A Guide to Organizing Fedora Events

Are you looking to organize a Fedora event? If yes, this guide is for you. It provides step-by-step instructions and best practices for organizing Fedora events that align with the community's values of diversity, equity, and inclusion.

1. Pre-Event Planning

Set Clear Goals and Objectives

Sometimes, people confuse goals and objectives and use them interchangeably

It is important to distinguish between goals and objectives to ensure your event aligns with Fedora's mission and has measurable outcomes. Let's understand what goals and objectives are:

Goals are broad, they could be long term or short term aspirations that provide direction to guide planning and decision making. For a Fedora event, your goals might include:

1. Promoting Fedora's mission of advancing free and open source software.

2. Strengthening the Fedora community.

3. Increasing Fedora's user and contributor base.

Objectives are specific actions that help achieve your goals. Your objectives might include:

1. For example, invite 30 people to join a Fedora event to share their experiences.

2. Hosting hands-on workshops where attendees can learn new skills and contribute to Fedora projects.

3. Organize mentoring sessions to help new folks connect with experienced contributors.

4. Highlight the best features of the latest Fedora release through interactive demos.

5. Encourage at least 10 new contributors to join Fedora projects during a Fedora event.

Example:

Image source: Fedora 37 Release Party Brazil

A Fedora Release Party is a great example of how goals and objectives come together. The event aims to:

1. Celebrate a new Fedora release, connect contributors, and attract new users (Goal)

2. Objectives:

   a. Host a diverse group of attendees.

   b. Share exciting news and materials about the new release.

   c. Gather feedback from the community to improve future events.

Define the Target Audience

Defining your target audience is crucial for creating an event that resonates with their needs and interests. Here's how you can tailor your event to attract and engage the right audience:

1. Identify your core audience: First, take time to think about the main groups you want to attract. They can be the following:

   a. Software developers eager to get involved with Fedora coding projects

   b. Content creators and documentation specialists looking to contribute written materials

   c. Existing community members who want to deepen their involvement

   d. Curious newcomers just beginning to explore what Fedora offers

   e. Testers passionate about ensuring reliable releases

2. Broaden Your Audience: Reach out to groups that are often underrepresented, such as women working in technology and open source environments, people who identify as non-binary, and individuals with limited technological access or resources.

3. Engaging Activities: Design your event with different skill levels and interests in mind by offering technical workshops where developers can get hands-on experience, introductory sessions specifically designed to welcome and orient beginners, and structured mentoring sessions connecting seasoned Fedora contributors with those just starting their journey.

Example:

For a Fedora Release Party, you might want to attract both seasoned developers and people new to Fedora. Plan activities like:

a. Presentations to show off the latest Fedora features.

b. Networking to help current contributors connect and collaborate.

c. Beginner Workshops to introduce new folks to the Fedora community and help them get started.

Choose an Event Format

The format of your event can make all the difference in its operations and how well it connects with your audience. You have three main options: virtual, in-person, or hybrid events. Each has its own strengths and challenges, so let's explore them:

Example:

For a Fedora Release Party, you might choose a hybrid format to reach local contributors and a global audience. This way, you can host in-person activities like networking sessions and workshops while also live streaming presentations for those who can't attend in person. This approach ensures everyone feels included and engaged.

2. Speaker & Attendee Management

Image source: Flock 19 Budapest

Great speakers and engaged attendees make an event unforgettable. The next section explains how to create an inclusive and engaging experience for everyone.

Best Practices for Speakers

1. Prioritize Diversity

   Prioritize diversity by inviting speakers from all walks of life, including underrepresented groups like women, people of color, and LGBTQ+ individuals, contributors from different regions and backgrounds, newcomers with fresh ideas, and experts with different levels of expertise.

2. Provide Clear Guidelines

   Help speakers shine by giving them clear guidance on presentation formats (talks, workshops, panels), audience expectations, and event goals and themes.

3. Offer Resources

   Set your speakers up for success with resources such as slide templates that are accessible in design and consider color-blindness, mentorship opportunities to connect with experienced speakers, and examples of past successful talks.

Example:

For a Fedora Release Party, invite a diverse group of speakers to highlight the new release. Give them clear guidelines, slide templates, and mentorship if needed.

Create a Call for Proposals (CFP)

1. Use welcoming language and inclusive terms to make your CFP inviting to everyone. For example, rather than seeking experts, ask for speakers who have advice or expertise to share.

2. Clearly outline submission criteria by explaining the types of sessions you're looking for, such as talks on technical topics, hands-on workshops, and interactive panels.

3. Provide deadlines and details about the selection process to inform potential speakers when to submit their proposals and how they will be chosen.

Offer Speaker Support

1. Connect Mentors with New Speakers: Pair new speakers with experienced mentors who can help them structure their sessions and practice their presentations.

2. Offer Accessibility Accommodations: For example, provide resources like sign language interpreters, flexible schedules, transportation assistance, and childcare services.

3. Share Resources: Give speakers slide templates, examples of successful talks, and tips on engaging their audience to help them deliver impactful presentations.

4. Conduct Pre-Event Check-Ins: Meet with speakers regularly to address any concerns, provide feedback, and create a supportive environment.

3. Accessibility & Code of Conduct

Making your event accessible is crucial to ensure everyone can fully participate, regardless of their abilities. Here’s how you can create an inclusive environment for both physical and virtual events.

Ensuring Accessibility

Physical Event Considerations

1. Choose accessible venues by looking for facilities that offer ramps and elevators for easy access, wide pathways to navigate comfortably, accessible restrooms with necessary facilities, and quiet spaces for sensory breaks.

2. Plan seating and navigation by ensuring wheelchair-integrated seating areas and clear, non-slip pathways for safe movement.

3. Provide attendees with a list of nearby restaurants and the types of food they offer to ensure everyone can find something that suits their taste and dietary needs.

4. Train event staff by educating them before the event day on how to assist attendees with accessibility needs, such as guiding them to accessible facilities or providing assistance during sessions.

5. Share accessibility maps highlighting accessible features like ramps, restrooms, and quiet spaces via email or the event website.

6. Clearly communicate the availability of accessibility features to attendees in advance.

Virtual Event Considerations

Consider using platforms that have worked well for previous Fedora events, such as Jitsi for smaller meetings Big Blue Button for workshops.

1. Ensure all digital materials are compatible with screen readers.

2. Provide transcripts for recorded sessions to help attendees review content at their own pace.

Example:

Image Source: Flock to Budapest 2019

For a Flock event, choose a venue with wheelchair-accessible entrances and ramps for stage access. Provide quiet rooms for sensory breaks and offer live captions for virtual attendees. Share an accessibility map with details about facilities to help attendees plan their visit.

Enforce the Code of Conduct

The Fedora Code of Conduct ensures that all participants feel safe, respected, and valued during events. Proper enforcement is essential for creating an inclusive environment.

Key Steps:

1. Contact the CoC Committee: Reach out to Fedora's Code of Conduct Committee before your event to:

   a. Inform them about the upcoming event.

   b. Discuss any specific concerns related to your event format or audience.

   c. Ask for guidance on handling potential issues.

2. Share the CoC: Include the Code of Conduct:

   a. On the event website.

   b. In registration materials.

   c. In event communications.

   d. At the beginning of the event (verbal reminder).

   e. On visible signage at in-person events.

3. Designate CoC contacts: Identify specific people who will:

   a. Receive and respond to CoC concerns during the event.

   b. Coordinate with the Fedora CoC Committee when needed.

4. Create a reporting process: Establish and communicate:

   a. Multiple ways to report violations (in-person, email, messaging).

   b. Clear steps for addressing reports.

   c. Confidentiality protections for reporters.

5. Prepare for enforcement: Be ready to:

   a. Address violations promptly and consistently.

   b. Remove participants who violate the CoC if necessary.

   c. Document incidents for follow-up.

4. Event Promotion & Community Engagement

Image Source: Getty Image unsplash

Promoting your event effectively is key to ensuring strong participation and engagement. Here are some strategies to help promote your event.

Promotion Channels

1. Leverage Fedora Communication Platforms:

   a. Write blog posts for the Fedora Community Blog.
   b. Publish articles on Fedora Magazine.
   c. Share updates on Fedora’s social media channels like Twitter, LinkedIn, Reddit, and Mastodon.
   d. Add the event to the Fedora Calendar.

2. Create Engaging Content: Design eye catching graphics, videos, and banners.

3. Collaborate with Teams:

   a. Work with Fedora’s marketing and design teams to produce polished promotional materials.

   b. Collaborate with Fedora Ambassadors to publicize events with active Fedora communities in different regions.

   c. Partner with local tech groups and diversity focused organizations to expand your reach.

4. Encourage Sharing: Provide attendees with posters, digital banners, and other shareable content to help promote the event.

5. Track Engagement: Monitor likes, shares, and comments to see what’s working and refine your strategy.

Engaging Local DEI Communities

Partnering with local communities focused on diversity in tech can make your event more inclusive and impactful. Here’s how:

1. Build Partnerships

   a. Reach out to groups like Women in Tech networks, Black tech organizations, and LGBTQ+ tech groups.
   b. Collaborate with local chapters of diversity-focused initiatives.

2. Highlight Inclusivity:

   a. Share success stories from past Fedora events that showcase diversity and inclusion.

   b. Use promotional materials that emphasize Fedora’s commitment to creating welcoming spaces.

3. Offer Support:

   a. Provide travel grants to attendees from underrepresented groups.

   b. Offer childcare options for participants who need them.

Leveraging Social Media

Social media is one of the most effective tools for promoting Fedora events and engaging with a wider audience. Here’s how you can make the most of it:

1. Create Unique Hashtags: Use hashtags like #FedoraEvent or #FedoraReleaseParty to make your event easily discoverable.

2. Post Interactive Content: To build excitement, share polls, quizzes, or teaser trailers featuring keynote speakers. Also, post behind-the-scenes previews leading up to the event.

3. Use Live Features During the Event: Stream sessions or share live updates on social media platforms and engage viewers by responding to comments during live streams.

4. Engage Your Audience: Reply to questions or comments on posts and share user-generated content from attendees, such as photos or testimonials.

5. Schedule Key Announcements: Post reminders about registration deadlines, speaker highlights, or session schedules at regular intervals and include countdown timers or calendar invites to boost anticipation and ensure attendees stay informed

5. Post-Event Follow-Up

Following up after an event helps you evaluate success, gather feedback, and keep participants engaged.

Creating an Event Report Template

An event report template is essential for documenting your Fedora event outcomes and providing valuable insights for the community. Your template should include:

1. Key metrics that track attendee diversity, accessibility feedback, and overall satisfaction levels measured through post-event surveys

2. Success evaluation that assesses whether your established goals like skill-building or networking opportunities were effectively achieved

3. Report sharing mechanisms that publish summaries on the Fedora Community Blog or relevant discussion forums where the broader community can learn from your experience

See Fedora Event Report Guidelines

Gathering Feedback

Effective Methods:

1. Send post-event surveys via email

2. Analyze responses to identify strengths and areas for improvement

3. Provide anonymous options for honest input using tools like Google Forms or Lime Survey

Example:

Ask attendees to rate the new release feature presentation on a scale of 1-5. Address feedback about virtual tools for future hybrid events.

Maintaining Engagement

Here are some strategies to maintain engagement

1. Continue discussions: Host follow-up meetups or forums

2. Send a thank you message 2 or 3 days after the event to contributors, attendees, speakers, and organizers

3. Give shoutouts to contributors, attendees, speakers, and organizers in the Fedora community blog and social media

4. Repost attendees' social media content during event week

5. Offer mentorship: Connect attendees with Fedora mentors for ongoing guidance

6. Share resources: Provide access to recorded sessions, pictures, and slides

7. Build long-term connections: Encourage participants to join communication channels or contribute ideas for future events

Key Recommendations

Using evidence based approaches helps make your event more inclusive and effective. Research and community knowledge can guide your planning decisions.

Key Strategies:

Review past Fedora events: Study what worked well and what could be improved. Here is how to do that

1. Read post event reports on the Fedora Wiki

2. Talk with previous organizers about their experiences

3. Analyze feedback from past participants

Implement proven accessibility practices: Follow established guidelines like:

1. Web Content Accessibility Guidelines (WCAG) for digital content

2. Provide multiple communication channels for diverse needs

Learn from other open source communities: Adapt successful approaches from:

1. Other Linux distributions' events

2. Open source conferences like FOSDEM or All Things Open

3. Diverse tech communities like PyLadies or TransTech

What I Learned From My Research

Through my research on organizing Fedora events, I gained some valuable insights that I'd like to share:

1. Clear Goal Setting: Define specific objectives that align with Fedora's mission, whether building community or showcasing releases.

2. Inclusive Planning: Select accessible venues, provide accommodation services, and actively invite diverse participants

3. Strategic promotion: Leverage Fedora channels, social media, and local partnerships to attract diverse attendees.

4. Thorough Follow-up: Collect feedback and maintain community engagement after your event

Wrap Up

A successful Fedora event requires careful planning, a focus on inclusivity, and effective promotion. Setting clear goals, ensuring accessibility, using the right marketing strategies, and following up after the event, you can create an engaging and impactful experience for all attendees.

Whether you're hosting a Fedora Release Party, a workshop, or any other type of event, remember that the key to success lies in understanding your audience, creating a welcoming environment, and fostering ongoing engagement within the community.

Next Step

• Understand the Fedora Events System

• See Fedora Event Wiki Template

• Read the Fedora Report Event Guideline

• Join the Fedora discussion channel

Resources Used

• Discover Cookbook

• Chaoss Community

• Fedora Wiki event pages and post-event reports.

• QWER Hacks: A Case Study on How to Build an Inclusive Hackathon

• Best Practices for Creating Diverse and Inclusive Tech Events

• Organizing and Managing Open Source Events