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

Tue Aug 27 22:39:10 UTC 2013

Excellent! I'll set booking the room and advertisement in motion, then.

We usually have a student on door duty at the beginning of the event, then
put a sign with a cell phone number to call if you need to be let in. I
agree that this isn't ideal, but the space meets all other criteria and
it's the only one we can reliably book for such a long period of time.
On Aug 27, 2013 6:32 PM, "Shauna Gordon-McKeon" <shaunagm at gmail.com> wrote:

> 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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