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ianbjacobs edited this page Mar 19, 2024 · 74 revisions

Calendar

Communications

Call for Breakouts Day Session Proposals

Date: 15 January 2024
Subject: Call for W3C Breakouts Day 2024 Session Proposals

Note

Alex will send copies to

Dear Chairs, (ADJUST AS NEEDED)

In response to enthusiasm for TPAC breakout sessions, we are happy to announce an experiment with a remote breakout session event outside of TPAC. We are calling this W3C Breakouts Day 2024, which will take place 12 March 2024 (UTC).

No registration for the event is required. Anyone with a W3C account may participate, including non-Members. W3C Members may invite guests (with W3C accounts) to participate.

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Sessions

For this W3C Breakouts Day experiment we are soliciting two kinds of session proposals:

  • Breakout (for deep dives, smaller group, at most 50 minutes). We plan to schedule breakout sessions in parallel (ideally, no more than 5 in parallel).
  • Plenary (for raising awareness, large group, at most 10 minutes). We plan to schedule plenary sessions back to back within a single hour, with no other sessions in parallel. (If we receive many plenary proposals, we will schedule additional plenary slots.) The template for proposing a session will prompt you to pick one of the two types.

To view proposed sessions:
https://github.com/w3c/breakouts-day-2024/issues

Before proposing a session, please see good practices for session chairs and how to propose a session:
https://github.com/w3c/tpac-breakouts/wiki/Good-Practices-for-Session-Chairs

To propose a session:
https://github.com/w3c/breakouts-day-2024/issues/new?assignees=&labels=session&projects=&template=session.yml

For more information about W3C Breakouts Day 2024 (including who may propose a session, time slots, etc.), see:
https://github.com/w3c/breakouts-day-2024/

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Calendar

  • 29 February: Deadline for proposals
  • 1 March: Draft schedule announced
  • 8 March: Stable schedule announced
  • 12 March: W3C Breakouts Day 2024

Once we have scheduled sessions, they will appear in the W3C Breakouts Day 2024 breakout calendar:
https://www.w3.org/calendar/breakouts-day-2024/

Please contact François Daoust and Ian Jacobs with any questions about the organization of the event.

With kind regards,
Alexandra Lacourba

Reminder of Call for Breakouts Day Session Proposals

Date: 5 February 2024
Subject: Reminder of Call for W3C Breakouts Day 2024 Session Proposals (before 29 February)

Alex will send copies to

Dear Chairs, (ADJUST AS NEEDED)

W3C Breakouts Day 2024 is about 5 weeks away! If you plan to propose a session (for 12 March), please take a moment to do so. We would like to receive all session proposals no later than 29 February.

To view proposed sessions:
https://github.com/w3c/breakouts-day-2024/issues

If there are sessions of particular interest to you, we encourage you to express support through GitHub emojis.

To propose a session:
https://github.com/w3c/breakouts-day-2024/issues/new?assignees=&labels=session&projects=&template=session.yml

For information about good practices, proposing a session, and more, see:
https://github.com/w3c/breakouts-day-2024/

--------
Calendar

  • 29 February: Deadline for proposals
  • 1 March: Draft schedule announced
  • 8 March: Stable schedule announced
  • 12 March: W3C Breakouts Day 2024

Please contact François Daoust and Ian Jacobs with any questions about the organization of the event.

With kind regards,
Alexandra Lacourba

Second Reminder of Call for Breakouts Day Session Proposals

Date: 26 February 2024
Subject: Three Days Left to propose a W3C Breakouts Day Session

Alex will send copies to

Dear Chairs / Advisory Committee Representative

W3C Breakouts Day 2024 is just 2 weeks away! If you plan to propose a breakout session (for 12 March), please do so before 29 February.

We have already received 5 proposals:
https://github.com/w3c/breakouts-day-2024/issues

If any of those sessions are of particular interest to you, we encourage you to express support through GitHub emojis.

For information about good practices, proposing a session, and more, see:
https://github.com/w3c/breakouts-day-2024

--------
Calendar

  • 29 February: Deadline for proposals
  • 1 March: Draft schedule announced
  • 8 March: Stable schedule announced
  • 12 March: W3C Breakouts Day 2024

Please contact François Daoust and Ian Jacobs with any questions about the organization of the event.

With kind regards,
Alexandra Lacourba

Draft schedule available

From: Ian
Date: 1 March 2024
Subject: Draft schedule for W3C Breakouts Day 2024
Bcc: Session Chairs (Emails available via breakout repo tool)

Dear W3C Breakouts Day Session Chairs,

We're pleased to announce a DRAFT schedule for W3C Breakouts Day 2024 sessions, available in multiple formats:

We will also publish the schedule using the W3C calendar:
https://www.w3.org/calendar/breakouts-day-2024/

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Actions

By 8 March (and as soon as you can), please check the slot(s) assigned for your session. If you cannot live with it, please let us know.

By 12 March (the day of the event), please:

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Calendar

  • 8 March: Stable schedule announced
  • 11 March: Announcement with reminder of key actions during your session
  • 12 March: W3C Breakouts Day 2024

Thanks again for leading a session!

With kind regards,
Ian and François

Stable schedule available

Date: 8 March 2024
Subject: Stable schedule for W3C Breakouts Day sessions on 12 March

Alex will send copies to

Dear Chairs / Advisory Committee Representative

IMPORTANT: Breakouts day sessions are scheduled on 12 March from 13:00-15:00 UTC and 21:00-23:00 UTC. Please note carefully the impact of Daylight Saving Time on your schedule, especially in North America.

We're pleased to announce a stable schedule for W3C Breakouts Day 2024, available in multiple formats:

For session details (including room name and zoom information), please subscribe to the W3C Breakouts Day 2024 calendar, which we will update in case of any changes:
https://www.w3.org/calendar/breakouts-day-2024/

Please do not share zoom links on social media (to avoid unwanted disruptions).

With kind regards,
Alexandra Lacourba

Reminder about Key W3C Breakouts Day Session Actions

From: Ian
Date: 11 March 2024
Subject: Important W3C Breakouts Day Actions
Bcc: Session Chairs (Emails available via breakout repo tool)

Dear W3C Breakouts Day Session Chairs,

Zoom and other information about your session tomorrow is available in the W3C Breakouts Day 2024 calendar:
https://www.w3.org/calendar/breakouts-day-2024/

Before your session, please add to your GitHub session description any agenda information (inline or link) and/or slides. For instructions on how to edit a session description, see:
https://github.com/w3c/tpac-breakouts/wiki/Good-Practices-for-Session-Chairs#how-to-update-a-session-description

Although you are not required to use IRC for minutes, we hope to make it easy for you to use IRC. The meeting planners will arrange for minutes bots (zakim and rrsagent) to be up and running in the IRC channel named in your session description before your session starts. You will find there a default agenda (created with agenda+) that you can adjust as needed. For more on Zakim, see:
https://www.w3.org/2001/12/zakim-irc-bot.html

During your breakout session, please:

  • Find scribe(s).
  • Remind people of policies: code of conduct, antitrust guidance, recording (if applicable).
  • Endeavor to keep the session to 50 minutes.
  • Before you adjourn, tell people where the conversation will continue.

As a reminder, if you plan to record the session, it is a goal that only presentations be recorded, not discussion. Please see our recording policy for more information:
https://github.com/w3c/tpac-breakouts/wiki/Policies#recording-sessions

In addition, if you plan to record part of the session, you will need a Zoom host key to do so. Please reach out to either of us directly for the key.

For more guidance on running your session (including participation policies), see:
https://github.com/w3c/tpac-breakouts/wiki/Good-Practices-for-Session-Chairs#running-the-session

If you need help, you'll find us on #breakouts-day-help
https://irc.w3.org/?channels=breakouts-day-help

With kind regards,
Ian and François

Post-event thank you and request for minutes

From: Ian
Date: 19 March 2024
Subject: W3C Breakouts Day follow-up
Bcc: Session chairs

Dear W3C Breakouts Day 2024 Session Chairs,

Thank you for running a session [1] at this first W3C Breakouts Day. To help us determine whether we should do this again next year, and to share news about the day's sessions, we have a question and a request:

  1. Did you find the experiment worthwhile?
  2. Would you share with us a short summary (e.g., 1 paragraph) of what you got from the discussion? We would like to compile the views from the session chairs into a public report of the breakouts day. If you can do so, please add your summary to the discussion thread for your issue on GitHub [1], ideally by 26 March.

NEXT STEPS

In addition, we would also like to make it easy for the people who participated in your breakout and the broader W3C community to learn more. To that end:

  • If you used IRC for minutes, we have added a link to them from your session description.

  • Please update the "Meeting Materials" section of your session description on GitHub with links to any other minutes, notes, slides, or meeting materials. Alternatively, you can send them to us and we will update your session. For instructions on how to edit a session description, see:
    https://github.com/w3c/tpac-breakouts/wiki/Good-Practices-for-Session-Chairs#how-to-update-a-session-description

  • Please make sure your meeting materials are publicly available and can be easily archived. Where possible, we will copy meeting materials to w3.org for posterity.

  • If you recorded your session through Zoom, the recordings and transcripts are now linked from the session description on GitHub, the Breakouts Day page, and the calendar. We invite you to help us improve the quality of the automatically generated transcript, ideally by sending us an edited transcript. Please be reminded of our recording policy:
    https://github.com/w3c/tpac-breakouts/wiki/Policies#recording-sessions

  • To let people know where the discussion will continue (e.g., in a Community Group or mailing list), please add comments to your session description on GitHub.

  • Please do not close the issue associated with your session!

We also welcome feedback on your experience organizing and running a breakout session so that we may continue to improve.

Thank you!

With kind regards,
Ian and François

[1] https://github.com/w3c/breakouts-day-2024/issues

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