[In-Person Event] Open Source Leeds Meetup

[clairecocks]

In-Person Event Submission

Requirements

• Event Name: Open Source Leeds Meetup
• Link to the Event Website: https://www.meetup.com/Open-Source-Leeds/events/279586280/
• Provide verification that you are an event organizer: Yes

Speaker Demographics

• This event commits to Speaker Diversity and Inclusion.
  • Q Detail the process for measuring Speaker Demographics.
  • A We are tracking this with a simple spreadsheet, measuring the number of female and BAME speakers over each year
  • Q Provide the link for the page related to Speaker Demographics if available.
  • A This is asked for over email and logged in a spreadsheet

Attendee Demographics

• This event commits to Attendee Diversity and Inclusion.
  • Q Detail the process for measuring Attendee Demographics.
  • A Attendees are asked to 'check in' using iPads, completing a short survey upon arrival which includes questions about ethnic background and gender. This information is stored in a spreadsheet.
  • Q Provide the link for the page related to Attendee Demographics if available.
  • A Attendees will be sent a survey post-event including the following questions: Did you feel welcome at the event? (thumbs up/thumbs down) If you came to network with your peers, how easy did you find it to do this? Very easy; Easy; Average; Not easy; Really difficult. Did the icebreaker help? Yes, very much; Yes, somewhat; Meh…; It felt a bit awkward; I hated it! What suggestions do you have to improve D&I at our meetup? (open answer)

Code of Conduct at Event

• This event commits to the Code of Conduct at Event.
  • Q Is the code of conduct posted?
  • A Yes
  • Q Provide a link for the Event Code of Conduct.
  • A https://www.meetup.com/Open-Source-Leeds/

Diversity Access Tickets

• This event commits to the Diversity Access Tickets.
  • Q How many different types of diversity access tickets are available for the event?
  • A Not applicable as this is a free event
  • Q What are the criteria for qualifying for a diversity access ticket?
  • A
  • Q Provide a link to the page containing information about Diversity Access Tickets.
  • A

Family Friendliness

• This event commits to Family Friendliness.
  • Q Does the Event provide childcare facilities for its attendees and speakers?
  • A No
  • Q What are the other ways that a family-friendly environment is being created in the Event?
  • A The event is live-streamed to improve accessibility for all. We also have the following notice on the event website: "We don't want anyone to feel excluded from attending our events. If you have any special requirements, please let us know in advance by contacting Claire Cocks ([email protected])."
  • Q Provide relevant links related to family friendliness at the Event.
  • A https://www.meetup.com/Open-Source-Leeds/events/279586280/

[Nebrethar]

Thanks for applying to CHAOSS Badging! I’m glad to see you applied on behalf of the event 🎉

I will assign 2 reviewers to this application as soon as possible.

Make sure that you have:

• Read through Event submission requirements and guidelines.
• Understood your role as a CHAOSS Badging applicant.

[Nebrethar]

Checklist for @spotz

Thank you for becoming a part of this Event Badging review.

Make sure you have looked into the following documents:

• Reviewer guide
• Reviewer role
• Submission guidelines(In order to get familiar with applicant actions)

In order to avoid receiving excessive notifications from this repository, set your subscription status to Not Watching.

Event Review Checklist

> Initial checks

• Event is about Open Source technolgies and systems.
• Event information is publicly available on a website.
• The Event Code of Conduct is publicly available.
• The applicant is the organizer of the event.

💡 Make sure all the initial checks are marked before proceeding with Metric based checks

Metric based checks

Speaker Demographics and Inclusivity

• Measuring Demographics - The Event has a process for measuring speaker demographics.
• Speaker Inclusivity - The Event requests feedback from speakers regarding Diversity & Inclusion.
  • Ask applicant about the process if information is not openly available.

Attendee Demographics and inclusivity

• Measuring Demographics - The Event has a process for measuring Attendee demographics.
• Attendee Inclusivity - The Event requests feedback from attendees regarding Diversity & Inclusion.
  • Ask applicant about the process if information is not openly available.

Code of Conduct at Event

• Findability - It is possible to find the Code of Conduct on the Event website.
• Clarity - Event Code of Conduct provides a definition of expected behaviour.
• Reporting venue - The event has a venue for reporting violations of the CoC at the event website.
• Support at Event - The Event Code of Conduct provided information about possible methods to provide support to victims of inappropriate behavior.
• Enforcement - The participants in the Event are required to accept the Code of Conduct.

Diversity Access tickets

• Availability - The event provides one or more Diversity Access Tickets.
• Ticket allocation - The Event has a process for allocating diversity access tickets.
• Findability - The information about Diversity Access Tickets is public.

Family Friendliness

• Availability - The Event provides one or more services/facilities for families.
• Findability - The information about the family friendly services provided at the Event is easy to find on the website.

[Nebrethar]

Checklist for @germonprez

Thank you for becoming a part of this Event Badging review.

Make sure you have looked into the following documents:

• Reviewer guide
• Reviewer role
• Submission guidelines(In order to get familiar with applicant actions)

In order to avoid receiving excessive notifications from this repository, set your subscription status to Not Watching.

Event Review Checklist

> Initial checks

• Event is about Open Source technolgies and systems.
• Event information is publicly available on a website.
• The Event Code of Conduct is publicly available.
• The applicant is the organizer of the event.

💡 Make sure all the initial checks are marked before proceeding with Metric based checks

Metric based checks

Speaker Demographics and Inclusivity

• Measuring Demographics - The Event has a process for measuring speaker demographics.
• Speaker Inclusivity - The Event requests feedback from speakers regarding Diversity & Inclusion.
  • Ask applicant about the process if information is not openly available.

Attendee Demographics and inclusivity

• Measuring Demographics - The Event has a process for measuring Attendee demographics.
• Attendee Inclusivity - The Event requests feedback from attendees regarding Diversity & Inclusion.
  • Ask applicant about the process if information is not openly available.

Code of Conduct at Event

• Findability - It is possible to find the Code of Conduct on the Event website.
• Clarity - Event Code of Conduct provides a definition of expected behaviour.
• Reporting venue - The event has a venue for reporting violations of the CoC at the event website.
• Support at Event - The Event Code of Conduct provided information about possible methods to provide support to victims of inappropriate behavior.
• Enforcement - The participants in the Event are required to accept the Code of Conduct.

Diversity Access tickets

• Availability - The event provides one or more Diversity Access Tickets.
• Ticket allocation - The Event has a process for allocating diversity access tickets.
• Findability - The information about Diversity Access Tickets is public.

Family Friendliness

• Availability - The Event provides one or more services/facilities for families.
• Findability - The information about the family friendly services provided at the Event is easy to find on the website.

[Nebrethar]

Hey there reviewers @germonprez @spotz, I have a quick note for y'all.

This event is not as large as most that have applied for the badge, but it still has the potential to foster better DEI practices. If you find a metric category to be irrelevant to this event, please remove it from your checklist and it will not be counted. I am working on a better system for this kind of thing for our next release, where we will have more metrics to work with.

I'm looking forward to seeing your reviews! 😁

[spotz]

Claire - Do you have a link to the Code of Conduct? I can't find a link to it on the Meetup page. Also will you be collecting and publishing Diversity information for the virtual attendees as well?

[clairecocks]

The code of conduct can be found under the main meetup page under 'what we're about': https://www.meetup.com/Open-Source-Leeds/

We have a tight character limit on the event page so we don't have space. However, I could see if we could post a link to it?

To create as little friction as possible for those registering to attend the live stream, we will collect diversity information as part of the post-event survey. We can also use this event as a platform to announce what we're doing wrt D&I and why we're doing it so that they understand why we're asking for this information and are expecting it. That way, in the future we can start to ask for this at the point of registration.

We will publish diversity information on an annual basis.

[germonprez]

Thanks for the submission @clairecocks!

On these points, I have a few suggestions that I hope can help :)

1. For the Code of Conduct, I'd recommend including a contact to which violations could be reported.
2. For the Code of Conduct, I'd recommend including an incidence response process

For both of these, the LF provides a nice template: https://events.linuxfoundation.org/about/code-of-conduct/

Also, the link that you provided (https://www.meetup.com/Open-Source-Leeds/) is not the event link so finding the Code of Conduct was not on the event web site. I like your suggestion to include a link on the event page that points to the Code of Conduct that you provided.

Thanks for the clarity on the demographics and inclusion process. Just asking but I suspect that the post-event survey is sent to both attendees and speakers. Will you be able to differentiate responses based on either being an attendee or a speaker?

[clairecocks]

Hi, thanks for all of the suggestions.

I have now implemented these on the main meetup page: https://www.meetup.com/Open-Source-Leeds/ and have provided a link to the code of conduct from the event page.

[clairecocks]

Sorry... sent it too quickly :-) To answer your other question, we will be able to differentiate responses from the attendees and the speakers and will record these separately.

[germonprez]

Thanks! This is really looking great. Two additional things:

1. When you are doing the post-conference DEI-related survey, a few questions that could be helpful are those that are coming from a soon-to-be release CHAOSS metric on Inclusive Experience at an Event:

Ask attendees and speakers Survey with Likert Scale [1-5] (Or Emoji Scale):

• I feel included at the event
• I feel uniquely valued by the event staff
• I had chances for my voice to be heard in sessions I plan to come back to this event

Interview or open questions for attendees and speakers:

• Have you experienced anything during the event that made you feel unwelcome or unincluded?
• Did you observe something that could make someone else feel unwelcome and unincluded?
• Could you provide specific examples to help event organizers mitigate this in the future?
• What is something that organizers of this event could improve on in the future regarding inclusivity at the event?

2. When people register for the event, are they required to accept the Code of Conduct? It could be a simple yes/no question.

Thanks again!!

[clairecocks]

1. Thank you for that! I have started work on our post-event survey and for the first time we are adding questions related to DEI. I was really struggling to find the right ones so this is really helpful. I will definitely include some of these.

2. We can't customise the registration fields on Meetup. However, we would be happy to add a disclaimer to the event page saying "by registering to attend this event you are agreeing to abide by the code of conduct".

[germonprez]

This would be great for point #2. If you could include that text, that would cover this for me :)

Could you let me know when you've done this and I'll check that part off. Thanks!

[clairecocks]

Done! https://www.meetup.com/Open-Source-Leeds/events/279586280/

[germonprez]

Thanks so much for the work @clairecocks! @Nebrethar I think I'm done with my review.

[clairecocks]

Thank you @germonprez and @spotz!

[spotz]

Thanks @clairecocks for submitting and all the changes! @Nebrethar I'm done as well

[clairecocks]

Hi all. Can you advise what the next step is please? I'm new to this so I'm not really sure what the badge looks like or when we get it. :-)

I'm assuming it's a logo that we can display on our event page?

[Nebrethar]

Hi @clairecocks and thanks for asking! Our next step is to provide you with a badge.

Since we mentioned in the previous issue #95 that Diversity Access Tickets and Family Friendliness won't be counted for this event and since the metrics are not used here, I will not count them for the badge generation. With that in mind, here is your badge level:

Review percentage: 100

Number of reviewers: 2

I will need your confirmation on whether you accept the badge, and that is the last step. Then I can add you to the readme and provide you with some hi-res versions of your badge.

[clairecocks]

We accept. And thanks again!

[Nebrethar]

Congratulations!! Usually, badges are good for a whole event cycle. In this case, re-apply in about a year. We will be two badging versions ahead by then! 😁 You can find your badge images here, with markdown links below:

SVG: https://svgur.com/s/TX5

PNG:

I will also add you to the readme now. Thanks again!!