Core Team Meeting III — agenda

[plexus]

I'm gathering thoughts here, feel free to edit and/or comment.

Follow up from last meeting

• Phrasing of target audience
  Wrap up https://github.com/clojurebridge-berlin/clojurebridge-berlin.github.io/pull/22 so we can get that onto the site.
• 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

  Action items

to be assigned

• prepare coaches training — Arne/Franziska
  • pick coaches and invite them
  • host/mc
  • edit and send out reminder emails (template)
  • email Brandon about accessible toilets
• order cupcakes — Nicola
• order breakfast — Nicola
• make reservation for afterparty
• plan/schedule/write lifecycle emails — Arne will start on this and try to divide the work
• resolve/merge the "phrasing" PR https://github.com/clojurebridge-berlin/clojurebridge-berlin.github.io/pull/22 — Malwine
• Order language stickers on nametags (so people can add them on the day)
• Sort out lanyards for orga team

[Malwine]

Point of discussion:

• What do we do with the old data that we have? We should not keep personal data of people.

[socksy]

Minutes

• Contact the volunteers, probably for the day
  • Brandon is a coach
  • Tamara and Silvia haven't signed up, we should message them directly
• Phrasing of target audience
  • Action item to finish https://github.com/clojurebridge-berlin/clojurebridge-berlin.github.io/pull/22
• Food
  • Main Food for the event
  • 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)
• Nametags
  • Language stickers on nametags
  • Lanyards for orga team