Community Data Science Workshops (Core)/Planning Checklist

Registration

 * (Done SP2016) Create new Google drive folder and invite people that work on it
 * (Done SP2016) Copy registration pages from both participants and mentors
 * Read through and tweak details and dates

Wiki

 * (Done SP2016) Create a basic page like Community Data Science Workshops (Spring 2016) based on the pre-release version in the history from the most recent workshops linked from Community Data Science Workshops.
 * (Done SP2016) Search/replace year and season
 * (Done SP2016) Search/replace the month and day
 * (Done SP2016) Update registration links to the new Google Forms
 * (Done SP2016) Add link to page to the new subpage from the Community Data Science Workshops page
 * (Done SP2016) Create redirect like CDSW Spring 2016 to point to the new page
 * (Done SP2016) Update Template:Banner to a live version

Announcements

 * (Done SP2016) Create/copy a new announcements document in the shared Google Drive folder
 * Send announcements
 * Write blog posts on CDSC blog
 * (Done SP2016) Tweet, send on social media, etc.

Funding and Rooms

 * (Done SP2016) Contact someone at eScience to help cover funding for food
 * (Done SP2016) Mako has contacted Bill Howe in the past
 * (Done SP2016) Contact somebody at the Department of Communication to cover drinks
 * (Done SP2016) Mako has contacted David Domke in the Department of Communication
 * (Done SP2016) Decide on for morning lectures (e.g., the Ooedgard ALC or SAV)
 * (Done SP2016) Contact someone at Odegaard/UW libraries about the Active Learning Classrooms (that link includes both a schedule online and a page to request the room). Our contacts in the libraries are Jennifer S. Muilenburg  (data management librarian) and Susie Cummings  (who helps manage the ALC)
 * (Done SP2016) Decide on and find rooms for afternoon sessions (e.g., UW Research Commons or the Communications (CMU) Building or something else
 * For registering things in CMU managed by the Department of Communication, use the links on the right sidebar of this page
 * For registering classrooms managed centrally, go through the UW Classroom Assignment Office
 * For registering the research commons, we should go through the Research Commons Librarian and/or through Jennifer (email above)

Food

 * Coffee at etc at HUB: place an order the day before if possible. Need a couple people to carry 3 coffee (2 blonde; 2 medium), 40 cups, 1 large cup of half and half, other misc stuff. Need napkins as it always gets messy.
 * Session 1: Pizza from Jet City Pizza (*PHONE NUMBER (206) 525-2225? verify with mako/jmo*) for X vegetarian pizza, Y vegan pizza, Z, gluten free pizza, A vegan/gluten free pizza. A little bit of salad. Always ask for plates and napkins (otherwise they may not bring them).


 * ­ 4 -> next time 2 Large Gluten Free cheese
 * ­ 1 Large Gluten Free Pineapple
 * ­ 3 -> next time 1 Large Gluten Free (Sauce & Non Dairy Cheese)
 * ­ 1 Large Gluten Free (onions, mushrooms, black olives & non dairy Cheese (no sauce))
 * ­ 2 -> next time 1 Large sauce & non­dairy cheese
 * ­ 10 Large Cheese pizzas
 * ­ 5 Large spicy peppers
 * ­ 2  -> next time 3 large Green Pepper/ Onions
 * ­ 2 -> next time 3 Large Pineapple/ Oranges
 * ­ 2 Large Pineapple
 * ­ 1 Large Onions/ Tomatoes
 * ­ 1 -> next time 2 Large Mushroom/Spinach
 * ­ 2 Large Black Olives/ Mushroom
 * ­ 7 -> next time 4 Family Size Salads (Dressing on side): bring a big bowl next time so that it's less messy when serving.


 * Session 2: Indian food from Jewel of India at (*PHONE NUMBER (206) 523-5275? verify with mako) for 4 vegetarian dishes, naan, and rice at $12/person for 67 people ($800) -> ordered 75 people in Spring 2016 and it was just enough - 80 should be perfect? Ask for plates, utensils, napkins, utensils, and serving spoons!


 * Session 3: Greek food from Maria Savranakis(email at glikifoni@gmail.com):


 * vegetarian food for 65 people. $11 per person for vegetarian food, delivery, taxes, paper

plates, napkins and plastic ware.


 * - Spanakopita
 * - Veggie dolmathes
 * - Hummus and pita
 * - Greek salad
 * - Vegetarian Souvlaki- skewers of marinated vegetables.
 * - Rice
 * - Oven baked potatoes in olive oil, garlic and oregano avaliable

Session 0 & 1 Preparation

 * (Done SP2016) Create new mailing lists (requires UW ID) at UW like cdsw-sp2016-attendees@uw.edu and cdsw-sp2016-mentors@uw.edu
 * Add people who are accepted to the cdsw-sp2016-attendees@uw.edu mailing list
 * Add people who are accepted to the cdsw-sp2016-mentors@uw.edu mailing list
 * Email attendees individually to tell them they were accepted, and have them check the mailing list to make sure they are gettingupdates
 * Create new wikipages for the new data
 * Check the CodeAcademy lessons to make sure they are up
 * Check the documentation for installation to make sure things work
 * Try out Anaconda installation
 * Email all the mentors to see if there's anybody they would like to have brought in off the waitlist
 * Draft/update acceptance email
 * Draft/update waitlist email
 * Send accept email! :-)
 * Send waitlist email :-(

Session 2 Preparation
*Send attendee reminder announcement out with survey
 * Prepare feedback survey
 * Update the wiki - are tutorials up to snuff?
 * Check supporting resources are still working as expected (e.g. signing up for Twitter API; Tweepy; PlaceKitten;)
 * Verify workshop leaders and instigators for afternoon workshops