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== Meeting Guidelines ==
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== Meeting Guidelines == === The Guidelines ===

Debian Sponsoring Guidelines

Meeting Guidelines

How to have a Debian meeting without turning into a secret cabal

Sponsoring various kinds of Debian meetings (conferences, sprints, BSPs, etc.) is a good way to spend, actually invest, Debian money.

Nonetheless, Debian is a community of volunteers and we cannot rely on the fact that people will be able to attend meetings as they were "work" meetings. That is why organizers have to carefully balance the high efficiency that meetings offer (higher communication bandwidth than remote work, more focused people, more enthusiasm, more fun, etc.) with the risk of cutting out the rest of the community which cannot attend the meeting, for whatever reason.

Debian is very happy to sponsor developer meetings, but requests that the following sponsoring guidelines are respected, in order to minimize the risks outlined above.

The guidelines are neither absolute, nor complete, they are ... just general guidelines ! In case you hit a corner case not addressed by them please discuss it with <leader AT debian DOT org>.

The Guidelines

  • before the meeting

    • announce the meeting to the most relevant public list / forum
    • ideally, include a tentative agenda of the meeting in the announcement
      • this will enable people interested in the meeting topics to provide their inputs and more generally to know what is going on
  • during the meeting / meeting preparation

    • optimize expenses, don't waste money!
      • it is a way to show respect for all people that generously donate to Debian
    • keep track of what's happening, in preparation of the overall meeting report
    • consider giving periodic updates on how the meeting is going
      • e.g. blog about what's happening day-by-day
    • think about remote participation
      • e.g. stay on a specific IRC channel and announce it
  • after the meeting

    • post meeting minutes / report to the most relevant public list / forum
      • e.g. d-d-a for meetings of general development interest
        include mention of who took part in the meeting

Do you have comments ? Please mail them to <leader AT debian DOT org>.

General Guidelines

While the above guidelines have been written with meeting funding in mind, they are way more general. The underlying principle is that if you use Debian money, you should be transparent in the way you use them. That principle is general, and applies to any kind of Debian money usage.

  • E.g.: if you get sponsored hardware for yourself (e.g. for porting), be public about the fact you
    • got the hardware and take care of sending reports from time to time about what you do with it.
  • E.g.: if you go to attend a conference sponsored by Debian, ensure to inform the project that you
    • are going (that would be the good moment to ask from inputs from others too!) and send a report once you're back.
  • etc ...