This seems like something that Diversity should define, and coordinate with other teams like ambassadors and mindshare. Because Diversity manages its own budget, I think we should use the diversity pagure for requests. I can help with producing swag and ensuring it is warehoused to be shipped as needed.

There is no standard event kit, so Diversity should define what is needed for each event.

as per @bex last comment should we close this ticket OR
do we want to take mindshare group's help in order to organize FWD this year?

I think coordinating this with other teams like Mindshare means keeping them informed. I think it is important that Diversity drive this event. I think we should take advantage of the reimbursement and shipping processes we have in the project and not reinvent those for Diversity.

I think we can just document the process we followed for FWD 2018 and use it for subsequent events. Afaik, it was as follows :

1. Event Organizers (for D&I team events) open a new ticket (with event details and requested funding, swag etc) in D&I Team repo. (NOTE: Fedora Women's Day has it's own subfolder.)
   We had a ticket template for FWD which we can reuse.

2. D&I team members approve/reject it the ticket including funding and D&I swag amount. For questions/details on approval process, refer to #98.

3. Swag shipping process is co-ordinated through existing framework by event organizers. Approved D&I swag is also shipped with this.

4. Once the event has been organized, organizers can upload receipts for reimbursements and link to event report on the event ticket. Reimbursements are then requested from @bex provided that expenses are within the approved funding by D&I team.

Please let me know if this seems okay. If there are no objections by 05-06-2019, let's close this ticket and update relevant documentation.

Swag shipping process is co-ordinated through existing framework by event organizers. Approved D&I swag is also shipped with this.

For clarity, this should be done using a ship request in the fedora-budget repo.

Once the event has been organized, organizers can upload receipts for reimbursements and link to event report on the event ticket. Reimbursements are then requested from @bex provided that expenses are within the approved funding by D&I team.

I encourage us to consider using this process:

• Event report is linked/uploaded to the event ticket
• A D&I person reviews the events report and notes that it ok
• Event holder creates a fedora-budget ticket for reimbursement - receipts go there, not on the event ticket.

Swag shipping process is co-ordinated through existing framework by event organizers. Approved D&I swag is also shipped with this.

For clarity, this should be done using a ship request in the fedora-budget repo.

Once the event has been organized, organizers can upload receipts for reimbursements and link to event report on the event ticket. Reimbursements are then requested from @bex provided that expenses are within the approved funding by D&I team.

I encourage us to consider using this process:

Event report is linked/uploaded to the event ticket
A D&I person reviews the events report and notes that it ok
Event holder creates a fedora-budget ticket for reimbursement - receipts go there, not on the event ticket.

Thanks @bex , I knew I was forgetting something.

Swag shipping process is co-ordinated through existing framework by event organizers. Approved D&I swag is also shipped with this.
For clarity, this should be done using a ship request in the fedora-budget repo.
Once the event has been organized, organizers can upload receipts for reimbursements and link to event report on the event ticket. Reimbursements are then requested from @bex provided that expenses are within the approved funding by D&I team.
I encourage us to consider using this process:
Event report is linked/uploaded to the event ticket
A D&I person reviews the events report and notes that it ok
Event holder creates a fedora-budget ticket for reimbursement - receipts go there, not on the event ticket.

+1, Thanks @bex , I knew I was forgetting something.

I think we can just document the process we followed for FWD 2018 and use it for subsequent events. Afaik, it was as follows :

Event Organizers (for D&I team events) open a new ticket (with event details and requested funding, swag etc) in D&I Team repo. (NOTE: Fedora Women's Day has it's own subfolder.)
We had a ticket template for FWD which we can reuse.

Generic template should be provided with a link here.

D&I team members approve/reject it the ticket including funding and D&I swag amount. For questions/details on approval process, refer to #98.

Lazy or full? link to the definitions.

Swag shipping process is co-ordinated through existing framework by event organizers. Approved D&I swag is also shipped with this.

Link to exited framework? What all information is required from the organizers for this?

Once the event has been organized, organizers can upload receipts for reimbursements and link to event report on the event ticket. Reimbursements are then requested from @bex provided that expenses are within the approved funding by D&I team.

Approval will be done in one repo and reimbursement in another repo?
To make it simpler let's do both in single repo? Possible?

Please let me know if this seems okay. If there are no objections by 05-06-2019, let's close this ticket and update relevant documentation.

Can we put this in google doc for the ease of commenting please? Thanks.

I think we can just document the process we followed for FWD 2018 and use it for subsequent events. Afaik, it was as follows :
Event Organizers (for D&I team events) open a new ticket (with event details and requested funding, swag etc) in D&I Team repo. (NOTE: Fedora Women's Day has it's own subfolder.)
We had a ticket template for FWD which we can reuse.

Generic template should be provided with a link here.

We can create this in google doc

D&I team members approve/reject it the ticket including funding and D&I swag amount. For questions/details on approval process, refer to #98.

Lazy or full? link to the definitions.

Since it is related to funding, I would suggest full consensus.

Swag shipping process is co-ordinated through existing framework by event organizers. Approved D&I swag is also shipped with this.

Link to exited framework? What all information is required from the organizers for this?

By creating a ship request in fedora-budget repo as mentioned by @bex before. Isn't there a template for standard ship requests already which @bex uses? Anyway, I dont think this should be different for our team specifically.

Once the event has been organized, organizers can upload receipts for reimbursements and link to event report on the event ticket. Reimbursements are then requested from @bex provided that expenses are within the approved funding by D&I team.

Approval will be done in one repo and reimbursement in another repo?
To make it simpler let's do both in single repo? Possible?

It is better for reimbursements to go through Fedora budget repo and I don't think we should change it.

Please let me know if this seems okay. If there are no objections by 05-06-2019, let's close this ticket and update relevant documentation.

Can we put this in google doc for the ease of commenting please? Thanks.

+1, to google doc

I suggest closing this ticket. The only event guidelines we need are for Fedora Women's Day, since this is the only major event we plan each year. Since this ticket is not about FWD (see #94), I don't think this is the most effective use of our time. We can lean on the Mindshare Committee to help with event procedures since they already handle this for the rest of the Fedora community.

Looking back in this ticket, I think this ticket is also asking whether the Fedora D&I Team owns its own event policy and asks others in the community to request funding from our team for events. I think we should prioritize our limited time on other areas since Mindshare has owned this space pretty well, especially in the last year. Specifically, I suggest we out-source to these docs:

1. https://docs.fedoraproject.org/en-US/mindshare-committee/small-events/
2. https://docs.fedoraproject.org/en-US/mindshare-committee/medium-events/
3. https://docs.fedoraproject.org/en-US/mindshare-committee/large-events/
4. https://docs.fedoraproject.org/en-US/mindshare-committee/swag-only-requests/

Since we already publish https://docs.fedoraproject.org/en-US/diversity-inclusion/fedora-womens-day/resource-pack/ on our docs site for FWD-specific resources (and use the FWD-specific ticket tracker), I think this ticket is okay to close.

For the context explained in the last two comments, I am closing this ticket as stale.