We will summarise our timeline and tasks for the book dash London, for Feb 2020
Tasks are being coordinated by @malvikasharan, you are welcome to support her with your ideas and suggestions.
- Finalise dates based on the location and organisers' availability: 9-13 November 2020
- Book location for in-person events
- Set up an online platform (Zoom, or other accessible software) for remote collaboration - Malvika's Zoom
- Set up shared notes: main event, pre-dash drop in calls and feedback
- Set up a form for application by updating the previous version of the form
- Discuss with co-organisers if some resources (such as email drafts or templates) need to be updated
- Write a short description for online advertisement
- Clearly state the following information in the registration form and communicate by email with the selected participants:
- what financial support will be available for either online or in-person events
- What arrangements will be available for online (such as online helpers and designated mentors) or on-site (such as quiet room and child care) for in-person events
- Include accessibility information such as live captioning for in-person events and quiet room/child nursing room for in-person events
- Mention the maximum limit for financial support request for online (such as for headphones) and in-person (such as for travel and accommodation) events
- Announce in the newsletter and promote on Twitter
- Think about who else needs to be invited, like Artists, speakers, more diverse participants
- Scriberia
- Last book dash attendees
- REG: GH
- Identify helpers from the core members and invite them
- Send a reminder in next newsletters with more details if needed
- Set an Eventbrite page with a registration code for the selected participants
- Close the application round in time
- Set-up a form for reviewing applications
- Review applications in a designated panel using Book Dash Rubrics for selection
- Send an email to the selected attendees with registration
- Send an email to the unselected attendees with feedback
- Update presentation for introducing the project to the participants on day-1 of the book dash
- Update shared HackMD for pre-event calls
- Provide details on Code of Conduct, contribution guideline and ways to get involved in an ongoing discussion: create a dedicated page on GitHub
- Prepare a care-package as a token of thanks for everyone involved
Additional task for an online Event
- State the requirement and expectation of the event
- An active GitHub account
- Some experience with using GitHub
- Familiarity with contribution guideline and Code of conduct
- A full working day time commitment
- Willingness to collaborate with others
- Participation at least one pre-book-dash call or a Collaboration Cafe
- Discuss with the participants the possibility of creating 3 short days, rather than 1 full workday commitment to ensure flexibility
- Collect address where a care package for them can be delivered
- idea: social breakout sessions in other languages, eg Spanish for the ones in sessions 3 and 4 each day.
- State clearly what we can pay for through our travel support
- Mention the default meal type
- Mention what arrangements are available for a quiet room, child care etc.
- Include accessibility information about quiet space (ok to step out) & eating in the room (totally fine)
- Mention the max limit for the travel and reimbursement