[Campus-columbia-staff] logistics for open source event

[Shauna Gordon-McKeon]

Hi there,

Sorry for the delay responding - I've been at a conference and missed
that I haven't replied.  As I said, the previous two weekends will
work for us - with a preference for the weekend of 13th/14th over the
20th/21st (but the latter is still doable.)

Did any of the options we discussed end up being bookable?  The Lerner
student center, or that classroom-lab combo?

best,
Shauna



On Wed, Mar 13, 2013 at 11:07 PM, Kathy Sun <kathyxunsun at gmail.com> wrote:
> Sounds good. Let us know about the other weekends.
>
> There's another student on campus that we sometimes work with that can book
> and we're looking into if they can book for us and if Lerner can be booked
> for that kind of contiguous block of time on either of the weekends. I also
> remembered there's also a classroom - lab combo that has been booked in
> years past for similar events. It's been literally been years since I've
> booked that space so I'm looking into whether it's bookable.
>
> Thanks,
> Kathy
>
>
> On Thu, Mar 14, 2013 at 12:43 AM, Shauna Gordon-McKeon
> <shauna at openhatch.org> wrote:
>>
>> Thanks for the feedback.  It sounds like that weekend wouldn't be ideal
>> for students.  We're flexible on the date, although we'd like to get it
>> nailed down soon.  I'll check, but I believe we are able to do the event the
>> weekend before (20/21) as well as two weekends before (13/14).
>>
>> I would say we want the event to be primarily CS, and from experience, it
>> will almost definitely be majority CS.  However we have found that we
>> increase the diversity of our events when we reach out to non-CS groups
>> (physics, engineering, life sciences etc), so we like to do that.
>>
>> That said, Lerner student center does sound like a good fit.  I'll nose
>> around their website/give them a call to see what their rules are around
>> booking space.
>>
>> On Wed, Mar 13, 2013 at 9:29 PM, Kathy Sun <kathyxunsun at gmail.com> wrote:
>>>
>>> Hello Shauna!
>>>
>>> I'm sorry - I wasn't aware you wanted a significant number of non-cs
>>> attendees. The CS lounge probably isn't a good fit then.
>>>
>>> I cannot guarantee we'll have a person to let people in dozens of times
>>> during the event. We're happy to help host this event because we think that
>>> open source is really important but that weekend is the weekend before the
>>> last day of class (i.e finals, comp exams, and final projects due) for much
>>> of the board and I can't guarantee someone will be willing to commit to that
>>> degree. The CS lounge is also a popular study spot for Columbia students and
>>> it's suboptimal to book the space for an event that's not primarily CS,
>>> especially during such a crucial weekend.
>>>
>>> On an important side note, I wasn't part of the conversation where the
>>> date was chosen but it'll be suboptimal. As mentioned above, that's the
>>> weekend before the last day of class. Some professors have finals then and
>>> many students will have final projects due.
>>>
>>> Since the CS lounge is likely out, the most reasonable indoor options
>>> are:
>>> Lerner Student Center: Various rooms of various sizes. Columbians can
>>> swipe into the building and you can put non-Columbia affiliates on a guest
>>> list. Unfortunately, WiCS can't book space there. You can ask other student
>>> groups to book Lerner on weekends for you though. I'm not sure about this
>>> but you might be able to book classrooms too. I don't know much about what
>>> the conditions are for that though.
>>> Davis Auditorium: It's auditorium that sits 200 but no food or drinks
>>> allowed and the outlet situation isn't nice. There's an area outside the
>>> auditorium that has benches and allows food though. It requires the swipe
>>> access on weekends (CS and certain other majors that work in the building)
>>> but it has glass-doors so you can see who's waiting to be let in. Because
>>> it's the weekend, you might need pay for the space -  It was just a couple
>>> hundred last time I needed to book it for an event but I'm not sure if that
>>> was just for the hour or it's a lump fee for use of the space.
>>>
>>> I'll ask others on the board for input and follow up with you.
>>>
>>> Thanks,
>>>
>>> Kathy
>>>
>>>
>>> On Wed, Mar 13, 2013 at 10:57 PM, Shauna Gordon-McKeon
>>> <shaunagm at gmail.com> wrote:
>>>>
>>>> I think as long as we're 100% sure we can have a person to let people
>>>> in, and they're okay with having to do so dozens of times during the event,
>>>> then this might work.  Wrangling our staff into mostly coming at one time is
>>>> one thing, but we're hoping to get a significant number of non-CS attendees
>>>> who we'd like to give the freedom to come and go to.
>>>>
>>>> Let's keep looking into booking the rooms, but I'm going to take a
>>>> little bit to consider if this set up is really tenable.
>>>>
>>>>
>>>> On Wed, Mar 13, 2013 at 7:50 PM, Kathy Sun <kathyxunsun at gmail.com>
>>>> wrote:
>>>>>
>>>>> It's CS specific and the building is entirely automated on weekends.
>>>>>
>>>>>
>>>>> On Wed, Mar 13, 2013 at 10:31 PM, Shauna Gordon-McKeon
>>>>> <shaunagm at gmail.com> wrote:
>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>> We're hosting this on a weekend and Columbia rents out much of it's
>>>>>>> community space on the weekends on the order $200+ per hour so I think the
>>>>>>> CS lounge is the best fit space wise. Enough of the attendees will have
>>>>>>> swipe access we can put someone on call for the event to let people and put
>>>>>>> her phone number up on the the doors.
>>>>>>
>>>>>>
>>>>>> I'm assuming to have access one just needs to have a Columbia ID card
>>>>>> - not a CS-specific ID card?
>>>>>>
>>>>>> If so, that would mean the main hurdle would be access for our
>>>>>> volunteers/staff.  We can do our best to get staff to arrive on time so that
>>>>>> swiping people in is not much of a hassle.  And yes, having a specific
>>>>>> designation swiping person will be useful.
>>>>>>
>>>>>> Is entering the building entirely automated or would it be possible to
>>>>>> create some sort of guest list for our volunteers?  This has worked for us
>>>>>> before.
>>>>>>
>>>>>>
>>>>>>>
>>>>>>>
>>>>>>> Regarding the dates, sorry about the confusion there. I've asked
>>>>>>> Melanie to try to book the CS lounge for us on Saturday the 27th because
>>>>>>> we'll get better turn out on Saturday than Sunday. If Saturday is already
>>>>>>> taken, we'll look into Sunday.
>>>>>>
>>>>>>
>>>>>> Sounds great.
>>>>>>
>>>>>> - shauna
>>>>>
>>>>>
>>>>
>>>
>>
>
>
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