LF AI & Data Community Events Overview

This is a guide for those who are interested in running an LF AI & Data Community Event. Please review this guide prior to reaching out with interest in hosting a new event.

Community Event Basics

All events focus on LF AI & Data topics
Hosted by local LF AI & Data community members
Events are held in-person or online
LF AI & Data utilizes the Linux Foundation community platform with a chapter dedicated to LF AI & Data
Events should not involve a sales pitch and hosts are not given attendee contact details
Hosts are able to message attendees directly through the platform messaging tool

Requirements to be a Community Event Host

A good community event host plans and executes the in person or virtual event from start to finish. This includes being in charge of finding speakers, creating the event website within the platform, locating venues (if applicable), checking in attendees on the day of the event and wrapping up the event by adding speaker slides and event recording to the website.

A community event host will need to be added to the platform and will typically consist of a project or committee Chairperson or other approved/designated person from within the project or committee. We encourage you to work with others within your same group in order to not duplicate efforts. A list of the current community event hosts is available here.

To request being added as a community event host please email events@lfaidata.foundation with event details including event name/topic, overview, and your group affiliation (project or committee). You must join the community platform in order to be added as an event host, join here.

For questions related to setting up your event, please email events@lfaidata.foundation.

Why the Community Platform?

One stop shop - event website, agenda, registration, analytics and stores all information in one place, including event recording after the event
LF AI & Data helps to promote your events
Past event and attendee email examples available
Platform automatically notifies group members when a new event is published to the LF AI & Data chapter

How LF AI & Data Can Help Promote

Let the community know about your event through: LF AI & Data Blog, and social channels (Twitter & LinkedIn)
Notify the community about upcoming events via LF AI & Data mailing lists (as applicable)
List events on the LF AI & Data Events page
Help with publishing event recording on LF AI & Data YouTube
Coordinate pre/post event blog post on LF AI & Data Blog
Provide a Zoom link for use if you prefer not to use the community platform virtual link (Bevy) - Allowing up to 500 attendees
Help with setting up first event

View a sample event page.

To Do Pre Event

Come up with the topic and reach out to community members to help create content, promote, and sponsor your event
Create a banner for your event (example: project logo or city image for regional events)
Set up your event in the community platform
You can use the LF AI & Data presentation templates: Google Slides or MS Powerpoint
Promote! Email us at events@lfaidata.foundation about your event so we can coordinate your blog post (if applicable) and social posts
Create emails to attendees; you can edit existing emails or create your own - We recommend creating a reminder email that is sent close to your event start time
- NOTE: Save first and then you can send a test
Feel free to create a test event to show your speakers how the event will work - Let us know if you need help creating a hidden event

Note that the set up is different if you use the event platform vs. Zoom

Once an event is live in the community platform, please request to add it to the LF AI & Data Events website by emailing your event details to events@lfaidata.foundation and include the following information:

Name of event
Date, time (include timezone)
URL for event page and registration
Short description of event
Contact email for questions

During the Event

Enter the room 15-30 minutes before the start time - If you are hosting with Zoom, attendees can enter earlier as compared to in the community platform (Bevy) where they can only enter 15 minutes before the event starts
Announce that you will be recording the session and then start the recording
Be sure to have someone do a short introduction and introduce the speakers
Give all presenters permission to speak, share screen and video by inviting them to be a host or presenter in the community platform - Similar steps will need to be taken if you are using Zoom
Check in attendees

For in-person events, you can do this on the back end of the platform
For online events, those that enter from the event page (a requirement for using the Bevy community web hosting) will be automatically let in, not all those who enter through the Zoom link will be automatically checked in
Take screenshots of photos to share later, if applicable

Thank attendees at the end and let them know about upcoming events

Post Event

Email events@lfaidata.foundation and request a Google Drive folder for your event to store your speaker slides and session recording OR you may store them on a project/committee wiki or GitHub page if you already have one

After the event, work to “wrap up the event,” you will see a symbol in the top right of your event page when logged in as a host to add a video recording and you can update your About/Description page with a link to your presentation deck - We recommend that this be completed within 72 hours of your event happening

If you use the platform to record, download the event recording from the platform and add to the Google Drive folder, Wiki, or GitHub page, we will then add to the LF AI & Data YouTube Channel and send you the link to add to the event page
If you used the LF AI & Data Zoom, add to the Google Drive folder, Wiki, or GitHub page, and we will then add to the LF AI & Data YouTube Channel and send you the link to add to the event page

Add speaker slides - Please ask LF AI & Data for a Google Drive folder and place your slides (and video) OR you can use a committee/group Wiki or GitHub page if you already have one, and then at the top of the About (Event Description) section for this event, link your slides - View example here
Once slides and video are up, email all that RSVP’d via the platform to let them know they can re-watch or see available speaker slides on the event page
Create an event blog including a short summary and link to your original webpage where people can find all the content and files from the event - Send your blog draft to events@lfaidata.foundation for publishing coordination and social promotion
You can review your post event analytics within the platform to see how many registered and attended - Note: We cannot share attendee names/emails

This is a living document, please send any suggestions and please let us know if there is information you’re looking for that isn’t here. As always you can reach us at events@lfaidata.foundation

How to Create a Community Event

Login: https://community.linuxfoundation.org/
Top right, Dashboard
Left panel, Events
Top right, New Event, In Person or Virtual
Fill in the fields (virtual used for example)

General Information Section

Title -- Examples: LF AI & Data Day EU 2022 or ONNX Community Meeting March 2022)

Make sure your title describes 1) the group affiliation (project, committee, etc.) 2) date, month or timeframe of event

Permalink -- Will be created after publishing
Short Description -- Include summary of your event
Show Short Description on Event Banner -- Leave unchecked
Event Description -- Enter event description
Tag -- Add “lfaidata” tag
This is a Hidden Event -- Should be left unchecked
Event Banner -- Upload image to be used as a banner, can be a project logo, location image, or use default image if necessary (see portal for specs)
Event Thumbnail -- Upload image to be used as thumbnail (see portal for specs)
Event Venue -- Select either Hybrid, Virtual, or In-Person
Event Start/End Times/Dates and Timezone -- Enter information accordingly for both the Event and the Agenda items
Agenda -- Build out agenda
Virtual Event Platform -- You may use the Bevy virtual platform or you can select External URL if you have a shared group Zoom account you would like to use

Bevy -- If using Bevy then adjust settings according to event needs
Zoom -- If using a shared Zoom account, settings will be managed in the Zoom account
Zoom guidelines available here: https://lf-aidata.atlassian.net/wiki/display/DL/Zoom+Guidelines

Instructions (optional) -- Any additional information you want to include such as dial in info, passcodes, etc.
Event Tracking -- Not required, leave blank
Bottom Right, NEXT to move onto People section

People Section

Add people as applicable from the options which include Speaker, Mentor, Facilitator, Panelist, Judge, Moderator

If the speaker has been featured previously you can search by name, otherwise you can “Add a new speaker” and fill in the applicable details

Bottom Right, SAVE DRAFT
Bottom Right, NEXT to move onto Sponsors & Partners section

Sponsors & Partners Section

Add sponsors and partners as applicable

If the sponsor or partner has been featured previously you can search by name, otherwise you can “Add a new” and fill in the applicable details

Bottom Right, NEXT to move onto RSVP section

RSVP Section

Click the edit button to add an RSVP, includes quantity
Under settings you can also adjust for a start/end date, description, waiting list, or hiding the ticket type
Bottom Right, Save Draft, Preview

Preview Section

Preview and then publish your event

Attendees

You can then come back to view attendee registration details

Forms

You can create pre and post event forms for attendees to fill out

Analytics

Will become available after the event is published, examples: RSVP’s and unique attendees

Emails

You can create and send out emails for your event

View sample event emails.

Bevy Platform Resources for Community Managers

LF Staff Tasks

Provide community event host support with: questions on event set up, promotion of event via social, and post event wrap up
Add community event host(s) as admin in event tool + update event host list here
Add event to LF AI Events on website and wiki group calendar
Create shared Google folder for event content storage, if needed
Promote event via blog post, social, and mailing lists (as applicable)
Promote post event recap via blog post, social, and mailing lists (as applicable)
Upload meeting recording to LF AI & Data YouTube under project/group playlist
Add event to LF AI & Data Timeline via Creative Services ticket

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