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code4sac / ndoch-2016

Waffle board and issue tracking for planning National Day of Civic Hacking 2016
https://waffle.io/code4sac/ndoch-2016
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Develop an Agenda #2

Closed roughani closed 8 years ago

roughani commented 8 years ago

Develop an Agenda

Your agenda will vary depending on the goal of your hackathon and it’s something that you should determine early on in your planning.

There’s a temptation to have hackathons become two day sprints with participants getting little to no sleep. However, if the goal of the hackathon is to develop prototypes versus fully working apps, you may not need really need to make a coffee run at 2 in the morning.

One Day Hackathon Example

Variations on this include having the talking portion of the event happen on a Friday night. (This is particularly helpful if you’re trying to have working prototypes by the end of the event.) This allows for a full day (or full two days) of hack time.

Two Day Hackshop Example

See The Hackshop Playbook for more information and resources.

Day One

Day Two

\ These are just general examples and in the course of running the event you may find yourself running a bit behind. We always assume that things are going to run over by about 15 mins and just prepare accordingly. (You can use the lunch hour to make up for time.)

joelrip commented 8 years ago

8:00am Event organizers arrive to help set up 8:30am Food/Coffee/Water arrives 9:00am Breakfast/nametags/mingle 9:30am Welcome from Joel (“Hi, welcome! Here’s the wifi password, the bathrooms are over there.”) 9:40am Mayor Johnson announces RAILS grants 9:50am Joel on PZ 9:55am SHRA 10:05am Christine Tien 10:15am Maria McGunigal 10:20am Joel on available tools and agenda for the day 10:30am Q & A (“Would this be helpful?” “How does this activity work?”) 10:45am Break out to form teams and hack! (If using Hackshop format for attendees, begin facilitation of Hackshop format alongside the attendee guide at http://hackshop.waffle.io) 12:00pm Lunch served 4:00pm Hacking ends, judging begins (if applicable) 4:30pm Project winners announced (If applicable)

roughani commented 8 years ago

@joelrip Eventbrite and Meetup have the event starting at 10am. So either the agenda or the event pages need to be updated accordingly.

joelrip commented 8 years ago

I know. I was hypothesizing an earlier start to allow for more coding time. Your thoughts welcome.

On Thursday, May 19, 2016, Ash Roughani notifications@github.com wrote:

@joelrip https://github.com/joelrip Eventbrite and Meetup have the event starting at 10am. So either the agenda or the event pages need to be updated accordingly.

— You are receiving this because you were mentioned. Reply to this email directly or view it on GitHub https://github.com/code4sac/ndoch-2016/issues/2#issuecomment-220469190

roughani commented 8 years ago

I'm fairly indifferent at this point, but I'm not sure it makes sense to change the official start time on the event pages. So maybe the best move is to add a high-level agenda to the event pages, send a reminder email to registrants, and clarify that check-in/breakfast/nametags/mingle begins at 9:30 with the event starting promptly at 10:00. In any case, I think more time for coding is better achieved by changing the end time. There's actually no extra time in this agenda given that the event pages specify 10-6.

If you can settle the timing issue for us, I'll take the lead on adding the challenge language + Ethos logo to the event pages and hitting the announce button on Meetup. We're 2 weeks out and really ought to hit the gas on marketing soon.

sactomaya commented 8 years ago

Will send initial email in the morning. Was hoping to hear from Christine Tien. Will pull the trigger and keep fingers crossed. On May 19, 2016 11:08 PM, "Ash Roughani" notifications@github.com wrote:

I'm fairly indifferent at this point, but I'm not sure it makes sense to change the official start time on the event pages. So maybe the best move is to add a high-level agenda to the event pages, send a reminder email to registrants, and clarify that check-in/breakfast/nametags/mingle begins at 9:30 with the event starting promptly at 10:00. In any case, I think more time for coding is better achieved by changing the end time. There's actually no extra time in this agenda given that the event pages specify 10-6.

If you can settle the timing issue for us, I'll take the lead on adding the challenge language + Ethos logo to the event pages and hitting the announce button on Meetup. We're 2 weeks out and really ought to hit the gas on marketing soon.

— You are receiving this because you are subscribed to this thread. Reply to this email directly or view it on GitHub https://github.com/code4sac/ndoch-2016/issues/2#issuecomment-220525093

joelrip commented 8 years ago

@roughani Fair enough. I was just drafting edits to the "one day hackathon example" in this issue, and hadn't bothered with the end time yet. Probably something like below then (obviously we share only high level agenda at this point as speakers are unconfirmed).

8:30am Event organizers arrive to help set up 9:00am Food/Coffee/Water arrives 9:30am Breakfast/nametags/mingle 10:00am Welcome from Joel (“Hi, welcome! Here’s the wifi password, the bathrooms are over there.”) 10:05am Mayor Johnson announces RAILS grants 10:15am SHRA on PZ 10:25am Christine Tien 10:35am Maria McGunigal 10:40am Joel on available tools and agenda for the rest of the day 10:50am Q & A (“Would this be helpful?” “How does this activity work?”) 11:00am Break out to form teams and hack! 12:00pm Lunch served 5:00pm Hacking ends, begin presentations/demos 5:30pm Judges deliberate 5:45pm Announce winners

But let's also advertise the Wednesday meetup as the opportunity for teams to form and learn more about the challenge. I'm talking to SHRA at noon today and will pitch them on being there for Hack Night. If not them, maybe we can wrangle the HUD rep who's coming to town (will learn more about them today). I'll change the meetup description now.

joelrip commented 8 years ago

@sactomaya We do need to send something out immediately if you haven't already, but don't advertise that people will be there if we haven't talked to them yet.

sactomaya commented 8 years ago

@joelrip @roughani I'm not finding the mailchimp login info.

joelrip commented 8 years ago

I've just added you to the Code for Sac Executive Team folder. All passwords are there. Use them wisely.

On Fri, May 20, 2016 at 11:42 AM Maya Wallace notifications@github.com wrote:

@joelrip https://github.com/joelrip @roughani https://github.com/roughani I'm not finding the mailchimp login info.

— You are receiving this because you were mentioned. Reply to this email directly or view it on GitHub https://github.com/code4sac/ndoch-2016/issues/2#issuecomment-220686867

joelrip commented 8 years ago

@roughani Looped you in on the convo with SHRA, so you can see what went on there today. Good involvement from them. Yes, please do update the event pages and announce as appropriate.

@sactomaya will send out an email blast as well.

roughani commented 8 years ago

I've changed the last part of the agenda as follows:

5:00pm Hacking ends, begin presentations/demos 5:30pm Judges deliberate 5:45pm Announce winners

roughani commented 8 years ago

If someone could announce the meetup on Monday morning, that would be ideal timing to continue the momentum. Also consider inviting friends to the Facebook event with an emphasis on a need for subject matter experts (to avoid the "I'm not a coder" reaction).

At this point, I will have very little bandwidth to promote via Code for Sac channels. Instead I'll be working the city angles internally. For example, there will be a blurb in the Mayor's next email newsletter. And I obviously can't be compensated for my time as a Code for Sac organizer, as that teeters on conflict of interest.

sactomaya commented 8 years ago

Just got done with the memorial service. I'll be pushing this for the rest of the time. We also enlisted the SHRA VISTAs' help.

Curious about media. Should I just talk to Ben? On May 20, 2016 4:58 PM, "Ash Roughani" notifications@github.com wrote:

If someone could announce the meetup on Monday morning, that would be ideal timing to continue the momentum. Also consider inviting friends to the Facebook event with an emphasis on a need for subject matter experts (to avoid the "I'm not a coder" reaction).

At this point, I will have very little bandwidth to promote via Code for Sac channels. Instead I'll be working the city angles internally. For example, there will be a blurb in the Mayor's next email newsletter. And I obviously can't be compensated for my time as a Code for Sac organizer, as that teeters on conflict of interest.

— You are receiving this because you were mentioned. Reply to this email directly or view it on GitHub https://github.com/code4sac/ndoch-2016/issues/2#issuecomment-220744587

sactomaya commented 8 years ago

Yo, Deb Marois is planning to come on Weds and Saturday - can speak to some of the PZ partners' needs based on UCD eval work

roughani commented 8 years ago

Is this where the final agenda lives? If not, please send me a link to the latest version.

joelrip commented 8 years ago

Final agenda:

Saturday, June 4 9:30am Coffee, attendee arrival 10:00am Welcome by Joel 10:03am Welcome by Brandon Weber 10:05am Announcement of City RAILS grants by Mayor Kevin Johnson 10:15am Quick orientation to the day's event by Joel 10:20am Discussion of Promise Zones by Tyrone Roderick-Williams 10:25am CHHS on CA challenges 10:30am Deb Marois on performance measurement and evaluation 10:35am Maria McGunigal on City open data 10:40am Joel on available data and tools 10:45am Q&A 11:00am Intros by members looking for teams, team formation, hacking! 5:00pm Presentations/demos by teams 5:45pm Judging (Maria McGunigal, Lynnette McRae, Deb Marois, Abhi Nemani) 6:00pm Prize awarded

roughani commented 8 years ago

Where should we slot Abhi in?

joelrip commented 8 years ago

I'm thinking right after MKJ? Transition from City's initiative, through the Innovation Office, to what we're doing today.