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

Dina Lamdany dinalamdany at gmail.com
Tue Aug 27 14:55:14 UTC 2013 

Great!. From here on out, my friend Zach (cc'ed), another member of ADI,
will be coordinating this event for you. I'll be responsible for the WICS
end of it, so shoot me an email when you want WICS to start advertising,
but he'll be taking care of booking the space, choosing a date, etc. with
you.


On Tue, Aug 27, 2013 at 9:16 AM, Shauna Gordon-McKeon <shaunagm at gmail.com>wrote:

> Great!  We'd like to book a room that can hold the max attendees (35 + 8
> mentors - so 43ish) but we'll be happy with much smaller attendance.  We've
> done small events before and they've been just as rewarding as large ones.
>
> We should pick between Saturday Oct 19th and Sunday Oct 20th.  Do you have
> a preference?  Generally we've found people tend to prefer Saturdays, but
> we're up for either.
>
> Once we've got the day, we can get started on publicity.  It's a little
> early to actually send publicity, but we can figure out where we want to
> send to, and I can set up the publicity website/sign up form so it's ready
> when we are.  If you can help us brainstorm student groups, clubs,
> departments to send publicity emails to, that would be great.  I've added
> you to our planning folder, which is currently pretty empty, but there is a
> doc labeled 'Publicity Spreadsheet' in there.  Asheesh and I will be adding
> places to send publicity emails over the next few days, feel free to add as
> well.
>
> Let us know if there's anything we can do re: getting the space.  Just a
> reminder, you can use this checklist to pick an appropriate space:
> https://openhatch.org/wiki/OSCTC_space_checklist
>
>
>
>
>
> On Tue, Aug 27, 2013 at 12:02 AM, Dina Lamdany <dinalamdany at gmail.com>wrote:
>
>> 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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