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Posted to commits@community.apache.org by rb...@apache.org on 2026/07/17 16:54:43 UTC
(comdev-events-site) branch events-templates created (now 6647ef0)
This is an automated email from the ASF dual-hosted git repository.
rbowen pushed a change to branch events-templates
in repository https://gitbox.apache.org/repos/asf/comdev-events-site.git
at 6647ef0 Add proposed event funding application forms (not linked)
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new 6647ef0 Add proposed event funding application forms (not linked)
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(comdev-events-site) 01/01: Add proposed event funding application forms (not linked)
Posted by rb...@apache.org.
This is an automated email from the ASF dual-hosted git repository.
rbowen pushed a commit to branch events-templates
in repository https://gitbox.apache.org/repos/asf/comdev-events-site.git
commit 6647ef005ec36533fee11df1fbb74e3640495ce3
Author: Rich Bowen <rb...@rcbowen.com>
AuthorDate: Fri Jul 17 12:54:21 2026 -0400
Add proposed event funding application forms (not linked)
Applicant-facing pages under events/apply/ with copy-paste forms
for speaker travel, meetup, sprint, summit, and materials requests.
All marked PROPOSED/not yet active. Not linked from any index page.
---
source/events/apply/_index.md | 52 +++++++++++++++++
source/events/apply/materials.md | 75 ++++++++++++++++++++++++
source/events/apply/meetup.md | 67 +++++++++++++++++++++
source/events/apply/speaker-travel.md | 106 ++++++++++++++++++++++++++++++++++
source/events/apply/sprint.md | 68 ++++++++++++++++++++++
source/events/apply/summit.md | 90 +++++++++++++++++++++++++++++
6 files changed, 458 insertions(+)
diff --git a/source/events/apply/_index.md b/source/events/apply/_index.md
new file mode 100644
index 0000000..3b61b7e
--- /dev/null
+++ b/source/events/apply/_index.md
@@ -0,0 +1,52 @@
+---
+title: "Apply for Event Funding (PROPOSED)"
+url: /apply/index.html
+---
+
+{{< alert color="warning" >}}
+**This program is not yet active.** No applications are being accepted.
+The mailing list does not exist yet. This page describes the proposed
+process for discussion purposes. See
+[dev@community.apache.org](https://lists.apache.org/list.html?dev@community.apache.org)
+for the ongoing discussion.
+{{< /alert >}}
+
+# Apply for Event Funding
+
+ComDev proposes to fund small community events and speaker travel for
+ASF contributors who lack corporate backing.
+
+## Programs
+
+| Program | What it covers | Max |
+|---------|---------------|-----|
+| [Speaker Travel Grants](speaker-travel/) | Economy travel + hotel for conference speakers | $3,000 |
+| [Evening Meetups](meetup/) | Food + supplies for a community gathering | $400 |
+| [Contributor Sprints](sprint/) | Full-day venue + catering for focused coding | $1,800 |
+| [Single-Day Summits](summit/) | Full-day event with catering and AV | $6,000 |
+| [Event Materials](materials/) | Stickers, badges, signage, supplies | $200 |
+
+## Who can apply
+
+- Individual contributors whose employers don't cover travel or events
+- ALC chapters hosting regular community events
+- Communities growing in regions without big-tech presence
+
+**Not eligible:** Projects with multiple vendor sponsors already funding
+their events; speakers whose employers cover travel; events with
+existing corporate sponsorship covering costs.
+
+**Principle: ASF resources go where the market won't.**
+
+## How to apply (once active)
+
+1. Choose the program that fits your request
+2. Copy the application form from the relevant page below
+3. Fill it out in your email client
+4. Send to the events grants mailing list (address TBD)
+5. A committee member acknowledges within 5 business days
+6. Decision communicated per the timelines on each program page
+
+All applications go to a private, moderated mailing list. You don't
+need to be subscribed to send -- messages from non-subscribers are
+held briefly for moderator approval and then processed normally.
diff --git a/source/events/apply/materials.md b/source/events/apply/materials.md
new file mode 100644
index 0000000..9cd7176
--- /dev/null
+++ b/source/events/apply/materials.md
@@ -0,0 +1,75 @@
+---
+title: "Event Materials Reimbursement (PROPOSED)"
+---
+
+{{< alert color="warning" >}}
+**Not yet active.** No applications are being accepted at this time.
+{{< /alert >}}
+
+# Event Materials Reimbursement
+
+Up to $200 per event for locally-purchased materials.
+**Pre-approval required** before purchase.
+
+## What's covered
+
+- Stickers (ASF logo, project logos)
+- Name badges and lanyards
+- Signage (directional signs, welcome banners)
+- Power strips and extension cords
+- Markers, sticky notes, whiteboard supplies
+- Printed handouts
+
+## Not covered
+
+- T-shirts, food/drinks, AV purchases, company-promotional items
+
+## Process
+
+1. Send pre-approval request (form below) **before** purchasing
+2. Committee approves on-list (48hrs)
+3. Purchase materials
+4. Reply to approval thread with receipt photos
+5. Reimbursement within 30 days
+
+## Pre-Approval Form
+
+**Subject:** `[MATERIALS] Pre-approval -- Event Name, Date`
+
+{{< copyblock id="materials-form" >}}
+MATERIALS PRE-APPROVAL REQUEST
+===============================
+
+1. EVENT
+ Event name:
+ Event date:
+ Event type: [Meetup / Sprint / Summit]
+ Associated funding request (if any): [link to approval thread]
+
+2. MATERIALS NEEDED
+ Item | Estimated Cost
+ ------------------------------|---------------
+ [e.g., 100 stickers] | $[X]
+ [e.g., 20 name badges] | $[X]
+ [e.g., directional signage] | $[X]
+ [e.g., 2 power strips] | $[X]
+ |
+ TOTAL REQUESTED: | $[X] (max $200)
+
+3. PURCHASE PLAN
+ Where will you buy these? (local print shop, office supply
+ store, online vendor, etc.):
+
+4. ORGANIZER
+ Name:
+ Apache ID (if any):
+ Email:
+{{< /copyblock >}}
+
+## After purchase
+
+Reply to your pre-approval thread with subject:
+
+`[MATERIALS] Receipts -- Event Name, Date -- $Amount`
+
+Attach receipt photos or PDFs.
diff --git a/source/events/apply/meetup.md b/source/events/apply/meetup.md
new file mode 100644
index 0000000..b65123e
--- /dev/null
+++ b/source/events/apply/meetup.md
@@ -0,0 +1,67 @@
+---
+title: "Meetup Funding (PROPOSED)"
+---
+
+{{< alert color="warning" >}}
+**Not yet active.** No applications are being accepted at this time.
+{{< /alert >}}
+
+# Evening Meetup Funding
+
+Up to $400 to cover food and supplies for a community gathering.
+Venues are expected to be donated. Priority to ALC chapters.
+
+## Eligibility
+
+- ALC chapter organizers
+- Apache project committers/contributors organizing a local meetup
+- Anyone with a donated venue and a plan to gather Apache enthusiasts
+
+## What's covered
+
+- Pizza / catering for ~20 people
+- Soft drinks and water
+- Paper plates, napkins, cups, basic supplies
+
+## Application Form
+
+**Subject:** `[MEETUP] Project/ALC -- City, Date`
+
+{{< copyblock id="meetup-form" >}}
+MEETUP FUNDING REQUEST
+======================
+
+1. ORGANIZER
+ Name:
+ Apache ID (if any):
+ ALC Chapter (if applicable):
+ Email:
+
+2. EVENT DETAILS
+ Date:
+ Time:
+ Venue (name + address):
+ Venue cost: $0 (donated) / $[amount if not free]
+ Expected attendance:
+ Event page URL (if exists):
+
+3. PROJECT/TOPIC
+ Which Apache project(s) or topic area?
+ Brief description of planned activity (talks, demos, social):
+
+4. BUDGET
+ Food (pizza/catering, describe): $
+ Drinks: $
+ Supplies (plates, napkins, etc.): $
+ Other (specify): $
+ TOTAL REQUESTED (max $400): $
+
+5. SPONSORSHIP
+ Are you seeking local sponsors? [Yes/No]:
+ If yes, what is the sponsor covering?
+{{< /copyblock >}}
+
+## After the event
+
+Post a brief report to dev@community.apache.org and submit receipts
+for reimbursement.
diff --git a/source/events/apply/speaker-travel.md b/source/events/apply/speaker-travel.md
new file mode 100644
index 0000000..d3f6c6b
--- /dev/null
+++ b/source/events/apply/speaker-travel.md
@@ -0,0 +1,106 @@
+---
+title: "Speaker Travel Grants (PROPOSED)"
+---
+
+{{< alert color="warning" >}}
+**Not yet active.** No applications are being accepted at this time.
+{{< /alert >}}
+
+# Speaker Travel Grants
+
+Up to $3,000 for ASF contributors with accepted talks at non-Apache
+conferences who lack employer funding for travel.
+
+## Eligibility
+
+- Talk **accepted** (not just submitted) at a non-Apache conference
+- Talk covers an Apache project or The Apache Way
+- Your employer does not provide sufficient travel funding
+- Same-continent travel preferred; inter-continental requires
+ committee override
+
+## What's covered
+
+- Economy class airfare
+- Hotel (mid-range, within 3 miles of venue, up to 3 nights)
+- Conference registration (if not waived for speakers)
+- Ground transport to/from airport
+
+## Important
+
+- Maximum: $3,000
+- We verify cost estimates against current economy fares and
+ reasonable hotels near the venue. Inflated requests are rejected.
+- Reimbursement-based: you pay upfront, submit receipts afterward
+- One grant per person per fiscal year
+- Must provide at least one deliverable within 30 days (blog post,
+ slides, video, trip report, or social media coverage)
+
+## Application Form
+
+Once active, copy the form below into an email to the events grants
+list (address TBD).
+
+**Subject:** `[TRAVEL GRANT] Your Name -- Conference Name, City, Date`
+
+{{< copyblock id="travel-form" >}}
+SPEAKER TRAVEL GRANT APPLICATION
+=================================
+
+1. ABOUT YOU
+ Name:
+ Apache ID (if any):
+ Email:
+ Employer (or "independent/unemployed/student"):
+ Does your employer provide conference travel funding? [Yes/No/Partial]:
+ If partial, what does your employer cover?
+
+2. CONFERENCE DETAILS
+ Conference name:
+ Conference URL:
+ Conference dates:
+ Conference location (city, country):
+ Expected attendance (approximate):
+ Is this an established conference (>2 years running)? [Yes/No]:
+
+3. YOUR TALK
+ Talk title:
+ Talk abstract (2-3 sentences):
+ Has the talk been accepted? [Yes/Submitted/Invited]:
+ If accepted, link to acceptance or program page:
+ Which Apache project(s) does the talk cover?
+
+4. TRAVEL DETAILS
+ Traveling from (city, country):
+ Estimated airfare (economy class):
+ Estimated hotel (# nights x nightly rate):
+ Conference registration fee (if any):
+ Other costs (ground transport, visa, etc.):
+ TOTAL ESTIMATED COST:
+
+5. AMOUNT REQUESTED
+ Amount requested from ComDev (up to $3,000):
+ Are you receiving partial funding from another source? [Yes/No]:
+ If yes, how much and from whom?
+
+6. EXPECTED DELIVERABLES
+ (Check all you commit to providing after the event)
+ [ ] Blog post on blogs.apache.org or personal blog
+ [ ] Slides published publicly (SpeakerDeck, GitHub, etc.)
+ [ ] Video recording shared (if conference records)
+ [ ] Trip report email to dev@community.apache.org
+ [ ] Social media post(s) about the talk/event
+
+7. ANYTHING ELSE
+ (Optional: context on why this grant matters to you or your
+ community, prior speaking experience, etc.)
+{{< /copyblock >}}
+
+## What happens next
+
+1. Committee acknowledges receipt (5 business days)
+2. Independent cost estimate produced
+3. Two committee members score your application
+4. Decision communicated (15 business days)
+5. If approved: attend, deliver, submit receipts
+6. Reimbursement within 30 days of complete receipts
diff --git a/source/events/apply/sprint.md b/source/events/apply/sprint.md
new file mode 100644
index 0000000..0650a7e
--- /dev/null
+++ b/source/events/apply/sprint.md
@@ -0,0 +1,68 @@
+---
+title: "Contributor Sprint Funding (PROPOSED)"
+---
+
+{{< alert color="warning" >}}
+**Not yet active.** No applications are being accepted at this time.
+{{< /alert >}}
+
+# Contributor Sprint Funding
+
+Up to $1,800 for a full-day focused coding event (~15 people).
+
+## Eligibility
+
+- Apache project committers organizing a sprint
+- Must have experienced reviewers confirmed to attend
+
+## What's covered
+
+- Venue rental (if not donated)
+- Lunch, snacks, coffee
+- Power strips, signage, supplies
+
+## Application Form
+
+**Subject:** `[SPRINT] Project -- City, Date`
+
+{{< copyblock id="sprint-form" >}}
+SPRINT FUNDING REQUEST
+======================
+
+1. ORGANIZER
+ Name:
+ Apache ID:
+ Role on project (committer/PMC/etc.):
+ Email:
+
+2. EVENT DETAILS
+ Date:
+ Start/end time:
+ Venue (name + address):
+ Venue cost: $0 (donated) / $[amount]
+ Expected attendance:
+ Event page URL (if exists):
+
+3. PROJECT
+ Apache project:
+ What will participants work on? (curated issues, docs, release
+ prep, etc.):
+ Link to curated issue list (if available):
+ How many experienced reviewers will be present to review PRs?
+
+4. BUDGET
+ Venue (if not donated): $
+ Catering (lunch + snacks + coffee): $
+ Supplies (power strips, signage, badges): $
+ Other (specify): $
+ TOTAL REQUESTED (max $1,800): $
+
+5. OUTREACH PLAN
+ How will you promote this to potential participants?
+ Will newcomers be explicitly welcomed and paired with mentors?
+{{< /copyblock >}}
+
+## After the event
+
+Post a report to dev@community.apache.org (attendance, PRs, outcomes)
+and submit receipts for reimbursement.
diff --git a/source/events/apply/summit.md b/source/events/apply/summit.md
new file mode 100644
index 0000000..ee0dbdc
--- /dev/null
+++ b/source/events/apply/summit.md
@@ -0,0 +1,90 @@
+---
+title: "Single-Day Summit Funding (PROPOSED)"
+---
+
+{{< alert color="warning" >}}
+**Not yet active.** No applications are being accepted at this time.
+{{< /alert >}}
+
+# Single-Day Project Summit Funding
+
+Up to $6,000 for a full-day project summit (~40 people).
+
+## Eligibility
+
+- Apache project PMC members
+- **Requires PMC approval:** link to a lists.apache.org thread showing
+ your project PMC discussed and approved this request
+
+## What's covered
+
+- Venue rental
+- Full-day catering (breakfast, lunch, breaks)
+- AV equipment rental
+- Signage and printed materials
+
+## Not covered
+
+- Multi-day events (require external sponsorship, fall under VP Conferences)
+- Events that are essentially vendor product launches
+- Speaker travel (apply separately under Speaker Travel Grants)
+
+## Application Form
+
+**Subject:** `[SUMMIT] Project -- City, Date`
+
+{{< copyblock id="summit-form" >}}
+SUMMIT FUNDING REQUEST
+======================
+
+1. ORGANIZER
+ Name:
+ Apache ID:
+ Role on project:
+ Email:
+ Co-organizers (if any):
+
+2. EVENT DETAILS
+ Date:
+ Start/end time:
+ Venue (name + address):
+ Venue cost: $
+ Expected attendance:
+ Event page URL (if exists):
+
+3. PROJECT & PROGRAM
+ Apache project:
+ Why does this project need a summit now? (new release, community
+ growth, governance transition, etc.):
+ Draft agenda or program outline:
+ Confirmed speakers/facilitators:
+
+4. BUDGET (detailed)
+ Venue rental: $
+ Catering (breakfast/lunch/breaks, per-person estimate): $
+ AV equipment rental (if needed): $
+ Signage and printed materials: $
+ Speaker expenses (if any): $
+ Other (specify): $
+ TOTAL REQUESTED (max $6,000): $
+
+5. SPONSORSHIP & CO-FUNDING
+ Have you sought corporate sponsors for this event? [Yes/No]:
+ If yes, what did they offer?
+ Is any portion funded by other sources?
+ What happens if ComDev funding is not available? (event cancelled,
+ reduced scope, etc.)
+
+6. PMC APPROVAL (REQUIRED)
+ Link to lists.apache.org thread showing your project PMC has
+ discussed and approved this summit request:
+
+7. EXPECTED OUTCOMES
+ What does success look like for this event?
+ How will you measure it?
+{{< /copyblock >}}
+
+## After the event
+
+Post a detailed report to dev@community.apache.org and submit receipts
+for reimbursement.