Yocto Conference Production

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Revision as of 09:57, 22 March 2021 by David Reyna (talk | contribs)
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Producing a Yocto Project Conference

This page is intended to be a guide on how Yocto Project conferences (e.g. ELC and ELCE), Developer Days, and Summits are designed and executed.


High Level Calendar

  • Three months out
    • Set the tentative dates
    • Make arrangements with the conference for booth and DevDay/Summit registration
    • Set up a preliminary budget, get tentative approval
    • Setup flights and hotels
  • Two months out
    • Advertise event
    • Announce the Call for Papers (CFP)
    • Gather/order booth swag and collateral
    • Setup conference page at Yocto home page
  • One month out
    • Announce presenters for DevDay/Summit
    • Insure that conference registration is fully up
  • One week out
    • Confirm that presenter papers are coming together
    • Confirm booth host schedule

Conference

  • Conferences are ideal ways to:
    • Have an anchor for the booth, DevDay/Summit
    • Advertise the project
    • Connect with our community
    • Connect between each other
    • Advertise the DevDay/Summit
    • Manage the DevDay/Summit registration and money

We have been working primarily with the Embedded Linux Conference, sponsored by the project's parent organization The Linux Foundation. We have typically sponsored both a booth and a Yocto Project DevDay/Summit in conjunction, given its high synergy.

Physical Conference

  • Yocto Project must sign up for a booth
    • Typically we join at the Bronze level, which provides a basic booth at a reasonable cost
    • The contract must be negotiated several months ahead
    • There is typically no penalty for later registration, but it could result in a late posting of the DevDay/Summit advertising and registration page, which can potentially affect attendance
  • The Yocto Project booth pop-up
    • Local the booth pop-up (currently with David)
    • The booth travels as normal luggage, about 30-40 pounds
    • The booth takes about 20 minutes to assemble and disassemble
  • Booth posters
    • If possible it is good to bring a collapsible stand, so that posters of the daily schedule of Yocto Project related talks can be advertised, in addition to the DevDay/Summit
    • If no stand is present, then posters hanging in front the the booth pop-up and stand-up displays on the booth itself can be used
    • There is a requirement to display the primary Yocto Project members (e.g. Platinum) at the booth
  • Booth Content
    • There should be handouts on the booth, for example:
      • Cards
      • Yocti
      • Swag (USB battery packs, spinners, pens, T-shirts
    • T-Shirts are great giveaways and great live conference advertisements, but do require cost, transportation, and size distribution considerations
    • Hand outs
      • It is good to have brochures that provide technical content about the project
      • We currently have a short form (~ 4 pages, and an older long form ~ pages with testimonials)
    • Display computer
      • We often have a display running from a laptop of NUC. This can provide live browsing of the Yocto Project home page, documentation, Layer Index, DevDay/Summit home page. Visitors sometimes suggest web pages of their own as part of their questions.
    • Demos
      • We try to have live demos at the booth, to attract visitors and stimulate conversations
      • Examples include Software Defined Radio, routers, robots, and once a race car


Virtual Conference

Summit =

Developer Day versus Summit

Physical Summit

Virtual Summit

FAQ and Practicals