docs/How-To-Organise-the-AGM.md
The Annual General Meeting (AGM) is our combination of a business meeting, yearly work planning session, and opportunity to meet others in our international team in person.
This document is a guide that assumes that the meeting will be held in person. If a situation occurs that prevents that, it is acceptable to execute it virtually, as was done in 2021 and 2022 during the COVID-19 pandemic.
<!-- TOC start --> <!-- TOC end -->Expected participants:
| Who | Role |
|---|---|
| Project Leader (PL) | Should be physically present if possible, dialed-in if not. Regardless, needed to provide content for meeting. |
| Lead Maintainers (LM) | Should be physically present if possible, dialed-in if not. Regardless, needed to provide content for meeting. |
| Maintainers | Should dial-in or participate in person if possible. |
Delegated maintainer roles of responsibility for planning and execution:
| Who | Role |
|---|---|
| Logistics Coordinator (LC) | Coordinates with meeting venue, restaurants, vendors, maintainers |
| Agenda Coordinator (AC) | Coordinates agenda and content to be presented |
| Technology Coordinator (TC) | Coordinates video conference audiovisual setup |
A person may have more than one role but one person should not have all roles.
Past practice and future intent is for AGM to coincide with FOSDEM, which is held in Brussels, Belgium annually typically on the Saturday and Sunday of the fifth ISO-8601 week of the calendar year, calculable with:
ruby -rdate -e "s=ARGV[0].to_i;s.upto(s+4).map{|y|Date.commercial(y,5,6)}.each{|y|puts [y,y+1].join(' - ')}" 2026
AGM should be held on the Friday before or the Monday following FOSDEM.
:information_source: Regenerate the dates for the WHEN lines in the next several headers using this quick command:
ruby -rdate -e "YEAR=ARGV[0].to_i;puts ([[49,YEAR-1]]+(1.upto(4).map{|wk|[wk, YEAR]})).map{|wk,yr|Date.commercial(yr,wk).to_s}" 2026
When: Week 49 of YEAR-1 :date: 2025-12-01
When: Week 1 of YEAR :date: 2025-12-29
private repository.When: Week 2 of YEAR :date: 2026-01-05
When: Week 3 of YEAR :date: 2025-01-06
When: Week 3 of YEAR :date: 2026-01-12
docs/Homebrew-Governance.md on homebrew/brew.When: Week 4 of YEAR :date: 2026-01-19
In the past, Homebrew hosted the AGM at the THON Hotel Brussels City Centre and arranged for a room block checking in the day before FOSDEM and AGM weekend, generally on Friday, and checking out the day after, generally Tuesday when the AGM is Monday.
Travel assistance is available for AGM participants who are expected to attend the AGM in-person. Those who have employers able to cover all or a part of the costs of attending FOSDEM should exhaust that source of funding before seeking Homebrew funding.
PL, LM and maintainers can expect to have all reasonable, in-policy expenses covered.
See also the Expense and Reimbursement Travel Policy for process and details on what is covered. It is important that all attendees expecting reimbursement stay in-policy.
Track dietary requirements centrally for in-person participants.