Contribution Events Initiative meeting process

Pre-meeting administration work

Create meeting issue

There should be an issue for Contribution Events Initiative meeting issue. The issue title includes the date and time of the meeting, e.g. Contribution Events Initiative meeting / 20 June 2022 5pm UTC. If one does not exist yet, go to the previous meeting issue and clone it. This will preserve the agenda and helper notes and link the previous meeting so it's the parent issue of the next meeting issue.

TBD: Parent is top-level META or the previous meeting issue.

1. Find the previous meeting issue
2. Clone the issue
3. Confirm the issue for the last meeting is listed as a parent
4. Update the title to show the date of the next meeting
5. Add any additional agenda items for the meeting
6. Save

Update Slack bookmarks

In Slack, the next and previous meeting are noted in the Meetings bookmarks folder. Right click on each item and adjust the text and link for both the next and previous meetings.

Running a Contribution Events Initiative meeting

1. While actively facilitated for an hour, Contribution Events Initiative meetings stay open for 24 hours to allow folks in all time zones to participate.
    
2. (Ideal) Initiative lead or stand-in: Set a Slack reminder for yourself 2 hours before the meeting to post a reminder to the channel. Example:

   :reminder_ribbon: Reminder, Contribution Events Initiative fortnightly meeting starts in 2 hours.

3. Initiative lead or stand-in: Post welcome and intro messages with ground rules and a plan at the meeting start time. For example:

   Hello and welcome to this asynchronous, biweekly Slack meeting for the Contribution Events Initiative! :wave:

   This meeting:
➤ Is for Drupal community members interested in how to better organize, promote, and improve contribution events. We discuss upcoming events, lessons learned from past events, ideas for increasing event participation, how to improve documentation, and more.
➤ Happens every two weeks in alternating timezones: 5pm UTC Mondays and 5am UTC Tuesdays.
➤ Is done over chat.
➤ Is actively facilitated for 1 hour, but is open asynchronously for 24 hours from the meeting start time.
➤ Happens in threads, which you can follow to be notified of new replies even if you don’t comment in the thread. You may also join the meeting later and participate asynchronously!
➤ Transcript will be exported and posted to a project issue for this meeting. For anonymous comments, start with a :bust_in_silhouette: emoji. To take a comment or thread off the record, start with a :no_entry_sign: emoji.

   This meeting is run alternately by @Kristen Pol (she/her) and @surabhi.gokte. This week I am facilitating.

4. Post all standard agenda items, plus any special ones you already know about. (You’ll add more participant-suggested items throughout the meeting.) Number each agenda item with the “number emojis” (:zero: :one: :two:, etc.). For sub-items, use 2.1, 2.2, etc.
    
5. Standard agenda items:

   :zero: Who is here today? Comment in the thread to introduce yourself!
Icebreaker: [insert social question, e.g. if you have any interesting plans for the weekend, what is a recent book/movie/series you enjoyed, what is a new song you like, have any fun vacation plans, if you could have one superpower, what would it be and why?]
:one: Do you have suggested topics you are looking to discuss? Post in this thread and we’ll open separate threads for them as appropriate. Please use the additional threads for discussion.
:two: Space to call out any recent contribution wins and special Drupal thanks for people in contribution land.
:three: Are there any contribution events coming up that you know about? Regular events?
:four: Did you participate in a contribution event recently? Feedback?
:five: Are you looking for a contribution event to help as an organizer, mentor, or participant? Or are you an event organizer that doesn't have contribution activities yet and would like help?
:six: Do you have any resources or documentation suggestions? Do you have suggestions for where to look for existing documentation (even outside of Drupal)?

6. For the standard items, add these for first item in each of the threads:
    
   1. For #3: In addition to adding events here, use this issue to add new events and encourage organizers to add these to the Community Events list as well: https://www.drupal.org/project/contribution_events/issues/3281974
       
   2. For #4: In addition to adding feedback here, use this issue or create a child issue to add any contribution event feedback: https://www.drupal.org/project/contribution_events/issues/3282885
       
   3. For #5: In addition to adding your interest here, use this page to signify your willingness to help at contribution events: https://www.drupal.org/community-initiatives/contribution-events-initiative/contribution-events-organizers-and-mentors
       
   4. For #6: In addition to adding your resources here, use this issue to note any resources and documentation that might be helpful for contribution events or places we could look (even outside of Drupal): https://www.drupal.org/project/contribution_events/issues/3280005
      ​​
7. After the standard items are done, look at the existing issue queue to see if any issues should be discussed in this meeting and add emoji-numbered agenda sub-items (e.g. :eight: . :one:, :eight: . :two:, etc.).
    
8. Add all suggested topics as emoji-numbered agenda sub-items.
    
   1. Don't copy/paste the topics exactly unless they are clear and short enough. Otherwise, summarize the information so it's easy to understand. You can add additional information in the thread as needed.
       
   2. You can @-mention the person who suggested the question (as long as they didn’t use the :bust_in_silhouette: emoji with their question). ​​​​​Start each of those topic threads with the first item acknowledging the person who suggested the topic, e.g. <code>[@ name] raised this</code>. Or you can put in the thread message if preferred.
9. Check in on threads and keep the discussions going or answer any questions.
    
10. After an hour or so, post a message encouraging folks to keep chatting in the threads. For example:

    :last: That's all folks, thank you for attending! :blue_heart: This meeting is officially open for the next 23 hours, so please continue the conversation in the threads above. We also welcome feedback on the meeting structure and agenda via this thread, Slack, or issue queue!

Post-meeting administration work

After the meeting ends, there are some tasks to do. A future record of the Slack meeting isn’t permanent, so the discussion is copied to a Drupal.org issue. This allows us to use the parenting/child relationship so the meeting minutes are easy to locate.

Create minutes

There should be an issue for Contribution Events Initiative meeting minutes. The issue title includes the date and time of the meeting, e.g. Contribution Events Initiative meeting / 20 June 2022 5pm UTC. If one does not exist yet, go to the previous meeting issue and clone it. This will preserve the agenda and helper notes and link the previous meeting so it's the parent issue of the next meeting issue.

1. Use the drupal-meeting parser to get each thread from the meeting.
   1. Note that the tool is finicky and you might want to use a text scratchpad as an interim step if that is helpful.
2. Paste the discussion in the Issue Summary of the meeting issue thread by thread.
   1. The drupal-meeting-parser does not always get all the formatting correct. You will need to fix, at least, any quotes and lists.
3. Add credit manually. Credit is given for active participation not simply saying hello.
   1. Note that Slack usernames do not always exactly match Drupal.org usernames so sometimes you have search for the person.
   2. Credit field autocomplete expects EXACT capitalization. For example, Kristen Pol will find a user but not kristen pol.
   3. When in doubt, follow up with the person in the Slack channel to find out what their Drupal.org username is.
4. When satisfied, set to Fixed.
5. Comment in #contribution-events that the minutes are available.