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

[Shauna Gordon-McKeon]

Hi there,

If we're going to reschedule the event, we need to decide to do so within
the next few days.  And in general, we're getting closer to the date, and
should be in good contact as we go forward with planning/preparation.

best,
Shauna


On Wed, Mar 20, 2013 at 5:42 PM, Shauna Gordon-McKeon
<shauna at openhatch.org>wrote:

> 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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> > Campus-columbia-staff at lists.openhatch.org
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> >
>
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