Workshop checklist template
This page is a checklist that we use when planning a CodeRefinery workshop with 300 or more participants but may be useful in organizing other workshops as well.
Let’s keep this brief and copy-paste-able to HackMD/HedgeDoc for the actual planning.
CodeRefinery workshop YYYY-MM-DD
[toc]
Links
- [Workshop page]()
- This document: copy-paste link here from the Share-menu
- [Q&A document]()
- [Archive Q&A document]()
- [Twitch channel](https://www.twitch.tv/coderefinery/about)
- [Emails and communication]()
- [Zoom for onboarding and install help]()
:::danger Add missing links! :arrow_up: :::
Workshop roles
Overview of the roles: https://coderefinery.github.io/manuals/roles-overview/
If you want to take part, add your name here, sign up in Indico and select “I am interest in being a helper, co-instructor, or observer”, and you will be contacted.
Instructors
Two names per lesson, first is primary
[ ] day 1 - git-intro: ???, ???
[ ] day 2 - git-intro: ???, ???
[ ] day 3 - git-collabiorative: ???, ???
[ ] day 4 - reproducible research: ???, ???
[ ] day 4 - social coding: ???, ???
[ ] day 5 - jupyter: ???, ???
[ ] day 5 - documentation: ???, ???
[ ] day 6 - testing: ???, ???
[ ] day 6 - modular code development: ???, ???
Expert helpers
If a central Zoom exercise room is provided: Help in our learner zoom, circle around breakout rooms; there will probably be 2 or 3 rooms where we need to provide the helper. Else: Help answering questions in Collaborative Q&A document.
[ ] day 1 - git-intro: ???, ???, …
[ ] day 2 - git-intro: ???, ???, …
[ ] day 3 - git-collab: ???, ???, …
[ ] day 4 - reproducible research: ???, ???, …
[ ] day 4 - social coding: ???, ???, …
[ ] day 5 - jupyter: ???, ???, …
[ ] day 5 - documentation: ???, ???, …
[ ] day 6 - testing: ???, ???, …
[ ] day 6 - modular code development: ???, ???, …
Managing collaborative document
Keep the document organized, check for unanswered questions, and archive notes each day.
[ ] preparation before workshop:
[ ] day 1 - git-intro: ???, ???, …
[ ] day 2 - git-intro: ???, ???, …
[ ] day 3 - git-collab: ???, ???, …
[ ] day 4 - reproducible research: ???, ???, …
[ ] day 4 - social coding: ???, ???, …
[ ] day 5 - jupyter: ???, ???, …
[ ] day 5 - documentation: ???, ???, …
[ ] day 6 - testing: ???, ???, …
[ ] day 6 - modular code development: ???, ???, …
Workshop organization; roles “behind the scenes”
Organiser roles and their responsibilities. This does not mean that a person will do everything that is part of their responsibility, but they will make sure that their responsibilities are followed-up and not forgotten.
Event director
lead:
backup:
:::spoiler Checklist
Before workshop
[ ] Create planning document by copying this template
[ ] Distribute roles using this document
[ ] Ask collaborators/stakeholders to pick roles
[ ] Add all sessions to CodeRefinery calendar separately
[ ] Send calendar invite to all organizers, instructors, expert helpers, with all relevant links
[ ] Decide if certificates will be possible and what is needed for getting a certificate/credits (ask from partner universities)
[ ] Remind co-organizers to register
[ ] Send summary email to all co-organizers will all important links in one place
After the workshop:
[ ] Summarize lessons learned and make it a blog post in coderefinery.org repo
[ ] Coordinate post-workshop survey eg. in Indico
[ ] Merge new edits from here (no names ofc) to the Playbook
[ ] Port changes from workshop page to template page
[ ] On CR website move from “upcoming” to “past” :::
Registration coordinator
lead:
backup:
:::spoiler Checklist
ca. 2 months before = When workshop details are set:
[ ] Create Indico registration page for the event
[ ] Include event information
[ ] Customise the registration form
[ ] Customise the confirmation email (with outreach and marketing coordinator)
[ ] Add Zoom link if any
[ ] Point to workshop page
[ ] Add collaborative document link if any
[ ] Set up a workshop page from template page
[ ] Add workshop to “upcoming courses”
Remember to add all the emails to workshop page
[ ] Open the registration
Every day:
Check support email (Freshdesk) for requests/questions
Every week:
Check registrations for problems and read notes to organizers
Identify if need to do something – basically, “playing” with the registration data to not forget anybody and not to forget follow-up
Update stats
Update workshop-webpage if new local organisations
ca. 1 month before:
[ ] Reach out to participants (examples from Mar 2023)
Two weeks before
[ ] Send general information to all
Next steps, onboarding, installation
Those who have a team, please organize your own zoom/video
[ ] Try to match up learners and helpers who want to be part of a team
ca. 1 week before
[ ] Update Ondico auto-reply for last minute registrations
[ ] Send email with all links
1 day before!
[ ] Send a reminder with links
During the workshop
[ ] Send daily summaries (with exercise coordinator)
After the workshop:
[ ] Add viewing statistics to CodeRefinery webpage
[ ] Use statistics repo (feel free to edit)
[ ] Close registration :::
Broadcaster
lead:
backup:
:::spoiler Checklist
[ ] Prepare ice-breakers for each day
[ ] Create instructor Zoom and communicate it (with exercise coordinator and outreach and marketing coordinator)
[ ] Publish recordings (does not do all the work but coordinates it)
[ ] Prepare for upload (use ffmpeg-editlist and collaborate)
[ ] Upload videos and communicate (with outreach and marketing coordinator) :::
Instructor coordinator
lead:
backup:
:::spoiler Checklist
[ ] Confirm that each lesson and session has co-instructors
[ ] Schedule calls with each instructor pair to distill most important questions and tasks to them
[ ] Show where the detailed schedule is and recommend to move it to instructor guide
[ ] Discuss that the detailed schedule can and should be improved
[ ] Show where Q&A and feedback from past workshop can be found
[ ] Discuss plans for exercises: try 3 exercises each half-day, each not shorter than 20 mins
[ ] Ask them to check their lesson’s exercise list
[ ] Ask for any software requirements changes
[ ] Inform about audience (at the time of writing half of registrants prefer to follow on their own) - adapt exercise expectations to audience
[ ] Check/test for high-quality screen share
[ ] Discuss how we can give learners get a good experience
[ ] Test software install instructions
[ ] List instructors on the website (with exercise coordinator)
[ ] Organize team leader on-boarding sessions (with exercise coordinator)
[ ] After the workshop copy detailed schedule to the individual lesson repos as issues :::
Exercise and team leader coordinator
lead:
backup:
:::spoiler Checklist
Before the workshop
[ ] Make sure exercise list is communicated (with outreach and marketing coordinator)
[ ] List all team leads (who consent to being listed) on the website (with instructor coordinator)
[ ] List expert helpers on the website (with instructor coordinator)
[ ] Organize staff & helpers on-boarding sessions (with instructor coordinator)
[ ] Send team leader onboarding summary email + save it to the website (with outreach and marketing coordinator)
After the workshop
[ ] Organize a de-briefing call with team leads to learn about their experiences and suggestions
[ ] Help other roles in putting everybody who contributed and consents on the website as credit
[ ] After the workshop remove the exercise repositories
[ ] Help event director with post-workshop survey :::
Outreach and marketing coordinator
lead:
backup:
:::spoiler Checklist
[ ] Create/update advertising texts and relevant news on the workshop page
[ ] Newsletter
https://tinyletter.com/coderefinery/archive
draft: https://hackmd.io/@coderefinery/CRnewsletter_1_2023
[ ] Advertising texts on the workshop page
https://coderefinery.github.io/2023-03-21-workshop/communication/
https://github.com/coderefinery/2023-03-21-workshop/tree/main/content/communication
[ ] CodeRefinery Twitter
https://coderefinery.zulipchat.com/#narrow/channel/215460-coderefinery/topic/social.20media.20suggestions
[ ] CodeRefinery Mastodon
https://coderefinery.zulipchat.com/#narrow/channel/215460-coderefinery/topic/social.20media.20suggestions
[ ] CodeRefinery LinkedIn
https://coderefinery.zulipchat.com/#narrow/channel/215460-coderefinery/topic/social.20media.20suggestions
[ ] CHCAA LinkedIn (Aarhus University)
[ ] Partner Twitter, retweet and own tweets
[ ] Aalto Scientific Computing
[ ] Partner newsletters
[ ] Sigma2
[ ] SNIC/NAISS
[ ] ENCCS
[ ] CSC
[ ] Partner websites training calendars
[ ] CSC
[ ] ENCCS
[ ] UiB
[ ] AU (Aarhus University)
[ ] Partner and other email lists
[ ] Aalto STEM students
[ ] Aalto triton users
[ ] Delta doctoral network
[ ] UiB researcher
[ ] UiB HPC
[ ] NERSC Bergen
[ ] Bjerknes Bergen
[ ] University of Oslo computational biology
[ ] University of Oslo Phd and Postdocs
[ ] University of Oslo Dcince contact (?)
[ ] Research institutes in all countries
[ ] Partner posters
[ ] Aalto (CS,U,NBE,PHYS,VAARE) :::
Certificate coordinator
https://coderefinery.github.io/2023-03-21-workshop/certificates/
lead:
backup: ASC team (the process can be run by anyone and we are now using a ticketing system to track requests)
:::spoiler Checklist
[ ] Make sure that instructions on certificates are disseminated multiple times
[ ] Workshop page, emails
- Learner sends materials to scip _at_ aalto.fi. This opens a ticket in Aalto "esupport" system - The person who generates the certificate verifies quickly that the tasks were completed. - We then work with https://github.com/coderefinery/generate-certificates to generate PDF certificates - Certificate is sent to the person and ticket is closed - Aalto specific: - The local version of that repository is at /scratch/rse/generate-certificates/. The commands were slightly modified so that the default working directory is not the home folder - Aalto students can also obtain directly the 1 ECTS credit. See internal process at ASC pages.
:::