Swag (hoodies)

[PedroGFonseca]

We are considering whether to give hoodies to students in Batch 4, and to instructors. There are a number of steps for this

1. Decide who should get hoodies (graduates vs everyone, staff, previous edition students)
2. Define what the budget we have for it is
3. Research the potential suppliers
4. Pick a supplier
5. Get the designs
6. Create a mechanism for recipients to give us their size and address
7. Order the hoodies with home delivery for every recipient
8. Deal with arrival issues (failed deliveries, wrong addresses, defects, returns)

[PedroGFonseca]

Alternatively to the shipping alternative we could hold off until we can have an in person event (probably late summer), then have a dinner + hoodies ceremony. May actually be fun to have an excuse to meet them in person.

We'd still have to ship it to people who aren't in Lisbon or couldn't come to the event of course, but we'd save a lot on shipping headaches.

[minhhoang1023]

Looking at it realistically now and leaving my excitement on the side, this is a lot of ops work and we won't be able to get this done before the end of Batch 5, and most likely until we could find an Ops AOR.

On a not so related note, I'm a bit split if Ops AOR would be the best person for this task. Since we're most likely continue with Remote learning in next batch, I've been thinking that Ops AOR can be a technical profile, who set-up scripts and automation where we can re-use for our online operations. For example, this could be the type of task that this person takes on.

[PedroGFonseca]

Agreed, it's quite dependent on whether we are fully remote or not. But there are generally a few of this type of tasks to do, what would it fall under? Community maybe?

[minhhoang1023]

Community is probably the best option. Except the fact that we don't have anyone for Community yet 😆

[minhhoang1023]

I'm gonna throw out wild idea. As there seemed to be several people who are super excited for it, we could announce it in the general asking who would be up for help and make it happen. If we have enough people, we could split the work.

Otherwise, I'm afraid this one will fall into the the void and could totally happen that we have no hoodies for this batch...

[PedroGFonseca]

So... I'm going to counter offer an idea. I have someone who does ad-hoc tasks for me for a some money. I volunteer to pay that person to take care of the logistics, if we find that that's what's in the way.

[minhhoang1023]

I like the idea of outsourcing. Let me propose another counter offer for your counter offer. How about have that person take care of it, but then it will be billed to the Academy?

P/S: you're so kind Pedro!

[PedroGFonseca]

Would that be feasible given how hard it is to make payments with the ldsa?

[minhsf]

It's possible but we'll have to go through the route of reimbursement. E.g. putting the Academy NIF in restaurants' bill and then it will be reimbursed.

[PedroGFonseca]

Alright, so in the interest of moral can I sponsor the hiring of someone to manage this, while the Academy pays for the swag itself?

Disambiguation:

• Person to hire logistics: I pay, no reimbursement
• Swag itself: I forward the money, get reimbursed later when we can manage it

[minhhoang1023]

@PedroGFonseca Actually the Academy can make the payment, as long as it's register under an invoice system. The issue with the Xmas party is that it wasn't issued under an invoice system, so the account argued they cannot validate it

So if the logistics person can invoice a green receipt with the Academy NIF on it, I believe we can make the payment :)

[PedroGFonseca]

i'd rather personally pay for the hours than deal with 🇵🇹 bureaucracy 😂

[Juliana-R]

Who's @minhsf? 😁 I need to document that!! @minhhoang1023

[minhhoang1023]

It's my alter ego @Juliana-R

@PedroGFonseca You're so kind Pedro. Let me check first with Joao to see if we can still make the payments, as Joao already stepped down from the position

[PedroGFonseca]

We are considering whether to give hoodies to students in Batch 4, and to instructors. There are a number of steps for this

1. Decide who should get hoodies (graduates vs everyone, staff, previous edition students)
2. Define what the budget we have for it is
3. Research the potential suppliers
4. Pick a supplier
5. Get the designs
6. Create a mechanism for recipients to give us their size and address
7. Order the hoodies with home delivery for every recipient
8. Deal with arrival issues (failed deliveries, wrong addresses, defects, returns)

It should also be noticed that hiring someone to do the ops does not solve everything:

We can outsource: 3, 4, 6, 7, 8 We cannot outsource: 1, 2, 5

[thecarolmartins]

Okay, about this:

we’ve done hoodies for DareData recently and I took care of the whole process. Don’t mind doing it here too.

For the design part, I think I still have the vectorized file for the logo because we’ve done merch for batch 3 and I took care of that with Angie (at the time).

About deciding who should get it, I’d go wi the option “everyone” because that’s what we’ve done the last time. However, there might dropouts that won’t bother to get one.

I’d suggest doing a poll on both the volunteer and student workspaces to know how many people would like to have one.

I can request quotes for 25; between 25-30; 31-40.

what do you guys think?

[thecarolmartins]

I already sent an email to request a quote for the hoodies. More news soon.

[minhhoang1023]

Thank you sooo much Carol!! <3

[thecarolmartins]

We have quotes:

1-color, double-sided printing Units: 25 units - 14 € / unit + VAT between 30 to 40 units - 13.50 € / unit + VAT between 41-50 units - 13 € / unit + VAT more than 50 units - 12.65 € / unit + VAT

1 color printing, front Units: 25 units - 12 € / unit + VAT between 30 to 40 units - 11.75 € / unit + VAT between 41-50 units - 11.50 € / unit + VAT more than 50 units - 11.30 € / pc + VAT

Delivery time: Up to 5 days (unless out of stock) Payment terms: 50% award + 50% on delivery.

If we have the budget, I think a logo on the front & "Where Data Scientists are born" on the back would look awesome!!

If you agree I can do a mockup so we can have an idea of how that looks - but only if we have budget.

@minhhoang1023 what is the status on that? :)

[Juliana-R]

The day I receive the hoodie...

[minhsf]

@thecarolmartins thanks for the quotes Carol. I'm going to speak with Joao this weekend to see if we can make payments. Will keep you updated

[Juliana-R]

[Juliana-R]

[thecarolmartins]

Perfect!! Let me know when you can :)

minhsf @.***> escreveu em qua., 24/03/2021 às 09:03 :

@thecarolmartins https://github.com/thecarolmartins thanks for the quotes Carol. I'm going to speak with Joao this weekend to see if we can make payments. Will keep you updated

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[minhhoang1023]

I talked with Veiga yesterday and we can make the payment. We will need a valid invoice with NIF, and help from @PedroGFonseca and Manuel to approve the payment.

With the quotes & assuming that we'll have around 50-70 people (students + instructors), the budget for this will be around 600-800e. We have 30k+ on the bank so this is doable. @CatarinaSilva @dominguezmaria Let me know in case you'd be against it

[Juliana-R]

[thecarolmartins]

Ok @minhhoang1023, I'll start working on the design and put it here for approval.

From previous experience, I know they will only start producing the swag after the first payment.

[PedroGFonseca]

@minhhoang1023 i was tagged with Manuel up there, was it a mistake?

I'm not in any way on the finance side, I'm guessing maybe Sam could still formally be, not sure

[minhhoang1023]

@PedroGFonseca Joao Veiga mentioned to me that you are a Treasury Assistant. So whenever we made a payment, we'd need both Manual (Treasurer) and you (Treasurer Assistant) to approve in the banking app. Is it indeed the case?

[dominguezmaria]

@minhhoang1023 I think he meant @UrbanoFonseca (Francisco Fonseca)

[UrbanoFonseca]

correct @dominguezmaria . payments currently need to go through me (Fonseca junior, not @PedroGFonseca ) and Manuel. do we already have an invoice and official approval?

[thecarolmartins]

@UrbanoFonseca we still don't have an invoice because I need to finish the design for approval... I'll try to do that ASAP.

@minhhoang1023, either way, do we have the approval for both front and back? Talking about money -> 70 pieces x 12,65 = 885,50€ + VAT (total of 1 089,17€).

The main operational problem I'm foreseeing is deciding on the quantities for each size. It is always a pain in the arse (to be a bit more eloquent). I suggest doing the hoodies after accepting students for the Starters Academy. On the acceptance email we can link a form to have them choose their size. Maybe that's a more feasible option.

What do you think?

Edit: Ups! To complement my ability to do typos it seems I also suck at reading. Okay: batch 4. More doable, should we send an email with a form size to those who graduated or the entire batch? And what about delivery? Are we sending through the mail? It is a terrible process of packaging 70 sweats, especially in a sustainable way...

[PedroGFonseca]

So that brings us to the step 1, which is to decide who gets them. I'd say that between @thecarolmartins and @minhhoang1023 that should be "closable".

[minhhoang1023]

For recipients, i'd propose we give the hoodies to all students this batch + current staff.

And that's a good point @thecarolmartins ! It'd violate our Code of Conduct (Single plastic use) if we ship sweaters with a bunch of plastic within in.

To reduce # of shipping packages, I am thinking of two options:

1. We don't provide shipping options at all. We'll organize a social gathering in Lisbon (after the restriction) where the majority of sweats will be delivered. For the minority who cannot make it, I can keep some sweats at home and hand it to them when they come to Lisbon.
2. Don't provide shipping options outside of Portugal. For peeps in nearby Lisbon area, do the same as the above. For people outside Lisbon, we'd ship it - as it'd be a small number.

Both are very restrictive, and can be exclusive to some peeps outside of PT. However, the community was created to be based in Lisbon. Up to last batch, everyone would be required to attend in presential Hackathons, and even this batch, our social gatherings have always been in Lisbon. So the focus has always been around Lisbon. In return, we could perhaps come up with some digital gifts that we could send to rest of students who are not in PT.

Any thoughts on this?

[thecarolmartins]

Didn't see this one @minhhoang1023 - sorry.

I agree with option 2. I still need to think a bit more on the packaging side because we can do it with paper and paper boxes, but that will add extra costs. Do we have an estimate of the number of people in (1) Lx, (2) outside Lx, and (3) outside PT? @PedroGFonseca maybe you have this info, just by chance?!

And without further due, here's my proposal! Let me know your thoughts on this!

[Juliana-R]

LooooooooooooooooooooooooooooooVe it. 😍😍😍😍

[thecarolmartins]

should we do a Y/N poll to vote for this?

[minhhoang1023]

LOVE IT!

@thecarolmartins I don't think many people subscribe to this issue so would be good to share with them via Slack?

[Juliana-R]

☝️ agreed

[thecarolmartins]

posted on our random channel

[github-actions[bot]]

Issue is stale

[Juliana-R]

Sooooo.... Where are the hoodies? 👀

[thecarolmartins]

Let’s wait for Silvana to rock her Master’s presentation!

We’ve been talking about it but we need a bit of more (time) availability to make it happen!

It has not been forgotten

iPhone. iTypos. iApologize.

No dia 09/10/2021, às 16:12, Juliana Rodrigues @.***> escreveu:

 Sooooo.... Where are the hoodies? 👀

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[Juliana-R]

hoodies... 😢

[Juliana-R]

Should we close this? @thecarolmartins

[cimendes]

Ops is picking this up!

[cimendes]

Closing as we now have hoodies!