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CLSx License 1.0: Feedback Welcome!


#1

Hi Everyone,

Recently we have been discussing formalizing how local versions of CLS can be organized by our community. These events will be called CLSx events.

As discussed, the way I would like to organize this is to have a CLSx License that event organizers are provided with that specify the core ingredients required for a CLSx event. The goal is that this license also provides room for the event organizer to add their own spirit and flair.

Tonight I wrote the first cut of this license and I am keen to get some feedback. It is shown below in full.


CLSx License 1.0

Modifications:

  • Removed minimum one day requirement.

The Community Leadership Summit (http://www.communityleadershipsummit.com) is the leading community management and leadership event. A significant focus of the event is to create a place where new and seasoned community leaders can share and learn from each other and thus grow the art, science, and profession of community leadership and management.

While the main Community Leadership Summit takes place each year, we also encourage locally organized events known as CLSx. These events are designed to take the core format and spirit of the main event and provide a framework to organize smaller local events.

This document provides these requirements for an event to meet the CLSx criteria. If you have questions about this document, please share it on http://www.communityleadershipforum.com/

How to use This License

This license is designed to be simple. It provides a set of requirements for an event to be called a CLSx event. It also includes some recommendations.

This license is not meant to be an exhaustive contract nor a constitution, nor a revenue stream for lawyers. It defines the minimum requirements to name an event CLSx. In the absence of legalese or in case of ambiguity, please reach out to the CLS founder (Jono Bacon) for guidance. Communities (including the CLS community) are built upon trust and goodwill. Let’s always start with that.

If you would like to organize a CLSx event (thank-you!) you can obtain this license by emailing Jono Bacon jono@jonobacon.org with the following details about the event you are planning:

  • The venue, location, and date of the event.
  • How many days the event will be.
  • A summary of the event, how it will work, and what content you will have.
  • Confirmation that you have read this license in full and agree to abide the terms herein.

Jono Bacon will review this and likely follow up with further questions. If it is felt you meet the criteria outlined here, Jono will formally offer you a CLSx license.

You will then be asked to sign the license using an electronic signing service such as DocuSign and send a return copy via email. At this point the license is granted. If you do not have an explicit and signed license, then your event is unauthorized.

Please don’t hesitate to email Jono with any questions at jono@jonobacon.org.

Expectations

In using this license to create a CLSx event, you should be aware of the following expectations:

  • You cannot call an event CLSx unless you have been formally offered a CLSx License by Jono Bacon. This will be sent in the form of a document via email.
  • All organizational, logistical, equipment, and other responsibilities fall to the CLSx event organizer.
  • No sponsorship or financial support is provided for CLSx events.
  • No organizational support is formally provided (although we will try to help and provide guidance where time permits).
  • Equipment, merchandise, and other materials are not currently provided at this time.
  • The organizer of the CLSx event is responsible for any damages that may result from organizing the event. The Community Leadership Summit and it’s organizers will not be held liable.

Event Requirements

The requirements for an event to be a CLSx are now listed below.

General

  • The event must strive to provide free admission. If admission costs are required, it must be purely to cover the costs of the event, not to generate revenue.
  • The event must be accessible and open to all.
  • The event must observe the anti-harassment policy (http://www.communityleadershipsummit.com/about/harassment/).
  • The event (and associated social events) must adhere to local laws and regulations.

What we recommend: your CLSx event should provide free and open access to the event, and if admission is required, keep it as low as possible to ensure as many people can join as possible. We recommend finding local sponsors to help cover any costs associated with the event.

Content

  • The event must include at least 50% of the content in an unconference format. This ensures that attendees can define and drive the content. Other scheduled content is welcome in whatever way the organizers see fit (e.g. plenaries, tutorials, or presentation content).
  • If you have sponsors, sales pitches are not permitted at CLSx events. Sponsors are welcome to speak, but their talks should be of general interest to the audience.
  • The content must not violate local laws or community norms. Please keep the content suitable for all ages, and if for some reason that is not possible, please provide a warning or caveat at the beginning of the session(s) about the content.
  • An opening plenary should be provided at the beginning of the event which includes the following core content:
  • Showing a video from the founder of CLS, Jono Bacon, which covers some of the over-arching goals of the CLS and CLSx events. This video will be provided to you digitally.
  • An overview of the logistics of the event.
  • Explain how an unconference works.
  • Q&A from the audience.

What we recommend: we recommend you make the full event an unconference and include an hour of post-lunch plenaries as well as the introductory plenary. You are welcome to add additional scheduled content. If you are in doubt, send along a draft schedule to http://communityleadershipforum.com/ to ask for input.

Venue

  • The venue shall be centrally located, and have sufficient capacity for the intended audience/participants.
  • The venue shall provide access to those with disabilities, pursuant to local legislation.
  • Where possible, the event should provide access for those with disabilities.

What we recommend: choose a venue that is professional, and that suggests a community spirit. Make it convenient, local, accessible, and fun. If your event is going to attract a larger audience, we recommend you choose a venue that is already hosting another conference, and run CLSx before the other event.

Social Event

  • Social events are not required, but are strongly encourages. Communities are social by nature, and building social time into your event is very important.
  • Social events can be in whatever form the event organizer chooses, but please ensure the social event serves the audience as well as possible (e.g. you might not want to hold an evening event at a rave :slight_smile: ).
  • Social events must not be at adult establishments (e.g. strip clubs).

What we recommend: ideally the social gathering should be about mingling. Sit-down dinners at restaurants aren’t very good for this. Better are gatherings where people move around, are not permanently seated, are reasonably conducive to conversation, and provide a comfortable setting for everyone. Avoid neighborhoods and places that feel unsafe or that set the wrong tone.

Marketing/Brand

The event is required to use the official CLSx material present in the CLSx media kit (this will be provided soon). We do not allow derivation of the content there other than adding the location in this format: CLSx Location (e.g. CLSx Boston or CLSx Paris).

The event organizers are expected to provide adequate marketing to encourage people to join.

The following are required:

  • An event web page that provides the following information:
  • The location and date(s)/times of the event.
  • Travel details for how to get to the event.
  • An overview page that explains what the event is, what it covers, and how it works.
  • A regular stream of active marketing. This can include, but is not limited to:
  • Social media promotion.
  • Blog posts, videos, and other online marketing.
  • Putting up posters in local coffee shops, universities, etc.
  • Radio/TV/podcast spots.

What we recommend: the true success of an event is significantly affected by how much effort goes into marketing it. We recommend you promote your CLSx event extensively both online and offline.


Who wants to run a CLSx event?
Who wants to run a CLSx event?
#2

I think the full-day and 2-room requirements are going to force these to be big from the start, which is going to make it harder for people to start them.

For example, I want to do a CLS event at FOSSETCON in Orlando, but I won’t be able to use the venue before the start of the conference, I don’t want to make people miss a full day of the conference, and I doubt the conference organizer would give me a room if that was going to happen. I understand the reasoning behind these rules, and maybe what I want to do just isn’t suitable to be called CLSx, but it would be a shame to take that kind of event off the table.

When I attended a TEDxTampaBay, they only had a single room, and I think 4 speakers. It wasn’t anywhere near the size of an actual TED talk, but it was of a reasonable size that doing your first one (it was) wasn’t such a daunting task.


#3

Thanks for the feedback, @mhall119

I guess the balance I want to get here is that I think CLSx should be substantive in terms of content. So, on hand, I think there being a full day of content means that the event is more attractive to visitors, but on the other hand, you raise a really good point.

Maybe I should modify the license to say we generally prefer at least one day, but shorter events are permitted too.

Make sense?


#4

Great initiative!

+1 for less restrictive length of event - When we organized the first CLSEast, it was merely our first ever in the area and we honestly didn’t know what to expect. The end result was a full-day of un-conference with no plenaries. It was great overall, and I believe next time we’ll hold it we’ll promote it earlier and also have many more folks, but I’m not sure we could have started with a forced two days event, nor evening social gathering.

I would like to add that I feel this license should also include “benefits” beyond just the use of logo/brand. “CLS in a Box”… Some incentives for folks to treat the license seriously and also know there’s a larger community behind them.
Few examples can include connecting organizers with potential sponsors, help in promotion (perhaps we should start a thread about where people are from?), etc.


#5

I agree with all of the other points about the 1 day minimum, and wanted to add one more consideration:

I’ve been to a lot of full day events that are full…of junk. I’m all for setting the bar high in ways to encourage quality, but I’m curious if this would actually encourage people to seek out “filler”, rather than having a laser-focused and actionable partial-day event.


#6

I think all this makes sense. I will modify the license to not have a fixed requirement for content, but to recommend where possible at least a day. Thanks for the input, everyone!

Any other feedback?


#7
The Community Leadership Summit 
(http://www.communityleadershipsummit.com) is the leading community 
management and leadership event. A significant focus of the event is to 
create a place where new and seasoned community leaders can share and 
learn from each other and thus grow the art, science, and profession of 
community leadership and management.

Perhaps we should describe briefly the differences between leading and managing?

While the main Community Leadership Summit takes place each year, we 
also encourage locally organized events known as CLSx. These events are 
designed to take the core format and spirit of the main event and 
provide a framework to organize smaller local events.

Please consider not using the “x”. Perhaps CLS-local or CLSu, or CLS-yourcity… etc

This document provides these requirements for an event to meet the 
CLSx criteria. If you have questions about this document, please share 
it on http://www.communityleadershipforum.com/

How to use This License

This license is designed to be simple. It provides a set of 
requirements for an event to be called a CLSx event. It also includes 
some recommendations.

This license is not meant to be an exhaustive contract nor a constitution, nor a revenue stream for lawyers. It defines the mininmum requirements to name an event CLS-yourcity. In the absence of legalese or in case of ambiguity, please reach out to the CLS founder for guidance. Communities (including e CLS community) are built upon trust and goodwill. Let’s always start with that.

The venue, location, and date of the event.How many days the event will be.A summary of the event, how it will work, and what content you will have.Confirmation that you have read this license in full and agree to abide the terms herein.

Consider using docusign, or something similar to get people to sign,

Jono Bacon will review this and likely follow up with further 
questions. If it is felt you meet the criteria outlined here, Jono will 
formally offer you a CLSx license. Please don't hesitate to email Jono 
with any questions at jono@jonobacon.org.

If you do not have an explicit and signed license, then your event is unauthorized.

You cannot call an event CLSx unless you have been formally offered a
 CLSx License by Jono Bacon. This will be sent in the form of a document
 via email.

Consider using a service like docusign.

All organizational, logistical, equipment, and other responsibilities fall to the CLSx event organizer.No sponsorship or financial support is provided for CLSx events.No organizational support is formally provided (although we will try to help and provide guidance where time permits).Equipment, merchandise, and other materials are not currently provided at this time.The organizer of the CLSx event is responsible for any damages that 
may result from organizing the event. The Community Leadership Summit 
and it's organizers will not be held liable.

Will you provide a “howto” or some templates? Might be useful.

The event must provide free admission.

Or, the event must operate purely as cost-recovery. Share the actual expenses with the attendees in a transparent manner. This will eliminate the need for sponsorship.

The event must be accessible and open to all.

What about intentional communities? Any provision for that?

What we recommend: we recommend you organize a one 
or two day event that is immediately before another conference. This 
will mean a lot of the attendees will already be flying to the other 
event.

If the event is locally focused, this is an artificial constraint. e.g. CLS-yvr is an event by and for community organizers in the Vancouver BC vicinity. No flights are necessary or expected. Consider removing the co-location or co-timing clause, or softening it.

The event must include an unconference schedule. Other scheduled 
content is welcome in whatever way the organizers see fit (e.g. 
plenaries, tutorials, or presentation content).

Is there guidance on what minimum % should be unconference?

Sponsors should not be provided a sales pitch as part of their 
    sponsorship. Sponsors are welcome to speak, but their talks should be of
     general interest to the audience.

Sponsorship should be minimized where possible. If sponsors are needed, then they should be sensitive to the community centric nature and supportive of it. No sales pitches allowed, nor marketing materials.

The content must be suitable for a family audience (no adult content).

The content must not violate local laws or community norms. Please keep the content suitable for all ages, and if for some reason that is not possible, then reach out to jono for further guidance.

An opening plenary should be provided at the beginning of the event which includes there following core content:An overview of the Community Leadership Summit and CLSx events.Explain how an unconference works.

Consider requirement to show an opening video by the founder, and to have CLS branding present.

What we recommend: we recommend you make the full 
event an unconference and include an hour of post-lunch plenaries as 
well as the introductory plenary. You are welcome to add additional 
scheduled content.

If you are in doubt, send along a draft schedule.

The venue should provide enough space for at last two discussion sessions to run at the same time.

The venue shall be centrally located, and have sufficient capacity for the intended audience/participants.

Where possible, the event should provide access for those with disabilities.

The venuue shall provide access to those with disabilities, pursuant to local legislation.

What we recommend: we recommend you choose a venue 
that is already hosting another conference, and run CLSx before the 
other event. You should choose a venue that has good public transit 
access, is easy to get to, has enough space for your event, and is 
accessible to those with disabilities.

Choose a venue that is professional, and that suggests a community spirit. Make it convenient, local, accessible, and fun.

Social events are not required, but are welcomed.

CLS-local must include at least one social in-person (awa from keyboard, away from conference) event. Why? Because communities are by nature social.

Social events can be in whatever form the event organizer chooses, 
but please ensure the social event serves the audience as well as 
possible (e.g. you might not want to hold an evening event at a rave  ).Social events must not be at adult establishments (e.g. strip clubs).

Please keep social events interesting for everyone and consistent with community norms in your area.

What we recommend: we recommend you run two social 
events. The first is a pre-event gathering in a hotel bar on the evening
 before the event starts. 

The first event is a welcome reception, either at the conference facility, at a nearby hotel, or restaurant. If your opening reception excludes minors, please state that clearly up front. e.g. drinking places.

The second is a main social gathering on the 
evening of the first day. We recommend you choose a bar or restaurant 
that services food and drinks as the location and pick somewhere fairly 
close to where the event itself happens.

Ideally the social gathering should be about mingling. Sit-down dinners at restaurants aren’t very good for this. Better are gatherings where people move around, are not permanently seated, are reasonably conducive to conversation, and provide a comfortable setting for everyone. Avoid neighborhoods and places that feel unsafe or that set the wrong tone.

The event is required to use the official CLSx material present in 
the CLSx media kit (this will be provided soon). We do not allow 
derivation of the content there other than adding the location in this 
format: CLSx Location (e.g. CLSx Boston or CLSx Paris).

Maybe cc-by-nd (specify the exact license.)

The event organizers are expected to provide adequate marketing to encourage people to join.

This includes adherance to a checklist of marketing events and touch points, with timing. Need to create this checklist.

The following are required:

An event web page that provides the following information:The location and date(s)/times of the event.Travel details for how to get to the event.An overview page that explains what the event is, what it covers, and how it works.
A regular stream of active marketing. This can include, but is not limited to:Social media promotion.Blog posts, videos, and other online marketing.Putting up posters in local coffee shops, universities, etc.Radio/TV/podcast spots.

Consider requesting a promotion/marketing plan minimum 6 months in advance.

What we recommend: the true success of an event is 
significantly affected by how much effort goes into marketing it. We 
recommend you promote your CLSx event extensively both online and 
offline.

Consider requiring proof that promotion is occurring.


#8

I’m a little concerned by the “no adult content” rule. I think it’s well meant but I’d hate to see groups that focus on sexual freedom, sex workers rights and the like excluded from a CLSx event. Community building is vital to those groups and it’d be a shame for them to not participate.


#9

Great point. Maybe what we say is that topics that cover sensitive subjects should have a warning at the beginning so attendees can be notified of the content?


#10

That seems like a reasonable change to me. People should probably do that for controversial topics any way.


#11

Good point. We did a half day event (www.cls-europe.com) that had 5 high quality sessions. I do agree however that the format as suggested is something I would really like to strive for next time, as the whole social interaction for being there two full days is very important.


#12

Awesome. I amended the license.


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