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Meetings Support Team

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Julian Pistorius edited this page Mar 30, 2023 · 5 revisions

📝 Support Team : Meeting notes

:::info

2023-03-29

Roll call: @hidyverse, @julianpistorius, @val-pf

Desired, concrete outcomes for this meeting

  • Agenda items for next steering committee meeting

Agenda

  • Review notes from last meeting
    • Anything to talk about in this meeting
  • HackMDs
  • Helpers need to be addressed immediately
    • What's the plan?
  • Handbook
    • Idea: How to encourage future subcommittees to communicate in the open?

Support Team agenda items for larger meeting on 3/30 (DRAFT)

  • Start with temperature-check via Zoom emoji-reaction - How do you feel about the upcoming conference?
    • ✔️ Green check for positive, on-track
    • ❌ Red X for negative, not working
    • ☕ Coffee for apathy
  • Share your feelings re: sub-committees for organizing
    • ✔️ Green check for positive
    • ❌ Red X for negative, not working
    • ☕ Coffee for apathy
    • ✋ Raise hand to share immediate comment
  • Do people have enough information to do what they're supposed to do?
    • ✔️ Green check for positive, on-track
    • ❌ Red X for negative, no
    • ☕ Coffee for apathy
    • ✋ Raise hand to share immediate comment
  • Sub-commitee: 📣 Marketing
    • website update (develop a list)
    • socials (what is the strategy & materials?)
    • NAU-specific website
      • @val-pf has ideas
    • Paid advertising?
    • Weekly emails (to registered attendees, helpers, and speakers)
    • Blog posts
    • Reach out to partners and influencers (also at NAU and ASU, focusing on local/Arizona folks)
      • CyVerse
      • iSchool
      • BIO5
      • WiDS
      • NAU social media
      • ASU social media
      • Jason Williams
      • Carpentries/Library'
      • CCS
      • 'Tech Hubs'
      • ...
  • Sub-committee: 🚧 Operations
    • invitation distribution
      • listservs
      • previous attendees
      • respondents to planning survey
    • helpers
      • consider the feedback from survey (helpers Y/N; specific helpers listed)
    • zoom
  • Sub-committee: ✏️ Support
  • Snacks/Coffee @ conference
    • Email ICDI
  • OpenCollective
  • Finish with temperature-check via Zoom emoji-reaction
    • Share your feelings re: the upcoming conference
      • ✔️ Green check for positive, on-track
      • ❌ Red X for negative, noticing hurdles
      • ☕ Coffee for apathy
    • Share your feelings about effectiveness of this meeting
      • ✔️ Green check for positive, very useful
      • ❌ Red X for negative, not as useful as it could be
      • ☕ Coffee for apathy

2023-03-22

Roll call: Val, Heidi, Julian

Desired outcomes for this meeting

  • Agenda items for next steering meeting from our team

Team Mission (DRAFT)

  • Growing the organic infrastructure to:
    • Reduce friction
    • Preventing bottlenecks
    • Leads to a great, fun festival
    • Doesn't overload organizers
    • Captures learning to improve the next festival

Proposal: Rename 'Administration' team

  • 'Support'
  • 'Facilitation'
  • ???

Capturing data and metadata related to current & past festivals

  • Format of festival
  • Number of attendees
  • Demographics of attendees
  • Topics
  • Organizers
  • Budget
  • Sponsors
  • ... ???

Questions to ask in next festival steering committee meeting

  • Emotional support at beginning & end of festival planning meetings
    • Sharing fears & successes
    • Jeff?
    • Reconnect after break-out rooms to quickly report back
  • Assign HackMD creator
  • Assign Zoom creator
  • What's the minimum required involvement from ASU & NAU to lower stress & burden?
    • Facilitate speakers
    • Start the Zoom
    • Unlock the room
    • ResBaz daily intro
  • How much can we (steering committee as a whole) lead, centrally, but in a way that's still distributed, transparent and collaborative?
  • Candidates for host (Maybe 5-6? Two for each day? One for each room?)
    • Jeff
    • Adriana
    • Jessime
    • Tyson
    • Heidi
    • Somebody from NAU
    • Somebody from ASU
  • Parallel/overlapping events like CCT Datascience drop-in, Coffee & Code, Hacky Hour, etc.
    • Idea: Talk to event organizers directly about harmonizing

2023-03-15

Roll call: Heidi, Val, Julian

Cross-campus facilitation

  • Buddy system
    • Emma & Jessica: connected Mar 13
    • need to connect Rebecca & Alex (Mar 20)
  • Confirm
    • rooms (NAU)
    • social event (ASU & NAU)
    • needs (NAU & ASU)

Data Management

Centralized. OSF?

Reducing overhead communication

  • 2 meetings to event (might need more meetings right before?)

Idea: Ask Emma & Rebecca to join Support and Operations teams Why: Would reduce communication overhead, expedite decisions, facilitate cross-campus work.

Documentation

  • draft registration email (coordinate with Greg)
  • draft reminder email (Data-Fest)
    • maybe also start of resbaz mon 17

Administration

  • determine deadline for schedule
    • message ops team:
Hi! Thank you for drafting the schedule! 
 
The admin sub-committee met today and we were looking at your draft through the lens of cross-campus facilitation and have a few questions.

1. What is the plan for the three parallel rooms in a hybrid format? Currently, ASU has only one in-person room scheduled. How will ASU use this room in your draft? We want to ensure that instructors who plan to teach live can broadcast to the live meetings at each campus without any conflict

2. We should finalize the schedule in our next Steering-committee meeting on March 23rd. It would be ideal to have a solution that works for all three sites and has received feedback from everyone by then.

In other words, let's (1) try to revise the schedule according to each site's needs and (2) gather feedback from the whole steering committee on the revised schedule by Thursday March 23rd.

Action items

  • Draft email to Operations Team about draft schedule access (Val)
  • Message ops team re: draft schedule (Heidi)
  • opts-committee should Slack draft schedule to #steering-committee
    • Include timeline for commentary
  • ...

Issues created

Next meeting

Wednesday, 22nd either at Coffee & Code or after 3pm (in the library)

2023-03-09

(Breakout room discussion at steering committee meeting)

Roll call: Heidi, Julian, Val

Reminder of responsibilities: Create documentation, Data Management, Cross-Campus facilitation

Most urgent task on our plate: Cross-campus facilitation

Task: Data management and documentation:

Heidi's proposed file structure for festival organization: https://github.com/resbazaz/organization/issues/1#event-8698237271

Notes that Val & Heidi made at yesterday's Coffee & Code:

  • People presence
    • ResBaz organizer
    • Cross campus sub-committee member
    • Local data community (3)
  • Add novelty
    • Happy hour
    • Coffee/donuts?

Task: Cross-campus facilitation

  • How best can we help/empower Emma & Rebecca?
  • Buddy system?
    • Idea: Pair two members of the steering committee with Emma and Rebecca
  • Reduce overhead of communication, how?
    • Idea: Written updates from each sub-commitee before each festival steering committee meeting
    • Idea: Each sub-committee needs a scribe to keep records and update a public project plan
    • Idea: Separate Slack channel for each campus
    • Idea: For each sub-committee - unless there is need for privacy, default to using threaded conversations in the #steering-committee channel
    • Note: Decisions and vital information must be recorded outside of Slack to avoid retrograde amnesia

Action items for admin team

  • Heidi: Create issue about central data management (OSF.io?)
  • Heidi: Email Rebecca & Emma about how to communicate with them that's helpful
  • Meet on Wednesday 3/15 to plan next steps
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