Workshop checklist template

This page is a check list that we use when planning a CodeRefinery workshop with 300 or more participants. This is meant to be copied to a HackMD – hence the formatting.

Detailed role descriptions are in the role pages.

This 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 HackMD]()
- [Archive HackMD]()
- [HedgeDoc Q&A]()
- [Twitch channel](https://www.twitch.tv/coderefinery/about)
- [Emails and communication]()

:::danger Add missing links! :arrow_up: :::

Workshop roles

(Overview to the roles behind this link)

:::success If you want to take part, add your name here, sign up in Indico and select “I am interestest in being a helper, co-instructor, or observer”, and you will be contacted.

Instructors

(Description)

Two names per lesson, first is primary

• [ ] 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: ???, ???

Learner Zoom team leaders

(description)

These are not needed if the teams are formed before the workshop starts and they bring their own team leaders.

Expert helpers

(description)

Help in our learner zoom, circle around breakoutrooms; there will probably be 2 or 3 rooms where we need to provide the helper. At least two for each day

• [ ] 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: ???, ???, …

HackMD manager

(description)

Keep HackMD 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

(description)

• lead:

• backup:

:::spoiler Checklist

• [ ] Create planning HackMD by copying this page to a new HackMD in CodeRefinery HackMD

• [ ] Distribute roles using the planning HackMD

  • [ ] 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)

• After the workshop:

  • [ ] Summarize lessons learned and make it a blog post in coderefinery.org repo

  • [ ] Coordinate post-workshop survey eg. in Indico :::

Registration coordinator

(description)

• lead:

• backup:

:::spoiler Checklist

• [ ] Create Indico registration page for the event

  • [ ] Include event information

  • [ ] Customise the registration form

  • [ ] Customise the confirmation email (with outreach and marketing coordinator)

• [ ] Set up a workshop page from template page

• [ ] Add workshop to “upcoming courses”

• [ ] Communicate with Individual learners and team leads which team to join

• [ ] Remind instructors and co-organizers to also register for workshop

• [ ] Update indico auto-reply for last minute registrations

• [ ] Every day: check support email (Freshdesk) for requests/questions

• [ ] Every week: check registrations for problems

  • Identify if need to do something – basically, “playing” with the registration data to not forget anybody and not to forget follow-up

• [ ] Send emails to local event organisers

  • [ ] Including the contact details of participants in the area for targeted emails.

• [ ] Send email to Stream learners and save to workshop page

• [ ] Send email to Zoom learners and save to workshop page

• After the workshop:

  • [ ] port changes from workshop page to template page

  • [ ] on CR website move from “upcoming” to “past”

  • [ ] add viewing statistics to CodeRefinery webpage

    • [ ] Use statistics repo (feel free to edit) :::

Broadcaster

(description)

• lead:

• backup:

:::spoiler Checklist

• [ ] Prepare Ice-breakers for each day (in learner HackMD)

• [ ] Create instructor Zoom and communicates 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

(description)

• lead:

• backup:

:::spoiler Checklist

• [ ] Confirm that each lesson and session has co-instructors

• [ ] Inform instructors that they need to register

• [ ] Send email to Observers and save to website

• [ ] Instructor briefing: make sure learners get a good experience (lesson material, issues, style, screen share)

• [ ] Remind instructors to send software install requirements in time

• [ ] Make sure software install instructions work

• [ ] List instructors on the website (with exercise coordinator)

• [ ] Organize team leader On-boarding sessions (with exercise coordinator) :::

Exercise and team leader coordinator

(description)

• lead:

• backup:

:::spoiler Checklist

• [ ] Create and host exercise Zoom (with instructor coordinator)

  • [ ] Create exercise groups

  • [ ] Inform those who we can’t accommodate into groups that they can follow stream and need to somehow self-organize

  • [ ] Communicate exercise Zoom to paricipants (with outreach and marketing coordinator)

  • [ ] Provide practical instructions in the exercise zoom

• [ ] Makes 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)

• [ ] Create learner HackMD (create nice URL) with all relevant links

  • [ ] Use CodeRefinery HedgeDoc or HackMD

• [ ] Makes sure that each workshop day has a learner HackMD editor who edits and archives at the end of the day

• [ ] Organize Staff & Helpers On-boarding sessions (with instructor coordinator)

  • [ ] Communicate to staff + helpers (with outreach and marketing coordinator)

• [ ] Send team leader onboarding summary email + save it to the website (with outreach and marketing coordinator)

• [ ] After the workshop remove the exercise repositories :::

Outreach and marketing coordinator

(description)

• lead:

• backup:

:::spoiler Checklist

• [ ] Coordinate and make sure advertising is happening

  • [ ] Help instructor coordinator and exercise & team leader coordinator with their outreach

• [ ] Draft email templates

  • [ ] Registration confirmation email

  • [ ] Info to instructors (with instructor coordinator)

  • [ ] Info to observers (with instructor coordinator)

  • [ ] Info to helpers (with exercise coordinator)

  • [ ] Info to team leads (with exercise coordinator)

  • [ ] Info to participants (with registration coordinator)

• [ ] Create/update advertising texts and relevant news on the workshop page

• [ ] After each workshop day, send summary and preparation for next day email to all (can be based on the website news and link there so that it can be updated)

  • [ ] EXAMPLE: day 1 summary

  • [ ] EXAMPLE: day 2 summary

  • [ ] EXAMPLE: day 3 summary

  • [ ] EXAMPLE: day 4 summary

  • [ ] EXAMPLE: day 5 summary

  • [ ] EXAMPLE: summary and thank you

  • [ ] EXAMPLE: invitation to debriefing (feedback)

• After the workshop

  • [ ] Help other roles in putting everybody who contributed and consents on the website as credit

  • [ ] Help event director with Post-Workshop survey

:::

Advertisement channels (outreach lead finds people to do take care of the different channels)

• [ ] Newsletter

• [ ] Advertising texts on the workshop page

• [ ] CodeRefinery Twitter and Mastodon

• [ ] Partner Twitter, retweet and own tweets

  • [ ] Aalto Scientific Computing

• [ ] Partner newsletters

  • [ ] Sigma2

  • [ ] SNIC

  • [ ] ENCCS

  • [ ] CSC

• [ ] Partner websites training calendars

  • [ ] CSC

  • [ ] ENCCS

  • [ ] UiB

• [ ] Partner and other email lists

  • [ ] Aalto STEM students

  • [ ] Aalto triton users

  • [ ] Delta doctoral network

  • [ ] UiB researcher

  • [ ] UiB HPC

  • [ ] NERSK Bergen

  • [ ] Bjerknes

  • [ ] 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)