Book Dash Logistics

Book Dash Logistics#

We have created the following checklists, which are chronologically structured to help organise Book Dash events 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 X (formerly 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

  • 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 contribution 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 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

Contents