a totally hands-off approach with S&SV, letting
them handle all aspects of the site, and even fewer data were made
accessible -- and there were accountability problems.  For ApacheCon
NA 2006 and Europe 2007 we have reverted to handling the content and
scheduling on our site, and having only the registration (i.e., the
monetary aspect) handled externally.  There are still some problems
with this, and there is not universal agreement that it's the way to
go.  Just in case it continues, I have requested a 'lab' to develop a
standard API for our vendors to use to communicate with the ApacheCon
database, so the mechanism need not be continually tweaked (and made
more fragile).

Planning for the ApacheCon conferences in Europe and the United States
in 2007 is proceeding well.  The call for participation for the
European conference, which will be held in Amsterdam at the beginning
of May, closed on Tuesday night (16 January 2007).  The close was
delayed a few days due to technical problems which were interfering
with submitters being able to log onto the site.  The scheduling
meeting for the conference will be held 20-21 January 2007 in
Atlanta.  Over 250 submissions have been received.  Due to the smaller
numbr of concurrent tracks, selection criteria will need to be
aggressive.

The U.S. conference this year is planned for Atlanta, Georgia,
in mid-November, before the U.S. Thanksgiving Day holiday.

The written report was received late, so Ken provided a verbal summary of the report.

Approved by General Consent.

20 Dec 2006 [Ken Coar]

[ delivered to the Board on November 15, 2006 ]

ApacheCon US took place in Austin, Texas this year from October 9-13.
The first two days were devoted to tutorials and the last three to
conference sessions.  There were 5 concurrent tracks of one-hour
sessions during the conference proper, with a 6th track on the last
day for business-oriented content.

There some problems with marketing so the sponsor participation was
lighter than anticipated.  Nevertheless, the conference should turn a
slight profit (awaiting final numbers from SCP).  IBM was a sponsor,
this time with involvement from a high-enough level within the company
that there's hope for some continuity rather than being at the mercy
of individual department budgets and plans.

There were approximately 500 people in attendance, including a large
influx from the local area.

The traditional 'hackathon' occurred on the two tutorial days.  For
the remainder of the week, the hackathon area remained available, and
was directly adjacent to the exhibit area.  Since the tables all had
power, they were frequently in use, and often by people collaborating
rather than just individuals.  The Apache Geronimo project, for
example, had a number of people sharing a table almost continuously.
There was no hard network available, only wifi, but that didn't seem
to be an issue for anyone.  On the second day of the tutorials, an
802.11a network was set up, which had a surprising number of people
using it.

This conference makes the second the ASF has done with this producer.
The ASF has entered into a three-year contract with them for all
U.S. and European conferences.

The next full ApacheCon will be in Amsterdam at the end of April 2007;
the site and dates for the next U.S. ApacheCon have not yet been
determined.

The growth in attendee numbers is essentially flat, although there
were problems with the marketing for Austin.  With a longer-term
relationship with the producer assured, the conference is expected to
become steadily more 'reliable' in terms of travel and education
planning, and the attendance is expected to grow gradually.

Justin provided a short post-report activity for ConCom: 1. Atlanta in Dec has been chosen as 2007 US site. 2. Venue decision for 2008 US should happen today (Wed).

Approved by General Consent.

15 Nov 2006 [Ken Coar]

No reported submitted in time for review.

25 Oct 2006 [Ken Coar]

No report submitted.

20 Sep 2006 [Ken Coar]

 ApacheCon Asia 2006:
 o Still no detailed report of attendance, etc.  Personal
   impressions remain that it was a success, and a number of
   people from India were *very* enthusiastic about having it
   there next year.

ApacheCon US 2006:
 o Projected attendance figures remain low, but if the trend
   from this point forward tracks with past conferences', we
   should have a couple of hundred attendees and make some money.
 o Brian Behlendorf sent SCP (Stone Circle Productions, Charel's
   company) contact info for someone in the Austin area, and
   SCP is pursuing the possibility of reduced rates for locals,
   since that could result in a few dozen additional.
 o The contract between the ASF and SCP is still not finalised.
   It has gone back and forth a few times; right now it is in
   the ASF's court (with Danese Cooper) checking the latest
   language.  All issues have been resolved except the duration
   one; SCP wanted a minimum 3-year contract for venue contract
   and planning purposes, and so the ASF couldn't drop her with
   huge monetary commitments having been made.  A compromise
   was reached for a 2-year rolling contract.  Another alternative
   that could have had more discussion would have been a 3-year
   contract with a clause that the ASF would pick up any such
   costs that were made for future venue holds.  There has been
   some negative feedback on IRC, such as remarks about 'Charel's
   blackmail,' so it's once again unclear how universally satisfied
   the members will be.
 o Sun dropped out of the top-sponsor slot, which is currently
   vacant.  IBM dropped out as a sponsor, but might return --
   contact has been made with longer-term resource sources.

ApacheCon US 2007:
 o No plans yet, looking for possible locations.

Ken reported that there was still no official tally regarding ApacheCon Asia, but the numbers all look very good implying it was a very successful show. Ken reported that a company expressed interest in helping us with a Korean ApacheCon. There was no word yet on the next European or US show, but Ken hope that an update would be coming soon. ConCom had not heard anything at all from S&S.

Approved by General Consent

19 Jul 2006 [Ken Coar]

Ken provided a verbal report to the board. Ken reported that ApacheCon Europe 2006 was wrapped up with relatively good success. He reported that ConCom has decided to decline to award any additional contract to S&S for future European conferences. Sessions for AC-US 2006 have been selected and will be announced shortly. A few contract issues are still being worked on. The subject of hardship cases for ApacheCon was brought up again. The main concern of the board was to avoid any sort of subjective classification. There was also discussion on whether the ASF should even be funding hardship cases. It was noted that the PRC should be more of a help with regards to this. Ken reported on some heated discussions regarding PR-related talks, and ConCom was working with the PRC to address these. Ken reminded the board that committers and members receive ApacheCon discounts.

Approved by General Consent

26 Apr 2006 [Ken Coar]

Ken reported that things are on-track for the Dublin show. The next US ApacheCon will be in Austin, TX.

Approved by General Consent.

18 Jan 2006 [Ken Coar]

We are still awaiting financial results from FCP for ApacheCon
2005/US, but they aren't overdue as yet.  FCP's records show payment
in full having been made to all 2005/US speakers, totalling some
US$23K.

Several individuals, including Rich Bowen, Danese Cooper, Shane
Curcuru, and Noel Bergman, have been hammering out a 'generic'
contract for use with S&SV for 2006/US, FCP for 2006/US, and any other
conferences going forward.  Among other things, it spells
responsibilities out quite clearly, and includes penalty clauses for
delinquent payments.  AFAIK it's still being passed by ASF counsel,
and so neither FCP nor S&SV have had a chance to see it and.. comment.

S&SV is lining up possible venues for the concom to consider for
2006/EU, which is tentatively planned for the end of May.

Ken further reported that, regarding the 2006/EU show, a venue location of Amsterdam is no longer in the running, due to the expense of doing a conference there.

Approved by General Consent.

16 Nov 2005 [Ken Coar]

ApacheCon 2005/US
------------------
As of this date, the conference is 26 days away.  There are
There are 201 people registered, of whom 27 are fee-waived.
Rough revenue for attendee registrations is US$130K.
There are 12 paying sponsors, with revenue roughly US$160K.
There are 16 additional sponsors who either have not yet paid
(or their payment isn't recorded yet) or who are paying in
kind somehow.  There are a 4 more sponsors as yet unconfirmed.
There are 22 tutorials, variously half- or full-day, but not
all have received enough enrollments to remain confirmed on
the schedule.
Three ASF members are being handled as hardship cases, with
travel funding being provided.  IBM wishes to sponsor that,
and is working out the details with Justin.

ApacheCon 2006/EU
------------------
We are preparing an RFQ for the 2006/EU show, and will accept
quotes from FCP and S&SV.  The intention is to have a clear
decision as soon as possible.

Ken further reported that he was looking for more help and "buy in" from ConCom and ASF members.

Approved by General Consent.

26 Oct 2005 [Ken Coar]

The ApacheCon 2005/US conference is moving along well.  FCP is doing
an impressive job of arranging for sponsors and other support; it's
quite refreshing.  At the moment there are approximately 100 paid
registrants.

The delay in payments and information from S&SV for ApacheCon 2005/EU
has been blamed on personnel disruptions and vacations in their
organisation.  There have been ongoing problems with funds being wired
from Germany; at this point I'm only aware of one person who has yet
to be reimbursed.

In the future, we (the ASF) are probably not going to run the
conference Web site.  (Which comes as a huge relief to lots of people,
not least me.)  What other restructuring of our operations will happen
remain to be discussed and seen.  There have been agitations that we
do things in significantly different ways, but very little in the way
of followup from the proponents.  One person has suggested that we
contract FCP for all conferences worldwide for the next few year, with
a suitably edited (and penalty-barbed) agreement.  It's certainly the
easy way out, and absent serious discussion of alternatives on the
concom@ list I may take it.  The issue of whether S&SV should do the
next European conference has come up; S&SV themselves seem to think
they're going to be doing it.  That's still being discussed.

Approved by General Consent.

28 Jul 2005 [Ken Coar]

Ken provided a verbal report, no written report was submitted. ApaheCon EU was deemed successful. There were more attendees than expected.

There has been discussion about future conferences outside of the US, namely in Asia and South America.

27 Apr 2005 [Ken Coar]

Conference planning for the 2005 event in Stuttgart is proceeding
apace.  We have lined up two days of tutorials and three days of
conference sessions.  There continues to be concern about the apparent
increasing focus on Java-specific technologies; I have heard comments
from some people that they're not interested in ApacheCon -- or really
in the ASF -- anymore because there's very little there for anyone who
codes in any other language, or uses technologies that don't involve
Java.

Activity on the concom proper is increasing gradually.  More and more
members are getting involved, as lurkers if nothing else.

A restricted RFP was offered to Full Circle Productions (Charel
Morris), E-vents (Jeffrey Wainhause), Software & Support Verlag, and
Terry Deguili's company.  The first three returned proposals; the
fourth declined to bid.  I expect to make a decision this Friday.

This RFP was specifically for managing a 2005 event in the US.  An
unrestricted RFP for ongoing future US conferences will be offered
this Summer, and the contract awarded *after* any US show in 2005.
This is intended to spur the 2005 contractor (whomever it might be) to
extra effort in order to advance their bid.

The ApacheCon host system, which was donated several years ago by AMD,
suffered a CPU failure and is now dead.  For the interim, the site was
moved to some old spare hardware provided by Bill Stoddard.  AMD has
been contacted about possibly donating a replacement system  At this
point it has been all but decided that the ApacheCon system will move
to the ASF colo where it can receive more distributed support.  Due to
issues of non-profit/for-profit, it has been concluded that the
ApacheCon site needs to be on completely separate hardware, so a
virtual machine on an existing ASF system is not an option.

Reports from multiple sources indicate that at least two of the major
sponsors of ApacheCon 2004/US are withholding payment, which
has had a direct effect on the payments to the ASF and to some
speakers.  The issues are between the sponsors and Security Travel.

Apache Conference Planning report approved as submitted by general consent.

23 Feb 2005 [Ken Coar]

The call for proposals for ApacheCon Europe 2005 opened in January,
and to date 41 proposals have been submitted.  We should see several
upticks as reminders are sent out.

The venue for Stuttgart is being provided gratis by the regional
government.  S&S Verlag is taking responsibility for several graphic
design issues and is handling PR in Europe.

We have not ruled out the possibility of a U.S. conference in 2005;
one thing being considered is to arrange for a one-off contract with a
producer who will be able to work with the favourable venue
arrangements Security Travel was obtaining, and issuing an RFP for a
longer-term repeat contract.

Conferences Committee report approved as submitted by general consent.

6. Special Orders

19 Jan 2005

Forbid the Conference Committee to use Security Travel for any 2005 ApacheCon Conferences

 A board vote was called on whether the board should direct the
 ConCom to specifically not use Security Travel for any ApacheCon
 conference in 2005.  It was noted that this direction could easily
 result in no ApacheCon being held, in the US, in 2005.  With this
 potential result in mind, a roll-call vote was placed:

     For the matter of Forbidding the ConCom to Use Security Travel
     for any ApacheCon event in the year 2005:

        Yea: Ken, Jim, Stefano, Sam, Greg, Sander
        Nay:
        Abstain: Dirk, Geir.

  By a vote of 6 for, none against and 2 abstentions, the vote
  was passed and ConCom was so directed.

19 Jan 2005 [Ken Coar]

The concom PMC has discussed what to do about the Security Travel
issues.  No conclusions have yet been drawn; it has been noted that we
either keep Security for 2005 or we probably won't have a show.  There
are issues around when and how to manage a search with Security still
involved (as they are).

Virtually all of the expenses have been paid and reimbursements made,
but as of this moment Gluecode still hasn't been invoiced for their
participation in the exhibit area, and Leo Simons hasn't been
reimbursed for his travel (he was on a 'scholarship', being brought to
ApacheCon using funds donated for the purpose).  I am continuing to
pursue these issues with Tina.

The CFP for ApacheCon Europe 2005 should open tomorrow (20 January
2005).  I am working on the details of our contract with S&S Verlag.

There have been no responses on the general concom list to requests
for input on ApacheCon issues.

Security Travel and S&S Verlag have been requested to provide detailed
schedules and deadlines for their various activities leading to the
conferences.

In addition to the submitted report, the board again expressed its displeasure with Security Travel. Some board members felt that the "sloppy" way in which ST was operating was doing damage to the ASF. There were 4 main points which the board felt that ST was deficient in:

1. Lack of invoicing. At least one company has reported that they still have not been invoiced. In general, this appears to be ST simply not keeping accurate and sufficient "track" of normal operating paperwork. 2. Not paying speakers. 3. Very bad interaction with Sponsors. Many board members have been contacted privately regarding sponsors' bad experiences with ST. 4. The lack of PR for ApacheCon 2004, which, the board feels, significantly (negatively) impacted the attendence and success of ApacheCon 2004.

For all these reasons, and more, an impromptu Special Order, C, was added to the agenda.

Conference Planning report approve as submitted by general consent.

20 Oct 2004 [Ken Coar]

ApacheCon 2004 US is less than a month away.  This year we have
more than doubled the number of tutorials being offered, having
them on both Saturday and Sunday.  Unfortunately, the lateness
of publishing the schedule, and some suboptimal tutorial titling,
and who knows what other causes, have resulted in registrations
being disappointingly low.

As of today, there are 245 people registered for the conference.
This includes the speakers, however, and so is misleading.
Historically, there is an uptick in registrations during the
last few weeks before the conference, but I doubt we'll get
many more than 500 delegates, if that.

For keynote speakers, we have Wil Wheaton opening on Monday,
Miguel de Icaza on Tuesday, and Doc Searls closing on Wednesday.
There will also be a Sun keynoter, but, as usual, Sun is quite
delinquent on providing details.

IBM is back as a sponsor, primarily as a result of the Derby
submission and IBM's Data Management Systems' marketing department's
support.  IBM will be sponsoring the Hackathon, and (according to
current plans) an interesting contest challenge.  The fact that
there will be a contest will be broadly announced shortly; the
actual terms of the contest will be announced at the opening plenary,
submission deadline to be Tuesday evening, and prizes to be
awarded during the closing plenary.  The top prize is a maximally
tricked-out latest-model ThinkPad.

The Java Community Process is a sponsor again this year, and in
fact they want to sponsor several thousand dollars' worth of
'scholarships.'

ApacheCon 2005 Europe is tentatively scheduled for 18 July 2005,
in Stuttgart, Germany.

We have received requests from Brasil to bring an ApacheCon event
there (no surprise, this is not new).

It was noted, for the record, that the ASF does not currently have a written contract with Security Travel regarding ApacheCon 2004. Instead, the ASF has been working under a verbal agreement with ST.

Project Report Approved by General Consent.

18 Aug 2004 [Ken Coar]

 o Security Travel has been selected to produce the ApacheCon/US
 series of conferences for five years; Software and Support Verlag
 has been chosen to do the next conference in Europe.  Contracts
 for both are being negociated.
o The Call for Participation has been sent out; fifty two (52)
 submissions have been received to date.
o We are working with OSCOM to provide content for the ApacheTracks
 streams there.

We will be holding the scheduling meeting for ApacheCon 2004/US
around 7 August 2004.

Approved by General Consent.

21 Jul 2004 [Ken Coar]

 o Security Travel has been selected to produce the ApacheCon/US
 series of conferences for five years; Software and Support Verlag
 has been chosen to do the next conference in Europe.  Contracts
 for both are being negociated.
o The Call for Participation has been sent out; fifty two (52)
 submissions have been received to date.
o We are working with OSCOM to provide content for the ApacheTracks
 streams there.

We will be holding the scheduling meeting for ApacheCon 2004/US
around 7 August 2004.

21 Jan 2004 [Ken Coar]

No report received or submitted.

22 Oct 2003 [Ken Coar]

[ no attachment ]

Ken reported that due to small projected attendence to some tutorials, they would either be cancelled or the amount paid to the speakers would be reduced.

22 Jan 2003 [Ken Coar]

There is no Attachment C.

Ken reported on the growing frustration with Security Travel. Feedback on the conference itself has been favorable, yet Security's responsiveness on post-conference details has been less than acceptable at times. Preliminary results indicate that ApacheCon 2002 may not show a profit.

24 Jul 2000

Acclamation of Apache Conferences Committee

 There was a discussion on whether the mandate for the conferences
 committee should be limited to a two-year term, but an amendment to
 that effect was put to vote and was not approved, with two yea votes
 (Brian, Dirk), four nay votes (Roy, Rasmus, Ken, Ben), and one
 abstention (Doug).

 The following resolution was approved by vote of the directors
 present, with six yea votes (Brian, Ken, Roy, Ben, Rasmus, Doug),
 one nay vote (Dirk), and no abstentions.

    BE IT RESOLVED, that the Conferences Committee is hereby tasked
    with the responsibility, and empowered with the authority, to act
    on behalf of the Foundation and in the Foundation's best interests
    in all matters involving Foundation production, sponsorship, or
    participation in conferences, exhibitions, or trade shows.