Recording: https://youtu.be/5sFtNjb9GAA?si=s36xdj7GalUdtwGr

In the wake of COVID-19, many cloud-native communities struggle to regain their former footing.

This talk draws inspiration from Stardew Valley to provide actionable strategies for reviving and revitalizing your cloud-native community meetup. Just like restoring a farm, revitalizing a community requires careful planning, dedication, and a touch of gamification.

We’ll discuss the strategies used for a successful comeback of the Barcelona community, such as engaging older and new organizers, finding captivating topics and events, securing venues and sponsors, attracting speakers, or establishing a regular meetup schedule.

Join me as we transform a community from a neglected patch of land back into a thriving hub of learning and connection!

This talk was delivered at KubeCon CloudNativeCon Europe 2024: https://sched.co/1YePR

Social

• https://twitter.com/eyeveebee/status/1768014286863925322 
• https://www.linkedin.com/feed/update/urn:li:activity:7171444503608717312
• https://www.linkedin.com/feed/update/urn:li:activity:7173779090733182981/ 

We usually host two talks per meetup, and meetups are scheduled on weekdays (preferably Tuesday to Thursday), around 18:00-19:00, with a 3h duration. Mondays are doable since no other meetups are competing, though folks are not used to attending meetups on Mondays.

There is the option of running a workshop, which should also be 2-3 hours long and would be hosted during the week. Let’s look at a Saturday morning if the workshop runs longer (e.g., 5 hours).

📝 Get ready!

There are two main ways to kick off the meetup organization. 

1. We already have a speaker who has volunteered for a concrete date. Sometimes we get volunteers through our call for speakers form: https://forms.gle/BFtuMPYiAahcLjdr7. Note that meetups are great for first-time speakers, so we are open to folks with no experience, and we will support them through their first talk.
2. We have already secured a host and a concrete date. 

In the first case, we will look for an office to host the talk when our speaker is available. Once we locate a host, we ask them if their teams want to share a talk.

If not, we will search for another community speaker. If we can’t find them (through our contacts), the meetup organizers usually volunteer to share a talk (ask on Slack #kcd-barcelona-org) or can point us to interesting speakers in the area. We keep our talks as a last resort/backup. We want to give the floor to the community members as much as possible.

In the second option, we will ask the host if their teams want to share a talk or two. Once we know how many talks we already have from the host, if any, we launch the search for the talks we need. Similar to what we described in the previous paragraph, tell the speakers what date the meetup is so they can factor that in.

Note that sometimes we can look at events like KCD Spain to ask speakers to repeat their talks at a meetup or at any other conference with local (Barcelona) speakers available to share the same talk.

The talk’s duration is usually between 20-45m, though it is possible to add more talks if they are lightning talks (5-15m). 

If speakers outside Barcelona offer to speak, as long as their company can help them with the travel, we 💜 to host them.

Once we have settled on the meetup host or date:

Find a host willing to host our meetup, including catering for the attendees. How to find hosts? Past sponsors willing to repeat, your own company, contacts you make attending other meetups at different companies, spread the word at meetups that we are open to hosting in various offices, etc. If a speaker offers to give a talk, ask if their company could host us.

Check the space to make sure it’s comfortable for talks. What is the capacity? We usually get 30-50 attendees, we can do events in smaller offices, and we must adjust the meetup capacity if it is smaller.

Are there any requirements to access the host’s office? We need to know if the host needs a list of names/IDs/passports. In those cases, we have to close the RSVP the day before and send the list to the host on the morning of the event.

Ensure the speakers have what they need: a screen for presentations, guest wifi, or anything else they might need (whiteboard to draw or any material in case it’s a workshop and not a talk).

Ask speakers about the talk language to make it explicit in the meetup. We favor having all talks in the same language (Spanish, English, Catalan), but we can also mix it as long as it’s clear in the event we publish.

Ask the host if they want to record the meetup and have the means to. We don’t usually record them ourselves. However, we are open to recording them if the speakers agree. In this case, if the host can record, always ask for speakers’ approval.

Once we have it all ready, always send an e-mail with cc: to hello@cloudnative.barcelona (the alias for the meetup organizers) to coordinate the meetup with hosts and speakers. Other organizers can jump in to help if needed.

Using the e-mail thread above, ask speakers for the talk title and talk description. Confirm the speakers’ roles and company with the social network account/s they want to share (LinkedIn, etc.). Ask the host for the social accounts/URLs they want us to mention (LinkedIn, their web page, etc.).Effortless

Create the meetup presentation based on this sample. We will use the first slide as the cover image for our meetup and share it with our social networks. We organize this in our private Google Drive per event, so create the folder for the event and copy & modify the presentation there.

Create the draft under https://www.meetup.com/cloud-native-bcn/events/. It’s easier to duplicate a previous event and make sure you change the location and dates. Adjust the capacity, considering that only 50% will show up (if the host has a capacity of 40, it is open to 70-80 slots). Add the question if we need to gather names and ID/passports. And check with the host if they need to list the day before. In that case, prepare the meetup so that it closes RSVPs the day before. It’s not ideal as sometimes latecomers will not see it until the day, though necessary if the host needs to provide the attendees’ list to the front desk/reception one day in advance. Make sure you enable chat, as users prefer to communicate via meetup chat, not just comments in the event page.

Share the draft in the e-mail thread with the host and speakers to ask for their feedback and adjust accordingly. Always remember to thank the host explicitly for providing food & refreshments, apart from sharing their space.

We aim to publish one month in advance (or more). If we are short in time, always mention the deadline to publish in the e-mail thread and that we need everyone’s approval to proceed. Follow up sooner if we are close to the deadline, and leave time if we are in no rush.

🎉 Publish time!

Publish the meetup once we have the approvals 🎉 Don’t forget to push the button to “Notify” your group. In this way, the group members will get the notification and can RSVP before we start sharing this more broadly.

Sometimes the host also wants to publish on their groups, and that is ok. For example: https://www.meetup.com/adevinta-spain/events/299104275/. We will not encourage this if the host has limited capacity, as it would complicate spreading the RSVPs we allow on each meetup. In this particular case, it works very well as the host has a capacity 150.

Because the CNCF uses Bevy, we have to also publish under https://community.cncf.io/cloud-native-barcelona/. You should have access to clone from a previous event and make similar changes as you did with the meetup one. Be aware that, with Bevy, we cannot ask for name/ID/passport. In those cases, publish an event with no RSVPs, like https://community.cncf.io/events/details/cncf-cloud-native-barcelona-presents-cloud-native-barcelona-adevinta/, and point attendees to RSVP at meetup.com. If the host does not require additional information, we can publish a regular event under Bevy and spread the capacity between meetup.com and Bevy, as we did with https://community.cncf.io/events/details/cncf-cloud-native-barcelona-presents-cloud-native-barcelona-meetup-de-enero-2024/. As we have 1000 users in meetup and less than 100 in Bevy, spread the capacity with that in mind, 80% meetup, 20% Bevy.

Update the e-mail thread with hosts and speakers with the event URLs. And remember to thank them 🫶!

One or two weeks before the event, we need to publish the event to our networks. We don’t do it before, as the closer we are to the event, the more probable folks who RSVP will actually come. Share on our LinkedIn group and X. E.g. https://www.linkedin.com/feed/update/urn:li:activity:7171111696596504577 and https://x.com/cloudnativebcn/status/1749510135423074572. Repost from your own accounts and ask the other organizers to give the posts some “love”. Remember to mention, when possible, the speakers and the host’s social accounts.

One or two weeks before the event, share the event on Slack. The best for Barcelona events is BncEngineering, #events-meetups-confs. Another good Slack channel for Barcelona CNCF events is #cncf-barcelona under the CNCF slack.

🙇‍♀️ Almost there!

If the host requires names/IDs/passports, regularly check meetup.com to see if users replied correctly so we can make the final list for the host before the event. Message folks on meetup.com privately if we are missing information.

A few days before the event, check that everyone is ready by updating the e-mail thread with hosts and speakers. We can ask them if they need anything from us and if it’s ok to be there 30 minutes before the event to get everything ready.

If the host needs a list of attendees one day before the event, make sure you close the RSVPs and send the list. You’ll find examples of the list in our private Google Drive. We download the data from meetup.com and send a simplified list with the host’s required data. Remember to merge the lists before sending if we also have folks in Bevy!

Keep an eye on the event chat and comments regularly, as the community might ask questions (are we recording, what the talk languages are, etc.).

🎉 Meetup day!

Make sure to check any messages we have in the meetup, there are some users asking questions last minute (“I can’t locate the venue”, “I did not RSVP in time, and I want to join”, “I can’t come”, etc.). Try to be responsive.

Arrive at the venue 30 minutes before (or ask other organizers to be there if you can’t). We need to help the host set up and help the speakers check their setup.

Introduce the meetup using the presentation created from the sample. Next, give the floor to the host to present their company. And finally, present the 🔝 speakers 🎙️.

Take pictures from each presentation, including ours, the host, and the speakers. Upload them to the meetup. And some from the networking part. E.g. https://www.meetup.com/cloud-native-bcn/photos/34124873/.

It’s nice to share with our networks while the meetup is ongoing. E.g. https://x.com/cloudnativebcn/status/1768356599859445926. Remember to mention the host and speakers if possible.

Stay until the end and help the host tear down.

🙌 Wrap up!

Update the e-mail thread with hosts and speakers to thank them for a successful event, and hoping we can collaborate in future events. If the host recorded the meetup, ask for the recording so we can share it in our meetup.com event (add it to the comments), and use it in our final social post. We can do a final LinkedIn post (or Twitter), share the recording, and thank speakers and hosts again.

Make sure you upload all photos to the meetup.com event for future reference. E.g. https://www.meetup.com/cloud-native-bcn/photos/34124873/

If attendees ask for presentation slides, follow up with the speakers to share them in the meetup comments.

And don’t forget to enjoy meetup organization!

🙌 What I Accomplished: Community & Connection

Joining Grafan Lab’s developer advocacy team meant diving headfirst into a dynamic ecosystem. Here are some key highlights:

• Community building defined my year! I co-organized a whopping 29 meetups, with 13 dedicated to Grafana & Friends. I am most proud of:
  • Contribute to several thriving local communities: Software Crafters Barcelona, Cloud Native Barcelona, Grafana & Friends Barcelona.
  • Co-organizing not one but two Global Day of Code Retreat in November.
  • Being constant in providing a recurrent space for Coding Dojos every two weeks for the whole year!
  • I supported TechFems as they embarked on their new journey to empower women+ in tech at the end of 2023. The volunteer team is most impressive and inspiring!
  • Helping revive the Cloud Native Barcelona meetups. It was a pleasure to kick things off with the CNCF Cloud Native Sustainability week. And I loved joining the Kubernetes Community Days Spain team.
  • A big shoutout to all the fantastic hosts, co-organizers, and attendees who made this possible. It takes a city!
• Inspiration. I repeated as a judge for Technovation Girls. So many girls gather worldwide to tackle the UN 17 Sustainable Development goals! Their projects are an inspiration.
• Grafana contributions. I focused on supporting the vibrant Grafana k6 community in the forums. I felt appreciated and learned immensely from users and our skilled and patient k6 core developers. I also contributed:
  • Leading the k6 and Grafana forum unification.
  • Documentation updates.
  • I dabbled in minor code contributions in … Typescript! Learning JavaScript on the job was a bonus!
• Expanding my Network. I enjoyed several conferences: BilboStack, KubeCon & Cloud Native Europe, Fosdem, Spring I/O Barcelona, Software Crafters Barcelona (volunteering on our 10th anniversary 🎂), and DevOps Barcelona. This allowed me to meet developers, other advocates, and allies while reconnecting with old friends.
• Growing With a Supportive Team. Last but not least, a huge thanks to the fantastic developer advocates team at Grafana. Their support was vital on this new path: David & Pepe, Melori, Paul, Nicole, Leandro, Marie, Matt, Usman, and Antonio. And to my favorite tech writer, Matt, who has unwavering patience with tech writer newbies like me and for sharing his knowledge.

On a more personal level, this year marked the final return to normal after the pandemic. Not only were community meetups back with regular attendance levels, but I was also able to get back on the road and explore new hobbies:

• I enjoyed Bruce Springsteen & the E-Street Band concerts in Washington and Barcelona. They were finally back on the road!
• Explored new cities like Nice, Antibes, Monaco, and Oporto.
• I visited Madrid a few times throughout the year. My favorite one is to meet Elastic support engineers at their Support Summit!
• I indulged in some Lego-building therapy.
• I started cycling regularly in Barcelona with Kleta while doing AquaFitness 5 days a week!
• And celebrated the end of the year with the coveted 1-year Grafana Labs mug.

🙇‍♀️ What I Wasn’t Able to Achieve: Lessons Learned

Some unforeseen circumstances brought their own set of challenges in 2023:

• Health Hurdles. Navigating health issues from September to December presented unexpected roadblocks. This meant stepping back from commitments like TestingUnited and PulpoCon. Facing these challenges head-on became a valuable lesson in self-care and pacing. And lots of patience in navigating the public health system.
• Backup Plans Matter. While unplanned conference absences are never ideal, lesson learned! Having a co-speaker for PulpoCon ensured the workshop ran smoothly; thanks, Daniel! This experience reinforced the importance of having backup plans whenever possible. I understand the impact last-minute changes can have and that any help smoothing those is much appreciated. Being an event organizer myself, I should never forget that.
• More focus on tech writing. I improved my writing skills thanks to Matt Dodson and Google’s Tech Writing course. I wish I had taken more time to practice the writing craft. I realized I had so much to learn; consistency is the best way to continue improving.

The most important learnings from 2023 are:

• The importance of self-compassion.
• Set realistic expectations.
• Have flexibility to adjust plans.

📅 What I Will Focus on in 2024: Setting New Goals

2023 was a year of growth and discovery as I navigated the world of developer advocacy. While I achieved more than I ever anticipated, I also learned the importance of pacing myself and prioritizing my well-being.

Looking forward, I’m taking a more fluid approach to my goals for 2024. Think of these as aspirations. These are exciting possibilities I’ll pursue with flexibility and openness to change.

Community & Advocacy:

• TechFems, Technovation Girls, and Local Communities. My commitment to these initiatives remains unwavering. My core values are supporting women in tech and fostering vibrant local communities. They infuse me with so much energy that keeps me going the whole year.
• Safe Spaces for Speakers. I’m passionate about creating welcoming environments for speakers. I’ll seek opportunities to provide platforms for diverse voices, especially first-time speakers.
• Fosdem & DevRoom Management. Exciting opportunities ahead: Volunteer at Fosdem again and contribute more by managing a DevRoom. I’m eager to help in this incredible open-source event made by the community for the community.
• Connecting with local Grafanistas. Help create spaces for the Barcelona crew at Grafana to meet like HackUPC.
• CNCF Ambassador. I’ll work towards becoming a CNCF Ambassador.
  • I’ll continue to support the TAG Environmental Sustainability initiative. It aligns very well with my passion for collaboration and sustainability.
  • Co-organizing the first in-person Kubernetes Community Days Barcelona sounds like a stimulating challenge. I’m excited to contribute to this valuable event. I am forever thankful to the DevBcn team for hosting us.

Technical Growth & Skilling Up:

• Grafana Loki Journey. I will embark on a learning path to explore Grafana Loki OSS Deployment. This will expand my technical knowledge and understanding and allow me to dive deep into Grafana.
• Tech Writing. I will regularly blog and contribute to Grafana documentation and tutorials to hone my technical writing skills.
• Coding Dojos & Architectural Kata with Software Crafters Barcelona. I will continue to co-organize Coding Dojos. And I plan to co-facilitate an architectural kata around monitoring & alerting. Giving back to the Software Crafters Barcelona is fulfilling in so many ways.
• CKA Certification (Stretch). Pursuing the CKA certification would be rewarding. I’ve been meaning to for years. And I’m pretty sure this will again fall through the cracks.

Conferences, Travel & More:

• KubeCon & Cloud Native 2024 Europe. Speaking at this prestigious event is my dream. It would be a remarkable achievement. I’ll submit proposals and keep my fingers crossed!
• Women in Tech Mentoring: Supporting women in tech remains a priority. I’ll actively seek opportunities to connect and empower others. I learn so much from supporting others to succeed!
• Conferences. I plan to attend Fosdem, KubeCon & Cloud Native Europe, Google Cloud Next, PulpoCon, and DevOps Barcelona. And possibly the Mobile World Congress. It would be my first time there. Exciting possibilities!
  • I must remember to write about these experiences!
• Travel. I’ll explore Brussels, Paris, Mallorca, Lisbon, London, Amsterdam, Prague and Athens. Some for the first time!
• Reading Revival. I’m rekindling my love for reading paper books. I’ll set a goal of 12 books, 6 work-related and 6 for pure enjoyment.
• Continue cycling, AquaFitness, and add other fitness activities like Zumba.
• And, of course, some Bruce Springsteen concerts: Madrid & Prague, here I go!

I must remember these are aspirations, not rigid goals. I’ll embrace the unexpected, focus on my well-being, and celebrate every step along the way. Here’s to a year of learning, growth, and meaningful connections!

We’ve all been stuck — and the Elastic community is an invaluable resource for getting back on track. Learn how to make the most of the community and how to help others. We’ll cover where you can go to get help, how to ask better questions and make it easier to get an answer, and what to expect from the community.

A presentation at ElasticON Global 2020

The video recording is available here.