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

Fri Jun 21 19:06:58 UTC 2013

Wollaston's is nearby so grabbing drinks shouldn't be a problem. I think
there are cups in the ACM storage closet.

Shauna, how many students from each school signed up?

Ali Ukani (http://ali.io)
NU ACM <http://acm.ccs.neu.edu/> President
NU Hacks <http://hacks.io/> Organizer

On Fri, Jun 21, 2013 at 2:54 PM, Shauna Gordon-McKeon <shaunagm at gmail.com>wrote:

> 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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