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

Shauna Gordon-McKeon shaunagm at gmail.com
Tue Aug 27 22:32:27 UTC 2013 

I can confirm the date!

How have you worked around letting non-students in before?  We've found
that there's usually a fair amount of coming and going during events.  When
the room we use isn't freely accessible it usually means either propping a
door open or having a volunteer from the hosting organization be on
continuous "door duty", neither of which are perfect solutions.


On Tue, Aug 27, 2013 at 2:47 PM, Zachary Newman <zack at adicu.com> wrote:

> Hi Shauna,
>
> I'm really excited about this event! I have a space in mind that we should
> be able to reserve for that length of time; once we decide on a date, I can
> put in the request. It fulfills all of the criteria on the checklist, and
> none of the "Before the Event" TODOs should be any problem (I have adapters
> that will work with the projector, and we'll need to have a student let
> non-students in, but we've dealt with both of these before).
>
> Let's say Saturday, 09:00-18:00. Can you confirm?
>
> Looking forward,
> Zack
>
>
> On Tue, Aug 27, 2013 at 12:34 PM, Shauna Gordon-McKeon <shaunagm at gmail.com
> > wrote:
>
>> Hi Zach,
>>
>> Pleased to virtually meet you.  We're looking for a space that meets the
>> first six criteria listed here:
>> https://openhatch.org/wiki/OSCTC_space_checklist
>>
>> We want to run the event on either Saturday Oct 19th or Sunday Oct 20th,
>> and will need the space from 9am-6pm (with some flexibility on either end.)
>>
>> best
>> Shauna
>>
>>
>>
>> On Tue, Aug 27, 2013 at 10:55 AM, Dina Lamdany <dinalamdany at gmail.com>wrote:
>>
>>> 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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