Book Dash Logistics
Contents
Book Dash Logistics¶
We have created the following checklists, which are chronologically structured to help organise Book Dash online or in-person.
Before the Event¶
[ ] Establish a Book Dash Planning committee by inviting returning members of the event
[ ] Finalise dates based on the location and organisers’ availability
[ ] Book location for in-person events
[ ] Set up an online platform (Zoom, or other accessible software) for remote collaboration
[ ] Set up a form (see a template here) 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 an application form and later 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 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 requests for online (such as for headphones) and in-person (such as for travel and accommodation) events
[ ] Set up the Book Dash Planning meeting to discuss these details before the announcement is sent out
Find volunteers from the organisers who would like to host onboarding calls (1 week before the event)
Find volunteers from the organisers who would like to host a GitHub introduction session (1 week before the event)
Find volunteers from the organisers who would like to run social events (discussion session, meal, informal chat) - During the event
Find volunteers from the organisers who would like to run community share out sessions - on the last day
Check with them if there is anything else they would like to suggest or get involved in
[ ] Announce in the newsletter and promote on Twitter at least 2-3 months in advance
[ ] Think about who else needs to be invited, like Artists, speakers, more diverse participants
[ ] 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 (1-2 months ahead of the event)
[ ] Set-up a form for reviewing applications (see Rubrics for scoring applications for details)
[ ] Review applications in a designated panel (Book Dash Planning Committee) using Book Dash Rubrics for selection
[ ] Set up another meeting with the Book Dash Planning Committee to discuss the applications and finalise the selection
Use this meeting to also allocate tasks for during and after the event (indicate that on the GitHub issues)
[ ] Send an email to the selected attendees with registration
[ ] Send an email to the unselected attendees with feedback
[ ] Set up an email chain and a Slack channel to connect all members and share updates
[ ] Update presentation for introducing the project to the participants on day-1 of the Book Dash
[ ] Update shared HackMD for
pre-event calls<ch-template-bookdash-precall>, book dash event and feedback[ ] Provide details on Code of Conduct, contribution guideline and ways to get involved in an ongoing discussion
[ ] Host the onboarding call one week before the event to share logistics and facilitate the drafting of SMART goals
[ ] Group participants into the proposed working groups as per their SMART goals from the onboarding call
[ ] Host the onboarding call one week before the event to share logistics and facilitate the drafting of SMART goals
[ ] Send a reminder email to register on Eventbrite sharing important links and information including support grant, GitHub session, onboarding call info and reimbursement process
[ ] Create a GitHub issue to collect bio and highlight of the participants to add them to the Contributors Record
Additional task for an online event
[ ] State the prerequisites to attend the event
An active GitHub account
Participation in at least one pre-event onboarding call or a Collaboration Cafe
Some experience with using GitHub or attend the Book Dash GitHub session
Familiarity with The Turing Way contribution guidelines and Code of Conduct
Willingness to collaborate with others
[ ] Ask them to choose at least one development session (2.5 hours) for each day of the Book Dash to ensure flexibility (rather than blocking the full day)
[ ] Collect address if something needs to be posted
Additional task for an in-person Event
[ ] Collate participants’ preference for travel, meal, accommodation, and accessibility request through the registration form
[ ] Send an email to the participants regarding their travel, accommodation, schedule, and meal
[ ] Book dinner for people for day-1
[ ] Book hotels rooms for people who requested accommodation
[ ] Double-check with each participant if their plan as given on their registration hasn’t changed
[ ] Book travel for those who requested
[ ] Double-check with each participant if their plan as given on their registration hasn’t changed
[ ] Book catering for lunch and coffee breaks
[ ] Mention that the event will offer a vegetarian meal as default - and ask participants to get in touch if another meal type is required
During the Event¶
[ ] Run onboarding sessions on the first day
Welcome everyone (for each slot)
Ask to fill the icebreaker
One of the organisers delivers introduction talk
Create breakout groups for people working on
[ ] Host coworking sessions with Pomodoro sessions 30-35 mins long
At the beginning of the session, ask people to document or verbally share their plan for the session
End each session with any report people want to make
Give 5 minutes break before entering the next Pomodoro
Keep last 10 minutes for final reporting and co-documenting the work that took place during the Pomodoro
[ ] If an artist, illustrator or consultant is invited, coordinate the schedule with participants so they have the chance to engage
[ ] Run a social session each day
These are run by organisers to ensure everyone has the chance to connect informally
[ ] Host community share out the event on the last day to demonstrate and celebrate the contributions made by everyone during the Book Dash
[ ] Ask for feedback on the last day (plus and delta)
[ ] Share the GitHub issue for adding bio and highlight
[ ] Take screenshots or group photos (with permission) to share in reports or social media
After the Event¶
[ ] Send a thank you email to everyone for their work
[ ] Move bio and highlight from the GitHub issue to the Contributors Record
[ ] Summarise the event (number of pull requests, issue, chapters, and other significant news) to share with the participants
[ ] Share the update via the newsletter
[ ] Develop a report with highlights and updates on GitHub
[ ] Set up a debrief meeting with the planning committee
[ ] Send a thank you note (or a package when possible) to the planning committee