Community Data Science Workshops (Core)/Planning Checklist

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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