Prepare for Election Night Hackathon on Tuesday, Nov. 6th

[jwflory]

Summary

Plan, prepare, and hold the annual Election Night Hackathon on Tuesday, Nov. 6th

Background

Every year, FOSS@MAGIC holds a civic-focused hackathon on US election night. People work on projects while watching election news and results filter in across nine projectors in the Simone Center. We need to work with MAGIC to reserve and plan the event and also begin outreach efforts as soon as possible.

Details

Event prep planning

• [x] Review How to run a MAGIC event guidelines document
• [x] Meet with Brenda to begin planning process from logistics PoV

This list will be expanded over time.

Outcome

People come to our event, people work on cool projects, people learn about releasing work under open licenses, people are more aware of what "civic hacking" means, people are hopefully encouraged to be more active and aware of local political processes

[jwflory]

Notes from meeting with Brenda

• Location: MSS-2150 + MSS-2175 (Media Development Labs)
• How to reserve:
  • Need to also reserve MSS lobby area too (necessary for catering); room no. MSS-2180??
  • @itprofjacobs to follow up with IGM staff on reserving labs
  • Ask for tables / other furniture resources as part of reserve.rit.edu
  • Lobby does not need to be fully functional; make this clear as part of request
• Two 6ft. pop-up tables for hallway food (request with booking in reserve.rit.edu)
• Backup plan:
  • MAGIC Suite (limited to 40 people per fire code)
  • Spillover area in 3rd floor hallway

[jwflory]

Discussed in 2018-10-03 meeting.

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Next action items

• [x] @jwflory Send poster assets to Brenda for updating for 2018
• [x] @itprofjacobs Follow up on IGM lab reservation if no response by next week

Poster design idea

Blue / red tsunami waves colliding inside the shape of the United States? I can try to do a mockup of something simple to help MAGIC student workers get an idea of what we're thinking.

[jwflory]

2018-10-17 meeting notes

Upcoming priorities:

• [x] Create and share out Eventbrite registration on mailing list
• [x] Work with Brenda / MAGIC to update poster design
• [x] Distribute and hang up posters (FOSS Hours?)
• [x] Figure out if Pizza Hut order must be made day of or can be scheduled in advance

[jwflory]

Eventbrite

An Eventbrite page is published and is found here. Registration is live with seven people registered so far. Emails were sent to FOSSRIT, floss-seminar, and ritlug-announce lists. An announcement was also made on RITlug Slack.

Posters

Previous poster assets sent to Brenda. Turns out, there is already a 2018 poster mostly designed. Only small changes need to be made. Hoping for a turnaround by Tuesday, Oct. 23.

Pizza Hut

Pizza Hut orders can be scheduled up to eight days in advance. @itprofjacobs and I can make the order when I return from London.

[jwflory]

We held the hackathon last week. In our next follow-up meeting, we should have a quick retrospective and figure out any remaining tasks.

[jwflory]

Closing as complete. No follow-up work / outbound reporting necessary. Will add a new section to website as an event as part of #60.