[META] Drupalcon Chicago AI Summit
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Reported by: [matthews](https://www.drupal.org/user/114486)
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<p>[Tracker]<br>
<strong>Update Summary: </strong>[META: Drupalcon Chicago AI Summit]<br>
<strong>Check-in Date: </strong>12/12/2025<br>
<strong>Additional Collaborators: rgladden, yautja_cetanu, akucharski<br>
</strong><br>
<em>Metadata is used by the <a href="https://www.drupalstarforge.ai/" title="AI Tracker">AI Tracker.</a> Docs and additional fields <a href="https://www.drupalstarforge.ai/ai-dashboard/docs" title="AI Issue Tracker Documentation">here</a>.</em><br>
[/Tracker]</p>
<h2>DRAFT</h2>
<p><strong>Purpose:</strong> Track all planning and delivery work for the Drupal AI Summit in Chicago. This META issue owns scope, decisions, timelines, risks, and cross-team coordination. All related tasks should be filed as child issues and linked here.</p>
<h2>1) Summary</h2>
<ul>
<li><strong>What:</strong> A one-day Drupal AI Summit collocated with DrupalCon Chicago, focused on practical applications of AI across content, governance, DevEx, and privacy-by-design.</li>
<li><strong>When:</strong> DrupalCon Chicago.</li>
<li><strong>Where:</strong> Chicago, on-site at DrupalCon venue (rooms TBC).</li>
<li><strong>Why:</strong> Accelerate credible AI adoption in Drupal—share patterns, demos, governance, and open tooling that teams can ship now.</li>
</ul>
<h2>2) Goals (What “good” looks like)</h2>
<ul>
<li>Publish a clear programme with practitioner-level talks, hands-on demos, and repeatable recipes.</li>
<li>Showcase real sites and modules (not vapourware).</li>
<li>Provide actionable takeaways: checklists, recipes, code samples, and decision frameworks.</li>
<li>Ensure accessibility, inclusion, and ethical guidelines are first-class.</li>
<li>Build durable connections among agencies, clients, module maintainers, and platform partners.</li>
</ul>
<h3>Non-Goals</h3>
<ul>
<li>Not a product marketing roadshow.</li>
<li>Not a speculative research conference.</li>
<li>Not replacing core/contrib governance channels.</li>
</ul>
<h2>3) Scope & Workstreams (with owners)</h2>
<p>Assign DRIs (Directly Responsible Individuals) and create child issues for each.</p>
<ol>
<li><strong>Programme & Content</strong>
<ul>
<li>Agenda structure (tracks/lengths/formats)</li>
<li>CFP: topics, rubric, reviewer pool</li>
<li>Speaker selection, confirmations, backups</li>
<li>Diversity & inclusion targets</li>
<li>Recording/streaming plan</li>
</ul>
</li>
<li><strong>Demos & Labs</strong>
<ul>
<li>Live demos (content, infra, staffing, fallbacks)</li>
<li>Hands-on “recipes” (repo links, copy-paste steps)</li>
<li>Hardware/VM images, network needs</li>
</ul>
</li>
<li><strong>Operations & Logistics</strong>
<ul>
<li>Rooms, capacity, AV, stage management</li>
<li>Registration model (included vs add-on)</li>
<li>On-site staffing schedule & briefs</li>
</ul>
</li>
<li><strong>Accessibility & Safety</strong>
<ul>
<li>A11y requirements (space, slides, transcripts, alt text)</li>
<li>Live captioning/ASR plan and vendor</li>
<li>Code of Conduct staffing and reporting flow</li>
</ul>
</li>
<li><strong>Communications & Web</strong>
<ul>
<li>Summit page on drupal.org (agenda, speakers, FAQs)</li>
<li>Promo kit for speakers/sponsors</li>
<li>Posts for Drupal.org, social, newsletter</li>
</ul>
</li>
<li><strong>Governance & Ethics</strong>
<ul>
<li>Privacy-by-design guidance for demos</li>
<li>Model/data disclosure standards for talks</li>
<li>AI safety & copyright guardrails</li>
</ul>
</li>
<li><strong>Measurement & Follow-up</strong>
<ul>
<li>KPIs (attendance, diversity, session ratings, repo stars)</li>
<li>Post-event report and asset pack</li>
<li>“Next steps” community plan (working groups, roadmaps)</li>
</ul>
</li>
</ol>
<h2>4) Deliverables</h2>
<ul>
<li>Public Summit page with final agenda</li>
<li>Confirmed speakers + backups, with slide templates and talk abstracts</li>
<li>Demo repo(s) and copy-ready “recipes” for attendees</li>
<li>On-site run-of-show, staffing matrix, and comms plan</li>
<li>Sponsor prospectus and signed agreements (if applicable)</li>
<li>Accessibility plan (captioning, formats, slide requirements)</li>
<li>Post-event report (metrics, recordings, artefacts, next actions)</li>
</ul>
<h2>5) Proposed Timeline (indicative — adjust to DA dates)</h2>
<ul>
<li><strong>T-16 weeks:</strong> Publish CFP + initial Summit page; confirm workstream DRIs</li>
<li><strong>T-12 weeks:</strong> Lock selection rubric; outreach to target speakers</li>
<li><strong>T-10 weeks:</strong> First speaker acceptances; draft schedule; AV needs to DA</li>
<li><strong>T-8 weeks:</strong> Demos frozen for reliability; sponsor materials final</li>
<li><strong>T-6 weeks:</strong> Final agenda online; accessibility vendors booked</li>
<li><strong>T-4 weeks:</strong> Slide review & storyboarding; comms push</li>
<li><strong>T-2 weeks:</strong> Full run-through; finalise staffing & incident response</li>
<li><strong>Event week:</strong> On-site execution; daily adjustments logged</li>
<li><strong>+2 weeks:</strong> Post-event report & asset pack published</li>
</ul>
<h2>6) Team Members</h2>
<ul>
<li><strong>Matthew Saunders</strong> — Lead</li>
<li><strong>Jamie Abrams</strong></li>
<li><strong>Rosie Gladden</strong></li>
<li><strong>Andrew Kucharski</strong></li>
</ul>
<p></p><p></p>
<ul>
<li><strong>DA Contact: Lenny Moskalyk/strong></strong></li>
</ul>
<p><em>Add Slack/Matrix channels and email lists once confirmed.</em></p>
<h2>7) Decision Log (running)</h2>
<ul>
<li><strong>[YYYY-MM-DD]</strong> Decision — context — owner</li>
<li><strong>[YYYY-MM-DD]</strong> Decision — context — owner</li>
</ul>
<h2>8) Risks & Mitigations</h2>
<ul>
<li><strong>Speaker churn / travel constraints</strong> → Maintain 20% speaker bench; remote fallback with AV tested.</li>
<li><strong>Demo fragility (network/GPU limits)</strong> → Local/offline builds; recorded backup; reduced-risk paths for live steps.</li>
<li><strong>A11y gaps (captioning, slides)</strong> → Contract vendor early; enforce slide & alt-text checklist at acceptance.</li>
<li><strong>Ethical/compliance issues</strong> → Pre-event content review; mandatory model/data disclosure slide.</li>
<li><strong>Over-promising outcomes</strong> → “Ship now” framing; prioritise repeatable, documented patterns.</li>
</ul>
<h2>9) Budget (strawman; refine with DA)</h2>
<ul>
<li>Captioning/transcription: $X</li>
<li>AV add-ons / recording: $X</li>
<li>Print & signage: $X</li>
<li>Staff/volunteer support (swag, meals): $X</li>
<li>Contingency (10–15%): $X</li>
</ul>
<p><em>Funding mix: DA allocation + sponsors + in-kind.</em></p>
<h2>10) Content Standards (submitters & speakers)</h2>
<ul>
<li>Slides must include: accessibility checklist, model + data source disclosures, licensing, and reproducibility notes.</li>
<li>Provide slide deck (PDF) and code links one week before event.</li>
<li>Provide alt text for all images; avoid dense text; high-contrast palettes.</li>
</ul>
<h2>11) Child-Issue Structure (create these as “Task” issues and link here)</h2>
<h3>Programme</h3>
<ul>
<li>[ ] Define agenda format (lengths, tracks, Q&A policy)</li>
<li>[ ] Draft CFP + selection rubric</li>
<li>[ ] Recruit reviewers; set conflict-of-interest rules</li>
<li>[ ] Select talks; confirm speakers; collect bios/headshots</li>
<li>[ ] Slide template + guidance (a11y, disclosure)</li>
</ul>
<h3>Demos & Labs</h3>
<ul>
<li>[ ] Pick demo scenarios; define infra requirements</li>
<li>[ ] Build demo repos + “recipes”</li>
<li>[ ] Prepare offline/recorded backup flows</li>
<li>[ ] On-site equipment checklist</li>
</ul>
<h3>Ops & Logistics</h3>
<ul>
<li>[ ] Room booking & capacity plan with DA</li>
<li>[ ] AV requirements & run-of-show</li>
<li>[ ] On-site staffing schedule + briefs</li>
<li>[ ] Registration (capacity, waitlist)</li>
</ul>
<h3>Accessibility & Safety</h3>
<ul>
<li>[ ] Captioning vendor & scope</li>
<li>[ ] Slide/a11y checklist rollout to speakers</li>
<li>[ ] CoC staffing & escalation flow</li>
<li>[ ] Quiet space / inclusion supports</li>
</ul>
<h3>Comms & Web</h3>
<ul>
<li>[ ] Summit page on drupal.org (draft → live)</li>
<li>[ ] Speaker promo kit (copy, images, alt text)</li>
<li>[ ] Content calendar (blog, social, newsletter)</li>
</ul>
<h3>Measurement & Follow-up</h3>
<ul>
<li>[ ] Define KPIs + data capture plan</li>
<li>[ ] Event survey</li>
<li>[ ] Post-event report & asset pack</li>
</ul>
<h2>12) Issue Hygiene</h2>
<ul>
<li>Use this META for <strong>decisions, risks, and cross-team updates</strong>.</li>
<li>Keep child issues small, outcome-oriented, and assigned.</li>
<li>Start each weekly update with a short status: <strong>Green / Amber / Red</strong>, blockers, and next 3 actions.</li>
</ul>
<hr>
issue