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

[Shauna Gordon-McKeon]

re: advertisement, did you see the part of the email I sent to Dina?  In
case you didn't, I'll copy it:

*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.
*

I've also added you to the planning folder.


On Tue, Aug 27, 2013 at 6:40 PM, Shauna Gordon-McKeon <shaunagm at gmail.com>wrote:

> 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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