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[Campus-uofa-staff] Let's bring Open Source Comes to Campus to my school

Zuoming Shi zuomingshi at email.arizona.edu
Tue Jan 28 18:06:12 UTC 2014 

Shuana- Kate mentioned that the meeting would be 10:30am, so, we were using
Arizona time, and my part of the staff is UA Video Game Developers Club.
Per instructions on OpenHatch wiki, it seems like setting up the website
would mostly be done by the staff here through GitHub. What does "getting
it up" entail on your side?

Kate, were you able to reserve GS906 for that day?



On Tue, Jan 28, 2014 at 8:23 AM, Shauna Gordon-McKeon
<hello at openhatch.org>wrote:

> It just occurred to me that you probably meant 10:30 Arizona time, so
> 12:30 here.  Is that correct, or were you somehow taking into account my
> east coast centrism?
> On Jan 28, 2014 12:08 AM, "Zuoming Shi" <zuomingshi at email.arizona.edu>
> wrote:
>
>> I'm under the impression that creating a publicity website would almost
>> only be beneficial, so I assumed that the vote is yes. Is there any
>> important reason that a campus does not adopt the website? If not, we will
>> create one.
>>
>>
>> On Mon, Jan 27, 2014 at 9:22 PM, Shauna Gordon-McKeon <
>> hello at openhatch.org> wrote:
>>
>>> Was there a thumbs up/thumbs down on the publicity website, Zuoming?  We
>>> can talk about it tomorrow (hopefully) but the sooner we know, the sooner
>>> we can set it up for you.
>>>
>>>
>>>
>>>
>>> On Mon, Jan 27, 2014 at 10:03 PM, Kate Maroney <
>>> katemaroney at email.arizona.edu> wrote:
>>>
>>>> Zuoming was planning on joining us, so a Google Hangout would work
>>>> best. Let me know if you need to reschedule!
>>>>
>>>> Kate
>>>>
>>>>
>>>> On Mon, Jan 27, 2014 at 7:59 PM, Shauna Gordon-McKeon <
>>>> hello at openhatch.org> wrote:
>>>>
>>>>> Just wanted to let you know that there's a significant chance I'll
>>>>> have to cancel tomorrow (family health issues).  I'd suggest simply
>>>>> rescheduling but I'd like to have this meeting sooner than later, so I'll
>>>>> try hard to make it.
>>>>>
>>>>> Do you have a preference for how to meet?  Google hangout, IRC, gchat,
>>>>> Skype, etc all work fine for me.
>>>>>
>>>>>
>>>>> On Mon, Jan 27, 2014 at 12:10 AM, Kate Maroney <
>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>
>>>>>> 10:30 sounds good, and I've gotten the email and the folder
>>>>>>
>>>>>>
>>>>>> On Sun, Jan 26, 2014 at 9:57 PM, Shauna Gordon-McKeon <
>>>>>> hello at openhatch.org> wrote:
>>>>>>
>>>>>>> Yes, those times work well.  How does 10:30 a.m. sound?
>>>>>>>
>>>>>>> I've (hopefully) fixed both issues - let me know if you can access
>>>>>>> the folder and if you've gotten an email about the list.
>>>>>>>
>>>>>>>
>>>>>>> On Sun, Jan 26, 2014 at 11:33 PM, Kate Maroney <
>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>
>>>>>>>>  I have time to meet up on Tuesday between 9:30 and 11:30, and then
>>>>>>>> from 1:30 to 3:30 MST. Do those time work for you?
>>>>>>>>
>>>>>>>> Shane, Zuoming, do you/can you join us? And Zuoming is going to
>>>>>>>> take on the publicity part of setting this up, do you think a website will
>>>>>>>> help?
>>>>>>>>
>>>>>>>> I can't access the GoogleDrive folder, and I haven't gotten an
>>>>>>>> email about the mailing list.
>>>>>>>>
>>>>>>>>
>>>>>>>> On Sun, Jan 26, 2014 at 8:29 PM, Shauna Gordon-McKeon <
>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>
>>>>>>>>> Perfect!  Let's go ahead with the 8th, then.
>>>>>>>>>
>>>>>>>>> I've just created a few things:
>>>>>>>>>
>>>>>>>>> 1) *Mailing List *- We make these for every event to help us
>>>>>>>>> coordinate. You've all been added to the list, and should have received an
>>>>>>>>> email notification.  Kate, I've made you an admin, which means you can add
>>>>>>>>> others as we find additional volunteers to help organize/mentor at the
>>>>>>>>> event.
>>>>>>>>>
>>>>>>>>> 2)  *Google Docs folder* - We can use this to track our progress
>>>>>>>>> and make sure everything that needs to be handled is being handled.  You
>>>>>>>>> can see the folder here:
>>>>>>>>> https://drive.google.com/#folders/0B4HP1ey91UqPOF90WElPWWFzM0k
>>>>>>>>> There's an overview document you can read here<https://docs.google.com/document/d/1jMbTvdTDHCSbA671rhYxyyfAurs4tg9lk3f6V8lEWSE/edit>.
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> We're happy to change or throw out parts of our process if you
>>>>>>>>> don't think they're necessary, but I'd like to go over everything with you.
>>>>>>>>>  Kate, are you available sometime on Tuesday or Wednesday (preferably
>>>>>>>>> Tuesday) to meet via google hangout or IRC?
>>>>>>>>>
>>>>>>>>> The most important thing to get started with - even before our
>>>>>>>>> meeting - is publicity.
>>>>>>>>>
>>>>>>>>> Here's one of our past event's publicity sites:
>>>>>>>>> http://columbia.openhatch.org/  We find it's useful to have a
>>>>>>>>> site to direct people towards.  The embedded sign up form allows you to get
>>>>>>>>> important information about student experiences and expectations (as well
>>>>>>>>> as practical things like food allergies) as well as student email
>>>>>>>>> addresses.  (Confirmation and reminder details drastically increase
>>>>>>>>> attendance at events.)  If you'd like to use a publicity site, we can try
>>>>>>>>> to get that up with 24-48 hours.
>>>>>>>>>
>>>>>>>>> We also have the flyers used by previous events<https://github.com/openhatch/open-source-comes-to-campus/tree/master/publicity/flyers/publicity_flyer_templates>which may be helpful for you to adapt if you want to flyer your campus.
>>>>>>>>>  The google doc also has a folder<https://drive.google.com/#folders/0B4HP1ey91UqPdTBQa0dJQlpwbW8>which contains template publicity emails for you to send to relevant
>>>>>>>>> departments, clubs, and lists.
>>>>>>>>>
>>>>>>>>> Let me know when you're available to meet, and what you'd like to
>>>>>>>>> do as far as publicity goes.  And let me know if you have problems
>>>>>>>>> accessing the mailing list or if you didn't get a notification that you're
>>>>>>>>> subscribed.
>>>>>>>>>
>>>>>>>>> - Shauna
>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> On Sat, Jan 25, 2014 at 12:45 AM, Kate Maroney <
>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>
>>>>>>>>>> We have a room, and Microsoft as well as the department has
>>>>>>>>>> agreed to help us out with funding for food.
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>> On Fri, Jan 24, 2014 at 5:05 PM, Shauna Gordon-McKeon <
>>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>>
>>>>>>>>>>> Did you find out about room and funding?  If we're going to do
>>>>>>>>>>> this event in two weeks, we need to get started with the planning ASAP.
>>>>>>>>>>>  (Or scale down expectations for the event, which is also a reasonable
>>>>>>>>>>> option.)
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>> On Tue, Jan 21, 2014 at 5:20 PM, Kate Maroney <
>>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>>
>>>>>>>>>>>> Thanks so much!
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>> On Tue, Jan 21, 2014 at 3:07 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>>>>
>>>>>>>>>>>>> You can count on travel funding for mentors up to $100.  We
>>>>>>>>>>>>> should be able to get more additional sponsorships to cover food but we
>>>>>>>>>>>>> haven't started asking yet, and therefore can't guarantee anything.
>>>>>>>>>>>>>  Basically: your department should be willing and able to fund the whole
>>>>>>>>>>>>> thing, but we'll do our best to get sponsorships for as much as possible.
>>>>>>>>>>>>>  We'll begin contacting organizations about sponsoring your event today.
>>>>>>>>>>>>>
>>>>>>>>>>>>> - Shauna
>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>> On Mon, Jan 20, 2014 at 11:36 PM, Kate Maroney <
>>>>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>>>>
>>>>>>>>>>>>>> We'll take care of publicity organization, and I'll know
>>>>>>>>>>>>>> about the room and funding in the next few days. Just so I know what to
>>>>>>>>>>>>>> tell the department, can you give us any help on funding? Or should we plan
>>>>>>>>>>>>>> on funding it entirely ourselves?
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> Thanks again for your help with this!
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> Kate
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> On Monday, January 20, 2014, Shauna Gordon-McKeon <
>>>>>>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> My apologies for being unavailable this weekend and the
>>>>>>>>>>>>>>> delay in responding.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> The 8th should be good for us, though it would be good to
>>>>>>>>>>>>>>> check with my colleague (Asheesh, cc'd) to see if he'll be available to
>>>>>>>>>>>>>>> help remotely as well.  Asheesh?
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> The 8th is soon, but I think we can pull this off if:
>>>>>>>>>>>>>>> - we get a room booked immediately (within the next few days)
>>>>>>>>>>>>>>> - you have enough time and energy between the organizers to
>>>>>>>>>>>>>>> get a lot done in that time, including:
>>>>>>>>>>>>>>>     - publicity: coming up with lists/groups to recruit
>>>>>>>>>>>>>>> attendees from and sending out emails, making custom flyers and flyering
>>>>>>>>>>>>>>> (we have templates for emails and flyers, and spreadsheets to use to track
>>>>>>>>>>>>>>> where publicity emails have gone to)
>>>>>>>>>>>>>>>     - attendee tracking: we strongly encourage you to send
>>>>>>>>>>>>>>> confirmation emails and reminder emails to attendees (we have templates and
>>>>>>>>>>>>>>> a system for mass emailing)
>>>>>>>>>>>>>>>     - staffing: finding volunteer mentors to help at the
>>>>>>>>>>>>>>> event, identifying who can help with which aspects of the event, and
>>>>>>>>>>>>>>> training mentors to lead activities where necessary.  We'll help with all
>>>>>>>>>>>>>>> of this, but it's still a fair but of work.
>>>>>>>>>>>>>>>    - logistics: figuring out food, equipment, who will be
>>>>>>>>>>>>>>> taking photos/notes and how you want to do that, etc.
>>>>>>>>>>>>>>>    - funding: If you can get department funding to cover
>>>>>>>>>>>>>>> food, then that will make this easier, but it still needs to be arranged.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> If that seems doable to you, then it seems doable to us!  :)
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> best
>>>>>>>>>>>>>>> Shauna
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> On Mon, Jan 20, 2014 at 8:23 PM, Kate Maroney <
>>>>>>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Actually, can we do the 8th of February? Would that be too
>>>>>>>>>>>>>>> soon? We can also help to come up with funding from our department and
>>>>>>>>>>>>>>> other sources if that is a time constraint.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Kate Maroney
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> On Thu, Jan 16, 2014 at 3:07 PM, Kate Maroney <
>>>>>>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> The 22nd would be the next best option
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> On Thu, Jan 16, 2014 at 12:08 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Everyone with the link (
>>>>>>>>>>>>>>> https://docs.google.com/document/d/1HncyXIuWBklRJV07wFMUstdg2g6nIMp52ZLZWLSuCGQ/edit?usp=sharing)
>>>>>>>>>>>>>>> should be able to view, but I've added them explicitly as well.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Once we've all committed to the event, I can go ahead and
>>>>>>>>>>>>>>> make you a U of A folder that you'll all be able to access as well.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> February 15th is not ideal for us, as I may be flying to a
>>>>>>>>>>>>>>> conference that day.  Let me check on whether that's the case - in the mean
>>>>>>>>>>>>>>> time, are there any alternative date options?
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> On Wed, Jan 15, 2014 at 10:14 PM, Kate Maroney <
>>>>>>>>>>>>>>> katemaroney at email.arizona.edu> wrote:
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Hey Shauna,
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> I've requested permission to view the event planning
>>>>>>>>>>>>>>> document for Zuoming Shi and Shane Gianelli, the other club leaders I'm
>>>>>>>>>>>>>>> working with. If they could get access to it, that would be great. We're
>>>>>>>>>>>>>>> tentatively thinking about scheduling this for February 15th, does that
>>>>>>>>>>>>>>> work?
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Kate
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> On Mon, Jan 13, 2014 at 12:15 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>>>>> hello at openhatch.org> wrote:
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Awesome.  So the first steps are:
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> - Picking a date and location. You can use this checklist<https://openhatch.org/wiki/OSCTC_space_checklist> to
>>>>>>>>>>>>>>> find an appropriate space at your school.  (This discussion<https://openhatch.org/wiki/Open_Source_Comes_to_Campus/Logistics#When_should_the_event_be_held.3F>of how to choose a date may also be useful.)  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 can get started with other stuff while we nail down date
>>>>>>>>>>>>>>> and location, but we don't like to proceed too far without it, as we *have*
>>>>>>>>>>>>>>> had to cancel events in the past because we just couldn't find a space.  So
>>>>>>>>>>>>>>> now it's the first thing we do.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> - 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.  It's
>>>>>>>>>>>>>>> an easy way to keep every
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> --
>>>>>>>>>>>>>> Kate Maroney
>>>>>>>>>>>>>> CSc 245 Section Leader
>>>>>>>>>>>>>> Co-President, WiCS
>>>>>>>>>>>>>> Microsoft Intern Ambassador
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>> --
>>>>>>>>>>>> Kate Maroney
>>>>>>>>>>>> CSc 245 Section Leader
>>>>>>>>>>>> Co-President, WiCS
>>>>>>>>>>>> Microsoft Intern Ambassador
>>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>> --
>>>>>>>>>> Kate Maroney
>>>>>>>>>> CSc 245 Section Leader
>>>>>>>>>> Co-President, WiCS
>>>>>>>>>> Microsoft Intern Ambassador
>>>>>>>>>>
>>>>>>>>>
>>>>>>>>>
>>>>>>>>
>>>>>>>>
>>>>>>>> --
>>>>>>>> Kate Maroney
>>>>>>>> CSc 245 Section Leader
>>>>>>>> Co-President, WiCS
>>>>>>>> Microsoft Intern Ambassador
>>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>
>>>>>>
>>>>>> --
>>>>>> Kate Maroney
>>>>>> CSc 245 Section Leader
>>>>>> Co-President, WiCS
>>>>>> Microsoft Intern Ambassador
>>>>>>
>>>>>
>>>>>
>>>>
>>>>
>>>> --
>>>> Kate Maroney
>>>> CSc 245 Section Leader
>>>> Co-President, WiCS
>>>> Microsoft Intern Ambassador
>>>>
>>>
>>>
>>
>>
>> --
>> Zuoming Shi
>> President, UA Video Game Developers Club
>> President, UA Asian Music Club
>> Computer Science and Mathematics, University of Arizona
>>
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>> Campus-uofa-staff at lists.openhatch.org
>> http://lists.openhatch.org/mailman/listinfo/campus-uofa-staff
>>
>>
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>


-- 
Zuoming Shi
President, UA Video Game Developers Club
President, UA Asian Music Club
Computer Science and Mathematics, University of Arizona
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