Merge pull request #3634 from mrbobbytables/add-events-reg-handbook

Add events registration lead handbook

2 files changed, 235 insertions, 10 deletions

diff --git a/events/events-team/README.md b/events/events-team/README.md
index aa68c512..8c91b46e 100644
--- a/events/events-team/README.md
+++ b/events/events-team/README.md
@@ -11,16 +11,16 @@ how to best staff for that function and fill in other roles. Each role will idea
 CNCF will provide an events manager dedicated to each summit that will help us put
 the logistical and operational pieces together.
 
-| Role | Handbook | Notes |
-| --- | --- | --- |
-| Events Lead/Chair | TODO | May have more than one |
-| Project Manager | TODO |  |
-| Registration Lead | TODO | |
-| Marketing Lead | TODO |  |
-| CNCF Events Manager | CNCF | CNCF will staff this |
-| Overall Content Lead | TODO |  |
-| New Contributor Workshop Lead | TODO | Events Lead and General Content will determine this |
-| Accessibility, Inclusiveness, and Diversity | TODO |   |    
+| Role                                        | Handbook                | Notes                                               |
+|---------------------------------------------|-------------------------|-----------------------------------------------------|
+| Events Lead/Chair                           | TODO                    | May have more than one                              |
+| Project Manager                             | TODO                    |                                                     |
+| Registration Lead                           | [Registration Handbook] |                                                     |
+| Marketing Lead                              | TODO                    |                                                     |
+| CNCF Events Manager                         | CNCF                    | CNCF will staff this                                |
+| Overall Content Lead                        | TODO                    |                                                     |
+| New Contributor Workshop Lead               | TODO                    | Events Lead and General Content will determine this |
+| Accessibility, Inclusiveness, and Diversity | TODO                    |                                                     |   
 
 
 ## Handbooks:
@@ -92,5 +92,6 @@ We don't coordinate meetups. CNCF leads these efforts and their information can
 
 
 [Release Team]: https://github.com/kubernetes/sig-release/tree/master/release-team
+[registration handbook]: ./registration/README.md
 [best-practices.md]: ./best-practices.md
 [here]: https://github.com/cncf/meetups
diff --git a/events/events-team/registration/README.md b/events/events-team/registration/README.md
new file mode 100644
index 00000000..9cf0d361
--- /dev/null
+++ b/events/events-team/registration/README.md
@@ -0,0 +1,224 @@
+# Registration Handbook
+
+
+The Registration lead role is charged with handling all aspects of attendee
+registration workflow; including before the event and potentially day-of. This
+includes: 
+
+- Creating the registration system or coordinating with the CNCF Events manager
+  to make one.
+- Staffing day-of registration needs (if required).
+- Steering attendees to the right session track (Active/Current Contributor
+  vs New Contributor).
+- Being the point person for registration questions.
+- Giving regular reports and information to other Event Coordinators.
+
+---
+
+- [Skills and Experience](#skills-and-experience)
+- [Registration Process](#registration-process)
+  - [Assembling the Questions and Paths](#assembling-the-questions-and-paths)
+  - [Selecting the Registration System](#selecting-the-registration-system)
+  - [Approval Process](#approval-process)
+    - [Helpful Approval Tips and Facts](#helpful-approval-tips-and-facts)
+- [Reports](#reports)
+
+---
+
+## Skills and Experience
+
+A successful Registration lead should have the following qualities:
+
+**Strong written and verbal communication skills.**
+- You may be the first person an attendee interacts with. Be empathetic, and
+  remember that there may be language differences in play.
+
+**Detail oriented.**
+- Registration mistakes happen. Did the person register for the event but not
+  select any sessions? Did they misspell their github handle? Catching these
+  before the event improves everyone's experience.
+
+**Comfortable working with spreadsheets and reports.**
+- Registration requests and reports are all done in spreadsheets. Being
+  comfortable with queries and syntax is incredibly helpful, both for for the
+  registration approval process and later report generation.
+
+
+## Registration Process
+
+### Assembling the Questions and Paths
+
+Well before the event, collect the information needed for the registration form,
+and determine the registration workflow. In general this boils down to are they
+an _"Active/Current Contributor"_ vs a _"New Contributor"_. With a few
+independent questions for each registration path.
+
+For the _"New Contributor"_ path there may be additional paths or questions such
+as a _"101"_ or _"201"_ track along with other questions that will aid the
+workshop organizers.
+
+In addition to any path specific questions, all attendees should be asked the
+following:
+
+| Question                                                       | Required | Notes                                                         |
+|----------------------------------------------------------------|----------|---------------------------------------------------------------|
+| Name                                                           | yes      |                                                               |
+| Email                                                          | yes      |                                                               |
+| GitHub Handle                                                  | yes      |                                                               |
+| Signed the CLA                                                 | yes      | Provide link to CLA                                           |
+| Food Restrictions                                              | yes      | values: `none`, `Gluten Free`, `Vegetarian`, `Vegan`, `Other` |
+| Swag Related Question                                          | yes*     | Swag question is generally shirt size.                        |
+| Social Event                                                   | yes*     | Required if there is an independent social event.             |
+| Emergency Contact                                              | No       |                                                               |
+| How can we make this a valuable event for you?                 | No       |                                                               |
+| If you had a speaking slot, what would you like to talk about? | No       |                                                               |
+
+
+### Selecting the Registration System
+
+The registration system selected should support the questions and paths that
+were determined for the event. Other potential things to consider when selecting
+a system include:
+- Is the reg system available in the region the event is being hosted. For
+  example, Google Forms is not available in certain regions. If it is used an
+  alternative registration path should be considered.
+- Can you independently generate invite links or invite people by email for
+  sending invites to leads or guests.
+- Does it support an approval based workflow? If some registration paths have
+  restrictions, an approval based workflow should be considered.
+- Does it support Single Sign On (SSO) or GitHub integration? This can save time
+  both for attendees and as Registration lead if an approval based workflow is
+  being used.
+- Can an attendee login and update their own information?
+- How easy is it to get data out of the Registration System? The easier it is to
+  get data out, the easier it will be to generate reports or use the information
+  in an approval workflow.
+- Can it integrate with [sched]? If it can automatically add an attendee, it
+  will make for a less error prone invite process.
+
+<!--
+TODO: insert link/note to reg system used for KubeCon CN
+-->
+In past events, registration systems that have been used were [Google Forms],
+[SurveyMonkey], and [cvent]. All have their pluses and minuses. 
+
+[Google Forms] is flexible and easy to get data in and out of, as it is
+essentially just a form on top of a spreadsheet. However, it lacks useful other
+functionality and is blocked in certain regions.
+
+[SurveyMonkey] is flexible, but as of April 2019 should not be considered as
+emails from its invite system are frequently blocked or ignored.
+
+[cvent] is the current system used by the [Linux Foundation] (LF) and supports
+SSO, along with multiple workflows. However, no direct access can be given to a
+non LF employee and it can be difficult to troubleshoot workflows as all changes
+require going through through the LF.
+
+Other options exist and should be evaluated when making your decision for the
+registration system.
+
+
+### Approval Process
+
+An approval process for registration is commonly used for multiple reasons, but
+really boils down to ensuring the right people are in the right track or room.
+The goal is for all contributors to get the best experience out of the event and
+that may mean asking them to switch tracks.
+
+A few scenarios that have occurred:
+
+**A person has signed up for the New Contributor Workshop, but in their
+comments have mentioned they are unfamiliar with Kubernetes.** 
+
+They may have interpreted the event as an _"Introduction to Kubernetes"_ from an
+end-user perspective. In this case it is best to reach out to them and provide
+more context for the event. They will likely apologize and ask to be removed.
+
+**A person who looks to be an Active Contributor has signed up for the New 
+Contributor Track.**
+
+This could be accidental, or in some scenarios a non-code contributor is looking
+for a better introduction to the code base branch into code-based contributions.
+
+**A person registered for the Active or Current Contributor track, but has not
+participated with the project.**
+
+They may have accidentally selected the wrong track, or believe they should go
+for other reasons. It is best to reach out let them know about the intended
+audience and that they may get more out of the other track. Use your best
+judgement. If you are unsure, reach out to other Event organizers or other
+members of SIG-Contributor Experience for their opinion on the matter.
+
+
+#### Helpful Approval Tips and Facts
+
+In the attendee spreadsheet, knowing several facts about the attendee make it
+much easier to process. These facts can be gleamed from external sources such
+as [devstats], the [sig-list], [voters], the lists of [Kubernetes Org Members]
+ and if they happen to be in any [owners files].
+
+<!--
+TODO: Link to spreadsheet example of queries and data stored in gsuite shared
+space. NOT tied to personal account.
+
+include devstats query in spreadsheet:
+curl 'https://k8s.devstats.cncf.io/api/tsdb/query' -H 'Pragma: no-cache' -H 'Accept-Encoding: gzip, deflate, br' -H 'X-Grafana-Org-Id: 1' -H 'Content-Type: application/json;charset=UTF-8' -H 'Accept: application/json, text/plain, */*' -H 'Cache-Control: no-cache' --data-binary $'{"from":"1396302955111","to":"now","queries":[{"refId":"A","intervalMs":43200000,"maxDataPoints":1920,"datasourceId":5,"rawSql":"select name, value from shdev where series = \'hdev_contributionsallall\' and period = \'y10\'","format":"table"}]}' --compressed | jq -r '.[].A.tables[].rows[] | @csv' > devstats.csv
+-->
+
+With that information combined with comments and other information in a single
+sheet, most attendees can be processed quickly and any errors found.
+
+For attendees that might be questionable, other useful sources of information
+can be gleamed from [Slack], the [Mailing Lists], and [Discuss].
+
+
+## Reports
+
+Once registration has opened, you should give the rest of the Event Coordinators
+at least a weekly update regarding registration numbers and statistics. This
+information is useful to keep track on the general _"health"_ of the event
+leading up to it.
+
+As an example, if the event is close to capacity or over capacity, you should
+communicate that fact and let the Marketing Lead know to start getting the word
+out. Another example, if the New Contributor Workshop (NCW) session is lacking
+attendees, this information should be given to the NCW lead, Marketing lead, and
+the Accessibility, Inclusiveness, and Diversity lead so that they may take
+appropriate action.
+
+**Example Report:**
+
+| Registration      | Total | Approved | Social | Summit | Leads  | Voters | Owners |
+|-------------------|-------|----------|--------|--------|--------|--------|--------|
+| Active            | 151   | 143      | 134    | 124    | 30     | 87     | 101    |
+| New               | 78    | 74       | 60     | 74     | 0      | 0      | 0      |
+| Total             | 229   | 217      | 194    | 198    | 30     | 87     | 101    |
+| % Approved/Type   |       |          |        |        | 20.98% | 60.84% | 70.63% |
+| % Going to Summit |       |          |        |        | 24.19% | 70.16% | 81.45% |
+
+| NCW           | 101 Session | 201 Session |
+|---------------|-------------|-------------|
+| Registrations | 30          | 46          |
+
+
+After the event, the same information is useful for the Event Retrospective and
+combined with the post-event survey data, can provide insights in the event
+itself.
+
+
+
+
+
+[sched]: http://sched.com
+[google forms]: https://www.google.com/forms/about/
+[surveymonkey]: https://www.surveymonkey.com/
+[cvent]: http://cvent.com
+[linux foundation]:https://www.linuxfoundation.org/
+[devstats]: https://k8s.devstats.cncf.io/d/13/developer-activity-counts-by-repository-group?orgId=1
+[sig-list]: /sig-list.yaml
+[voters]: http://git.k8s.io/steering/elections.md#eligibility-for-voting
+[kubernetes org members]: https://git.k8s.io/org
+[owners files]: https://cs.k8s.io/?q=&i=fosho&files=OWNERS&repos=
+[slack]: http://slack.k8s.io
+[mailing lists]: /sig-list.md
+[discuss]: https://discuss.kubernetes.io
\ No newline at end of file