Community Data Science Workshops (Core)/Planning Checklist
From CommunityData
Planning/Announcement
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 <jmuil@uw.edu> (data management librarian) and Susie Cummings <cummin2@uw.edu> (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).
- 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). Ask for plates, utensils, napkins, utensils, and serving spoons!
- Session 3: Greek food from (*NAME and PHONE NUMBER OF RESTAURANT*) for X, Y, Z.
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 :-(