vsmart
commented
7 years ago Closing this! The action items are collected in https://github.com/clojurebridge-berlin/organization/issues/138
Closed plexus closed 7 years ago
vsmart
commented
7 years ago Closing this! The action items are collected in https://github.com/clojurebridge-berlin/organization/issues/138
Agenda
Positives
Action items
Before event checklist stuff
Notes
first time organizer perspective
Concrete list of tasks would have been good. There are tasks on Github, but it's not clear which things a person can pick up.
Main pain points seem to be time/task management
How can we better set expectations?
How can we better get new organizers to feel part of the group?
orga process
Franks felt quite overwhelmed this time, too many things she did because otherwise maybe it wouldn't get done. Arne felt the same way the last few workshops.
How can we prevent this happening? How can we actively make sure people are happy and don't get burned out?
One thing is distinguishing between core (minimal viable workshop) stuff and "fringe" stuff. Have the core team focus on the essentials, but also encourage others to be creative within that framework.
We've been evolving towards having groups that take care of specific things, like food, sponsorship, attendee care. We could push that further with separate "working groups" that have a larger amount of autonomy.
We have a bit longer this time until the next workshop (6+ months), so some of these could already start meeting early on.
We'll start with a sustainability working group which is responsible for figuring out how to keep the ClojureBridge organization healthy and keep people happy.
coaches
floating
Make it part of the lunch-time coach check-in to evaluate if they can use a floating coach, e.g. "are people advancing at different speeds?"
Encourage both the coaches and attendees more to reach out to the floating coaches.
Encourage floating coaches to go up to groups to see how they're doing.
It's good to have experienced floating coaches, both in terms of coaches and in terms of Quil.
training
Seems not all coaches had studied the curriculum. Can we show more of it already at the coaches training? Give people some pointers of how to go through it, what to focus in.
We migh be able to cut out some of the current coaches training stuff.
We can invite people to the last learning group before the workshop to go through the curriculum.
We got feedback of groups where there was a weird gender dynamic going between the coaches and with the group. This is probably something we can mention and talk about it during the training.
We could provide a time/space for coaches to check in with each other. We could do it at the start of lunch, and give people a few questions to discuss.
Nightcode
Pain points this time
We also weren't using the latest version, those bugs could have been fixed already.
Main takeaway is to communicate with the author before the workshop.
curriculum
We had the offer of Stefan to take his German language Clojure book and run with it. It's good to have that available for people who are more comfortable reading German.
Complaints about current curriculum
We need to define what the goal of the workshop is, e.g.
guest policy
guidelines for guests at after party
Afterparty: Code of Conduct is still in effect, but it's a public venue, so not everyone there will have agreed to it. There's not much we can do about that, people affiliated with CB should still follow the CoC.
We could in principle ask bad actors to leave our table.
How about people inviting friends? If it's at an open venue then that should be fine.
employees of host company/other people related to the venue but not with us
It's always possible that people are around not directly related to CB. We should at least ask that they wear some kind of badge/identification.
A good use case for the orga channel, we should have flagged this case.
food/drink
The catering with Knoffi went quite well. There was some confusion about vegan/not-vegan, but for most dishes it was clear.
We are offering a lot of sugary stuff, the breadrolls worked well, if you offer spreads then people will eat them, so maybe we don't need muffins for breakfast.
We also don't need 200 euro worth of cupcakes. A smaller amount of small cupcakes would be better.
Maybe something extra for daytime snacking?
We'll let the food working group handle it further.
photo
There are pros and cons to our current system but all in all it works, so we'll keep it until further notice.
childcare
Good that we went through the process. We now know where to go, the people seemed professional. They also weren't upset when we cancelled very last minute.
It would be good to let people confirm childcare a week beforehand.
door phone
The phone should be fine, we just need to be more conscious about it so it's not neglected.
Would be good to know beforehand who will be the door person, and brief them.
Maybe have a backup like a twitter account with actual notifications enabled.