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[Campus-columbia-staff] planning an event for next semester

Dina Lamdany dinalamdany at gmail.com
Tue Aug 27 04:02:45 UTC 2013 

Sure, we'd be down for a smaller event, we just wanted to make sure that we
all had the same expectations.

Ok, so, cool. WICS will advertise this, ADI will advertise this, and ADI
will book a space for the 19th. What other things need to be done?


On Mon, Aug 26, 2013 at 9:01 PM, Shauna Gordon-McKeon <shaunagm at gmail.com>wrote:

> Hi Dina,
>
> I understand your concern about getting 20-30 people for a day long event.
>  I was pretty surprised myself the first time I saw 30+ people show up on a
> weekend to spend all day learning about open source.  :)
>
> We've run smaller events and still found them highly rewarding.  We want
> to make sure we can accommodate a high turnout, but we wouldn't consider a
> smaller event - say, 10 people - to be a failure.  That said, there are a
> number of things we can do to improve turnout, such as working with other
> student groups, advertising to women in computer science from other
> campuses in the city, and structuring the event so that attendees who can
> only attend for the afternoon can do the tutorials ahead of time.
>
> Are you still interested in helping us run the event?
>
>
> On Mon, Aug 26, 2013 at 11:56 AM, Dina Lamdany <dinalamdany at gmail.com>wrote:
>
>> Getting a space should be no problem--we can get it pretty easily.
>>
>> The biggest concern right now is the timing. Trying to get 20-30 people
>> to come to an event for five hours, let alone seven, would take an immense
>> marketing blitz. Given the number of other long-term events we have in the
>> fall, I think we should take a rain check for now, but definitely
>> revisit the option once we feel more confident in our membership coming out
>> for such a large event.
>>
>>
>>
>> On Wed, Aug 21, 2013 at 9:27 PM, Shauna Gordon-McKeon <shaunagm at gmail.com
>> > wrote:
>>
>>> Are you confident enough that we'll get the room that we could do a save
>>> the date beforehand?  Although the event is still pretty far out, we
>>> probably wouldn't want to do a save the date for another couple weeks.
>>>
>>> We were actually planning to do seven hours (10am-5pm) but we can say
>>> pretty explicitly that folks who feel they have a handle on the tutorial
>>> sections can skip them.  We can also make sure people know that they're
>>> free to leave at any point during the workshop period, or even phrase it as
>>> "the workshop goes until 3, but mentors & the space will be available until
>>> 5 for anyone who wants to continue" in order to make it clear that
>>> attendees should not feel awkward about ducking out after trying out
>>> submitting patches.
>>>
>>>
>>> On Mon, Aug 19, 2013 at 5:27 PM, Dina Lamdany <dinalamdany at gmail.com>wrote:
>>>
>>>> Booking space is pretty easy, if ADI does it--we just put in a space
>>>> request and it gets approved. WICS has more trouble booking space, but it
>>>> won't be a problem.
>>>>
>>>> Are you still thinking five hours? I think Saturday would be better for
>>>> an event, regardless of time, but five hours will decrease turnout.
>>>>
>>>>
>>>> On Sun, Aug 18, 2013 at 11:44 PM, Shauna Gordon-McKeon <
>>>> shaunagm at gmail.com> wrote:
>>>>
>>>>> I think we're going to go ahead with the weekend of the 19th/20th -
>>>>> Asheesh won't be able to make it, but he'll help remotely.  Which do you
>>>>> think would be better for turnout, Saturday or Sunday.
>>>>>
>>>>> So what's the process for actually booking space?  When does that
>>>>> happen?
>>>>>
>>>>>
>>>>> On Sun, Aug 18, 2013 at 9:32 PM, Dina Lamdany <dinalamdany at gmail.com>wrote:
>>>>>
>>>>>> The weekend of the 26th/27th will probably be bad for turnout--it's
>>>>>> the weekend right before midterms/the last weekend before our fall break,
>>>>>> so I'm not sure that would be good. The 2/3 is our fall break, and then the
>>>>>> 9th we're holding a hackathon--would you be interested in moving to the
>>>>>> week after? It's a bit deep in November.
>>>>>>
>>>>>>
>>>>>> On Fri, Aug 16, 2013 at 10:58 AM, Shauna Gordon-McKeon <
>>>>>> shaunagm at gmail.com> wrote:
>>>>>>
>>>>>>> I think Asheesh may be busy that weekend.  Without ruling it out -
>>>>>>> we'll wait for him to get back to us - is there another weekend that might
>>>>>>> work?  The weekend of the 26th/27th?
>>>>>>>
>>>>>>>
>>>>>>> On Thu, Aug 15, 2013 at 12:45 PM, Shauna Gordon-McKeon <
>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>
>>>>>>>> If you're willing to open the event to other campuses, I'd be
>>>>>>>> optimistic at finding at least 15 women who want to attend.  We've had
>>>>>>>> similar numbers of women at other events.  That said, all we want to do
>>>>>>>> extend the invitation to as many women as possible.  If it ends up being
>>>>>>>> majority male, c'est la vie.
>>>>>>>>
>>>>>>>> We've played with the format before.  We could split the event into
>>>>>>>> two days, 2-3 hours each - one tutorial, one working-on-patches workshop -
>>>>>>>> but I'm not sure if that's preferable.  We've gotten a full house of
>>>>>>>> attendees before.  It's just a matter of picking a good date, publicizing
>>>>>>>> well, and having a big enough base of potential invitees to begin with.
>>>>>>>>
>>>>>>>> The weekend of Oct 19/20 would be fine for me.  Asheesh, can you
>>>>>>>> chime in on whether that would also work for you?
>>>>>>>>
>>>>>>>> - Shauna
>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>> On Mon, Aug 12, 2013 at 11:04 AM, Dina Lamdany <
>>>>>>>> dinalamdany at gmail.com> wrote:
>>>>>>>>
>>>>>>>>> Hi Shauna,
>>>>>>>>>
>>>>>>>>> Thanks!
>>>>>>>>>
>>>>>>>>> We think it would be difficult to get 25-30 females to an event
>>>>>>>>> like this. That being said, WICS would be happy to work on this event as
>>>>>>>>> well, and advertise it to our list-serv (we also do have Barnard students
>>>>>>>>> in WICS and on our board.) But it is unlikely that the event will be
>>>>>>>>> majority female, if that many people are expected, given the demographics
>>>>>>>>> at our events.
>>>>>>>>>
>>>>>>>>> Is there a possibility to make a shorter event? Like an hour or
>>>>>>>>> two, rather than five? That would probably help attendance.
>>>>>>>>>
>>>>>>>>> If ADI is going to collaborate on the event, which it would like
>>>>>>>>> to, October 12/13 is probably a bad date, since ADI is hosting a startup
>>>>>>>>> career fair on the 11th. Would the weekend after work?
>>>>>>>>>
>>>>>>>>> Best,
>>>>>>>>>
>>>>>>>>> Dina
>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> On Fri, Aug 9, 2013 at 4:12 PM, Shauna Gordon-McKeon <
>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>
>>>>>>>>>> Hi Dina,
>>>>>>>>>>
>>>>>>>>>> No worries - I hope your internship went well, and that your trip
>>>>>>>>>> back to the east coast (whenever you do it) is safe and stress-free.
>>>>>>>>>>
>>>>>>>>>> re: turnout, we usually aim for 25-35 attendees.  If you'd like
>>>>>>>>>> to collaborate with other groups/schools, then great!  We love
>>>>>>>>>> collaboration.  One of our main goals, though, is to reach out to women -
>>>>>>>>>> to that end, we're most enthusiastic about collaborations with
>>>>>>>>>> women-in-CS/STEM type groups and with women's colleges.  For instance, we
>>>>>>>>>> have contacts at Barnard and would love to be able to invite them to this
>>>>>>>>>> event.  This doesn't mean we can't collaborate with other groups, just that
>>>>>>>>>> we'd like to prioritize making sure women who want to attend can attend.
>>>>>>>>>>
>>>>>>>>>> When do you think we could get a definite time & space nailed
>>>>>>>>>> down?  And what did you think of Oct 12/13th as a potential weekend?
>>>>>>>>>>
>>>>>>>>>> - Shauna
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>> On Fri, Aug 9, 2013 at 3:58 PM, Dina Lamdany <
>>>>>>>>>> dinalamdany at gmail.com> wrote:
>>>>>>>>>>
>>>>>>>>>>> Hey Shauna,
>>>>>>>>>>>
>>>>>>>>>>> Sorry for the super slow response time--I've been finishing up
>>>>>>>>>>> an internship in San Francisco this week, and the past week has been crazy.
>>>>>>>>>>> Kathy has graduated, so he's no longer a good point-person, but I am.
>>>>>>>>>>>
>>>>>>>>>>> WICS would be interested in this event, but given the nature of
>>>>>>>>>>> the event (a pretty big time commitment for attendees) we think it would be
>>>>>>>>>>> best to collaborate on this event with some other CS groups on campus to
>>>>>>>>>>> get a bigger turnout. WICS would definitely advertise the event to our
>>>>>>>>>>> list-serv, however.
>>>>>>>>>>>
>>>>>>>>>>> I'm also a board member of the Application Development
>>>>>>>>>>> Initiative, which will have an easier time booking a space, and which would
>>>>>>>>>>> be happy to collaborate on this event. We'd also potentially be interested
>>>>>>>>>>> in reaching out to a tech group at NYU and collaborating with them. What do
>>>>>>>>>>> you think?
>>>>>>>>>>>
>>>>>>>>>>> Thanks!
>>>>>>>>>>>
>>>>>>>>>>> Dina
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>> On Fri, Aug 9, 2013 at 12:50 PM, Shauna Gordon-McKeon <
>>>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>>>
>>>>>>>>>>>> Hi Kathy and Dina,
>>>>>>>>>>>>
>>>>>>>>>>>> Just wanted to follow up.  I'm CCing Melanie just in case our
>>>>>>>>>>>> point people have, in fact, changed.  Asheesh and I will both be out of the
>>>>>>>>>>>> country and fairly unavailable later in August, so it would be great to
>>>>>>>>>>>> figure this out beforehand.
>>>>>>>>>>>>
>>>>>>>>>>>> best
>>>>>>>>>>>> Shauna
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>> On Sat, Aug 3, 2013 at 3:23 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>>>>
>>>>>>>>>>>>> Hi Kathy and Dina,
>>>>>>>>>>>>>
>>>>>>>>>>>>> We're looking forward to doing an Open Source Comes to Campus
>>>>>>>>>>>>> event at Columbia this semester.  Are you ready to start planning again -
>>>>>>>>>>>>> this time, hopefully, with better luck finding space?  If you're no longer
>>>>>>>>>>>>> the best point people for organizing this, just let us know.  :)
>>>>>>>>>>>>>
>>>>>>>>>>>>> As far as timing, we've pinpointed the weekend of October
>>>>>>>>>>>>> 12th/13th as a good one, though we're flexible.  How does that sound to you?
>>>>>>>>>>>>>
>>>>>>>>>>>>> best,
>>>>>>>>>>>>> Shauna
>>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>> _______________________________________________
>>>>>>>>>>>> Campus-columbia-staff mailing list
>>>>>>>>>>>> Campus-columbia-staff at lists.openhatch.org
>>>>>>>>>>>>
>>>>>>>>>>>> http://lists.openhatch.org/mailman/listinfo/campus-columbia-staff
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>
>>>>>>>>
>>>>>>>
>>>>>>
>>>>>
>>>>
>>>
>>
>
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