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

Tue Aug 27 22:40:36 UTC 2013

Then let's go ahead.  It's not ideal, but we've managed before.

On Tue, Aug 27, 2013 at 6:39 PM, Zachary Newman <zack at adicu.com> wrote:

> 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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