Issue Template for Book Dash PlanningΒΆ
An issue can be created on the GitHub repository to keep track of the tasks for organising the book dash event. The following timeline and task list was created for the book dash London in February 2020.
### What needs to be done?
*Tasks will be coordinated by <event organisers' names> unless mentioned otherwise.*
- [ ] Finalise dates based on the location and organisers' availability
- [ ] Book location for in-person events
- [ ] Set up an online platform ([Zoom](https://zoom.us/), or other accessible software) for remote collaboration
- [ ] Set up a form (see a template {ref}`here<ch-bookdash-application-additional-materials>`) 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 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 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 {ref}`ch-bookdash-application-rubrics` for details)
- [ ] 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<ch-bookdash-precall-template>`, {ref}`book dash event<ch-bookdash-notes-template>` and {ref}`feedback<ch-bookdash-feedback-template>`
- [ ] Provide details on Code of Conduct, contribution guideline and ways to get involved in an ongoing discussion
- [ ] 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
**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
### Who can help?
* <names>