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[Openstack-operators] Scaling the Ops Meetup

0 votes

Hi all,

Right now, behind-the-scenes, we're working on getting a venue for next
ops mid-cycle. It's taking a little longer than normal, but rest assured
it is happening.

Why is it so difficult? As you may have noticed, we're reaching the size
of event where both physically and financially, only the largest
organisations can host us.

We thought we might get away with organising this one old-school with a
single host and sponsor. Then, for the next, start a brainstorming
discussion with you about how we scale these events into the future -
since once we get up and beyond a few hundred people, we're looking at
having to hire a venue as well as make some changes to the format of the
event.

However, it seems that even this might be too late. We already had a
company that proposed to host the meetup at a west coast US hotel
instead of their place, and wanted to scope out other companies to
sponsor food.

This would be a change in the model, so let's commence the discussion of
how we want to scale this event :)

So far I've heard things like:
* "my $CORPORATE_BENEFACTOR would be fine to share sponsorship with others"
* "I really don't want to get to the point where we want booths at the
ops meetup"

Which are promising! It seems like we have a shared understanding of
what to take this forward with.

So, as the ops meetup grows - what would it look like for you?

How do you think we can manage the venue selection and financial side of
things? What about the session layout and the scheduling with the
growing numbers of attendees?

Current data can be found at
https://wiki.openstack.org/wiki/Operations/Meetups#Venue_Selection .

I would also be interested in your thoughts about how these events have
only been in a limited geographical area so far, and how we can address
that issue.

Regards,

Tom


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators
asked Jun 30, 2015 in openstack-operators by Tom_Fifield (13,880 points)   2 3 5

42 Responses

0 votes

Tom,

First off, thank you for organizing this event. It has proven to be a
success and the growth shows how much interest there is in the community. A
couple of ideas came to mind when I read your e-mail.

What about breaking the event up into regions? Or having additional
sponsors that are users instead of vendors? Just like we have had corporate
sponsors in the past that have been operators, can we find more of those to
split the costs?

Another thought that comes to mind is having ticket sales for the event
with a cap? A concern I have is that if you grow the ops mid cycle summit
too much, the access may get diluted and many of the benefits can get lost.

On Tue, Jun 30, 2015 at 12:33 AM, Tom Fifield tom@openstack.org wrote:

Hi all,

Right now, behind-the-scenes, we're working on getting a venue for next
ops mid-cycle. It's taking a little longer than normal, but rest assured
it is happening.

Why is it so difficult? As you may have noticed, we're reaching the size
of event where both physically and financially, only the largest
organisations can host us.

We thought we might get away with organising this one old-school with a
single host and sponsor. Then, for the next, start a brainstorming
discussion with you about how we scale these events into the future -
since once we get up and beyond a few hundred people, we're looking at
having to hire a venue as well as make some changes to the format of the
event.

However, it seems that even this might be too late. We already had a
company that proposed to host the meetup at a west coast US hotel
instead of their place, and wanted to scope out other companies to
sponsor food.

This would be a change in the model, so let's commence the discussion of
how we want to scale this event :)

So far I've heard things like:
* "my $CORPORATE_BENEFACTOR would be fine to share sponsorship with others"
* "I really don't want to get to the point where we want booths at the
ops meetup"

Which are promising! It seems like we have a shared understanding of
what to take this forward with.

So, as the ops meetup grows - what would it look like for you?

How do you think we can manage the venue selection and financial side of
things? What about the session layout and the scheduling with the
growing numbers of attendees?

Current data can be found at
https://wiki.openstack.org/wiki/Operations/Meetups#Venue_Selection .

I would also be interested in your thoughts about how these events have
only been in a limited geographical area so far, and how we can address
that issue.

Regards,

Tom


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators
responded Jun 30, 2015 by Shilla_Saebi (1,020 points)   1
0 votes

Hi Tom, et al,

1) I think corporate operators are fine sponsors (or as I prefer,
underwriters) of the event. But with modest/token acknowledgement only of
their largesse. *

2) No vendor booths. I'm fine with an Oprah sponsorship goodie bag on the
chairs or at registration time, but nothing more overt than that. We don't
have time as it is to do all the intermingling/discussing we need to do.
Vendor booths would just make this PAINFUL.

3) Venue selection will continue to get tougher. If no venue has been
selected at this point, I'd say the L mid-cycle is at great risk. Finding a
venue and a funding mechanism needs to happen now.*

  • with respect to Time Warner Cable, I'm garnering the support needed to
    help with venue/meal funding. No specific commitments should be inferred at
    this point.

On Mon, Jun 29, 2015 at 10:33 PM, Tom Fifield tom@openstack.org wrote:

Hi all,

Right now, behind-the-scenes, we're working on getting a venue for next
ops mid-cycle. It's taking a little longer than normal, but rest assured
it is happening.

Why is it so difficult? As you may have noticed, we're reaching the size
of event where both physically and financially, only the largest
organisations can host us.

We thought we might get away with organising this one old-school with a
single host and sponsor. Then, for the next, start a brainstorming
discussion with you about how we scale these events into the future -
since once we get up and beyond a few hundred people, we're looking at
having to hire a venue as well as make some changes to the format of the
event.

However, it seems that even this might be too late. We already had a
company that proposed to host the meetup at a west coast US hotel
instead of their place, and wanted to scope out other companies to
sponsor food.

This would be a change in the model, so let's commence the discussion of
how we want to scale this event :)

So far I've heard things like:
* "my $CORPORATE_BENEFACTOR would be fine to share sponsorship with others"
* "I really don't want to get to the point where we want booths at the
ops meetup"

Which are promising! It seems like we have a shared understanding of
what to take this forward with.

So, as the ops meetup grows - what would it look like for you?

How do you think we can manage the venue selection and financial side of
things? What about the session layout and the scheduling with the
growing numbers of attendees?

Current data can be found at
https://wiki.openstack.org/wiki/Operations/Meetups#Venue_Selection .

I would also be interested in your thoughts about how these events have
only been in a limited geographical area so far, and how we can address
that issue.

Regards,

Tom


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators
responded Jun 30, 2015 by David_Medberry (8,000 points)   1 4 5
0 votes

Hi Tom,

I think this is a great problem to have. Difficult to solve, but it shows
how popular / important these meetups are.

I'm definitely in favor of a "no booths" type meetup. I feel if a company
wants to sponsor, they're doing it out of good will and any recognition
would come from that.

I'd love to keep the meetups as inclusive as possible. I found the
Philadelphia meetup to be extremely valuable networking-wise (as well as
extremely valuable in general). A lot of people I talked to may not have
attended if there was some kind of bar placed on entry.

I think the current schedule format is still working: open discussions
bring in a lot of feedback and tips, working groups continue to shape and
produce actions. Open discussions may become unwieldy as attendance grows,
but maybe having two tracks would solve that.

Do you have a good indication that the number of attendees will continue to
grow? Maybe it has hit (or will soon hit) a steady level?

I wouldn't be opposed to having a paid registration for the meetup. Could
the amount be polled if paid registration is considered?

Thanks, Tom. I don't envy your position, but I do very much appreciate the
work that goes into planning this. :)

Joe

On Mon, Jun 29, 2015 at 10:33 PM, Tom Fifield tom@openstack.org wrote:

Hi all,

Right now, behind-the-scenes, we're working on getting a venue for next
ops mid-cycle. It's taking a little longer than normal, but rest assured
it is happening.

Why is it so difficult? As you may have noticed, we're reaching the size
of event where both physically and financially, only the largest
organisations can host us.

We thought we might get away with organising this one old-school with a
single host and sponsor. Then, for the next, start a brainstorming
discussion with you about how we scale these events into the future -
since once we get up and beyond a few hundred people, we're looking at
having to hire a venue as well as make some changes to the format of the
event.

However, it seems that even this might be too late. We already had a
company that proposed to host the meetup at a west coast US hotel
instead of their place, and wanted to scope out other companies to
sponsor food.

This would be a change in the model, so let's commence the discussion of
how we want to scale this event :)

So far I've heard things like:
* "my $CORPORATE_BENEFACTOR would be fine to share sponsorship with others"
* "I really don't want to get to the point where we want booths at the
ops meetup"

Which are promising! It seems like we have a shared understanding of
what to take this forward with.

So, as the ops meetup grows - what would it look like for you?

How do you think we can manage the venue selection and financial side of
things? What about the session layout and the scheduling with the
growing numbers of attendees?

Current data can be found at
https://wiki.openstack.org/wiki/Operations/Meetups#Venue_Selection .

I would also be interested in your thoughts about how these events have
only been in a limited geographical area so far, and how we can address
that issue.

Regards,

Tom


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators
responded Jun 30, 2015 by Joe_Topjian (5,780 points)   1 6 10
0 votes

+1 on the no booths rule.

-1 on paid registration, I think we need to be mindful of the smaller
openstack deployers, their voice is an important one, and their access to
the larger operations teams is invaluable to them. I like the idea of
local teams showing up because it's in the neighborhood and they don't need
to hassle their budgeting managers too much for travel approval /
expenses. This is more accessible currently than the summits for many
operators. Let's keep it that way.

-matt

On Tue, Jun 30, 2015 at 11:56 AM, Joe Topjian joe@topjian.net wrote:

Hi Tom,

I think this is a great problem to have. Difficult to solve, but it shows
how popular / important these meetups are.

I'm definitely in favor of a "no booths" type meetup. I feel if a company
wants to sponsor, they're doing it out of good will and any recognition
would come from that.

I'd love to keep the meetups as inclusive as possible. I found the
Philadelphia meetup to be extremely valuable networking-wise (as well as
extremely valuable in general). A lot of people I talked to may not have
attended if there was some kind of bar placed on entry.

I think the current schedule format is still working: open discussions
bring in a lot of feedback and tips, working groups continue to shape and
produce actions. Open discussions may become unwieldy as attendance grows,
but maybe having two tracks would solve that.

Do you have a good indication that the number of attendees will continue
to grow? Maybe it has hit (or will soon hit) a steady level?

I wouldn't be opposed to having a paid registration for the meetup. Could
the amount be polled if paid registration is considered?

Thanks, Tom. I don't envy your position, but I do very much appreciate the
work that goes into planning this. :)

Joe

On Mon, Jun 29, 2015 at 10:33 PM, Tom Fifield tom@openstack.org wrote:

Hi all,

Right now, behind-the-scenes, we're working on getting a venue for next
ops mid-cycle. It's taking a little longer than normal, but rest assured
it is happening.

Why is it so difficult? As you may have noticed, we're reaching the size
of event where both physically and financially, only the largest
organisations can host us.

We thought we might get away with organising this one old-school with a
single host and sponsor. Then, for the next, start a brainstorming
discussion with you about how we scale these events into the future -
since once we get up and beyond a few hundred people, we're looking at
having to hire a venue as well as make some changes to the format of the
event.

However, it seems that even this might be too late. We already had a
company that proposed to host the meetup at a west coast US hotel
instead of their place, and wanted to scope out other companies to
sponsor food.

This would be a change in the model, so let's commence the discussion of
how we want to scale this event :)

So far I've heard things like:
* "my $CORPORATE_BENEFACTOR would be fine to share sponsorship with
others"
* "I really don't want to get to the point where we want booths at the
ops meetup"

Which are promising! It seems like we have a shared understanding of
what to take this forward with.

So, as the ops meetup grows - what would it look like for you?

How do you think we can manage the venue selection and financial side of
things? What about the session layout and the scheduling with the
growing numbers of attendees?

Current data can be found at
https://wiki.openstack.org/wiki/Operations/Meetups#Venue_Selection .

I would also be interested in your thoughts about how these events have
only been in a limited geographical area so far, and how we can address
that issue.

Regards,

Tom


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators


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http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators
responded Jun 30, 2015 by matt (5,480 points)   1 2 3
0 votes

On Tue, Jun 30, 2015 at 9:56 AM, Joe Topjian joe@topjian.net wrote:

I wouldn't be opposed to having a paid registration for the meetup. Could
the amount be polled if paid registration is considered?

We (TWC) is also in favor of having paid registration as well as a "slush
fund" for scholarships/fee waivers for contributors on an as-needed basis.


OpenStack-operators mailing list
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responded Jun 30, 2015 by David_Medberry (8,000 points)   1 4 5
0 votes

-1 on paid registration, I think we need to be mindful of the smaller
openstack deployers, their voice is an important one, and their access to
the larger operations teams is invaluable to them. I like the idea of
local teams showing up because it's in the neighborhood and they don't need
to hassle their budgeting managers too much for travel approval /
expenses. This is more accessible currently than the summits for many
operators. Let's keep it that way.

I understand your point.

IMO, the Ops mid-cycle meetup is a little different than a normal local
meetup you'll find at meetup.com. It's a multi-day event that includes
meals and an evening event. Being able to attend for free, while a great
goal, may not be practical. I would not imagine that the fee would be as
much as a Summit ticket, nor even broken down to the daily cost of a Summit
ticket. I see it as something that would go toward the cost of food and
such.

The OpenStack foundation does a lot to ensure that people who are unable to
pay registration fees are still able to attend summits. The same courtesy
could be extended here as well. As an example, David M has mentioned that
TWC may help (I understand that may not be official, just used as an
example of how others may be willing to help with that area).

Joe


OpenStack-operators mailing list
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responded Jun 30, 2015 by Joe_Topjian (5,780 points)   1 6 10
0 votes

My votes line up with Dave's and Joe's pretty much.

I think that vendor booth's are a bad idea as well.

As for registration, I think having a fee that covers the meals/coffee is
fair. This is not a typical walk in off the street meeting. I don't think
many companies would balk at an extra $100-$200 fee for registration.
Especially if you're already paying for travel like 99% of us will be
doing. I'm also +1 canceling the evening event to cut costs, it was
overcrowded last time and with 300 people will be unmanageable.

Tom, What is the actual per-head price range for meals?

On Tue, Jun 30, 2015 at 11:36 AM, Joe Topjian joe@topjian.net wrote:

-1 on paid registration, I think we need to be mindful of the smaller

openstack deployers, their voice is an important one, and their access to
the larger operations teams is invaluable to them. I like the idea of
local teams showing up because it's in the neighborhood and they don't need
to hassle their budgeting managers too much for travel approval /
expenses. This is more accessible currently than the summits for many
operators. Let's keep it that way.

I understand your point.

IMO, the Ops mid-cycle meetup is a little different than a normal local
meetup you'll find at meetup.com. It's a multi-day event that includes
meals and an evening event. Being able to attend for free, while a great
goal, may not be practical. I would not imagine that the fee would be as
much as a Summit ticket, nor even broken down to the daily cost of a Summit
ticket. I see it as something that would go toward the cost of food and
such.

The OpenStack foundation does a lot to ensure that people who are unable
to pay registration fees are still able to attend summits. The same
courtesy could be extended here as well. As an example, David M has
mentioned that TWC may help (I understand that may not be official, just
used as an example of how others may be willing to help with that area).

Joe


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators


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OpenStack-operators@lists.openstack.org
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responded Jun 30, 2015 by Matt_Fischer (9,340 points)   1 4 8
0 votes

On 6/30/15, 11:46 AM, "Matt Fischer" matt@mattfischer.com wrote:

My votes line up with Dave's and Joe's pretty much.

I think that vendor booth's are a bad idea as well.

As for registration, I think having a fee that covers the meals/coffee is
fair. This is not a typical walk in off the street meeting. I don't think
many companies would balk at an extra $100-$200 fee for registration.
Especially if you're already paying
for travel like 99% of us will be doing. I'm also +1 canceling the
evening event to cut costs, it was overcrowded last time and with 300
people will be unmanageable.

Have to agree with pretty much all of this.

Perhaps we can even have a scholarship process setup for people/companies
who really should be there but for whom the 100-200$ registration fee is a
total show stopper?

Tom, What is the actual per-head price range for meals?

On Tue, Jun 30, 2015 at 11:36 AM, Joe Topjian
joe@topjian.net wrote:

-1 on paid registration, I think we need to be mindful of the smaller
openstack deployers, their voice is an important one, and their access to
the larger operations teams is invaluable to them. I like the idea of
local teams showing up because it's in
the neighborhood and they don't need to hassle their budgeting managers
too much for travel approval / expenses. This is more accessible
currently than the summits for many operators. Let's keep it that way.

I understand your point.

IMO, the Ops mid-cycle meetup is a little different than a normal local
meetup you'll find at
meetup.com . It's a multi-day event that includes
meals and an evening event. Being able to attend for free, while a great
goal, may not be practical. I would not imagine that the fee would be as
much as a Summit
ticket, nor even broken down to the daily cost of a Summit ticket. I see
it as something that would go toward the cost of food and such.

The OpenStack foundation does a lot to ensure that people who are unable
to pay registration fees are still able to attend summits. The same
courtesy could be extended here as well. As an example, David M has
mentioned that TWC may help (I understand that
may not be official, just used as an example of how others may be
willing to help with that area).

Joe


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators


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responded Jun 30, 2015 by Kevin_Bringard_(kevi (1,500 points)   1 3
0 votes

Hi Tom, thanks for bringing up the subject. Like many commenters I share
some of the same views.

I'm very "+1" on preventing vendor booth space from happening. This isn't
an event to sell a product, booth space would be wasted on both the
attendees and the booth staff.

I feel that multiple corporate underwriters for the event would not only be
welcome, but encouraged. We're all working together even while competing to
make OpenStack awesome, there should be no barrier to multiple entities
sharing the burden of funding (parts) of the event.

I think a modest attendee fee would be acceptable as well, given the
sponsorship capability demonstrated by Foundation at previous events. These
meetups are invaluable to us the attendees and to the organizations that
choose to foot the bill for flights and hotels, because the return on that
investment is quite high. Adding on an attendee fee wouldn't really make a
huge difference in the total cost, but it would help out the event.

As far as regional, that's a hard one. I wouldn't necessarily want to split
the meeting into multiple of them. I'd rather see pooling of funds for
travel assistance to get those who are not geographically close to the
event in. I'd definitely be in favor of moving the event around, more than
just North America. These meetups are worth the cost of travel.

I do like the session layout, but I'd like to see a couple more things. I'd
like to see a lightening talk session. Much like the ops show and tell, or
maybe even just expand ops show and tell to also include lightening
sessions. Not a full session like at Summit, but just 10~ minutes to talk
about an interesting topic or challenge or project. We can fit a lot more
speakers in and drive up the "inclusion" factor without taking up a huge
amount of time or having the problem of 20 things happening at once. The
next thing I'd like to see is some video recording support, for those that
really can't make it but would love to see the sessions after the fact.
Here, starting small and growing is totally awesome too, no need to shoot
for 100% coverage the first time.

Thanks again for bringing the topic up to the community!

  • jlk

On Mon, Jun 29, 2015 at 9:33 PM, Tom Fifield tom@openstack.org wrote:

Hi all,

Right now, behind-the-scenes, we're working on getting a venue for next
ops mid-cycle. It's taking a little longer than normal, but rest assured
it is happening.

Why is it so difficult? As you may have noticed, we're reaching the size
of event where both physically and financially, only the largest
organisations can host us.

We thought we might get away with organising this one old-school with a
single host and sponsor. Then, for the next, start a brainstorming
discussion with you about how we scale these events into the future -
since once we get up and beyond a few hundred people, we're looking at
having to hire a venue as well as make some changes to the format of the
event.

However, it seems that even this might be too late. We already had a
company that proposed to host the meetup at a west coast US hotel
instead of their place, and wanted to scope out other companies to
sponsor food.

This would be a change in the model, so let's commence the discussion of
how we want to scale this event :)

So far I've heard things like:
* "my $CORPORATE_BENEFACTOR would be fine to share sponsorship with others"
* "I really don't want to get to the point where we want booths at the
ops meetup"

Which are promising! It seems like we have a shared understanding of
what to take this forward with.

So, as the ops meetup grows - what would it look like for you?

How do you think we can manage the venue selection and financial side of
things? What about the session layout and the scheduling with the
growing numbers of attendees?

Current data can be found at
https://wiki.openstack.org/wiki/Operations/Meetups#Venue_Selection .

I would also be interested in your thoughts about how these events have
only been in a limited geographical area so far, and how we can address
that issue.

Regards,

Tom


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators


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responded Jun 30, 2015 by jlk_at_bluebox.net (2,760 points)   2 3
0 votes

RE Evening event: I agree it was pretty crowded. Perhaps just a list of
area venues for various activities and a sign up board somewhere. Let it
happen organically, and everybody is on their own for paying for whatever
they do. That way those that may not be into the bar scene don't feel left
out because everybody else went and got drink/food. Lets eliminate the
social pressure to put everybody into the same social event.

  • jlk

On Tue, Jun 30, 2015 at 10:46 AM, Matt Fischer matt@mattfischer.com wrote:

My votes line up with Dave's and Joe's pretty much.

I think that vendor booth's are a bad idea as well.

As for registration, I think having a fee that covers the meals/coffee is
fair. This is not a typical walk in off the street meeting. I don't think
many companies would balk at an extra $100-$200 fee for registration.
Especially if you're already paying for travel like 99% of us will be
doing. I'm also +1 canceling the evening event to cut costs, it was
overcrowded last time and with 300 people will be unmanageable.

Tom, What is the actual per-head price range for meals?

On Tue, Jun 30, 2015 at 11:36 AM, Joe Topjian joe@topjian.net wrote:

-1 on paid registration, I think we need to be mindful of the smaller

openstack deployers, their voice is an important one, and their access to
the larger operations teams is invaluable to them. I like the idea of
local teams showing up because it's in the neighborhood and they don't need
to hassle their budgeting managers too much for travel approval /
expenses. This is more accessible currently than the summits for many
operators. Let's keep it that way.

I understand your point.

IMO, the Ops mid-cycle meetup is a little different than a normal local
meetup you'll find at meetup.com. It's a multi-day event that includes
meals and an evening event. Being able to attend for free, while a great
goal, may not be practical. I would not imagine that the fee would be as
much as a Summit ticket, nor even broken down to the daily cost of a Summit
ticket. I see it as something that would go toward the cost of food and
such.

The OpenStack foundation does a lot to ensure that people who are unable
to pay registration fees are still able to attend summits. The same
courtesy could be extended here as well. As an example, David M has
mentioned that TWC may help (I understand that may not be official, just
used as an example of how others may be willing to help with that area).

Joe


OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
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OpenStack-operators mailing list
OpenStack-operators@lists.openstack.org
http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-operators
responded Jun 30, 2015 by jlk_at_bluebox.net (2,760 points)   2 3
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