update communications handbook for contrib summit

Author: natalisucks

events/events-team/marketing/README.md

@@ -1,6 +1,6 @@
-# Marketing Lead Handbook
+# Communications Lead Handbook
 
-This document defines marketing planning and activities needed to run a
+This document defines communications and marketing activities needed to run a
 Contributor Summit.
 
 - [Overview](#overview)
@@ -11,78 +11,110 @@ Contributor Summit.
 
 ## Overview
 
-As Marketing Lead, you are responsible for the overall marketing communications
-timeline. The role also includes ensuring all non-technical content (web, mail,
+As Communications Lead, you are responsible for the overall marketing communications 
+before, during, and after the event. The role also includes ensuring all non-technical content (web, mail,
 physical prints) is correct and informative, and supporting the other roles
 (registration, content) as needed.
 
 Time Commitment:
 - 1-3 hours a week from 0-1.5 months in
-- 2-5 hours a week from 1.5 months-to event
+- 3-5 hours a week from 1.5 months-to event
 
 ## Skills and Qualifications
 
 - Good grasp on general marketing activities surrounding events  
 - Understanding of common forms of marketing communications
 - Event planning experience
+- If working on the website, you'll need HTML/CSS/JavaScript experience
+- A healthy emoji vocabulary!
 
 ## Responsibilities
 
-- Create a communication schedule - what, when, how, who  
-- Manage online presence - website, social media strategy  
-- Potentially recruit a social media coordinator role  
-- Provide updates on social media, mailing lists, and Slack throughout pre-,
-  during-, and post-event
-- Assist with GitHub event repo adds and edits
-- Work with Event Lead on a recap blog
-- Determine signage needs and copy, coordinate with CNCF on explicit needs  
-- Create/update deck templates for curated talks and/or other purposes
+- Create a communication schedule regarding the event - what, when, how, who
+  - This includes email, Slack, and social media (via the Buffer platform with Contributor Comms)
+  - You'll source the informaton needed from your fellow leads, and can refer to prior art (linked below) for templates
+- Manage online presence of the website, alongside the social media strategy
+- Recruit a website lead to handle all updates to the website
+  - Consider ensuring website reviewers/approvers are on the team to merge upstream changes
+- Provide updates on social media, mailing lists, and Slack before, during, and after the event
+  - After-event communications will include a post-event survey, created by SIG ContribEx leads
+- Work alongside the CNCF Events Team to coordinate communications efforts
+- Assist with deck content for curated talks and/or other purposes
 
 ### Communication Channels and Property Access
 
 Communications to the Kubernetes Contributor Community should be sent from
 official Kubernetes accounts to ensure they reach the community. Mass messages
-from personal accounts can easily wind up being marked as spam.
+from personal accounts can easily wind up being marked as spam. However, in the event 
+that you lead Communications and _aren't_ a member of the [SIG ContribEx Contributor Comms team](/communication/contributor-comms/README.md), 
+personal email accounts can be used. Please check with the current Event Lead and 
+Emeritus Leads on the best course of action.
 
 **Email**
 
-Mail should be sent from the [email protected] account. For access, work
-with the event lead who will coordinate with [SIG Contributor Experience leads] 
-to grant temporary access to the account for the duration of the event.
+Unless you have access to official Kubernetes accounts, please use your own email account 
+to send all email communications. All emails should include [email protected] in CC each time. 
+The Event Lead will add all team leads to this distribution list. 
+Outbound communications should always target the main distrubution list, [email protected], as well 
+as the co-chairs and tech leads distribution list, [email protected], when necessary.
 
-**Twitter**
+While it is appreciated that you triage incoming mail for [email protected] to 
+varying team leads, you are not responsible for answering all incoming messages. The entire 
+summit planning team should triage and handle their ownership areas when it comes to email communications, 
+respectively.
 
-Tweets can be sent from two accounts: [@K8sContributors] and [@Kubernetesio].
+**Website**
 
-Tweets targeting the greater Kubernetes community should use the [@Kubernetesio]
-account. Tweets using this account must be coordinated with the [CNCF]. Work
-with the CNCF events rep to schedule the tweets or put you in contact with
-the CNCF marketing members in charge of the account. Tweets using this account
-are often limited in the content and quantity that may be sent.
+The [Contributor Site](https://www.kubernetes.dev/) should be the source of truth for all Contributor Summit information. 
+As timing, location, registration, and schedule information is confirmed for the event, the website should be populated 
+as soon as possible. The [`OWNERS`](https://github.com/kubernetes/contributor-site/blob/master/OWNERS) file defines 
+who can approve upstream changes.
 
-Tweets targeting the current contributor base should use the [@K8sContributors]
-account. There are no restrictions with this account for the amount or kind of
-messages that may be sent. This account may be used for announcements,
-live-tweeting, pictures and more. Reach out to the Kubernetes [Contributor Comms] to schedule or use this account.
+All communications via email and social media should link out to the Contributor Site whenever possible. The 
+["Events"](https://www.kubernetes.dev/events/) top-level page is where all Contributor Summit information is 
+organized, by calendar year. 
 
+**Slack**
 
-## Shadow to the Marketing Lead Role
+Slack messaging should be implemented so that all corners of our community are communicated with. Let your emoji power shine! 
+The following channels will be important for all major announcements, plus most reminders:
+- **#contributor-summit**
+- **#kubernetes-org-members**
+- **#chairs-and-techleads**
 
-This role can include one or more shadows. The Marketing Lead can delegate/assign
-tasks to the shadows. The expectation from a shadow is to lead one of the
-events-team roles in an upcoming summit. The shadows to the Marketing Lead are
-responsible for handling all Marketing lead related activities in the absence of
-the Lead.
+Please contact the [SIG ContribEx Contributor Comms team](/communication/contributor-comms/README.md) for access to the Announcement 
+bot in the Kubernetes Slack, which will be useful for broadcasts. The **#contributor-summit** channel should be used for all day-of 
+event communications by you and other summit sub-teams. Contributors and attendees will also ask questions here: this channel should 
+be monitored up until the day of the summit (the Day-of Ops Team will work with you on communications and monitoring on the 
+day of the event).
 
+**X and Mastodon**
 
-## Documentation
+Tweets can be sent from two accounts: [@K8sContributors](https://twitter.com/K8sContributors) and [@Kubernetesio](https://twitter.com/kubernetesio). 
+Mastodon uses [@K8sContributors](https://hachyderm.io/@K8sContributors) on the hachyderm.io instance. 
+Messaging is coordinated via Buffer, which is owned by the [SIG ContribEx Contributor Comms team](/communication/contributor-comms/README.md). 
+Please work with the Contributor Comms team for access.
+
+Announcements, live-tweeting, and pictures are all suitable updates for sharing on social media. 
+Most emails sent should have this information mirrored on social media, with links out to the 
+website for further information.
 
-[Email comms used for Contributor Summit Barcelona, 2019]
+## Shadow to the Communications Lead Role
 
+This role should include one or more shadows. The Communications Lead should delegate/assign
+tasks to the shadows, including the drafting of emails and Slack/social media posts. 
+The expectation from a shadow is to lead one of the summit planning team roles in an upcoming summit. 
+The shadows to the Communications Lead are responsible for handling all Communications Lead-related 
+activities in the absence of the Lead.
+
+## Documentation
 
-[Email comms used for Contributor Summit Barcelona, 2019]: /events/2019/05-contributor-summit/communications.md
-[SIG Contributor Experience leads]: /sig-contributor-experience/README.md#leadership
-[@K8sContributors]: https://twitter.com/K8sContributors
-[@Kubernetesio]: https://twitter.com/kubernetesio
-[CNCF]: https://www.cncf.io/
-[SIG-ContribEx Contributor Comms team]: /communication/contributor-comms/README.md
+- [Email comms used for Contributor Summit EU in Paris, 2024](https://drive.google.com/drive/folders/1m2sRXVp_S37V46jPk9SS3pznFZKq41uI?usp=drive_link) (Requires access – please ask Contributor Comms)
+- [Email comms used for Contributor Summit EU in Barcelona, 2019](/events/2019/05-contributor-summit/communications.md)
+- [Contributor Site](https://www.kubernetes.dev/)
+- [SIG Contributor Experience leads](/sig-contributor-experience/README.md#leadership)
+- [@K8sContributors on X](https://twitter.com/K8sContributors)
+- [@Kubernetesio on X](https://twitter.com/kubernetesio)
+- [@K8sContributors on Mastodon](https://hachyderm.io/@K8sContributors)
+- [CNCF](https://www.cncf.io/)
+- [SIG ContribEx Contributor Comms team](/communication/contributor-comms/README.md)