[Quarterly Goal Epic] Standardize workshop process

[GeorgianaElena]

Context

In the light of the past workshop experiences where we've either:

• did good without tempering much with the infra
• had outages
• went above and beyond with last minute changes

The time to standardize our practices has come and luckily, it fits under the O2: Reduce the toil associated with bespoke infrastructure for each community quarterly goal umbrella.

What we need to do

• New team process — use the workshop GitHub card as a source of truth for requests and also what for what we did
• Capture what was the list of things we had to think through during the past cirhoh workshop (conference) (it can be unstructured free-form)
• From this list, gather the actions we did that:
  • can be applied to other workshops that we supported in the past or we know we have to support in the future
  • are sustainable from a capacity point of view
• Once there's agreement, we can start documenting there so that any infra engineer can perform them and any engineer knows what we've changed in case something catches fire
• Since resource allocation is at the heart of it, we need an easier way to do quick updates to the profile options when/if increasing the machine type
• Document the new workshop specific dashboards
• Empower the communities to run a dry run of their workshop materials on the infrastructure while we observe their needs
  • docs to support them
  • docs to support us

Definition of Done

• A more coherent workshop prep process exists that's good enough to test it on a new workshop
• All engineers are aware of it