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  • Jen 8:27 pm on September 21, 2015 Permalink |

    Meetup Organizer Handbook 

  • Josepha 8:26 pm on August 18, 2015 Permalink |  
    Categories: Meetups ( 27 )

    Change in Meetup Group Transfer Process 

    There has been a change in the way we transfer Meetup groups to the chapter account that requires the newly nominated organizer to be selected from those members who have attended Meetup events already. We can get around this by having WordPress be promoted to the role of co-organizer first, but we’ve asked the kind people at Meetup if they will change that process for groups like ours.

    We’d like them to change it back to the old way so that we don’t all have to deal with that extra step in the process. We will keep you posted on progress.

    • Angie Meeker 8:33 pm on August 18, 2015 Permalink | Log in to Reply

      Hi @josepha Can you tell me one more time what we need to do now to get Columbus, Ohio moved to the Foundation’s account? I sent out the survey months ago.

      • Josepha 8:52 pm on August 18, 2015 Permalink | Log in to Reply

        Hey Angie! I sent you an email with the final steps about a month ago. I will find it and re-send it!

  • Josepha 9:58 pm on August 14, 2015 Permalink |

    Retiring Meetup Groups 

    Alert: This page is still under construction. Help us get it up to date!

    The lifespan of a Meetup group depends on a lot of factors. It doesn’t happen very often, but sometimes groups have to be closed and their members redirected elsewhere.

    There are a few reasons that a Meetup group might need to be closed:

    • They are joining forces with another group in their area.
    • Their community is active on a different platform.
    • They have worked hard to organize events, but are without an organizer or without a local community.

    First, if you haven’t been through the steps listed in Reengaging Local Communities you should start there. Once those steps are complete, if no one has stepped up to help organize regular events, then the steps to retire a group are shown below.

    1. Let the members of the group know. Select the ‘Email Members’ option from the ‘Group Tools’ drop down, and send a message to all members letting them know when the Meetup will be closed (about two weeks is plenty of time). If there is another group they should be directed to, share the URL in the email so it doesn’t disappear when the group closes.
    2. Step down as the organizer. When you’re ready to close, go to the Meetup group’s homepage and choose “Step down as Organizer” option from the “My profile” drop down menu. You’ll be prompted to select a reason, and then click “Continue” and on the confirmation page select “Or close down this Meetup completely and don’t allow anyone to step up as Organizer” at the bottom.
    3. Update the Meetup status document. Locate the group on the Directory tab and change their status to Retired. Locate their full entry on Complete and cut/paste it to the Retired tab. Be sure to mark the date and add you name to the signed section!

    Closing a group is a permanent change. All photos, past events, and membership lists will be lost. You probably won’t ever get this particular prompt, but just in case you do *don’t change or end the Organizer Subscription plan*.

    When in doubt, ask in #outreach!

  • Josepha 1:34 pm on July 27, 2015 Permalink |

    Transferring Meetup Groups 

    WordPress will become a member of your group so that they can be nominated as the new organizer and you can be added as a co-organizer.

    One important thing to remember is that changing ownership of the group will mainly change who is paying dues. There is no automatic notification of the switch. Co-organizers will still be able to schedule events, email members through Meetup, and manage the RSVPs as usual. They just won’t show up as the owner anymore.

    1. The way Meetup is set up, transferring ownership can almost be done with the click of a button. To step down as organizer, head over to your Meetup’s home page. From there, choose the Step down as Organizer option from the My profile drop down menu.
    2. On the next page, you’ll be asked your reason for stepping down. Select Transferring the group to another member.
    3. Nominate a new organizer (WordPress). Once that has happened, WordPress will nominate you as a co-organizer.
    4. If this is the only group you run, you may cancel your dues. If you run other groups, then keep that part active.


    Don’t forget to set yourself as the host when you’re planning events! Not WordPress. We simply won’t be able to come to that many. ☺

  • Josepha 8:38 pm on July 24, 2015 Permalink |

    Categories: Meetups ( 26 )

    Multiple Meetup Groups in a Single City 

    Hello all you community builders out there!

    We’ve had a couple of discussions lately on slack about having multiple Meetup groups in single cities and how close is too close. There have been good arguments raised on both sides of the issue, which I’ve paraphrased below.

    1. In favor of single groups per city
      • Concentrates work of local WordPress enthusiasts.
      • Provides a very strong community base for the opportunity of future WordCamp planning.
      • Helps with chapter maintenance from a deputy perspective.
    2. In favor of multiple groups per city
      • Increases opportunities for leadership experience.
      • Provides events in other areas of a city (suburbs, etc).
      • It might be hard to find groups if they are far outside a popular zip code.

    The usual concerns are available for both as well:

    1. What are the best ways to make sure organizers don’t end up with a monopoly on the community?
    2. What is the healthiest option for the local communities?
    3. What if groups are really dedicated to different aspects of WordPress (developer, designer, etc)?

    Best practice is to consolidate Meetup groups within a city. The organization of each Meetup group is open which can allow for anyone to plan and host an event in the surrounding areas and for any skill level.

    This post is an opportunity for those who aren’t monitoring the slack chats to join in the discussion. Please share your thoughts in the comments below!

    • Alexander Gounder 8:49 pm on July 24, 2015 Permalink | Log in to Reply

      We had one of our organisers start woocommerce Meetup under a similar program run by Woo, may be efforts should be made to have other programs integrate their events into one single group for the city.

      Also the idea that anyone can suggest a Meetup hasn’t been seeded enough, we as organisers need to put that idea out better.

      • Josepha 3:49 pm on July 25, 2015 Permalink | Log in to Reply

        Tell me a little more about what you mean by ‘seeded’. Is it that organizers aren’t aware of it or that they don’t trust the idea yet?

    • Angie Meeker 10:20 pm on July 24, 2015 Permalink | Log in to Reply

      I like that there can be multiple meetups in a city, for these reasons:

      1) Our day of the week might consistently not work for someone. Someone might have a Thursday night committment every week. Having other nearby options helps give more options in that way.

      2) Traffic/distance. There is a meetup in downtown Columbus, and another in Marysville. On a map, Marysville might look like a suburb of Cbus. In reality, we here consider it another world, even though it only take about an hour to get there. With traffic though, it can take much more than that. There are areas of growing cities that are just like that – Delaware and New Albany come to mind here in Central Ohio, too. For all intents and purposes, they’re NOT Columbus. On a map, yes. Practically speaking, no.

      I’d really love to see all of our cities have at least one meetup, and certainly, each one of these cities could have its own WordCamp, even if it’s smaller than ours. If the meetup exists to build the local community, than the local-er the better.

      • Josepha 4:00 pm on July 25, 2015 Permalink | Log in to Reply

        I definitely agree that a city’s metro area on a map can be whole different worlds in real life.

        If there is a large organizing team (I’m thinking people from all around a metro area) who all organize regular, separate events, does that work for or against the concerns you’ve laid out here?

    • Mikel King 11:43 pm on July 24, 2015 Permalink | Log in to Reply

      An advantage of having multiple meetup chapters within a city would help spread the leadership love around especially when it comes time to start planning a WordCamp in a large city. Not that I would know anything about that. 😉

      In NYC we have a fairly open community and the main meetup makes it very clear that any member can propose and host a special meetup of their own as long as they comply with the foundation rules etc.

      • Josepha 4:07 pm on July 25, 2015 Permalink | Log in to Reply

        Yay for open leadership!

        When you say “spread the leadership” do you mean specifically that role of being the main point of contact with Central?

    • Andy Christian 4:31 am on July 25, 2015 Permalink | Log in to Reply

      I’m a big proponent of multiple event locations within larger cities/areas, but I really like the idea of consolidating them into one Meetup group. Both Sydney and Melbourne do this really well. It helps to spread the leadership around, but makes it easier to cross-promote events that people from multiple areas might want to go to.

      • Josepha 4:12 pm on July 25, 2015 Permalink | Log in to Reply

        If there’s anyone else who helps organize events for the Melbourne/Sydney areas, I’d like to hear from them on how this works, too (@thewebprincess?).

        I agree, Andy, that there should be as many events as possible (you know that I love a good WordPress gathering!). What ‘possible’ looks like for each area would probably vary, though. Can you tell us about an experience you’ve had encouraging diversity in event locations?

    • karaki 6:13 am on July 25, 2015 Permalink | Log in to Reply

      Multiple groups for reasons of distance, date and theme will most likely grow than subside and since there are valid pros and cons for both scenarios, communication is the key. If all members of all groups in a city have access to or are added to an “all group” mailing list/group and kept informed of the activities and meetings of the other groups, then the city’s community can interact and engage with whichever group is relevant. Having a city meetup or mini wordcamp for all groups every quarter or bi-annually could also prove useful in addressing concerns about organiser monopoly.

      • Josepha 4:38 pm on July 25, 2015 Permalink | Log in to Reply

        Communication is what keeps large organizations running smoothly!

        I feel concerned about the idea of “interacting with the group that is relevant”. All WordPress Meetup groups should be organized in such a way that everyone would feel the group is relevant to them based on their skill sets. Can you give me a better understanding of what you mean by that?

    • Aditya Kane 12:57 pm on July 26, 2015 Permalink | Log in to Reply

      Sorry, this might come across as a rant and possible more angry than I intended. But here goes.

      “Best practice is to consolidate Meetup groups within a city. ” Why is this a best practice? I do not think meetups should be told to consolidate as a “best practice”. I actually do not agree it is a best practice. This is completely against organic nature of WordPress meetups.

      This comes across a lot like corporatising of communities. I do not think this is a best practice at all. Consolidation of many into one really does not go along well with the open-source / distributed nature of WordPress or open-source culture.

      When there are two groups, both usually can see the advantages of consolidating or sharing resources etc. I do not see how Central or the foundation needs to play big brother and spell it out as “best practice” and gently push them in that direction. Let the groups figure out this via consensus and in an organic manner.

      • Josepha 2:59 pm on July 28, 2015 Permalink | Log in to Reply

        I appreciate the candor, Aditya. I can see how it would feel like trying to make something more corporate. The idea behind it is to pull together a community to foster a more inclusive group. The concern is that having a lot of separate groups will keep a local community from pulling together.

    • Saurabh Shukla 2:30 pm on July 26, 2015 Permalink | Log in to Reply

      I agree with Aditya and would go a step further and say that I’m quite surprised that it is even a discussion! It’s a community, let different families co-exist and work it out from place to place.

      Let’s not start forming “best practices” that quickly feel like rules. Best practices are good for solving well-defined and ill-defined problems like “how to organise a WordCamp” or ‘how to encourage more meetups and leaders within the community” not how many meetup groups should function in a location. When should we “allow” multiple communities and when not.

      There are bigger and better problems that are on the table. Let’s divert our attention to those. Can we discuss “how do we improve inter-meetup group collaboration within the same city or multiple cities so we get virtually the same benefits as if it were a single group rather than consolidation (which is a very very scary term, IMHO) without destroying the anarchist nature of communities and open source ethic in general”?

      • Josepha 3:15 pm on July 28, 2015 Permalink | Log in to Reply

        Discussion is an important part of the open source ethic, too. Without bringing to the table the thoughts and questions of all of our community members, we miss the opportunity to learn about their perspectives on a subject.

        We do want to be able to address the larger/more complex issues in the communities we serve which is part of why the deputy program has been created. Realistically, best practices get more important as we grow that program. Autonomy and consistency are both important in making any program scalable.

        The upside to best practices is that they are flexible so that we can always account for situations we didn’t originally expect. I’d like to hear your thoughts on the issue you brought up at the end, though, better communication between groups that already exist!

      • Andrea Middleton 5:18 pm on July 28, 2015 Permalink | Log in to Reply

        I wonder if we’re getting caught up in terminology again — what if we used the term “unite meetups” instead of “consolidate” meetups? :) Of course open source is all about freedom, but it’s also about collaboration. If we were all working on separate forks of WordPress, then we wouldn’t get very far improving WordPress for everyone. If we are all working in separate communities, then our efforts are divided and possibly less effective.

        Assuming that chapter account meetup/user groups are open to anyone in the group organizing an event series, then do you see a disadvantage if people are encouraged to join an existing user group and plan events within the established group instead of creating a new, separate group? :)

    • Dee Teal 8:37 pm on July 26, 2015 Permalink | Log in to Reply

      Thanks for the shout out @josepha – As you may imagine, we’re wholly in favour of mulitple groups and in Sydney, Melbourne, and the Gold Coast there are several different events every month. In some cases the leadership of each group is similar, in others, they vary. In Sydney and Melbourne the multiple groups are all run under the one meetup account and are just different events for the same ‘group’ in the Gold Coast the meetups have grown organically and are different groups run indivudally but who have found each other and are becoming more connected as time goes by.

      There are merits in both.

      I can speak most directly about Melbourne as that’s where I organise with some input in Sydney having organised there in the past.

      Melbourne has 4 different meetups a month as we are in the fortunate situation of having 7 reasonably active leaders, active in Melbourne, and active in the wider AU community. So we have a User meetup where 3 leaders contribute, and a Developer meetup where the other 4 hang out and contribute, the women’s meetup where I contribute and a new meetup that started in the outer suburbs organically and which we have since adopted and which one of our 7 assists those new leaders.

      Or primary reason for adopting this group and bringing its events under our meetup account is to assist with wider publicity and to encourage all the groups with leadership support and speaker supply, and to encourage the group to discover and participate in the wider open culture of WordPress meetups with which we’re familiar.

      One of the primary reasons we’re in favour of multiple meetups, especially geographically is that for some groups, people are much more likely to come to a local meetup than to trek great distances into the city for a meetup. So having a North Sydney and Western Sydney meetup widens the pool of WordPress users connected to the community significantly. Equally, the Warrandyte meetup which is in the very outer Melbourne eastern suburbs reaches people who would not travel for an hour to come into Melbourne to meetup. So we’re nurturing events that have begun organically out there. If they start up on their own, there’s obviously a need.

      In the past we’ve encouraged people to organise their own events and made our meetup account available for people to do that. There hasn’t been much uptake of that offer, and sadly this week we had to close the access to that kind of ability because our meetup acount was spammed signficiantly with fake events. We’ll continue to make those offers to other users to make their own things but having the infrastructure for people to be able to make their own events is a disappointment.

      When there 7 organisers in a group like ours it’s hard to say that any one leader has a monopoly, and as far as what’s healthiest for each community, I don’t think it’s possible to say because what works for one may not work for the next. Sydney, beautiful though she is has geographic challenges in that while her population is only 4million she is 1,788 km² (690m²) in size and it would be unrealistic to expect only one meetup to cater to the whole city.

      Melbourne, whose public transport system and smaller population (and different culture) means most of our meetups happen in the metropolitan area and people will happily/easily travel to them (and some from reasonable distance – though we do still hear people say ‘oh, it’s in town, it’s too far, oh, it’s not Northside’… there will always be those).

      Melbourne’s difference is that we have separate developer and user meetups which attract similar numbers each month. It’s hard to say whether the need to separate on that basis has grown our numbers, I believe it has, but we have that luxury because we have leadership who are significant contributors in both fields and so it works well for us to have leaders focus on their strengths/interests as well. Separating teh groups means there’s physical room for more people and so these groups are both sitting at aroung 50-60 attendees each month (give or take).

      I appreciate that the wider concern over these questions is probably how to preserve the open, collaborative culture of WordPress meetups and provide a positive experience for those who participate. And my hope is that we’re not trying to squeeze every WordPress meetup into the same mould.

      I understand the specific concern around people ‘owning’ meetups, and I also appreciate that the idea of too many, too close may cause people to feel they dilute the impact of a strong cohesive representation in the area. These are legitimate concerns. But if what we’re actually trying to do is have the ‘right’ people organising, and having meetups done ‘right’ then then notion of what that actually looks like starts to bother me. We have the five good faith rules that we adhere to, and that should be enough…

      So, if two groups spring up close to each other, independent of each other, I’d ask the question why. Is it because of a need? Great! Connect to each other, share resources, celebrate the fact there’s enough interest!! Is it because of a disagreement? Well, that’s less good and could be going against the grain of WordPress’ openness… so work on the root cause of that and deal with it… Is it because of entrenched leadership? Then there needs to be some conversations around that… because if there are quality people capable and interested in leadership, existing meetups should be encouraging and nurturing that, not stifling it.

      In short, I don’t think there needs to be a hard and fast rule about what’s too close. What’s best for each city is going to depend on the city, or the town, or the group. What’s best for WordPress is great connected, excited and dedicated leaders and community who work with, look after and teach and learn from each other, we should be doing everything we can to encourage that, and be less concerned about whether that looks the same for each group

    • Tim Nash 11:58 am on July 31, 2015 Permalink | Log in to Reply

      I did a mini rant in the WordPress UK Community Slack. So trying to word it more coherently here.

      I think I can summarise:

      “It’s good to talk”

      Perhaps before encouraging best practices which might not suit everyone we try baby steps and actually try getting people to talk, and encourage cross promotion and co-ordinating events.

      I actually think solutions like the UK community Slack is a great simple informal solution, that if utilised well solves most problems with usergroups. Indeed, in Yorkshire we are in the process of slowly bring lot’s of user groups not just the WordPress ones into an informal TechYorks slack and events, where meetup organisers get together to talk.

      We can use these channels to co-ordinate activities, cross promote and let users from different groups know whats going on outside of these groups.

      Within Yorkshire, which while a big geographic area for the UK is tiny compared to many countries we have multiple WordPress usergroups some chapter programs others have been around a lot longer then the Foundation or Chapter programme. These groups informally communicate, many organisers go to one or more groups along with other groups within the region. We use Slack, we have face to face communication, or we simply shout at each other on Twitter.

      We are lucky, we exist in a community wider then just our own groups and already have mechanism to talk.

      Would it make sense, to have a single “Yorkshire chapter”? We use diverse ticketing, have separate websites and different identities all ingrained and been used for years. Yet if we want to put on a joint event, we can still come together and host it in either one or all of our usergroups names.

      The thing is it might make sense, but its not something that needs to happen, I’m not even sure if it would work for these groups. What is vital is we open and keep talking, not worry about which organisation groups belong to, who should be in charge or creating yet more barriers to users finding and coming to events.

      The less friction and politics in usergroup and the wider community the more smoothly things tend to go.

      Ultimately people value independence and will treasure, and help grow their projects. While it shouldn’t be about ownership, running your “own” event vs that of a larger group can have a positive effect.

      The it’s good to talk continues, perhaps before declaring a “best practice” which many will see as not needed, and more then a few will see as the community team bullying user groups it might have been good to have this discussion before declaring the best practice not afterwards.

      While I’m aware if everything has big open conversations nothing ever get’s sorted, to declare something is now the “best practice” /guidelines / law but it’s ok we know you might think your opinion as people actually running groups is important so feel free to comment. Just remember we have already decided! Sit’s badly with me and I suspect many others.

      Perhaps the opening post was badly worded and wasn’t meant that way unfortunately for me at least that is how it read.

  • Josepha 10:14 pm on July 13, 2015 Permalink |

    Creating a New Meetup Group | Part One 

    Alert: This page is still under construction. Have suggestions? Let us know!

    Setting Up Your First Meetup Group

    1. Using the WordPress account on Meetup.com, locate and press the Start button at the top of the page.
      MUG Step 1
    2. Chances are the group you’re starting isn’t in San Francisco. Look up the group’s location by city name or zip code.MUG Step 2 MUG Step 3
    3. Topic selection is important for a Meetup group. Choose 15 WordPress related topics, but don’t forget to include Blogging, Web Development, and Web Design!
      MUG Step 4
    4. At this point you’ll be given a statement about face-to-face community to agree to. Explain this to the organizer you’re on the phone with and get verbal agreement from them!MUG Step 5
    5. Next up you’ll enter the group’s name, the group description, and what members will be called.
      MUG Step 6
    6. At the end of these questions, click the button that reads “Save and Continue”.MUG Step 7
    7. You’ll be taken to a welcome screen which you can click through, and you will then be presented with an Introduction screen. Add the introduction then click the button that reads “Next”.
      MUG Step 9
    8.  You will then be presented with a screen for uploading a profile photo. Just make sure it’s the WordPress logo and click “Next”.
      MUG Step 10
    9. Add the Welcome message, click “Next”.
      MUG Step 11

    Congratulations! You’ve successfully created a new Meetup group! Now all that’s left is a few custom settings to change. Don’t worry. We have directions for that, too.

  • Morgan Kay 7:25 pm on July 8, 2015 Permalink |  

    The Seattle area has several WordPress-related meetup groups. I am the lead organizer for the Seattle WordPress Meetup Group, which is the only one of the Seattle-area meetups that is part of the chapter program. I have been letting organizers of other meetup groups cross-promote their events in the Seattle WordPress Meetup group, as long as they follow the chapter program’s guidelines. Organizers list their events both in their own meetup group and in the Seattle WordPress Meetup Group.

    I have been trying to convince some of these groups to just become a part of our meetup instead of a separate entity, but they like having their own identity, and they like having the freedom to sometimes do events that don’t follow the chapter guidelines. However, this makes things get awfully fuzzy – if some of their events conform to the guidelines and some don’t, should I let them list any of their events on our meetup group?

    For some context, here is the Seattle WordPress Meetup group page: http://www.meetup.com/SeattleWordPressMeetup/

    Here are some of the other meetup groups in the area that cross-list with us:

    • Tech it Easy with WP: http://www.meetup.com/Tech-it-Easy-with-WP/ Aside from the questionable use of “WP” in their name, I think all of their events follow the guidelines. They used to have some paid events, but they have stopped doing that. Their events are some of the best in our entire meetup group.
    • BobWP WordPress Workshops: http://www.meetup.com/BobWP-Puget-Sound-WordPress-Workshops/ Bob has cross-promoted some of his events, but there has been question about whether they conform to the guidelines or not.
    • Seattle WooCommerce Meetup: http://www.meetup.com/Seattle-WooCommerce-Meetup/ They have not yet cross-promoted any events, but they have asked me if they can.

    So how should we handle these sorts of situations?

    • allow cross-posting of events that conform to guidelines
    • allow cross-posting of events only if all of the meetup’s other events conform to guidelines
    • don’t allow any cross-posting, but let people post events in the discussion board
    • some other option?
    • Jon Brown 8:02 pm on July 8, 2015 Permalink | Log in to Reply

      I’ll be curious what central has to say, but I don’t see _any_ issue with cross promotion.

      Our group is happy to share any and all WordPress related things going on that would be of interest to our membership. I’ve never once even thought about vetting those events for conforming to chapter program guidelines.

      My take: If it’s of interest to the group membership allow it all.

    • Birgit Pauli-Haack 9:51 pm on July 8, 2015 Permalink | Log in to Reply

      Collaboration and generosity are what makes WordPress community strong. I would have not hesitation to cross-promote. Frictionless. Of course, that’s just me. And my opinion only counts at home – when I am alone. :-) Happy Wednesday!

      • Birgit Pauli-Haack 12:03 am on July 9, 2015 Permalink | Log in to Reply

        Just clarify. I wouldn’t have a problem to cross-promote as in inform people about it during meetings and via email. I would not post it ‘as WordPress Meetup’, though.

  • Josepha 5:58 pm on June 16, 2015 Permalink |

    Meetup Program 

    Alert: This page is still under construction. Have suggestions? Let us know!

    What is a Meetup group?

    Meetup groups are communities for WordPress users, developers, designers, and entrepreneurs to gather with like-minded people. Always welcoming and safe, Meetup events can be a place to learn more about WordPress or to give back to your community by sharing what you’ve learned with others. Meetup groups that are part of the WordPress chapter program are open to all WordPress enthusiasts regardless of their skill level, financial status, or orientation.

    Who can be part of the Meetup chapter program?

    Any group that adheres to the Good Faith Rules can be part of the chapter program. After they have joined, to remain in good standing a group must have at least one event a month (although we encourage more), address (or request help with) any violations of the Good Faith Rules, and continue to be a good steward of the WordPress open source project.

    How many groups do we have?

    So many! As of the end of Q2 2015, there were 133 official Meetup groups and a handful of official groups on platforms other than Meetup.com.

    What can deputies do for this program?

    • Triage incoming emails in SupportPress
    • Vet applications
    • Conduct group or solo Meetup orientations via Google Hangouts
    • Set up new Meetup groups
    • Initiate transfers of Meetup groups
    • Audit existing groups for sponsor acknowledgement, fauxgos, attendance fees, and general activity
    • Answer questions in Slack
  • Jen 6:37 pm on January 12, 2015 Permalink |
    Tags: ,   

    Categories: Meetups ( 25 )

    Meetups Update 

    Some meetup/meetup.com news:

    • I have been training @chanthaboune and Petya on processing meetup applications. Am hoping that in another couple of weeks we’ll be ready to roll that out to start training more people to help process them (I want to get Josepha and Petya done first so they can then train the next round of folks).
    • It was too late to bump up the number of meetups for the quarter so we’ll be at 120 through the end of March. Right now we are using 113, so we’ll need more room based on the queue. Which is probably not a huge deal because….
    • There are a number of groups that were created in the past year that never really went anywhere. In some cases it might just need a new organizer, while in others it turns out there’s just not enough demand in the area. We’ll be contacting groups that have been inactive for a few months to see what’s up and possibly retire the group if no one wants to step up to organize events.
    • Some recent roll-ins include New York, Des Moines, Marietta (Atlanta area), and Bucharest.
    • Over the next two weeks we are hoping to have tho orientation hangouts with all the people who’ve been in the queue (they should all have been contacted at this point and it’s just a matter of scheduling/playing email tag).
    • Meetup.com has removed (for any new groups moving forward) the setting that allows any member to announce events. This is frustrating because letting anyone organize events is kind of the cornerstone of our program, and this puts the group organizers in the position of having to approve suggested events (members can still suggest events), which creates a sense that the approving organizer is somehow responsible for the event, which isn’t the case. We’ll have to create some new documentation to reflect this change, and will likely want to send an email to all group members about organizing events when we send out survey results.
    • We’ve started sending out the annual survey links to groups on the chapter account. Since we have to customize the links by hand and meetup.com restricts how many messages you can send per day (this really just is not set up well for a chapter program), it might take a little bit to get them all out. We’ll let them run for two weeks then collate and post results (and compare to last year).
    • A lot of meetup groups have outdated organizer rolls due to someone moving, people moving on from organizing, etc. We’ll ask remaining organizers to a) identify a main point of contact for each group, and b) clean up the organizer list so that only current org are listed so that members have accurate information about who to contact.
    • Another year, another attempt at monthly communications to the groups to help promote contributor drives and such. The main question on this is should the communication be an email to the organizers (who might not pass on the info and/or who would only pass on to attendees (usually less than 5% of membership list), an email to the members (is a once-a-month email from WordPress too much?), a monthly post on the group’s discussion board, or something else?

    All of these things to say, oh, comunity hub, how anxiously we await your birth. :)

    • Dustin Filippini 6:45 pm on January 12, 2015 Permalink | Log in to Reply

      I notice a couple of the Wisconsin Groups are ones that have kind of fell off (Madison & Central Wisconsin). If you contact them, you can let them know that I can be a contact nearby if they need any help or have questions on things. Especially with Madison, some of the Milwaukee people can travel to help do talks or help get other things off the ground.

  • Jen 5:45 pm on December 4, 2014 Permalink |

    WCSF 2014 Team Meetup Notes 

    For conversations that happened during the community team meetup days after WCSF/summit 2014, notes can be posted here. As groups start work on projects identified in these discussions, please repost notes in a blog post and continue the original discussion so that people who were not at the meetup can weigh in before any decisions are made.


    Community Hub on WordPress.org


    AfterParties (from Summit Day, not Meetup, but relevant)

    Community Hub meeting notes

    At the team meetup, a bunch of meetup / camp organisers came together to discuss the need for a community hub and their individual wish list. The following are notes that have been taken.

    Jane Bloggs:

    • What is near me?
    • How do I get involved with my local group?
    • What resources / support are out there?

    Wish List:

    • Map
    • Calendar
    • Integration with meetup api. ( iain)
    • Jan can design the hub
    • Ability to filter down next events near you.
    • Each group to have a group site that they can use as their main site or as a landing page
    • Problems
      • new leadership – having a circle org team group with notifications
      • rotating point person every 6 number of months.
    • RSVP system for attendees to say if they are coming or not
    • Waiting List
      • Ability for waiting list to reallocate tickets when RSVP gets changed
    • Camptix
    • Better moderation tools
    • Block by IPs
    • If you have been approved before, you can add events – otherwise you have to be approved if you have never ran an event before.
    • Spam reporting
    • Forums in theory works, but current use of meetup means that users don’t start a discussion on the forums, they do on the event comments.
    • Ability to move a discussion to the forums – button.
    • Links to twitter / linkd in/ facebook/ social / stuff
    • The ability to make notes against other attendees you have met – personal to the person logged in.
    • Check-in method – a way to take attendance so that you can see who actually turned up
    • Frequency of show ups – rsvp stats
    • Tag the event topics
    • Limit the amount of tags – category
    • Live stream on air…
    • Job board area :
      • who’s hiring
      • who’s looking.
    • How to direct people from MeetUp to the moved locale.
    • IRS rules.
    • Book Clubs
    • Ability to either join a group or follow a group.
      • Join – you are an active part of this group
      • Follow – for situations like when you are from out of town and want to be a fly on the wall of the group.
    • Set radius per group so we know what is *local*
    • Network admin stats
      • How often a meetup is cancelled
      • Members don’t rsvp.
      • Members RSVP and then don’t turn up
    • Automated emails.
      • Hey, how is your group going?
    • A list of session / presenters / slide links / mini word camp
    • Ability to rate sessions / presenters ( Like Joind.in – maybe integrate with it )
    • Ability to suggest topics to talk about or things to do
    • Translation for any language to any language for static pages and/ or event listings.
    • Discussions in local language
    • Points from Japan
      • No ticket system.
      • Japanese external ticket system.
      • Way to tag certain people as the *tumbler* / welcome wagon.
    • People tags based on group and allow group to label
    • Built in incident reporting system.
    • First line incident report which is outside the group power structure.
    • Need method to have method to be pushed up the chain.
    • Topic wish list voting system
    • Have the options between discussion board, comments,
    • Built in forms for surveys and meet ups
    • Select what topic they are gonna be interested in.
    • Notifications settings for users
      • Blast email
      • Spam laws per country.
      • Open rate
      • Plurge members – for the group when emails when are being plunge.
      • bounce  back  rate  notice  on  members group page
    • Featured events that are non traditional
    • Anyone can join a group, don’t have to wait for approval
    • Can ask new joiners questions.
    • Send me any info of a Meet up X amount of miles away from Y position.

     Meta team wants a MVP ( minimum viable product) spec agreed upon by the community.


    • Wish list
    • Discuss with the general community what they consider important from the wish list
    • Create a MVP spec.
    • Community review MVP before giving to Meta team to review
    • Check what features are available
    • Build what features we don’t
    • Beta testing
    • Start inviting everyone

    Diversity Discussion

    After Party:

    • issue of diversity
      • recovering acholohic
      • sexual assault
      • attacks
      • religion
      • age restrictions
      • pregnancy
    • after party organisers
      • 2 people  who don’t drink and sole responsibly of looking after people
    • path to redemption
      • one year not welcome
      • deal with their stuff
      • after the one year reviewed
      • building a tool to reinforce
        • organisation orientation
      • sign in to buy their ticket
    • are your attendees safe with x person there?
      • can the person explain in their own words what happened and why it was inapproiate
    • food at a afterparty is a must
    • liability
    • Happy Hour / Social Hour / Networking Hour instead of a after party
    • Mocktails – attention and same money on the non alcoholic


    • diversity workshop  kit
    • speaking  at a work camp talk at  the meet up
    • tech mix up
    • ada intitaive at word camps sessions ally skills  workshop
    • speaker rota  has to be reflective  of the population
    • be welcoming and inclusive as possible
    • if you build it they will come.
    • communication  pre told them.
    • live capturing
      • cheaper than ASL by a third
    • 122cm width for walkways

    Code of Conduct

    • reward good behaviour
    • open source bridge
    • need a update
    • community expectations:
      • review all  project COC
      • get the best of
      • 100  COC and then a FAQ style thing.
      • maybe having a longer version
    • incident report.
      • report of what to do when someone reports to you ( public private)
      • persn  is comfortable and feel safe. don’t pressure them
      • Find a cheparon
      • talk to the org committee
      • incident report form
      • dos and don’t.  list  on the form
      • if a person is a organiser, there is someone else to report to.
    • on the COC  page,   there is a page.
    • mention this is on the opening remark –  wording is important
    • opening remarks scripts

    After Parties

    Topic suggested by Dee Teal, on WCSF14 Summit Monday.

    Dicussion notes as follows:

    • Liability – Who is liable for what happens at the event?
    • Cultural differences to consider
    • responsibility
    • Organisers set to creating the right atmosphere & setting the tone.
    • How to deal with  drunks/ inappropriate people
    • Discuss on how to decide on the action to take before event with Org. team
    • To encourage younger coders, we need to consider social events that are young coder friendly. If socializing is part of the event, and the event is meant to inclusive…
      • how do we deal with this?
      • age limit stops  age restrictions
    • Encourage events that  have alcohol to not focus on that fact.
    • Addressing issues as it happens
      • how do you facilitate it
      • follow through
    • if someone gets removed, how do they redeem themselves?
    • Speaker dinners, sponsor parties
    • speakers getting drunk.
    • unofficial after party – completely removed  liability
    • two drink tickets –    limit liability
    • Environments  is key.
      • get a space so that  its  less about alcohol and more about the event
      • Pick locations which have ping pong tables etc which  help to  divert the attention.
      • Try and find a location which you can have a busy and a more chilled area. / breakout spaces.
      • try different  location like restaurants, workers offices,  spaces. music playing that was low key.
    • Things to do / fun committee.
      • Bring in board games / electronic games which are simple to play and anyone can enjoy
      • submit something artistic.
      • lego  table
      • cake competition.
      • intimate areas.
      • shuffle board
      • photo booths
      • quizzes
      • wordpress games
      • wordpress type cards against wordpress.com
      • Guitar Hero
      • music jams
      • after party
      • Nidhogg
      • Function Bingo
      • Ping Pong
      • Bowling
      • Arcade Machines
      • showing off talents thats are not to do with WordPress.
    • education and being upfront explain what the expiation.
    • speakers code of conduct
      • remember you are representing the group.
    • speaker dinner
      • WC Sofia speakers are local people so there is less emphasis on networking
      • WCEU is completely different – it was a wild  time.
    • Organisers should be responsible
      • Ends at  a particular time.
    • Legally who is in charge and when does it end?
      • when the space time runs out
      • when the bar tab ends
    • Australia. –  they need to attend a legal responsibility course.
    • Ticketing system for drinks or have no drinks?
      • have a open bar when you have  lot of internationals people,  complications of language barriers,  and bar tender issues and annoying.
        • be prepared of people abusing an open bar – but  it didn’t happen
      • Japan official party, there is some responsibility – official party ends at 10.
      • Do you care if someone thinks your party is lame?
      • culture of drink, therefore stops people from wanting to go
      • Party doesn’t have to be a club/ alcohol establishment.
      • After party does matter.
      • Big conference,  informal contact does make a difference to the experience of being an attendee.
        • Needs to be nothing to do with sessions and the main event.
    • If you are highlighting the area, communities are very different, culturally people are pre-disposed to help spread the word.
    • Bar hopping helped to have fun – the focus was not drinking but rather interesting buildings and culture
    • what are we doing wrong, right?
    • Formal guidelines of the responsibility  before when speakers are talking.
    • Encourage moderation.
    • How to deal with drunk speakers.
      • dealing with the response to  drunks.
    • Make sure there is food available if you are giving away free alcohol.
      • catered after party
      • if you have a budget that you are giving away drinks then use some for the budget  for the food.
    • Rewrite the guidelines
      • add stuff to consider if X happened
      • Be visible as party police – sober
        • able to deal with situations.
    • Situation : Speaker over did it and unable to talk.
      • do you rearrange or  do you just say no?
      • get a back up speaker, and drop if possible.
      • otherwise you, might be able to rearrange.
      • or put on a panel.
      • Q&A ask anything panel.
    • help to build your local community.
      • open space.
      • games
      • no idea who is going to turn up.
      • darts tournament
      • so fluffy
    • organiser  being drunk / inappropriate
      • people who are more visible need to be held to a higher responisbility
      • it should be  ok and  expected that any organiser who breaks the code of conduct should forced to leave.
      • how to make CoC easily accessibly
      • make it easier to adhere the code of conduct
      • remind people of it
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