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

Wed Aug 28 00:50:07 UTC 2013

(dina->BCC)

Great! I've added a couple of lists to the publicity spreadsheet and put in
the space request. I'll let you know once the space is confirmed.

On Tue, Aug 27, 2013 at 6:43 PM, Shauna Gordon-McKeon <shaunagm at gmail.com>wrote:

> 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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