Open source is a foundation that much of Google is built upon. As part of OSPO’s mission to support the open source community, we sponsor and host events to bring contributors together throughout the year.
Sponsoring: We have a budget for assisting with open source events of all sizes. Please visit go/sponsorship-requests for more information about our event funding program.
Hosting: We also host speakers, workshops, and seminars of interest to the open source community. These can be in Google facilities or elsewhere, depending on needs and availability.
The open source team is based in the United States, but the community we serve is worldwide. We therefore ask your help (yes, you!) to bridge the gap and help Google contribute to your local events.
How to host an open source event
You don’t need our approval or involvement to host an event, but we offer these instructions to help guide you through the process.
Choosing a location:
Before committing to host an event, ensure that you have an available space that meets the event’s needs:
- How many guests do you expect?
- How many people can your location accommodate? (Don’t forget to count the people putting on the event.)
- Choose a room where attendees won’t walk by confidential information (e.g. whiteboards used by engineers)
- Choose a room near enough restrooms and a lobby if possible.
- If you’re hosting a hackathon, make sure you’ll have enough power outlets and tables. Your local facilities team should be able to supply power strips.
- Try to find out if you have guests with special needs (e.g. wheelchair users, dietary restrictions, etc…) and be sure to accommodate them. We’re inclusive.
Holding events in the evenings or on weekends is generally best, since it allows the greatest number of people to take part. It also minimizes distractions for others in your office. If evenings or weekends aren’t a good option in your case, consider a lunch hour event instead.
Of course you may schedule the event for normal business hours if it’s appropriate for your audience, culture, etc… and your office can support it.
Publicizing before the event:
Once the schedule is confirmed, let the community know that they can begin publicizing the event. We generally let the community handle its own announcements, but you’re welcome to lend them a hand.
When you or the group you’re working with sends announcements, include the following information:
- Organizer’s name
- Location, including directions by both car and public transportation
- Parking information
- Start and end time
- Schedule or topics to be discussed in the meeting
- What food, if any, will be served (e.g. “[refreshments, breakfast, etc…] will be provided”)
- Contact person for any questions
- A link to our event Anti-Harassment policy
No matter the size of your event, we strongly recommend asking guests to register ahead of time. This will allow you to prepare badges in advance and avoid long wait times at reception.
- Ask your community contact to set up a wiki, form, spreadsheet, etc… to track attendees registering for the event.
- Assume for most events that about 20% of registered attendees will no-show. For example, if your room can accommodate 100 people, cap registration at 125 sign-ups. (125 - 20% = 100)
All guests must check in and wear a visible guest badge when visiting a Google office per our security policy. Guests are not required to sign an NDA to attend open source events at Google offices. You are responsible for ensuring they do not see anything confidential.
Access to Google facilities in order to attend an event is a privilege, not a right. You are responsible for the behavior of your guests. Please keep an eye on them and be proactive about addressing any issues, such as being noisy, misuse of Google equipment, taking pictures indoors, harassing behavior towards speakers or other attendees, wandering, theft, etc… Any guests who are disruptive in any way should be asked to leave, by security if necessary.
Event set up:
For larger meetings, consider creating an information handout (map of rooms, schedule, guest wifi info, where to get food/snacks). For smaller meetings, an announcement will suffice. It’s very helpful to post signs to guide people to the restrooms.
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