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

[Shauna Gordon-McKeon]

Hello again.  How do things stand re: rooms?

Also, as a heads up - we're no longer able to do an event on Sunday, April
14th, but we are still available on the 13th and on both days of the next
weekend as well.

best,
Shauna

On Mon, Mar 25, 2013 at 4:46 PM, Shauna Gordon-McKeon
<shauna at openhatch.org>wrote:

> Thanks for the quick response.  Do you know if there's any way to get
> around the two-guests maximum rule for residence hall lounges?  Is there an
> administrator we could ask?  I imagine only a small percentage of students
> would come from any given residence hall so without a change in the rules
> that doesn't really seem feasible.
>
> As an FYI, my phone # is 240-483-3555.  Feel free to call or text me if
> you need a quick reply or confirmation for planning purposes.
>
>
>
> On Mon, Mar 25, 2013 at 4:01 PM, Kathy Sun <kathyxunsun at gmail.com> wrote:
>
>> Sorry on the delay - here's the current status:
>>
>>  I haven't heard back from the lab classroom coordinator, perhaps because
>> it's been spring break last week. Nothing is available in Lerner itself, we
>> can book a residence hall lounge. They're large, we can get seating and
>> outlets brought in by facilities. However, only undergraduates that live in
>> the dorms can swipe in and only people who live in the dorm that hosting
>> can sign people in and only two at a time. It's likely not logistically
>> feasible.
>>
>> @Dina, are any classrooms available for that kind of time on
>> weekends? Maybe one of the larger ones in Hamilton?
>>
>> Thanks,
>> Kathy
>>
>>
>> On Monday, March 25, 2013, Shauna Gordon-McKeon wrote:
>>
>>> 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 situatio
>>>
>>>
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