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[Campus-neiu-staff] Running an Open Source Comes to Campus Event at NEIU

Adler, Rachel r-adler at neiu.edu
Wed Jan 29 19:55:53 UTC 2014 

I see, Shauna.
A weekend would be better in that case, since we probably do not have too
many mentors on our own.
A Saturday could work, but we do have other activities going on at that
time on campus.
Would a Sunday work for you guys?

Do you have a system already in place where students can register for the
event?  After people sign-up we can decide on which room to reserve based
on the approximate number of people we think will attend.


On Wed, Jan 22, 2014 at 6:13 PM, Shauna Gordon-McKeon <shaunagm at gmail.com>wrote:

> There are two main issues with running an event during the day on a week
> day.  First, it may be difficult for students to attend the whole event.
>  We can provide materials for students to go through on their own time, so
> they can cover the material the night before, or at the event when they
> arrive, but it still adds a burden to the people running the event.
>
> Which leads to the second issue: it will be much harder to find volunteers
> during the 9-5 week day.  We've run one event during a weekday (Rutgers, on
> 10/22/13).  We had 3 mentors, including myself, and about 30 students.  It
> went pretty well, but I wouldn't recommend that kind of staff:student ratio
> when no one involved has run an OSCTC event before.
>
> If a weekday is the only time that works for you, I think you can still
> run a great event, but you'd probably want to keep it fairly small, aiming
> for 10-20 instead of our usual 25-35.  How many mentors do you think you
> could find among NEIU's staff and graduate students?  We'd be unlikely to
> get more than 1-2 people (if that) who could take time off of work to come
> be mentors.
>
> best
> Shauna
>
>
>
>
>
>
> On Wed, Jan 22, 2014 at 1:00 PM, Adler, Rachel <r-adler at neiu.edu> wrote:
>
>> Do you think the event can take place on Wednesday, March 5 from 9:30 -
>> 4p.m?
>>
>>
>> On Tue, Jan 21, 2014 at 5:16 PM, Shauna Gordon-McKeon <shaunagm at gmail.com
>> > wrote:
>>
>>> Sounds great.  Looking forward to hearing back from you.
>>>
>>> best
>>> Shauna
>>>
>>>
>>> On Tue, Jan 21, 2014 at 5:39 PM, Adler, Rachel <r-adler at neiu.edu> wrote:
>>>
>>>> We are meeting tomorrow at noon to discuss.
>>>>
>>>>
>>>> On Tue, Jan 21, 2014 at 4:33 PM, Shauna Gordon-McKeon <
>>>> shaunagm at gmail.com> wrote:
>>>>
>>>>> Any further thoughts on when you'd like to hold this event, and if
>>>>> you'd prefer to do a short event (one evening night) or a full event (full
>>>>> day on a weekend day, or two weekend evenings)?
>>>>>
>>>>> best
>>>>> Shauna
>>>>>
>>>>>
>>>>> On Thu, Jan 16, 2014 at 2:21 PM, Shauna Gordon-McKeon <
>>>>> shaunagm at gmail.com> wrote:
>>>>>
>>>>>> We'd be thrilled if you wanted to open up the event to all
>>>>>> Chicago-area students.  We'd also be enthusiastic about prioritizing
>>>>>> outreach and registration for women and other underrepresented groups.
>>>>>>  (The UIC event was for women-identified people only.)  But as the hosts
>>>>>> and lead organizers, it's up to you how you want to approach the event.  :)
>>>>>>
>>>>>>
>>>>>> On Thu, Jan 16, 2014 at 2:18 PM, meg ford <meg387 at gmail.com> wrote:
>>>>>>
>>>>>>> The UIC event was also open to students from other Chicago area
>>>>>>> schools who wanted to attend, I'm assuming this event would be the same, is
>>>>>>> that correct, Shauna?
>>>>>>>
>>>>>>>
>>>>>>> On Thu, Jan 16, 2014 at 1:02 PM, Shauna Gordon-McKeon <
>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>
>>>>>>>> A typical event for us is a full day long, with tutorials in the
>>>>>>>> morning covering open source communication tools (issue trackers, mailing
>>>>>>>> lists, IRC) and a contributions workshop in the afternoon, where students
>>>>>>>> are introduced to welcoming open source projects and get started learning
>>>>>>>> about the project and making contributions.  We like to also have a career
>>>>>>>> panel as well so students can get a sense of what open source career
>>>>>>>> options there are, how current community members got involved, what open
>>>>>>>> source opportunities there currently are for them (Google Summer of Code,
>>>>>>>> Outreach Project for Women, etc.)
>>>>>>>>
>>>>>>>> We've split this up into two evenings before.  If you wanted to do
>>>>>>>> that, I'd say the main issue is making sure that students are available
>>>>>>>> both nights.  Otherwise it can be an issue having a third of attendees
>>>>>>>> needing to catch up while the other two thirds are ready to keep going.
>>>>>>>>  We've not condensed down to a single evening before, but we'd be happy to
>>>>>>>> talk about how we might do that.
>>>>>>>>
>>>>>>>> As far as time to organize, you'll probably want at least 2-3 weeks
>>>>>>>> to do publicity, communicate with attendees, and find volunteers.  We
>>>>>>>> usually aim to have a month or more of planning before an event, but have
>>>>>>>> pulled off events with only about two weeks to go.  We don't recommend it,
>>>>>>>> though!
>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>> On Wed, Jan 15, 2014 at 1:40 PM, Adler, Rachel <r-adler at neiu.edu>wrote:
>>>>>>>>
>>>>>>>>> Would a Tuesday work?  How much time in advance would we need to
>>>>>>>>> organize? What would the day consist of?
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> On Mon, Jan 13, 2014 at 6:23 PM, Shauna Gordon-McKeon <
>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>
>>>>>>>>>> It's wonderful to have you all on board.  I've just created a
>>>>>>>>>> mailing list for the event, which we can use to stay coordinated without
>>>>>>>>>> having to do a ton of cc-ing.  I've added all of you - it should be easy to
>>>>>>>>>> unsubscribe if you decide you don't want to be involved in the planning,
>>>>>>>>>> but if you run into any trouble doing so, just email me and I can remove
>>>>>>>>>> you.
>>>>>>>>>>
>>>>>>>>>> The next step is to pick a date and location.  As I mentioned
>>>>>>>>>> before, you can use this checklist<https://openhatch.org/wiki/OSCTC_space_checklist> to
>>>>>>>>>> find an appropriate space.  We're quite flexible regarding dates, the main
>>>>>>>>>> constraint is that we'd like to not have any events on the same day as
>>>>>>>>>> yours so we can focus our attention on supporting you remotely. We're
>>>>>>>>>> generally enthusiastic about day-long, weekend events but other options are
>>>>>>>>>> very much possible if that's what you prefer.
>>>>>>>>>>
>>>>>>>>>> best,
>>>>>>>>>> Shauna
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>> On Sun, Jan 12, 2014 at 7:02 PM, Adler, Rachel <r-adler at neiu.edu>wrote:
>>>>>>>>>>
>>>>>>>>>>> The NEIU ACM Chapter is happy to get on board and help arrange.
>>>>>>>>>>>  I have added two of the club officers to this email thread.
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>> On Fri, Jan 10, 2014 at 2:21 PM, Shauna Gordon-McKeon <
>>>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>>>
>>>>>>>>>>>> It's a pleasure to virtually meet all of you.  Meg, thanks for
>>>>>>>>>>>> the introductions!
>>>>>>>>>>>>
>>>>>>>>>>>> Our website <http://campus.openhatch.org/> provides details
>>>>>>>>>>>> (and links to more details!) about how to run an event, but here are the
>>>>>>>>>>>> first few steps:
>>>>>>>>>>>>
>>>>>>>>>>>> - You folks pick a date for the event, and find a space to host
>>>>>>>>>>>> it.  You can use this checklist<https://openhatch.org/wiki/OSCTC_space_checklist> to
>>>>>>>>>>>> find an appropriate space.  We're quite flexible regarding dates, the main
>>>>>>>>>>>> constraint is that we'd like to not have any events on the same day as
>>>>>>>>>>>> yours so we can focus our attention on supporting you remotely.
>>>>>>>>>>>>
>>>>>>>>>>>> - I'll make you a mailing list that we organizers can use to
>>>>>>>>>>>> coordinate the event.  Whoever your lead organizers are will be made admins
>>>>>>>>>>>> to the list, and additional people can be added as they get involved.
>>>>>>>>>>>>
>>>>>>>>>>>> - You send out a brief save-the-date email to the most
>>>>>>>>>>>> important mailing lists (usually CS department, WiCS, ACM type lists).  The
>>>>>>>>>>>> save the date email can invite those already experienced with open source
>>>>>>>>>>>> to get involved as organizers.
>>>>>>>>>>>>
>>>>>>>>>>>> - I'll make a copy of this organizational folder<https://drive.google.com/#folders/0B4HP1ey91UqPb1RrN25YOFA4V3c>,
>>>>>>>>>>>> and from there we can split up the tasks inside.  The event
>>>>>>>>>>>> planning overview<https://docs.google.com/document/d/1HncyXIuWBklRJV07wFMUstdg2g6nIMp52ZLZWLSuCGQ/edit>document within the folder goes over all the steps in more detail.
>>>>>>>>>>>>
>>>>>>>>>>>> We've done our best to document every step of the process, but
>>>>>>>>>>>> we totally support local organizers such as yourselves customizing the
>>>>>>>>>>>> process if you think that'll work better for your campus.  We figured we'd
>>>>>>>>>>>> err on the side of providing too much guidance.  :)
>>>>>>>>>>>>
>>>>>>>>>>>> I'm looking forward to working with all of you!
>>>>>>>>>>>>
>>>>>>>>>>>> best
>>>>>>>>>>>> Shauna
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>> On Fri, Jan 10, 2014 at 1:28 PM, Iacobelli, Francisco <
>>>>>>>>>>>> f-iacobelli at neiu.edu> wrote:
>>>>>>>>>>>>
>>>>>>>>>>>>> Hello Shauna,
>>>>>>>>>>>>> It would be great to host Open Source Comes to Campus. Please
>>>>>>>>>>>>> let us know how we can help make this happen.
>>>>>>>>>>>>>
>>>>>>>>>>>>> Cheers,
>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>> On Thu, Jan 9, 2014 at 3:02 PM, meg ford <meg387 at gmail.com>wrote:
>>>>>>>>>>>>>
>>>>>>>>>>>>>> Hi Shauna, Prof. Iacobelli, and Prof. Adler,
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> Shauna, meet two of my professors from NEIU. Prof. Iacobelli
>>>>>>>>>>>>>> is my advisor, and Prof. Adler is the faculty advisor for the ACM chapter.
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> Shauna is an organizer for Open Hatch, an organization that
>>>>>>>>>>>>>> runs workshops to introduce newcomers to Open Source. Shauna and I were in
>>>>>>>>>>>>>> contact last Fall when she and Asheesh Laroia were organizing an Open
>>>>>>>>>>>>>> Source Comes to Campus event for women at UIC [1]. I mentioned to her that
>>>>>>>>>>>>>> Prof. Iacobelli had expressed interest in having NEIU host an Open Hatch
>>>>>>>>>>>>>> event.
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> Let me know how I can help as things move forward! Last time
>>>>>>>>>>>>>> several of the women from the Chicago Python Workshop were involved in the
>>>>>>>>>>>>>> event so I can reach out to them if we confirm that an event is a go.
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> Prof. Adler, I do not have the email address for the student
>>>>>>>>>>>>>> who is head of the ACM group; if you have a chance would you mind adding
>>>>>>>>>>>>>> him to the conversation?
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> Thanks!
>>>>>>>>>>>>>> Meg
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> [1]http://chicago.openhatch.org/
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> On Thu, Jan 9, 2014 at 1:03 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Hi Meg,
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> We talked a bit last fall when you helped us run an Open
>>>>>>>>>>>>>>> Source Comes to Campus event at UIC.  At the time you mentioned that your
>>>>>>>>>>>>>>> advisor was interested in running an event at NEIU.  We'd love to work with
>>>>>>>>>>>>>>> the two of you to make that happen!
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Neither Asheesh nor myself would be able to come out to
>>>>>>>>>>>>>>> Chicago to run the event in person, so we'd need someone(s) local to take
>>>>>>>>>>>>>>> on the role of lead organizer.  If you go to our website<http://campus.openhatch.org>,
>>>>>>>>>>>>>>> you can find the details of what's involved in running a full day event,
>>>>>>>>>>>>>>> and how we can support you.  We had a wonderful team of mentors in Chicago
>>>>>>>>>>>>>>> last time, so I've got no doubt we can find enough volunteers to run
>>>>>>>>>>>>>>> another great event.  And of course I'll be available remotely before,
>>>>>>>>>>>>>>> during and after the event.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Let me know what you think!  And please do forward this
>>>>>>>>>>>>>>> email along to your advisor.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> best,
>>>>>>>>>>>>>>> Shauna
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>> --
>>>>>>>>>>>>> Francisco Iacobelli, Assistant Professor
>>>>>>>>>>>>>
>>>>>>>>>>>>> Department of Computer Science
>>>>>>>>>>>>> Northeastern Illinois University
>>>>>>>>>>>>> 5500 North St. Louis Avenue, Chicago, IL 60625
>>>>>>>>>>>>> Phone: (773) 442 4728
>>>>>>>>>>>>> f-iacobelli at neiu.edu
>>>>>>>>>>>>> http://fid.cl
>>>>>>>>>>>>>
>>>>>>>>>>>>> www.neiu.edu
>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>> --
>>>>>>>>>>> Rachel F. Adler, Assistant Professor
>>>>>>>>>>>
>>>>>>>>>>> Department of Computer Science
>>>>>>>>>>> Northeastern Illinois University
>>>>>>>>>>> 5500 North St. Louis Avenue, Chicago, IL 60625
>>>>>>>>>>> r-adler at neiu.edu
>>>>>>>>>>> http://cs.neiu.edu/~radler
>>>>>>>>>>>
>>>>>>>>>>>  www.neiu.edu
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> --
>>>>>>>>> Rachel F. Adler, Assistant Professor
>>>>>>>>>
>>>>>>>>> Department of Computer Science
>>>>>>>>> Northeastern Illinois University
>>>>>>>>> 5500 North St. Louis Avenue, Chicago, IL 60625
>>>>>>>>> r-adler at neiu.edu
>>>>>>>>> http://cs.neiu.edu/~radler
>>>>>>>>>
>>>>>>>>>  www.neiu.edu
>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>
>>>>>>>
>>>>>>
>>>>>
>>>>
>>>>
>>>> --
>>>> Rachel F. Adler, Assistant Professor
>>>>
>>>> Department of Computer Science
>>>> Northeastern Illinois University
>>>> 5500 North St. Louis Avenue, Chicago, IL 60625
>>>> r-adler at neiu.edu
>>>> http://cs.neiu.edu/~radler
>>>>
>>>>  www.neiu.edu
>>>>
>>>>
>>>>
>>>
>>> _______________________________________________
>>> Campus-neiu-staff mailing list
>>> Campus-neiu-staff at lists.openhatch.org
>>> http://lists.openhatch.org/mailman/listinfo/campus-neiu-staff
>>>
>>>
>>
>>
>> --
>> Rachel F. Adler, Assistant Professor
>>
>> Department of Computer Science
>> Northeastern Illinois University
>> 5500 North St. Louis Avenue, Chicago, IL 60625
>> r-adler at neiu.edu
>> http://cs.neiu.edu/~radler
>>
>>  www.neiu.edu
>>
>>
>>
>> _______________________________________________
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>> Campus-neiu-staff at lists.openhatch.org
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>>
>>
>
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>


-- 
Rachel F. Adler, Assistant Professor

Department of Computer Science
Northeastern Illinois University
5500 North St. Louis Avenue, Chicago, IL 60625
r-adler at neiu.edu
http://cs.neiu.edu/~radler

 www.neiu.edu
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