It sounds like you’re planning a pretty amazing event! It’d be great if the televised version could be made available on the Internet, even if only at a later date.
You’re free to pick any name you choose, as long as you comply with the ROS and OSRF trademark guidelines. I think your case would be a “Community ROS workshop”. Feel free to submit the dates of your event to the community events calendar!
Only events by the OSRF or licensed by the OSRF (i.e. local ROSCons) would be “official”. But that shouldn’t stop you holding an awesome event! There are far more community-organised events than “official” events, and we like it that way! We like the community working together to spread the joy of ROS, Gazebo, Open-RMF, and all the other OSRF projects. (It also means less work for @Vanessa_Yamzon_Orsi and myself.) If you want to keep our community values, you can make your event follow the same Code of Conduct as ROSCon. A more general, not-just-for-events Code of Conduct is hosted by the OSRF, and applies to all activities, such as use of GitHub, use of this forum, etc.
(For clarity, The Construct is no more involved in setting guidelines for the ROS community than any other community member, including yourself! The OSRF takes the lead on producing and keeping the Code of Conduct up to date, but what goes into it takes a big chunk of knowledge from our shared community experience.)
You should focus on what your audience needs. What do you want them to get out of the event? What do you want them to learn? What do you expect them to contribute back to the event, or to the wider community after the event? How would you make your participants so happy they came that they want to come again next time? Then build your event based on those criteria. From the OSRF’s point of view, we’re happy for events to happen and wish for them all to be good events of benefit to their target audience (usually, anyone with an interest in robotics, including engineers and students and hobbyists, in the local area).
This is the hardest part, and depends on how you want each of those to contribute.
For universities, you probably want students and academics to join as participants, and so contribute to making the event lively. The best way to help students participate is provide a discounted participation fee, if you have to pay to participate, or provide free food, if there’s no participation fee. For the academics, you need to make it worth their time to come and listen rather than stay and do their work, which is likely to be taking up most of their time outside of teaching.
For companies, you would like company engineers to come and talk about how they use ROS, Gazebo, Open-RMF, etc. For that, you need to make it worth their companies letting them attend and covering costs, which means making sure the talks get good exposure. You also want company engineers to come and listen to the talks. To attract them, have good talks that will teach them something (you’re already doing well there), and make sure there are a lot of other people also coming so they can exchange contact information, exchange knowledge, discover collaboration opportunities, etc.
To attract speakers, you need to ensure that people who like giving talks know about the event (and then they’ll come naturally), and for those who are less positive about giving talks, convince them that it is worth doing.
I hope that helps! Feel free to reach out to us directly at community@openrobotics.org if you like!