[Campus-boston-summer-staff] next steps for the event!

Fri Jun 21 18:54:18 UTC 2013

Wonderful.  Thanks for taking care of this.

The only food-related item left is drinks for lunch.  If there's a place to
get cups and a few liters of soda and some containers of juice, that'd be
the simplest and cheapest way to do it.

On Fri, Jun 21, 2013 at 2:51 PM, Spencer Florence <florence at ccs.neu.edu>wrote:

> Done. Lunch will arrive at noon.
>
> On Jun 21, 2013, at 2:31 PM, Shauna Gordon-McKeon <shaunagm at gmail.com>
> wrote:
>
> Is there any way you can get them to bring it at noon instead of 1?  Our
> lunch is scheduled to be halfway over by 1.
>
> On Fri, Jun 21, 2013 at 2:29 PM, Spencer Florence <florence at ccs.neu.edu>wrote:
>
>> Hi Shauna,
>>
>> We've ordered 36 mini burritos and 2 salads-for-10 from Boloco. Those
>> should arrive at ~1pm tomorrow. We also got 3 boxes of coffee and 4 dozen
>> donuts from Dunkin' Donuts, which we will pick up an have at West Village
>> by 930 am.
>>
>> The total for Boloco was $248.24, and I'm still waiting on an Invoice
>> from Dunkin.
>>
>> --Spencer
>>
>> On Jun 21, 2013, at 1:51 PM, Alice Young <alice at ccs.neu.edu> wrote:
>>
>> >
>> > ---------- Forwarded message ----------
>> > From: Shauna Gordon-McKeon <shaunagm at gmail.com>
>> > Date: 21 June 2013 13:38
>> > Subject: Re: [Campus-boston-summer-staff] next steps for the event!
>> > To: "Brandon Lerner (Lab Admin)" <lernerb at ccs.neu.edu>
>> > Cc: Ali Ukani <aliukani at ccs.neu.edu>, Molly White <
>> molly.white5 at gmail.com>, campus-boston-summer-staff <
>> campus-boston-summer-staff at lists.openhatch.org>, Alice Young <
>> alice at ccs.neu.edu>, Josh Tsuji <joshuatsuji at gmail.com>
>> >
>> >
>> > Great!
>> >
>> >
>> > On Fri, Jun 21, 2013 at 1:36 PM, Brandon Lerner (Lab Admin) <
>> lernerb at ccs.neu.edu> wrote:
>> > Spencer/Alice have taken care of food. I'll let them e-mail us back on
>> this with details.
>> >
>> >
>> > On Fri, Jun 21, 2013 at 1:34 PM, Shauna Gordon-McKeon <
>> shaunagm at gmail.com> wrote:
>> > Hey folks,
>> >
>> > I need to hear back from someone ASAP re: budget.  If I don't hear back
>> from anyone by two I will just order the cheapest possible options and hope
>> for the best.
>> >
>> > - Shauna
>> >
>> >
>> >
>> >
>> > On Fri, Jun 21, 2013 at 8:55 AM, Brandon Lerner (Lab Admin) <
>> lernerb at ccs.neu.edu> wrote:
>> > Ali /Josh/Alice-
>> >
>> > If any of you are on campus today, go and talk to Doreen about funding
>> this normally like we do with pizza. Whoever is going to do this, send me
>> an e-mail and we can talk offline. Since we're only a day out, our options
>> for food are limited, but we do need to get in contact with either Boloco
>> or somewhere else before 5pm today for a catering order. For Dunkin in the
>> morning, we'll have to pick this up at the Huntington location. Can anyone
>> call Dunkin once we know what we want to make sure they have it in the
>> morning?
>> >
>> > - Brandon
>> >
>> >
>> > On Fri, Jun 21, 2013 at 1:37 AM, Shauna Gordon-McKeon <
>> shaunagm at gmail.com> wrote:
>> > Time is slightly of the essence, as most places want a day's notice for
>> a catering order of this size, but yeah - Brandon, Joshua, let me know the
>> budget soon and we can figure something out.  I'm pretty sure Red Hat won't
>> be paying as their employees we invited to the event were unable to attend.
>> >
>> >
>> >
>> > On Fri, Jun 21, 2013 at 1:32 AM, Ali Ukani <aliukani at ccs.neu.edu>
>> wrote:
>> > Thanks, Molly! I appreciate the help.
>> >
>> > I'm not going to be on campus during the workshop (I have to drop my
>> little sister off at summer camp), but thankfully Alice is willing to be
>> there to help organize the workshop from ACM's side.
>> >
>> > I've cc'd Brandon Lerner and Joshua Tsuji (NU ACM Treasurers) to help
>> figure out the food costs. Brandon probably knows how much we can ask our
>> college to pay for, and how much we would have to pay for ourselves.
>> >
>> > Do you know if Red Hat is willing to help pay for the costs of food?
>> >
>> > Ali Ukani (http://ali.io)
>> > NU ACM President
>> > NU Hacks Organizer
>> >
>> >
>> > On Thu, Jun 20, 2013 at 5:09 PM, Molly White <molly.white5 at gmail.com>
>> wrote:
>> > If you need someone near to campus to help you pick things up, etc.,
>> let me know!
>> >
>> > - Molly
>> >
>> >
>> > On Thu, Jun 20, 2013 at 3:19 PM, Shauna Gordon-McKeon <
>> shaunagm at gmail.com> wrote:
>> > Great.  So for breakfast we can just stop by the Dunkin Donuts and get
>> donuts & coffee and, if you have time, some fresh fruit from the
>> Wollaston's.  If you need to purchase it, I'm afraid that sticks you with
>> the task of picking it up as well - do you think you'll be able to do so
>> and get it to Village G by 9:30am?
>> >
>> > re: lunch - Boloco's looks really good.  We could get a set of 36 mini
>> burritos ($162) plus two salads-for-ten ($70).  Is that in your price
>> range, or should we try to find a cheaper food source?  (Breakfast should
>> be around $40, to help you estimate total costs.)
>> >
>> > We should probably also get drinks.  The cheapest way to do that is to
>> buy soda, juice, etc at the grocery store, not from a catering company.
>>  From a grocery store, you can stay at $20 or less for drinks.  It's up to
>> you re: ease vs price.
>> >
>> >
>> >
>> > On Wed, Jun 19, 2013 at 10:29 PM, Ali Ukani <aliukani at ccs.neu.edu>
>> wrote:
>> > Awesome!
>> >
>> > There's a Dunkin Donuts over in Shillman Hall (it's very close by to
>> West Village G), and Wollaston's (small grocery store) in West Village C
>> for breakfast.
>> >
>> > Other food options: there's Boloco, Qdoba, and ABP at Marino Center,
>> and Chicken Lou's (http://www.yelp.com/biz/chicken-lous-boston) on
>> Forsyth Street. Curry Student Center has a lot of food places -- UBurger,
>> Popeye's, Taco Bell(?), and Kigo Kitchen -- which aren't really breakfasty
>> but they're there.
>> >
>> > Ali Ukani (http://ali.io)
>> > NU ACM President
>> > NU Hacks Organizer
>> >
>> >
>> > On Wed, Jun 19, 2013 at 9:56 PM, Shauna Gordon-McKeon <
>> shaunagm at gmail.com> wrote:
>> > We're at 40, and I expect to get about 10 more, but then for only about
>> 50% to show up.  So, 25ish attendees, and 8ish staffers, or 33 total.
>> >
>> > What are the local options for food?  Is there a Dunkin Donuts nearby
>> for breakfast?
>> >
>> >
>> > On Wed, Jun 19, 2013 at 9:53 PM, Ali Ukani <aliukani at ccs.neu.edu>
>> wrote:
>> > Sorry for the slow reply!
>> >
>> > We can get our college to pay for the food costs if I place the order
>> through our college. I'd have to place the order tomorrow or Friday,
>> though. How many signups are we at?
>> >
>> > Ali
>> >
>> > Ali Ukani (http://ali.io)
>> > NU ACM President
>> > NU Hacks Organizer
>> >
>> >
>> > On Tue, Jun 18, 2013 at 7:04 PM, Molly White <molly.white5 at gmail.com>
>> wrote:
>> > Fliers are all set for the Northeastern campus!
>> >
>> > - Molly White
>> >
>> >
>> > On Fri, Jun 14, 2013 at 12:19 PM, Shauna Gordon-McKeon <
>> shaunagm at gmail.com> wrote:
>> > Hi there,
>> >
>> > Sorry for the delay on getting back to you with the flyer.  I'd asked
>> someone else to work on it because my flyer-making skills are pretty
>> minimal, but that didn't happen.  So!  I've attached a flyer you can use,
>> as well as the editable format for it (made in GIMP, an open source project
>> - let me know if you want it in a different format) in case you want to
>> edit it.  But mostly we need to get these out there!
>> >
>> > - Shauna
>> >
>> >
>> >
>> >
>> > On Tue, Jun 11, 2013 at 10:42 PM, Ali Ukani <aliukani at ccs.neu.edu>
>> wrote:
>> > Sorry for the slow reply! Just got back from traveling and started work.
>> >
>> > I posted to the NU ACM Members mailing list, emailed some NEU CS (CCIS)
>> faculty, posted to our Facebook groups, and made a Facebook event since
>> that's been a big boost for our event attendance:
>> https://www.facebook.com/events/265911593552007/
>> >
>> > I'd be happy to add Openhatch's Facebook page to the hosts for that
>> Facebook event.
>> >
>> > Working on getting funding for food. Will get back to you before the
>> end of the week on this (doing an NU ACM staff meeting tomorrow), but I
>> think we can bankroll the food no problem.
>> >
>> > Best,
>> > Ali
>> >
>> > Ali Ukani (http://ali.io)
>> > NU ACM President
>> > NU Hacks Organizer
>> >
>> >
>> > On Mon, Jun 10, 2013 at 5:31 PM, Christopher Woodall <
>> chris.j.woodall at gmail.com> wrote:
>> > I am fine with printing out posters.
>> >
>> > On Mon, Jun 10, 2013 at 1:37 PM, Molly White <molly.white5 at gmail.com>
>> wrote:
>> > > Not at all! I'll be happy to print and post them whenever.
>> > >
>> > > - Molly
>> > >
>> > >
>> > > On Mon, Jun 10, 2013 at 1:31 PM, Shauna Gordon-McKeon <
>> shaunagm at gmail.com>
>> > > wrote:
>> > >>
>> > >> We've had about 10 sign ups so far, which is not insignificant, but
>> > >> definitely means we need to keep going.  An ideal number of sign ups
>> would
>> > >> be 50-60, as we usually get about 30-50% no shows.
>> > >>
>> > >> Physical posters would be great.  We've got a template but when I
>> went to
>> > >> send it to you I was struck by how inferior it is.  We're going to
>> try and
>> > >> make a new one today/tomorrow, if you don't mind waiting a couple
>> days to
>> > >> flyer.
>> > >>
>> > >>
>> > >>
>> > >> On Mon, Jun 10, 2013 at 1:21 PM, Molly White <molly.white5 at gmail.com
>> >
>> > >> wrote:
>> > >>>
>> > >>> Out of curiosity, have we had much success with signups so far?
>> Also, are
>> > >>> you trying to do any offline publicity at all (e.g., posters in the
>> > >>> library)?
>> > >>>
>> > >>> - Molly White
>> > >>>
>> > >>>
>> > >>> On Mon, Jun 10, 2013 at 12:22 PM, Shauna Gordon-McKeon
>> > >>> <shaunagm at gmail.com> wrote:
>> > >>>>
>> > >>>> Hi Christopher,
>> > >>>>
>> > >>>> So when we send department-specific emails, we use this template:
>> > >>>>
>> > >>>>
>> https://docs.google.com/document/d/1NM3JPNUWOebDwpwebxUtumf0i-e1zwe-0PipYZrFAVE/edit
>> > >>>>
>> > >>>> The main thing to do is, for each department, pick free software
>> > >>>> projects to mention which are used in that field.  We keep a list
>> here:
>> > >>>> https://openhatch.org/wiki/Oss_projects_by_domain
>> > >>>>
>> > >>>> But there's also this if you want to add more or find a department
>> > >>>> that's not on our list:
>> > >>>>
>> > >>>>
>> http://en.wikipedia.org/wiki/List_of_free_and_open-source_software_packages#Science
>> > >>>>
>> > >>>> You might also want to do a little editing of the "from you"
>> portion at
>> > >>>> the top.
>> > >>>>
>> > >>>> I've added a new sheet to the publicity doc.  I find it helpful to
>> keep
>> > >>>> track of which science departments have been contacted separately
>> from the
>> > >>>> rest.
>> > >>>>
>> > >>>> - Shauna
>> > >>>>
>> > >>>>
>> > >>>> On Mon, Jun 10, 2013 at 9:07 AM, Christopher Woodall
>> > >>>> <chris.j.woodall at gmail.com> wrote:
>> > >>>>>
>> > >>>>> I will send out to BUILDS-list and the BUILDS facebook page. I
>> will
>> > >>>>> also get the BU CS and Computer Engineering mailing lists. Can I
>> also
>> > >>>>> get the base email tailored to science students? I may be able to
>> get
>> > >>>>> it out on a few other mailing lists.
>> > >>>>>
>> > >>>>> There are also a few other programming and engineering related
>> clubs I
>> > >>>>> will get the word out to that are on campus.
>> > >>>>>
>> > >>>>> Since it is not being funded at BU I don't think I can direct
>> funding
>> > >>>>> for the event and BUILDS cant receive funding over the summer
>> since
>> > >>>>> the undergraduate club and funding office is closed.
>> > >>>>>
>> > >>>>> From,
>> > >>>>> Chris W.
>> > >>>>> On Fri, Jun 7, 2013 at 5:24 PM, Shauna Gordon-McKeon
>> > >>>>> <shaunagm at gmail.com> wrote:
>> > >>>>> > Mailing lists are usually our best bet (and sometimes facebook
>> > >>>>> > pages),
>> > >>>>> > however emailing individual professors and asking them to reach
>> out
>> > >>>>> > to their
>> > >>>>> > students is also useful.
>> > >>>>> >
>> > >>>>> >
>> > >>>>> > On Fri, Jun 7, 2013 at 5:22 PM, Molly White <
>> molly.white5 at gmail.com>
>> > >>>>> > wrote:
>> > >>>>> >>
>> > >>>>> >> Sorry! I'd be happy to send out the emails for NEU, but I'm
>> afraid I
>> > >>>>> >> don't
>> > >>>>> >> know/have access to any of the CS lists... Ali, do you have
>> any idea
>> > >>>>> >> about
>> > >>>>> >> how we could spread the word via email? I see on the mailing
>> list
>> > >>>>> >> that you
>> > >>>>> >> sent a message to ACM and some CS professors -- I suppose I
>> could
>> > >>>>> >> try
>> > >>>>> >> sending an email to some of my past CE professors...
>> > >>>>> >>
>> > >>>>> >> - Molly
>> > >>>>> >>
>> > >>>>> >>
>> > >>>>> >> On Fri, Jun 7, 2013 at 4:45 PM, Shauna Gordon-McKeon
>> > >>>>> >> <shaunagm at gmail.com>
>> > >>>>> >> wrote:
>> > >>>>> >>>
>> > >>>>> >>> Replies are appreciated!  :)  Even if they are just, "Having
>> a busy
>> > >>>>> >>> week,
>> > >>>>> >>> will get to this on X date" or "Can you take care of Y, I'm
>> too
>> > >>>>> >>> busy to."
>> > >>>>> >>>
>> > >>>>> >>>
>> > >>>>> >>>
>> > >>>>> >>> On Wed, Jun 5, 2013 at 10:59 PM, Shauna Gordon-McKeon
>> > >>>>> >>> <shaunagm at gmail.com> wrote:
>> > >>>>> >>>>
>> > >>>>> >>>> Hi everyone,
>> > >>>>> >>>>
>> > >>>>> >>>> Here are the next steps towards making the June 22nd event as
>> > >>>>> >>>> amazing as
>> > >>>>> >>>> possible.
>> > >>>>> >>>>
>> > >>>>> >>>> 1)  Publicity!
>> > >>>>> >>>>
>> > >>>>> >>>> The website should be ready (
>> http://boston-summer.openhatch.org/)
>> > >>>>> >>>> although feel free to give it another look over and request
>> > >>>>> >>>> additional
>> > >>>>> >>>> changes.
>> > >>>>> >>>>
>> > >>>>> >>>> We should start sending out emails to relevant lists.
>>  Places to
>> > >>>>> >>>> email
>> > >>>>> >>>> include:
>> > >>>>> >>>>
>> > >>>>> >>>> - CS departments at NEU, BU, and other schools
>> > >>>>> >>>> - CS clubs and organizations at NEU, BU, and other schools
>> > >>>>> >>>> - non-CS departments/clubs/organizations at NEU, BU and other
>> > >>>>> >>>> schools
>> > >>>>> >>>>
>> > >>>>> >>>> We (Asheesh and I) will take care of all of the "other
>> schools"
>> > >>>>> >>>> publicity, but if Ali or Molly (or another NEU person) could
>> > >>>>> >>>> handle emailing
>> > >>>>> >>>> NEU CS departments and clubs, and Christopher (or another BU
>> > >>>>> >>>> person) could
>> > >>>>> >>>> handle emailing BU CS departments and clubs, that would be
>> > >>>>> >>>> fantastic.  If
>> > >>>>> >>>> you can't, let us know and we'll do it.  It just seems
>> better to
>> > >>>>> >>>> have a
>> > >>>>> >>>> student at the school taking point.
>> > >>>>> >>>>
>> > >>>>> >>>> When you send publicity emails, please add some basic
>> information
>> > >>>>> >>>> to
>> > >>>>> >>>> this spreadsheet so we can keep track of what's been done:
>> > >>>>> >>>>
>> > >>>>> >>>>
>> > >>>>> >>>>
>> > >>>>> >>>>
>> https://docs.google.com/spreadsheet/ccc?key=0AoHP1ey91UqPdEhXQVcwdXI3NHlfUTF6WncxQkpBV1E&usp=sharing
>> > >>>>> >>>>
>> > >>>>> >>>> And here is a template email to send out:
>> > >>>>> >>>>
>> > >>>>> >>>>
>> > >>>>> >>>>
>> > >>>>> >>>>
>> https://docs.google.com/document/d/1UketlMiGRnG4nBunliDZ-bbIKyReUUXr8EHUdFZxyNs/edit
>> > >>>>> >>>>
>> > >>>>> >>>> re: non-CS stuff.  We have more carefully tailored emails for
>> > >>>>> >>>> reaching
>> > >>>>> >>>> out to science departments and such.  If you're interested in
>> > >>>>> >>>> using those,
>> > >>>>> >>>> let me know, but usually Asheesh and I take care of that.
>> > >>>>> >>>> (Recruiting
>> > >>>>> >>>> scientists to free software is a special passion of mine!)
>> > >>>>> >>>>
>> > >>>>> >>>> It would be great to get the first wave of emails out by the
>> end
>> > >>>>> >>>> of the
>> > >>>>> >>>> week!
>> > >>>>> >>>>
>> > >>>>> >>>> 2)  Food
>> > >>>>> >>>>
>> > >>>>> >>>> When we last left off, Asheesh and I were working towards
>> getting
>> > >>>>> >>>> a Red
>> > >>>>> >>>> Hat staffer in attendance, which would get us $200 towards
>> food
>> > >>>>> >>>> (as I
>> > >>>>> >>>> understand it).  If we successfully get 35-45 people between
>> staff
>> > >>>>> >>>> and
>> > >>>>> >>>> attendees, it would be better to have a slightly larger food
>> > >>>>> >>>> budget.  Ali,
>> > >>>>> >>>> did you have a sense of whether we can get a bit more
>> funding for
>> > >>>>> >>>> this from
>> > >>>>> >>>> NEU?
>> > >>>>> >>>>
>> > >>>>> >>>>
>> > >>>>> >>>> Let me know if you have any questions!
>> > >>>>> >>>> - Shauna
>> > >>>>> >>>
>> > >>>>> >>>
>> > >>>>> >>>
>> > >>>>> >>> _______________________________________________
>> > >>>>> >>> Campus-boston-summer-staff mailing list
>> > >>>>> >>> Campus-boston-summer-staff at lists.openhatch.org
>> > >>>>> >>>
>> > >>>>> >>>
>> http://lists.openhatch.org/mailman/listinfo/campus-boston-summer-staff
>> > >>>>> >>>
>> > >>>>> >>
>> > >>>>> >
>> > >>>>> >
>> > >>>>> > _______________________________________________
>> > >>>>> > Campus-boston-summer-staff mailing list
>> > >>>>> > Campus-boston-summer-staff at lists.openhatch.org
>> > >>>>> >
>> > >>>>> >
>> http://lists.openhatch.org/mailman/listinfo/campus-boston-summer-staff
>> > >>>>> >
>> > >>>>
>> > >>>>
>> > >>>
>> > >>
>> > >
>> > _______________________________________________
>> > Campus-boston-summer-staff mailing list
>> > Campus-boston-summer-staff at lists.openhatch.org
>> > http://lists.openhatch.org/mailman/listinfo/campus-boston-summer-staff
>> >
>> >
>> > _______________________________________________
>> > Campus-boston-summer-staff mailing list
>> > Campus-boston-summer-staff at lists.openhatch.org
>> > http://lists.openhatch.org/mailman/listinfo/campus-boston-summer-staff
>> >
>> >
>> >
>> > _______________________________________________
>> > Campus-boston-summer-staff mailing list
>> > Campus-boston-summer-staff at lists.openhatch.org
>> > http://lists.openhatch.org/mailman/listinfo/campus-boston-summer-staff
>> >
>> >
>> >
>> >
>> >
>> >
>> >
>> >
>> >
>> >
>> >
>> >
>> > --
>> > CCIS Lab Admin -- Brandon Lerner
>> >
>> >
>> >
>> >
>> > --
>> > CCIS Lab Admin -- Brandon Lerner
>> >
>> >
>> >
>>
>>
>
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