Community Data Science Workshops (Core)/Planning Checklist

Community Data Science Workshops

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).

• ­ 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