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

[Shauna Gordon-McKeon]

Meg's right - it is a bit involved to explain over email.  I'm also happy
to arrange a meeting over something like google hangouts to discuss it that
way.

Rachel - we're happy to do it on a Sunday, we've done these events on
Sundays many times.

re: sign-ups: we usually create a publicity site with an embedded google
form that students can use to sign up.  (Here's the most recent example:
http://arizona.openhatch.org/)

We've had a couple past events get canceled because we waited too long to
book a room, so we generally like to do that first (and not wait to see how
many people show up).  If you can book one room, with the plan to change to
another if needed/possible based on sign-ups, that's fine by me, but we
want to know we definitely have a space.


On Wed, Jan 29, 2014 at 3:28 PM, meg ford <meg387 at gmail.com> wrote:

> Hi,
>
> It might be worth it for us to schedule a meeting at NEIU so I can walk
> everyone through the process of doing a workshop. It's a little involved to
> explain over email. Sorry I wasn't able to come to the meeting last week, I
> didn't know it was re-scheduled until the last minute and I was in a work
> meeting at the time and couldn't leave.
>
> Meg
>
>
> On Wed, Jan 29, 2014 at 1:55 PM, Adler, Rachel <r-adler at neiu.edu> wrote:
>
>> 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
>>>>
>>>>
>>>>
>>>> _______________________________________________
>>>> Campus-neiu-staff mailing list
>>>> Campus-neiu-staff at lists.openhatch.org
>>>> http://lists.openhatch.org/mailman/listinfo/campus-neiu-staff
>>>>
>>>>
>>>
>>> _______________________________________________
>>> 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
>>
>>
>>
>> _______________________________________________
>> Campus-neiu-staff mailing list
>> Campus-neiu-staff at lists.openhatch.org
>> http://lists.openhatch.org/mailman/listinfo/campus-neiu-staff
>>
>>
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