Date: Jan 10, 2025
Time: 9AM pacific time
Location: Video conferencing, multiple locations
Attendees: Tanya, Anton, Reid, Chris L, Anshu, Allison, Chris B, Kristof, Anna, Wei Wu
Absent: Mike
Agenda
Approve previous meeting minutes
Motion to approve: Approved unanimously
Follow-up from previous meeting
Program director job search update
Minor budget update
Meetup funding inquiry
Policy should recommend using meetup.com app with the official LLVM organization and posting on Discourse, our main community communication channel
Helps to advertise and grow the event, potentially increase diversity, also provides a guest count estimate
Decision: at most once a quarter for recurring events
Decision: Request per-guest cost estimates
Decision: Provide guidance on per-guest costs that we have historically approved
Relatedly, Tanya will sync up with the people working on the new web site design
AsiaLLVM Updates
Jun 10, 2025
Working to reduce cost estimate for a one-room, one-day, single-track event
Infra Hiring Update
Raising the question of if we can hire an interested candidate to work on more LLVM infrastructure
Need to update the job description and post it publicly to allow other applications
Finance Committee
Update on area team elections and governance
Area team self-nominations are open
Concerns have been raised about the chosen voting system
Will solicit paragraphs from applicants and compile a voter guide for the area team elections
To support diversity, the board recommends we solicit applications from underrepresented groups
Review and approve minutes (time permitting) [Everyone]
Process update: We no longer plan to approve minutes at the end of the previous meeting, weāll go back to the old system of approving minutes at the start of the next meeting. The secretary will edit the minutes for publication ahead of the meeting to expedite the process.
We will also aim to prepare a draft and fill in the meeting agenda one week ahead of the meeting.
Is this a new thing or have I completely missed this before?
We normally organize socials in Cambridge at a company (Microsoft, Graphcore) or the computer lab, because itās free. We also do āpub socialsā because itās also free (itās a āfree houseā after all!).
I have looked at renting WeWork meeting rooms, which are very close to the station and cost a few hundred pounds per evening. Itās not a huge cost, but recurring events piles up, and I was not comfortable asking volunteers to help pay for the room.
It would be interesting if we could have one well advertised recurring event, where we can ask people from wider UK to come and present something, then go to the pub (obviously!). Getting help from the foundation would be nice.
Indeed, we are hosting regular socials in Cambridge and they recently grew quite a bit in popularity. I would love to chat about how to put them on more solid footings.
I think both types of gatherings a good/fun events
A type - Tobias has been organizing at university where there is a presentation at the lecture hall. Then snacks and some folks move on to dinner together.
B type - the ones @rengolin and some of us used to organize. Short talk followed by pub.
We can have both , but maybe āshort talkā we can skip for B and then we dont need office space. But we meet more regularly.
Yeah, those are āpub socialsā and cost nothing. You remember we used to do those for many years before socials were cool.
A few years ago we try to follow the growing pattern of talk + drinks and it got really good reception, but the companies around the train station donāt have a lot of LLVM people anymore, so we stopped.
In the last pub social someone recommended WeWork and I looked at it. Itās not ācheapā, but also not terribly expensive. I wouldnāt mind organizing it, but donāt want to cash out of pocket every time, or ask others to do the same.
Meetup funding is something the LLVM Foundation has been asked about a couple times. The board is working to create a policy and advertise this to the community when completed (so all can apply if interested). The policy is a work in progress and we will share the details when it is completed.
Yes, we have a small budget to support exactly these kinds of events, but we (I!) need to draft a policy that lets us fairly fund multiple events in different geographies without overcommitting our budget.
Connecting it to the mission of the foundation, funding meetups, especially new ones, is a good way to help the LLVM community grow and foster community interactions.
