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ianbjacobs edited this page Oct 7, 2024 · 53 revisions

Calendar

  • 11 June
    • At Strategy call raise topic of breakouts and role of Strategy team surfacing hot topics.
  • 14 June
    • Registration opens
  • 17 June
    • Call for TPAC Breakouts
    • Start looking at session proposals to determine if they are "out of scope" because they look like meeting agenda items.
  • 7 August
  • 9 September
  • 11 September
    • Determine tracks and label sessions accordingly. Share list of tracks with W3C staff.
    • NEXT TIME: Ask team to review proposals (e.g., to identify potential risks such as commercial sessions, opportunities to combine, etc.)
    • Review session proposals to see if any can be combined, or if they are "out of scope" because they look like group meeting agenda items.
  • 15 September
    • Deadline for submitting proposals.
  • 16 September
    • Review sessions (e.g., to see whether all session chairs have registered)
    • Assign initial list to a grid and add to calendar.
    • Share with Team to detect any comments and ask Team to sign up for any sessions (as assignees in the issues)
    • Announce Draft breakout schedule available
  • 22 September
  • 24 September
  • 25 September: Breakouts
    • Any last-minute changes?
    • Join and watch #tpac-help
    • Set up IRC bots
  • 1 October:

Breakout buddy volunteers

  • Wendy Reid

Communications

Call for TPAC Breakouts

Date: 17 June 2024
Subject: Call for TPAC 2024 Breakout Sessions
Cc: [email protected]

  • Marcomm will send to w3c-ac-members, chairs

Dear Chairs / Advisory Committee Representative,

We look forward to seeing you in California for TPAC 2024 [1].

On Wednesday, 25 September, we will hold our customary breakouts day, where TPAC participants determine the agenda and facilitate breakout sessions. These breakout sessions provide opportunities to introduce, discuss, and receive feedback on new topics that fall outside of the boundaries of existing W3C groups.

ADD NEXT TIME: We ask that groups not use breakout sessions as extra time for their own meeting agendas. Group meetings should be scheduled on the other days of TPAC week.

Once again this year:

  • Participants will use GitHub to propose, discuss, and update session information. The meeting planners will automatically integrate this GitHub data into the TPAC 2024 site and breakout session calendar [2].
  • All breakout sessions will have both a physical and a virtual component: a room in the event venue with Zoom teleconference support. Zoom information will be available from the TPAC breakout calendar.
  • Breakouts that are public (the default) will be open to anyone to join remotely, free of charge, without a TPAC registration.

This year we have space for more than 60 sessions between 8:30am and 5:15pm local time (along with breaks and lunch).

If you have experience with TPAC breakouts and would like to be a "buddy" for a first-time breakout organizer, please let us know.

To view proposed sessions:
https://github.com/w3c/tpac2024-breakouts/issues

Before proposing a session, please see good practices for session chairs and how to propose a session:
https://github.com/w3c/tpac-breakouts/wiki/Good-Practices-for-Session-Chairs

To propose a session:
https://github.com/w3c/tpac2024-breakouts/issues/new?assignees=&labels=session&projects=&template=session.yml

We would like to receive all breakout session proposals no later than 15 September.

Once we have scheduled sessions, they will appear in the TPAC 2024 breakout calendar [2].

Please contact François Daoust and Ian Jacobs with any questions about the organization of TPAC breakouts.

For other questions about TPAC, please write to <[email protected]>.

With kind regards,
Ian and François

[1] https://www.w3.org/2024/09/TPAC/
[2] https://www.w3.org/calendar/tpac2024/breakout-sessions/

Reminder of Call for TPAC Breakouts

Date: 7 August 2024
Subject: Reminder of Call for TPAC 2024 Breakout Sessions (before 15 September)

  • Marcomm will send to w3c-ac-members, chairs
  • Ian will also send to Registrants in bcc; include apology for multiple copies.

Dear Chairs / Advisory Committee Representative / TPAC Registrants,

TPAC 2024 [1] is only about 7 weeks away! If you plan to propose a breakout session (for Wednesday, 25 September), please take a moment to do so and help generate momentum for the week's agenda. We would like to receive all breakout session proposals no later than 15 September.

To view proposed sessions:
https://github.com/w3c/tpac2024-breakouts/issues

If there are sessions of particular interest to you, we encourage you to express support through GitHub emojis.

For information about good practices, proposing a session, and more, see:
https://github.com/w3c/tpac2024-breakouts/

Upcoming schedule:

  • 15 September: Deadline for session proposals.
  • 19 September: Announcement of stable breakout calendar. Room name and Zoom information will be available in the TPAC breakout calendar.
  • 24 September: Announcement with reminder of key actions during your session
  • 25 September: Day of your session

Please contact François Daoust and Ian Jacobs with any questions about the organization of TPAC breakouts.

For other questions about TPAC, please write to <[email protected]>.

With kind regards,
Ian and François

[1] https://www.w3.org/2024/09/TPAC/

Second Reminder of Call for TPAC Breakouts

Date: 9 September 2024
Subject: One Week Left to propose a TPAC Breakout Session

Other copies of this message:

  • Marcomm will send to w3c-ac-members, chairs
  • Ian will also send to Registrants in bcc; include apology for multiple copies.

Dear Chairs / Advisory Committee Representative / TPAC Registrants,

TPAC 2024 [1] is just two weeks away! If you plan to propose a breakout session, please do so before 15 September.

We have already received around 50 proposals:
https://github.com/w3c/tpac2024-breakouts/issues

If any of those sessions are of particular interest to you, we encourage you to express support through GitHub emojis.

For information about good practices, proposing a session, and more, see:
https://github.com/w3c/tpac2024-breakouts/

Upcoming schedule:

  • 15 September: Deadline for session proposals.
  • 19 September: Announcement of stable breakout calendar. Room name and Zoom information will be available in the TPAC breakout calendar.
  • 24 September: Announcement with reminder of key actions during your session
  • 25 September: Day of your session

Please contact François Daoust and Ian Jacobs with any questions about the organization of TPAC breakouts.

For other questions about TPAC, please write to <[email protected]>.

With kind regards,
Ian and François

[1] https://www.w3.org/2024/09/TPAC/

Draft breakout schedule available

From: Ian
Date: 16 September 2024
Subject: Draft schedule for TPAC 2024 breakout sessions
Bcc: TPAC Breakout Session Chairs (Emails available via breakout repo tool)

Dear TPAC Breakout Session Chairs,

We're pleased to announce a DRAFT schedule for TPAC breakout sessions, available in multiple formats:

By 21 September (and as soon as you can), please:

  • Check the slot(s) assigned for your session. If you cannot live with it, please let us know.
  • If no session Chair will be in-person at TPAC, let us know either in your session proposal or by responding privately to this message.

By 25 September, please:

Remote participation will be possible for all breakout sessions. Zoom information will be added to the TPAC calendar [1] at the beginning of TPAC week.

A slide template is available if you wish to use it:
https://www.w3.org/2024/Talks/TPAC/Templates/

Note: We have created several "tracks" for thematically related sessions. For a given track, no two sessions are scheduled in the same time slot, except where this cannot be avoided given the limited number of time slots.

Upcoming schedule:

  • 23 September (approximately): Announcement of stable breakout calendar.
  • 24 September: Announcement with reminder of key actions during your session
  • 25 September: Day of your session

Thanks again for leading a session!

With kind regards,
Ian and François

[1] https://www.w3.org/calendar/tpac2024/

Stable breakout schedule available

From: Ian
Date: 23 September 2024
Subject: Stable schedule for TPAC 2024 breakout sessions
Bcc: Registrants (list available from big meetings info in database)

Dear TPAC registrants,

We're pleased to announce a stable schedule for Wednesday, 25 September TPAC breakout sessions, available in multiple formats:

Please note that since our announcement of the draft schedule we made several changes to accommodate additional requests.

For session details (including room name and zoom information), please subscribe to the breakout session calendar, which we will update in case of any changes:
https://www.w3.org/calendar/tpac2024/breakout-sessions/

Please do not share zoom links on social media (to avoid unwanted disruptions).

The timing of breaks and lunches is slightly different than other days of TPAC 2024, please see:
https://www.w3.org/2024/09/TPAC/schedule.html#wednesday

Please review this year's health rules for attendees:
https://www.w3.org/2024/09/TPAC/health.html

With kind regards,
Ian and François

Reminder about Key TPAC Breakout Session Actions

From: Ian
Date: 24 September 2024
Subject: Reminder about Key Breakout Session Actions
Bcc: TPAC Breakout Session Chairs (Emails available via breakout repo tool)

Dear TPAC Breakout Session Chairs,

Room name, zoom, and other information about your breakout session tomorrow is available in the TPAC breakout calendar:
https://www.w3.org/calendar/tpac2024/breakout-sessions/

Thank you again for organization a session. We ask that you be sure to organize the agenda so that it is of interest to the broader TPAC community.

Before your session:

During your session, please:

  • Start your Zoom session by pushing the "Breakout session" entry on the device in your room.
  • Find scribe(s).
  • Remind people of policies: code of conduct, antitrust guidance, health policies, recording (if applicable).
  • Be attentive to remote participants.
  • Before you adjourn, tell people where the conversation will continue.
  • When you adjourn, please end the Zoom sessions on the device in your room.

For more guidance on running your session (including participation policies), see:
https://github.com/w3c/tpac-breakouts/wiki/Good-Practices-for-Session-Chairs#running-the-session

If you need help, you'll find us on #tpac-help
https://irc.w3.org/?channels=tpac-help

With kind regards,
Ian and François

Post-TPAC thank you and request for minutes

From: Ian
Date: 1 October 2024
Subject: TPAC breakouts follow-up
Bcc: Session chairs

Dear TPAC Breakout Chairs,

Thank you for running a TPAC breakout session [1]. We would like to make it easy for the people who participated in your breakout and the broader W3C community to find out how it went. To that end:

  • Please update your session description on GitHub with links to any minutes, notes, slides, or other materials. Alternatively, you can send them to us and we will update your session. For instructions on how to edit a session description, see:
    https://github.com/w3c/tpac-breakouts/wiki/Good-Practices-for-Session-Chairs#how-to-update-a-session-description

  • Please check the quality of the minutes and make any critical corrections.

  • Please make sure your meeting materials are publicly available. Where possible, we will copy meeting materials to w3.org for posterity.

  • If you recorded your session through Zoom, we have the recordings already and will publish them soon; once done, please help us improve the quality of the automatically generated subtitles and transcript. Please be reminded of our recording policy:
    https://github.com/w3c/tpac-breakouts/wiki/Policies#recording-sessions

  • To let people know where the discussion will continue (e.g., in a Community Group or mailing list), please add comments to the GitHub issue where you described your session.

  • Please do not close the issue associated with your session!

We also welcome feedback on your experience organizing and running a breakout session so that we may continue to improve TPAC. You can provide feedback via the general TPAC survey or directly to us if you prefer.

Thank you!

With kind regards,
Ian and François

[1] https://github.com/w3c/tpac2024-breakouts/issues

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