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📝 docs(events): 2026 refresh of event request guidelines #6

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jwwheeler merged 1 commit from fix/mindshare-event-request-templates into main 2026-08-14 22:40:00 +00:00
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jwwheeler commented 2023-11-22 04:18:14 +00:00 (Migrated from gitlab.com)
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Refresh the Fedora Mindshare Committee event request guidelines for 2026 and the migration to Forgejo.

Content changes

  • Migrate all issue template URLs from GitLab (?issuable_template=) to Forgejo (?template=.forgejo/issue_template/) format.
  • Replace stale GitLab event-requests repo links: swag requests now point to the Mindshare Committee Tickets tracker, reimbursements now xref the Fedora Reimbursement Requests (FRR) policy page.
  • Update the Discourse tag URL in shared attributes to include the right Fedora Discussion category with the tag.
  • Document that approved tickets receive the state/approved label instead of a freeform "approved message."
  • Better explain what is considered a recognized vote by a Committee member.
  • Eliminate cross-links to the Advocate Program, which has not been reviewed since 2018/2019.
  • Provide accepted methods for how to share an event report, making it more clear that only these methods are valid.

Antora partial restructuring

  • Strip headers and anchors from all partials so they are plain reusable text snippets. Headers and anchors now live in the event request pages themselves, giving each page full control over its document hierarchy and table of contents.
  • Rename partial files to drop the step0N-* prefix, using descriptive names only (e.g. open-ticket-small-events.adoc, committee-vote-medium-events.adoc, etc.).

Props to @nmilosev for bringing attention to the outdated documentation and @pbokoc for calling that this would happen some time back.

Assisted-by: Claude Opus 4.6 (1M context)

Refresh the Fedora Mindshare Committee event request guidelines for 2026 and the migration to Forgejo. ## Content changes * Migrate all issue template URLs from GitLab (`?issuable_template=`) to Forgejo (`?template=.forgejo/issue_template/`) format. * Replace stale GitLab `event-requests` repo links: swag requests now point to the Mindshare Committee Tickets tracker, reimbursements now `xref` the Fedora Reimbursement Requests (FRR) policy page. * Update the Discourse tag URL in shared attributes to include the right Fedora Discussion category with the tag. * Document that approved tickets receive the `state/approved` label instead of a freeform "approved message." * Better explain what is considered a recognized vote by a Committee member. * Eliminate cross-links to the Advocate Program, which has not been reviewed since 2018/2019. * Provide accepted methods for how to share an event report, making it more clear that only these methods are valid. ## Antora partial restructuring * Strip headers and anchors from all partials so they are plain reusable text snippets. Headers and anchors now live in the event request pages themselves, giving each page full control over its document hierarchy and table of contents. * Rename partial files to drop the `step0N-*` prefix, using descriptive names only (e.g. `open-ticket-small-events.adoc`, `committee-vote-medium-events.adoc`, etc.). Props to @nmilosev for bringing attention to the outdated documentation and @pbokoc for calling that this would happen some time back. <sub>_Assisted-by: Claude Opus 4.6 (1M context)_</sub>
jwwheeler commented 2023-11-22 04:18:14 +00:00 (Migrated from gitlab.com)
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* requested review from @pbokoc, @nb, @bt0dotninja, @duffy, @thunderbirdtr, @smeragoel, and @ffmancera * assigned to @jflory7
jwwheeler commented 2025-05-26 21:30:24 +00:00 (Migrated from gitlab.com)
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This Merge Request definitely needs a fresh look, now that !4, !8, and !9 are all merged. Instead of scraping it altogether, I think a lot of these changes can be salvaged and adapted to fit with Fedora Reimbursement Requests, as introduced in !4

This Merge Request definitely needs a fresh look, now that !4, !8, and !9 are all merged. Instead of scraping it altogether, I think a lot of these changes can be salvaged and adapted to fit with Fedora Reimbursement Requests, as introduced in !4
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jflory7 self-assigned this 2026-07-09 16:06:16 +00:00
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jflory7 changed title from 📝 events: 2023-2024 refresh of event request guidelines to 📝 events: 2026 refresh of event request guidelines 2026-07-10 03:08:10 +00:00
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jflory7 added the due date 2026-07-23 2026-07-10 06:22:37 +00:00
jflory7 commented 2026-07-10 06:22:46 +00:00
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This PR has been in the works for a long time, originally opened against GitLab and now migrated to Forgejo. I have updated it to reflect where we are today. The key substantive changes to review:

  • Event request instructions now link to the correct Forgejo issue templates instead of the old GitLab URLs.
  • The swag request step now points to the Mindshare tickets tracker instead of a defunct GitLab repo. The reimbursement step now links to the Fedora Reimbursement Requests (FRR) policy page.
  • When the Committee approves a ticket, the documented action is now adding the state/approved label rather than leaving a freeform "approved message."
  • Cross-links to the Advocate Program have been removed since that documentation has not been reviewed since 2018/2019.
  • The accepted methods for event reports are now stated as requirements, not suggestions.

These are the changes that affect how event owners and the Committee interact with the process, so please focus your review there. The rest is structural cleanup (how the AsciiDoc pages are composed).

@lbazan @t0xic0der @jnsamyak @theprogram -- I would appreciate your review. I will leave this open for everyone to get a chance to look at it.

Assisted-by: Claude Opus 4.6 (1M context)

This PR has been in the works for a long time, originally opened against GitLab and now migrated to Forgejo. I have updated it to reflect where we are today. The key substantive changes to review: - Event request instructions now link to the correct Forgejo issue templates instead of the old GitLab URLs. - The swag request step now points to the Mindshare tickets tracker instead of a defunct GitLab repo. The reimbursement step now links to the Fedora Reimbursement Requests (FRR) policy page. - When the Committee approves a ticket, the documented action is now adding the `state/approved` label rather than leaving a freeform "approved message." - Cross-links to the Advocate Program have been removed since that documentation has not been reviewed since 2018/2019. - The accepted methods for event reports are now stated as requirements, not suggestions. These are the changes that affect how event owners and the Committee interact with the process, so please focus your review there. The rest is structural cleanup (how the AsciiDoc pages are composed). @lbazan @t0xic0der @jnsamyak @theprogram -- I would appreciate your review. I will leave this open for everyone to get a chance to look at it. <sub>_Assisted-by: Claude Opus 4.6 (1M context)_</sub>
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jflory7 changed title from 📝 events: 2026 refresh of event request guidelines to 📝 docs(events): 2026 refresh of event request guidelines 2026-07-13 18:50:31 +00:00
lbazan approved these changes 2026-07-13 19:02:55 +00:00
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Looks good for me! +1

Looks good for me! +1
jflory7 removed their assignment 2026-07-13 19:47:21 +00:00
lbazan approved these changes 2026-07-13 19:48:01 +00:00
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jnsamyak approved these changes 2026-07-14 04:23:34 +00:00
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Okay, I went through the whole diff the migration from GitLab to Forgejo looks correct. All three issue templates (small-events.yml, medium-large-events.yml, swag-only.yml) exist in the tickets repo, and the reimbursements xref resolves fine. I have one change, there is a place we are still using a hardcoded attribute, otherwise good to go.

Approving this, since it doesn't have any blocking changes.

Okay, I went through the whole diff the migration from GitLab to Forgejo looks correct. All three issue templates (small-events.yml, medium-large-events.yml, swag-only.yml) exist in the tickets repo, and the reimbursements xref resolves fine. I have one change, there is a place we are still using a hardcoded attribute, otherwise good to go. Approving this, since it doesn't have any blocking changes.
modules/events/pages/release-parties.adoc Outdated
@ -61,3 +61,3 @@
These reports should help us understand what happened and how the party went.
Ideas for what went well and what could be improved are welcome.
. If you have financial assistance approved, file a reimbursement ticket in the link:https://gitlab.com/fedora/mindshare/event-requests[Event Requests repository].
. If you have financial assistance approved, submit a reimbursement request by following the xref:mindshare-committee:policy:reimbursements.adoc[Fedora Reimbursement Requests (FRR) process].
jnsamyak commented 2026-07-14 04:17:07 +00:00
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Follow the Getting Financial Assistance and Swag section xref:ROOT:advocate.adoc#_getting_swag_or_financial_support[here].

Line 73 below, I think, might be worth revisiting in a separate issue, but do we want to pull that section out at some other place? Should we revisit and see what is relevent in647076fa3f/modules/ROOT/pages/advocate.adoc anyway?

`Follow the Getting Financial Assistance and Swag section xref:ROOT:advocate.adoc#_getting_swag_or_financial_support[here].` Line 73 below, I think, might be worth revisiting in a separate issue, but do we want to pull that section out at some other place? Should we revisit and see what is relevent inhttps://forge.fedoraproject.org/mindshare/docs/src/commit/647076fa3f6a83761134542fe5838fe9e6a8c6ea/modules/ROOT/pages/advocate.adoc anyway?
jflory7 commented 2026-08-14 21:57:29 +00:00
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@jnsamyak Good eye. I am omitting this for now. Will push a new commit shortly.

@jnsamyak Good eye. I am omitting this for now. Will push a new commit shortly.
jflory7 commented 2026-08-14 22:37:33 +00:00
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Fixed in commit 4b5b24ad9b.

Fixed in commit 4b5b24ad9bd9b20e10ac012f1253a96f95e2f684.
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modules/events/pages/requests/large.adoc
@ -5,3 +7,4 @@
:revdate: 2026-07-10
While anyone can hold or attend a large Fedora-related event, these events are typically done by experienced Fedora contributors and or existing Fedora Ambassadors.
A large event is one where the budget is over $1000 or the event is generally larger or more complicated.
jnsamyak commented 2026-07-14 04:11:22 +00:00
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Large event intro still hardcodes the dollar amount^

description uses {event_budget_large}, and medium/small both use the attribute in their body text. This one was missed I think.

Large event intro still hardcodes the dollar amount^ description uses {event_budget_large}, and medium/small both use the attribute in their body text. This one was missed I think.
jflory7 commented 2026-08-14 22:37:45 +00:00
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Fixed in commit 4b5b24ad9b.

Fixed in commit 4b5b24ad9bd9b20e10ac012f1253a96f95e2f684.
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modules/events/pages/requests/medium.adoc
@ -4,3 +6,4 @@
:page-aliases: ROOT:medium-events.adoc
:revdate: 2026-07-10
While anyone can hold or attend a medium Fedora-related event, these events are typically done by experienced Fedora contributors and or existing Fedora Ambassadors.
jnsamyak commented 2026-07-14 04:19:13 +00:00
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I think just "or" suffices here. (or we can and/or)

I think just "or" suffices here. (or we can and/or)
jflory7 commented 2026-08-14 22:37:39 +00:00
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Fixed in commit 4b5b24ad9b.

Fixed in commit 4b5b24ad9bd9b20e10ac012f1253a96f95e2f684.
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t0xic0der requested changes 2026-07-14 05:57:29 +00:00
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Good draft.

Some more changes needed.

Good draft. Some more changes needed.
modules/ROOT/partials/attributes.adoc Outdated
@ -27,1 +27,4 @@
// Approved budget amounts
:event_budget_small: maximum $150 USD
:event_budget_medium: maximum $1000 USD
t0xic0der commented 2026-07-14 05:44:51 +00:00
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Use $1,000 USD instead of $1000 USD. Helps readability.

Use `$1,000 USD` instead of `$1000 USD`. Helps readability.
jflory7 commented 2026-08-14 22:37:50 +00:00
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Fixed in commit 4b5b24ad9b.

Fixed in commit 4b5b24ad9bd9b20e10ac012f1253a96f95e2f684.
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modules/ROOT/partials/attributes.adoc Outdated
@ -28,0 +28,4 @@
// Approved budget amounts
:event_budget_small: maximum $150 USD
:event_budget_medium: maximum $1000 USD
:event_budget_large: over $1000 USD
t0xic0der commented 2026-07-14 05:44:58 +00:00
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Use $1,000 USD instead of $1000 USD. Helps readability.

Use `$1,000 USD` instead of `$1000 USD`. Helps readability.
jflory7 commented 2026-08-14 22:37:55 +00:00
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Fixed in commit 4b5b24ad9b.

Fixed in commit 4b5b24ad9bd9b20e10ac012f1253a96f95e2f684.
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modules/ROOT/partials/event-request-instruction-blocks/open-ticket-swag-only.adoc Outdated
@ -0,0 +1,5 @@
include::ROOT:partial$attributes.adoc[]
Open a {team_name} ticket in the link:{team_issue_tracker}[team issue tracker].
Click link:{team_issue_tracker}/issues/new?template=.forgejo%2fissue_template%2fswag-only.yml[*here*] to open the ticket template.
t0xic0der commented 2026-07-14 05:53:27 +00:00
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This link is the same as that in the request-swag.adoc file. Changes needed or not?

This link is the same as that in the `request-swag.adoc` file. Changes needed or not?
jflory7 commented 2026-08-14 22:01:21 +00:00
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This is correct. Both partials direct the user to open a ticket on Fedora Forge using the correct swag request template.

This is correct. Both partials direct the user to open a ticket on Fedora Forge using the correct swag request template.
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modules/ROOT/partials/event-request-instruction-blocks/request-swag.adoc Outdated
@ -0,0 +1,5 @@
include::ROOT:partial$attributes.adoc[]
If this event needs Fedora swag, open a swag request in the link:{team_issue_tracker}[Mindshare tickets tracker] using the link:{team_issue_tracker}/issues/new?template=.forgejo%2fissue_template%2fswag-only.yml[swag-only template].
t0xic0der commented 2026-07-14 05:52:57 +00:00
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This link is the same as that in the open-ticket-swag-only.adoc file. Is it really intended?

This link is the same as that in the `open-ticket-swag-only.adoc` file. Is it really intended?
jflory7 commented 2026-08-14 22:01:48 +00:00
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See previous comment. It is intended because the partials are used on different pages.

See previous comment. It is intended because the partials are used on different pages.
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modules/events/pages/requests/large.adoc Outdated
@ -16,4 +12,0 @@
* Help the {team_name} understand how you are qualified to help make this a success.
You may want to talk about your experience, or contribution history.
* Think about how you will use the budget and what kind of swag support, if any, will help you be successful.
We like to see the budget spent directly on the event or attendance and not on swag production.
t0xic0der commented 2026-07-14 05:46:16 +00:00
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This still looks like a useful guidance, no? Sometimes it does need explicitly stating.

This still looks like a useful guidance, no? Sometimes it does need explicitly stating.
jflory7 commented 2026-08-14 22:33:23 +00:00
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This kind of information belongs in documentation, not an issue template. Putting it in the issue template makes one more place to keep information up to date. We can link out to the event pages in each template as a future iteration.

This kind of information belongs in documentation, not an issue template. Putting it in the issue template makes one more place to keep information up to date. We can link out to the event pages in each template as a future iteration.
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modules/events/pages/requests/large.adoc
@ -5,3 +7,4 @@
:revdate: 2026-07-10
While anyone can hold or attend a large Fedora-related event, these events are typically done by experienced Fedora contributors and or existing Fedora Ambassadors.
A large event is one where the budget is over $1000 or the event is generally larger or more complicated.
t0xic0der commented 2026-07-14 05:48:50 +00:00
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Use $1,000 USD instead of $1000 USD. Helps readability.

Use `$1,000 USD` instead of `$1000 USD`. Helps readability.
t0xic0der commented 2026-07-14 05:50:02 +00:00
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Also use that fancy {{event_budget_large}} here, no?

Also use that fancy `{{event_budget_large}}` here, no?
jflory7 commented 2026-08-14 22:38:00 +00:00
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Fixed in commit 4b5b24ad9b.

Fixed in commit 4b5b24ad9bd9b20e10ac012f1253a96f95e2f684.
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modules/events/pages/requests/swag-only.adoc Outdated
@ -13,2 +14,3 @@
== Step 1: Open a request ticket
. Monitor your ticket for questions from the Committee.
include::ROOT:partial$event-request-instruction-blocks/open-ticket-swag-only.adoc[]
t0xic0der commented 2026-07-14 05:55:02 +00:00
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The issue tracker resource link is the same as that in Step #4.

The issue tracker resource link is the same as that in Step #4.
t0xic0der commented 2026-07-14 05:56:13 +00:00
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Now presenting "Unending Limbo: Fedora Mindshare Swag Edition" 😂

Now presenting "Unending Limbo: Fedora Mindshare Swag Edition" 😂
jflory7 commented 2026-08-14 22:35:56 +00:00
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I see what you mean about repetitive instructions. Some of the partial is also used in other pages when swag needs to be requested. This needs a more thoughtful change in the partials. For now, some duplication on the swag-only.adoc page will be fine, since it is not incorrect information.

I see what you mean about repetitive instructions. Some of the partial is also used in other pages when swag needs to be requested. This needs a more thoughtful change in the partials. For now, some duplication on the `swag-only.adoc` page will be fine, since it is not incorrect information.
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modules/events/pages/requests/swag-only.adoc Outdated
@ -44,2 +29,3 @@
== Step 4: Request swag
Comment on your issue in the link:{team_issue_tracker}[Mindshare repo] with a link to your event report.
include::ROOT:partial$event-request-instruction-blocks/request-swag.adoc[]
t0xic0der commented 2026-07-14 05:54:46 +00:00
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The issue tracker resource link is the same as that in Step #1.

The issue tracker resource link is the same as that in Step #1.
t0xic0der commented 2026-07-14 05:56:37 +00:00
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Just remove this step.

Just remove this step.
jflory7 commented 2026-08-14 22:36:06 +00:00
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See my previous comment.

See [my previous comment](https://forge.fedoraproject.org/mindshare/docs/pulls/6#issuecomment-1339533).
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Address reviewer feedback from @jnsamyak & @t0xic0der
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4b5b24ad9b
 
This addresses all remaining feedback and will prepare the PR for
merging. I will fixup this commit to the main commit before merging.

Signed-off-by: Justin Wheeler <jwheel@redhat.com>
jflory7 commented 2026-08-14 22:38:35 +00:00
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All feedback addressed in commit 4b5b24ad9b. I am going to squash down my commits and merge now that all reviewer feedback is addressed. Thanks for taking a close look, folks.

All feedback addressed in commit 4b5b24ad9bd9b20e10ac012f1253a96f95e2f684. I am going to squash down my commits and merge now that all reviewer feedback is addressed. Thanks for taking a close look, folks.
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ambassadorship
 Promote Fedora, its projects, and its values by actively interacting with and fostering engagement within online communities

  
charter
events
 Support and coordinate budget requests for events in each region, acting as a liaison between the regions, the FCA, and the wider committee

  
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t0xic0der
theprogram
jnsamyak
lbazan
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2026-07-23

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mindshare/docs!6
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