ILUG-D Events

Welcome! This repository is the public coordination space for planning ILUG-D community events. It is intended to make event work visible, welcoming, and easy to share across volunteers.

How this repository is organised

• events/YYYY-MM-DD/ — planning hub and event-specific notes for an event on that date.
• GitHub Issues — tasks, questions, decisions, and coordination for event operations.

Start with the README inside the relevant event directory. For example, see the ILUG-D meetup on 12 December 2026.

How to contribute

1. Find the event. Open the relevant events/YYYY-MM-DD/README.md for the current plan and links to its work items.
2. Choose a task. Browse that event's open issues and pick something you have time and interest to help with.
3. Coordinate in the issue. Comment with questions, suggestions, progress, or an offer to help. If ownership is useful, say so and coordinate before assuming a task.
4. Record decisions. Keep useful outcomes, links, constraints, and changes in the relevant issue or event README so others can follow along.
5. Keep plans honest. Clearly distinguish confirmed details from ideas and target dates. Do not announce speakers, venues, sponsors, or schedules as confirmed until they are.
6. Share the workload. Break large tasks into smaller pieces, add backups for critical event-day duties, and volunteer within your capacity.

You do not need to take on a large responsibility to contribute. Asking a good question, reviewing a plan, or helping with one small task is valuable.

What belongs here?

Use this repository for event operations and coordination, including:

• Venue, accessibility, room setup, and AV
• Event programme coordination and scheduling
• Marketing, announcements, and RSVP logistics
• Stalls, exhibitors, and community tables
• Budget, sponsorship, and refreshments
• Volunteer coordination, run of show, and follow-up

Talk proposals live separately

Individual talk proposals and talk-specific discussion belong in the ILUG-D talks repository. Use this Events repository to coordinate the event-level call for proposals, review process, speaker logistics, and programme. Avoid duplicating individual proposal tracking here.

Good community planning practices

• Be open: Prefer public issues and documented decisions so anyone can understand the plan and help.
• Be welcoming: Use respectful language and make participation accessible to newcomers.
• Be transparent: Explain decisions and constraints; label estimates and tentative plans.
• Be sustainable: Share responsibilities, set realistic expectations, and make it easy to say no or hand off a task.
• Respect privacy: Do not publish private contact details, sensitive attendee information, or personal data without a clear need and consent. Collect only the information necessary for the event.
• Keep it practical: Use checklists, clear owners where agreed, and concise updates.

Starting a new event

1. Create a directory named events/YYYY-MM-DD/ using the event date.
2. Add a README.md describing the event, its current status, provisional programme, and key planning checkpoints.
3. Create focused issues for the main work areas, and link them from the event README.
4. Keep dates and commitments realistic; update the README as decisions are confirmed.
5. After the event, add a short retrospective with lessons and links that may help future organisers.

Before creating a new directory or issue set, check whether planning for that event already exists.

Questions or suggestions

If you're unsure where something belongs, open an issue in the relevant event's work area or suggest an improvement to the event README. Small improvements to the planning process are welcome too.

Thanks for helping make ILUG-D events community-led, transparent, and sustainable!