workshop-handbook/before

[utterances-bot]

Workshop Handbook - Before

https://utrechtuniversity.github.io/workshop-handbook/before.html

[DorienHuijser]

1. Room booking: Publieksdiensten is now called User services I believe

2. Sign-up sheet: this is more content-related, but why can't we just keep track of who goes to which workshops in the same file as the jaarplanning itself? Would prevent having to remember multiple file locations :P

3. Maybe useful to visualize the workshop participant "journey" to make clear how the whole workflow of website/agenda items/formdesk etc. works? Here is an example I tried to make with mermaid which is available in Quarto

   ```mermaid
   flowchart LR
   subgraph id[RDM website]
   A(Landing<br> page)-->B(Agenda<br> item)
   style id fill:#fff,color:black
   end
   B-->C
   subgraph id2[Formdesk]
   C(Registration<br> form)-->D(Browser<br> confirmation)-->E(Email<br> confirmation)
   style id2 fill:#fff,color:black
   end
   E-->F(Pre-workshop<br> email)
   
   subgraph id3[Personal contact]
   F-->G[Workshop]-->H(Post-workshop<br> email)
   style id3 fill:#fff,color:black
   end

4. Stuff under NEW:

   • A timeline could be created also with mermaid https://mermaid.js.org/syntax/timeline.html
   • Task board: not sure if that is necessary, if the responsibilities are clear every lead can determine this for themselves.
   • Workshops next year: should be discussed under what's currently named "After"

5. Proposal to rename this chapter "Workshop planning"

[DorienHuijser]

Another thing I just thought of: do we want to create a new Qualtrics form each year that we can adjust if we want? Or just keep using the one we made in 2023? (but then we should delete the data after a while)

[LvWUU]

This chapter is mostly for the coordinator as I understand it. So I agree with Dorien that we should rename it. It can be 'workshop planning' or 'academic year olanning' or something.

And that it would be good to make clear the tasks for the lead (reviewing tekst/sign-up). The rest is for the coordinator and werkstudenten.