Food
For coaches training/installfest/lunch things are moving, Cate Lawrence will be our caterer again.
Any news on cupcakes/breakfast? (Nicola)
Afterparty
Conclusion last time: Prater Garten if the weather is nice, backup options are Kaschk or Volksbar. Do we stick with that or are there other ideas?
Who will make the reservation for the backup place?
New stuff to be discussed
Attendees
Status update + get ready to invite the first batch
Coaches
25 coaches signed up. Do we invite them all?
We need to start prepping the coaches training
invite/remind the coaches. Email needs some work but is largely reusable. (email template)
pick a host/MC
edit and study slide deck (-> needs to be more compact/condensed, host should know the material)
Email schedule
We'll be sending out a bunch of emails before and after the workshop. We can really make our lives easier by preparing those up-front.
Task: make a schedule of what to send to whom at what time, and write/update the corresponding email templates
Arne contacted caterer from last time, with vague terms
Cognitect troubles with not supporting paypal, but are now supporting wire transfers
Cate given carte blanche with 900€
Cupcakes and breakfast
Nicola said she'd do all this
Afterparty
Prater, no reservation, no more to be done
Attendees
Status
First batch sent out already
Already got a couple confirmations and rejections
Deadline for this batch is Friday
Julia and Ben doing second batch after Friday (and every other batch after)
Coaches
Choosing them
Want to contact the women first
Thinking about not inviting all, ~15 in total at first (better to have a 2:1 ratio than a 1:1 ratio)
Franks makes the point that if someone is invited to coach training it's not a good thing to then decline them
Malwine suggests having two mails, one for definitely coaching, one for "we would like to have you around"
Contact 20 people (assuming around 3/4 floating), assume a few will drop out
Already greenlighting some people on the coaches list
Redrafting (condensing and adding study material) Arne and Franziska
Email Schedule
Make a timeline for which mails to send when (as a Trello ticket?) Arne
In the timeline have link to email template for each point
Different people set to different sets of emails
Retrospective schedule
Ben has been noting when we did various things, in order to check
Data privacy (Germany and Google Forms is dubious)
It'd be nice to know who has been rejected/accepted before when making the decision, and maybe delete the rest of the data
However, we haven't done it, so this is academic, and it's also probably against the law just to have emails on record
TODO So we shall delete everything and just ask people when selecting next time
TODO We also forgot to ask people whether they want to be on the mailing list on the sign-up form, so we need to ask in the feedback form on the day whether they want to be on the mailing list
Childcare
Next time "Help with childcare" in the form?
Then we can have a talk with them, and see
This work shop, we'll ask with final information email
TODO But perhaps we should ask around for baby sitters now to see, because it might not be possible last minute (Julia and Franks already starting on this)
I'm gathering thoughts here, feel free to edit and/or comment.
Follow up from last meeting
Wrap up https://github.com/clojurebridge-berlin/clojurebridge-berlin.github.io/pull/22 so we can get that onto the site.
For coaches training/installfest/lunch things are moving, Cate Lawrence will be our caterer again.
Any news on cupcakes/breakfast? (Nicola)
Conclusion last time: Prater Garten if the weather is nice, backup options are Kaschk or Volksbar. Do we stick with that or are there other ideas?
Who will make the reservation for the backup place?
New stuff to be discussed
Status update + get ready to invite the first batch
25 coaches signed up. Do we invite them all?
We need to start prepping the coaches training
We'll be sending out a bunch of emails before and after the workshop. We can really make our lives easier by preparing those up-front.
Task: make a schedule of what to send to whom at what time, and write/update the corresponding email templates
Action items
to be assigned
make reservation for afterparty