AsyncAPI Conf on Tour 2024

[thulieblack]

We are back on the road again!!

After having 4 successful conferences last year (read all about it in our AsyncAPI Conference on Tour 2023 Report), we are excited to continue with AACoT this year.

Plans

This year, I propose we maintain four minimum locations based on what we learned from the previous year. We need time to plan and organize properly.

Currently, we have three potential locations.

1. APIdays is renewing its partnership with us to host us in Paris (December 3, 4 & 5), London (September 17/18), and Helsinki (May 28/29th).
2. The folks at APIConf Lagos are willing to provide us with a venue in April, but we need a budget to cover expenses such as catering, branding, and live streaming, which cost us around +- $ 6,000.

AACoT'24 Lagos Break Down excluding tax

ITEM	QTY	UNIT PRICE (NGN)	UNIT PRICE (USD)	TOTAL PRICE
Catering(Food and drinks)	100	5000	$5	$500
Tote Bags	70	(Small - 2,800) (Big - 3,800)	(Small - $2.8) (Big - $3)	$196
Bottle	70	5000	$5	$350
Stickers	2000	50,000	$50
Branding & Media (Media Wall, Stage, Screen, Decoration)		1,500,000	$1,500	$1500
Live Streaming, Photography, Interviews, and Media Coverage	1	1,000,000	$1,000	$1000
Total Estimate (to be safe)				$5500

Sponsorship

We currently don't have a dedicated budget for AACoT, so we are opening up sponsorship tiers for anyone who would like to support and be part of AACoT. The budget will be solely used for covering expenses such as swags, swag shipping, marketing, and even providing travel funding to community members who would like to attend AACoT but can't.

We have created a dedicated page on Open Collective and a Sponsorship Prospectus Doc. Here is the tier breakdown:

Sponsorship Tier	Benefits	Amount
Platinum	Logo on the event website. Social media posts from AsyncAPI account (Linkedin, Twitter, and Mastodon). Thank you from MC during the welcome speech. Sponsored Talk. Thank you from the master of ceremony at the start, after long breaks, and at all events. Sponsor additional networking events after the conference outside the venue.	$5, 000
Gold	Logo on the event website. Social media posts from AsyncAPI account (Linkedin, Twitter, and Mastodon). Thank you from MC during the welcome speech.	$3, 000
Silver	Logo on the event website. Social media posts from AsyncAPI account (Linkedin, Twitter, and Mastodon).	$1, 000

Additionally, we are still open to companies that would like to be our venue hosts and sponsors.

Communication

I will be hosting monthly community meetings and giving a status update here in this discussion on the planning, current sponsorships, CfPs, etc.

Something open for discussion

@Barbanio has been researching on Women in Open Source and published an article on her findings, which got me thinking: how about in one of the AACoT editions, we host a Women in Open Source Brunch, Lunch Dinner?

This is a suggestion, and I would love to hear everyone's opinion. And, of course, if we also secure some sponsorship funds.

If you have suggestions on how we can improve or additions, please drop in your comments.

Let the discussions begin!

cc @asyncapi/tsc_members

[Barbanio]

Amazing summary! Thank you so much, @thulieblack!

I love your idea of hosting a brunch, dinner, etc., for Women in Open Source in one of the editions of AACoT 😍💜 I'm concerned that the participation of women in last year's conferences was not very high. Still, we could try to reverse the situation this year since we have more experience and more time to organize and spread the word about the conferences.

I look forward to hearing what others think!

[Mayaleeeee]

Great job, @thulieblack!

I'm happy we will bring AACoT to Africa 🎊🎉, and I can't wait to see it all come to fruition. Additionally, it's a great idea to have a get-together for Women in OSS during one of the conference editions, whether it's brunch, lunch, or dinner. It's an excellent initiative, and I hope we can secure enough sponsors to make it happen.

Overall, I'm excited about what's to come and looking forward to an incredible AACoT'24. ❤️💜

[derberg]

My suggestion - Lagos date is pretty close, and we did not even start talking to sponsors yet. Move it to Q3 or Q4 or plan for 2025 otherwise this event will cause a lot of stress 😉

how about in one of the AACoT editions, we host a Women in Open Source Brunch, Lunch Dinner?

great idea! keep in mind we will need a moderator from our side I guess

[thulieblack]

Yeap already considering this 💯

[imabp]

@thulieblack you missed one of the countries where most of our contributors live. Yes, India.

😅 Lets have one in Bengaluru ?

[thulieblack]

We don't have a sponsor yet in Bengaluru, But if you know people who might be interested in hosting us, send them my way.

Apart from that you didn't pitch in the last one (no excuse or reason why) 😏

[imabp]

Yeah 2023 was a year where I was mostly occupied with my personal commitments.
I think we can ask Postman for the space, as they have an office in Bengaluru , @thulieblack

[derberg]

From Postman side there are no plans to repeat the event in 2024. I know @thulieblack had a chat with Specmatic folks in Bengaluru that they might start a small AsyncAPI meetup there this year - this could be interesting and a good foundation to build local community first and then try AsyncAPI on Tour once again in 2025

[thulieblack]

Yes, this is something we will explore. I will give an update once there are concrete plans at a later stage.

[subhamkumarr]

Will it participate in GSoD this year?

[derberg]

@subhamkumarr will all due respect, you asked the same question in multiple channels on Slack, in DMs, in different unrelated discussions on GitHub. If this is not spamming, then I do not know what spamming is. Please stop it.

[subhamkumarr]

Sorry for that.

[thulieblack]

I'm closing this discussion, as we have a Conference Tasks Board and Conference Coordination WG taking care of this