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| --- | ||
| name: "\U0001F3C3 Book Dash Planning Template" | ||
| about: Template for host an upcoming Book Dash online | ||
| title: Book Dash Logistics: add date | ||
| labels: | ||
| assignees: '' | ||
|
|
||
| --- | ||
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| <!-- | ||
| Please complete the following sections when you start planning to host a Book Dash. | ||
| --> | ||
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| ## Summary | ||
|
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| **We are hosting a Book Dash from DD to DD Month 2022** | ||
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| This issue is for the event organisers, **if you are an applicant please use this form to submit your application: [ADD APPLICATION FORM].** This application will likely take 30 minutes to complete. You can use this template document with all the questions to prepare your draft:[ https://tinyurl.com/tw-bookdash-template](https://tinyurl.com/tw-bookdash-template). | ||
|
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| We have created the following checklists, which are chronologically structured to help organise Book Dash online or in-person. | ||
|
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| ## Before the Event | ||
|
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||
| - [ ] Finalise dates based on the location and core team’s availability | ||
| - [ ] Set up a form (see a template [here](https://the-turing-way.netlify.app/community-handbook/bookdash/bookdash-selection.html#ch-bookdash-application-additional-materials)) for application by updating the previous version of the form | ||
| - [ ] Write a short description for online advertisement | ||
| - [ ] Open a call for application as well as invite interest to join the committee | ||
| - [ ] Establish a Book Dash Planning committee by inviting returning members of the event | ||
| - [ ] Book location for in-person events | ||
| - [ ] Set up an online platform ([Zoom](https://zoom.us/), or other accessible software) for remote collaboration | ||
| - [ ] Discuss with co-organisers if some resources (such as email drafts or templates) need to be updated | ||
| - [ ] Clearly state the following information in an application form and later communicate by email with the selected participants: | ||
| - what financial support will be available for either online or in-person events | ||
| - What arrangements will be available online (such as online helpers and designated mentors) or on-site (such as quiet room and child care) for in-person events | ||
| - Include accessibility information such as live captioning for in-person events and quiet room/child nursing room for in-person events | ||
| - Mention the maximum limit for financial support requests for online (such as for headphones) and in-person (such as for travel and accommodation) events | ||
| - [ ] Set up the Book Dash Planning meeting to discuss these details before the announcement is sent out | ||
| - Find volunteers from the organisers who would like to host onboarding calls (1 week before the event) | ||
| - Find volunteers from the organisers who would like to host a GitHub introduction session (1 week before the event) | ||
| - Find volunteers from the organisers who would like to run social events (discussion session, meal, informal chat) - During the event | ||
| - Find volunteers from the organisers who would like to run community share out sessions - on the last day | ||
| - Check with them if there is anything else they would like to suggest or get involved in | ||
| - [ ] Announce in the newsletter and promote on Twitter at least 2-3 months in advance | ||
| - [ ] Think about who else needs to be invited, like Artists, speakers, more diverse participants | ||
| - [ ] Identify helpers from the core members and invite them | ||
| - [ ] Send a reminder in next newsletters with more details if needed | ||
| - [ ] Set an Eventbrite page with a registration code for the selected participants | ||
| - [ ] Close the application round in time (minimum 1 month ahead of the event) | ||
| - [ ] Set-up a form for reviewing applications (see [Rubrics for scoring applications](https://the-turing-way.netlify.app/community-handbook/bookdash/bookdash-application.html#ch-bookdash-application-rubrics) for details) | ||
| - [ ] Review applications in a designated panel (Book Dash Planning Committee) using Book Dash Rubrics for selection | ||
| - [ ] Set up another meeting with the Book Dash Planning Committee to discuss the applications and finalise the selection | ||
| - Use this meeting to also allocate tasks for during and after the event (indicate that on the GitHub issues) | ||
| - [ ] Send an email to the selected attendees with registration | ||
| - [ ] Send an email to the unselected attendees with feedback | ||
| - [ ] Set up an email chain and a Slack channel to connect all members and share updates | ||
| - [ ] Update presentation for introducing the project to the participants on day-1 of the Book Dash | ||
| - [ ] Update shared HackMD for pre-event calls<ch-template-bookdash-precall>, [book dash event](https://the-turing-way.netlify.app/community-handbook/templates/template-bookdash-notes.html#ch-template-bookdash-notes) and [feedback](https://the-turing-way.netlify.app/community-handbook/templates/template-bookdash-feedback.html#ch-template-bookdash-feedback) | ||
| - [ ] Provide details on Code of Conduct, contribution guideline and ways to get involved in an ongoing discussion | ||
| - [ ] Host the onboarding call one week before the event to share logistics and facilitate the drafting of SMART goals | ||
| - [ ] Group participants into the proposed working groups as per their SMART goals from the onboarding call | ||
| - [ ] Host the onboarding call one week before the event to share logistics and facilitate the drafting of SMART goals | ||
| - [ ] Send a reminder email to register on Eventbrite sharing important links and information including support grant, GitHub session, onboarding call info and reimbursement process | ||
| - [ ] Create a GitHub issue to collect bio and highlight of the participants to add them to the Contributors Record | ||
|
|
||
| ### Additional task for an online event | ||
| - [ ] State the prerequisites to attend the event | ||
| - An active GitHub account | ||
| - Participation in at least one pre-event onboarding call or a Collaboration Cafe | ||
| - Some experience with using GitHub or attend the Book Dash GitHub session | ||
| - Familiarity with The Turing Way contribution guidelines and Code of Conduct | ||
| - Willingness to collaborate with others | ||
| - [ ] Ask them to choose at least one development session (2.5 hours) for each day of the Book Dash to ensure flexibility (rather than blocking the full day) | ||
| - [ ] Collect address if something needs to be posted | ||
|
|
||
| ### Additional task for an in-person Event | ||
| - [ ] Collate participants’ preference for travel, meal, accommodation, and accessibility request through the registration form | ||
| - [ ] Send an email to the participants regarding their travel, accommodation, schedule, and meal | ||
| - [ ] Book dinner for people for day-1 | ||
| - [ ] Book hotels rooms for people who requested accommodation | ||
| - [ ] Double-check with each participant if their plan as given on their registration hasn’t changed | ||
| - [ ] Book travel for those who requested | ||
| - [ ] Double-check with each participant if their plan as given on their registration hasn’t changed | ||
| - [ ] Book catering for lunch and coffee breaks | ||
| - [ ] Mention that the event will offer a vegetarian meal as default - and ask participants to get in touch if another meal type is required | ||
|
|
||
| ## During the Event | ||
| - [ ] Run onboarding sessions on the first day | ||
| - Welcome everyone (for each slot) | ||
| - Ask to fill the icebreaker | ||
| - One of the organisers delivers introduction talk | ||
| - Create breakout groups for people working on | ||
| - [ ] Host coworking sessions with Pomodoro sessions 30-35 mins long | ||
| - At the beginning of the session, ask people to document or verbally share their plan for the session | ||
| - End each session with any report people want to make | ||
| - Give 5 minutes break before entering the next Pomodoro | ||
| - Keep last 10 minutes for final reporting and co-documenting the work that took place during the Pomodoro | ||
| - [ ] If an artist, illustrator or consultant is invited, coordinate the schedule with participants so they have the chance to engage | ||
| - [ ] Run a social session each day: These are run by organisers to ensure everyone has the chance to connect informally | ||
| - [ ] Host community share out the event on the last day to demonstrate and celebrate the contributions made by everyone during the Book Dash | ||
| - [ ] Ask for feedback on the last day (plus and delta) | ||
| - [ ] Share the GitHub issue for adding bio and highlight | ||
| - [ ] Take screenshots or group photos (with permission) to share in reports or social media | ||
|
|
||
| ## After the Event | ||
| - [ ] Send a thank you email to everyone for their work | ||
| - [ ] Move bio and highlight from the GitHub issue to the Contributors Record | ||
| - [ ] Summarise the event (number of pull requests, issue, chapters, and other significant news) to share with the participants | ||
| - [ ] Share the update via the newsletter | ||
| - [ ] Develop a report with highlights and updates on GitHub | ||
| - [ ] Set up a debrief meeting with the planning committee | ||
| - [ ] Send a thank you note (or a package when possible) to the planning committee |
This file contains bidirectional Unicode text that may be interpreted or compiled differently than what appears below. To review, open the file in an editor that reveals hidden Unicode characters.
Learn more about bidirectional Unicode characters
| Original file line number | Diff line number | Diff line change |
|---|---|---|
| @@ -0,0 +1,121 @@ | ||
| --- | ||
| name: "\U0001F4DA Book Dash Checklist" | ||
| about: Book Dash Planning Checklist | ||
| title: | ||
| labels: | ||
| assignees: '' | ||
|
|
||
| --- | ||
|
|
||
| **The upcoming Book Dash is from Date - Month - Year** | ||
|
|
||
| This issue is for the event organisers, **if you are an applicant please use this form to submit your application: [add registration form link].** This application will likely take 30 minutes to complete. You can use this template document with all the questions to prepare your draft:[https://tinyurl.com/tw-bookdash-template](https://tinyurl.com/tw-bookdash-template) <-- make sure that this template has been updated. | ||
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| ------------------------------------------------------------------ | ||
| **Would you like to host a local hub during the Book Dash?** | ||
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| We are also inviting interest from The Turing Way community members to host a local hub, see details and share your response via a separate Google form: [add registration form link] | ||
|
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| ------------------------------------------------------------------ | ||
| We have created the following checklists, which are chronologically structured to help organise Book Dash online or in-person. | ||
|
|
||
| ## Before the Event -- all online | ||
|
|
||
| - [ ] Finalise dates based on the location and core team’s availability | ||
| - [ ] Set up a form (see a template [here](https://the-turing-way.netlify.app/community-handbook/bookdash/bookdash-selection.html#ch-bookdash-application-additional-materials)) for application by updating the previous version of the form | ||
| - [ ] Write a short description for online advertisement | ||
| - [ ] Open a call for application as well as invite interest to join the committee | ||
| - [ ] Announce in the newsletter and promote on Twitter at least 2-3 months in advance | ||
| - [ ] Establish a Book Dash Planning committee by inviting returning members of the event | ||
| - [ ] Close the application round in time (minimum 1 month ahead of the event) | ||
| - [ ] Set-up a form for reviewing applications (see [Rubrics for scoring applications](https://the-turing-way.netlify.app/community-handbook/bookdash/bookdash-application.html#ch-bookdash-application-rubrics) for details) | ||
| - [ ] Set up an online platform ([Zoom](https://zoom.us/), or other accessible software) for remote collaboration | ||
| - [ ] Copy the HackMD index page for the event using last round for reference: https://hackmd.io/@turingway/bookdash-nov2022-index | ||
| - [ ] Update shared HackMD for pre-event calls<ch-template-bookdash-precall>, [book dash event](https://the-turing-way.netlify.app/community-handbook/templates/template-bookdash-notes.html#ch-template-bookdash-notes) and [feedback](https://the-turing-way.netlify.app/community-handbook/templates/template-bookdash-feedback.html#ch-template-bookdash-feedback) | ||
| - [ ] Copy the Eventbrite page from last round for the Book Dash attendees - set a registration code | ||
| - [ ] Send a reminder in next newsletters with more details if needed | ||
| - [ ] Copy the share out Eventbrite page (2 sessions) | ||
| - [ ] Clearly state the following information in an application form and later communicate by email with the selected participants: | ||
| - what financial support will be available for either online or in-person events | ||
| - What arrangements will be available online (such as online helpers and designated mentors) or on-site (such as quiet room and child care) for in-person events | ||
| - Include accessibility information such as live captioning for in-person events and quiet room/child nursing room for in-person events | ||
| - Mention the maximum limit for financial support requests for online (such as for headphones) and in-person (such as for travel and accommodation) events | ||
|
|
||
| **During and after the application phase** | ||
| - [ ] Set up the Book Dash Planning meeting to discuss these details before the announcement is sent out | ||
| - [ ] Discuss with co-organisers if some resources (such as email drafts or templates) need to be updated | ||
| - [ ] Find volunteers from the organisers who would like to host onboarding calls (1 week before the event) | ||
| - [ ] Find volunteers from the organisers who would like to host a GitHub introduction session (1 week before the event) | ||
| - [ ] Find volunteers from the organisers who would like to run social events (discussion session, meal, informal chat) | ||
| - [ ] For during the event find volunteers from the organisers who would like to run community share out sessions - on the last day | ||
| - [ ] Check with them if there is anything else they would like to suggest or get involved in | ||
| - [ ] Think about who else needs to be invited, like Artists, speakers, more diverse participants | ||
| - [ ] Identify helpers and mentors from the applicants and core members -- invite them | ||
| - [ ] Review applications in a designated panel (Book Dash Planning Committee) using Book Dash Rubrics for selection | ||
| - [ ] Set up another meeting with the Book Dash Planning Committee to discuss the applications and finalise the selection | ||
| - Use this meeting to also allocate tasks for during and after the event (indicate that on the GitHub issues) | ||
|
|
||
| **After the selection phase** | ||
| - [ ] Send an email to the selected attendees with Eventbrite page and registration code | ||
| - [ ] Send an email to the unselected attendees with feedback | ||
| - [ ] Set up an email chain and a Slack channel to connect all members and share updates | ||
| - [ ] Provide details on Code of Conduct, contribution guideline and ways to get involved in an ongoing discussion | ||
| - [ ] Update presentation for introducing the project to the participants on day-1 of the Book Dash | ||
| - [ ] Host the onboarding call one week before the event to share logistics and facilitate the drafting of SMART goals | ||
| - [ ] Group participants into the proposed working groups as per their SMART goals from the onboarding call | ||
| - [ ] Host the onboarding call one week before the event to share logistics and facilitate the drafting of SMART goals | ||
| - [ ] Send a reminder email to register on Eventbrite sharing important links and information including support grant, GitHub session, onboarding call info and reimbursement process | ||
| - [ ] Create a GitHub issue to collect bio and highlight of the participants to add them to the Contributors Record | ||
|
|
||
| ### Additional task for an online event | ||
| - [ ] Set up a Slack channel and invite all attendees | ||
| - [ ] Share all notes, agenda and info by email, and pin on the Slack channel | ||
| - [ ] State the prerequisites to attend the event | ||
| - An active GitHub account | ||
| - Participation in at least one pre-event onboarding call or a Collaboration Cafe | ||
| - Some experience with using GitHub or attend the Book Dash GitHub session | ||
| - Familiarity with The Turing Way contribution guidelines and Code of Conduct | ||
| - Willingness to collaborate with others | ||
| - [ ] Ask them to choose at least one contribution session (2.5 hours) for each day of the Book Dash to ensure flexibility (rather than blocking the full day) -- this is for everyone joining online (see in person participation requirement below) | ||
| - [ ] Collect address if something needs to be posted | ||
|
|
||
| ### Additional task for an in-person Event - Local HUBS | ||
| - [ ] Book location for in-person events | ||
| - [ ] Collate participants’ preference for travel, meal, accommodation, and accessibility request through the registration form | ||
| - [ ] Send an email to the participants regarding their travel, accommodation, schedule, and meal | ||
| - [ ] Book catering for lunch and coffee breaks | ||
| - [ ] Double-check with each participant if their plan as given on their registration hasn’t changed | ||
|
|
||
| **When funding for travel and accommodation is available** | ||
| - [ ] Book hotels rooms for people who requested accommodation | ||
| - [ ] Book travel for those who requested - or provide reimbursement option | ||
| - [ ] Double-check the details for travel and accommodation with each participant | ||
| - [ ] Book meal/catering for people | ||
| - [ ] Mention what meal will be offered as default - and ask participants to get in touch if another meal type is required | ||
|
|
||
| ## During the Event | ||
| - [ ] Run onboarding sessions on the first day | ||
| - Welcome everyone (for each slot) | ||
| - Ask to fill the icebreaker | ||
| - One of the organisers delivers introduction talk | ||
| - Create breakout groups for people working on | ||
| - [ ] Host coworking sessions with Pomodoro sessions 30-35 mins long | ||
| - At the beginning of the session, ask people to document or verbally share their plan for the session | ||
| - End each session with any report people want to make | ||
| - Give 5 minutes break before entering the next Pomodoro | ||
| - Keep last 10 minutes for final reporting and co-documenting the work that took place during the Pomodoro | ||
| - [ ] If an artist, illustrator or consultant is invited, coordinate the schedule with participants so they have the chance to engage | ||
| - [ ] Run a social session each day: These are run by organisers to ensure everyone has the chance to connect informally | ||
| - [ ] Host community share out the event on the last day to demonstrate and celebrate the contributions made by everyone during the Book Dash | ||
| - [ ] Ask for feedback on the last day (plus and delta) | ||
| - [ ] Share the GitHub issue for adding bio and highlight | ||
| - [ ] Take screenshots or group photos (with permission) to share in reports or social media | ||
|
|
||
| ## After the Event | ||
| - [ ] Send a thank you email to everyone for their work | ||
| - [ ] Move bio and highlight from the GitHub issue to the Contributors Record | ||
| - [ ] Summarise the event (number of pull requests, issue, chapters, and other significant news) to share with the participants | ||
| - [ ] Share the update via the newsletter | ||
| - [ ] Develop a report with highlights and updates on GitHub | ||
| - [ ] Set up a debrief meeting with the planning committee | ||
| - [ ] Send a thank you note (or a package when possible) to the planning committee |
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