13th Organizational Meeting - Last Minute Things

[jenjaelin]

TO DO:

Everyone:

• [ ] Sign up on To Do list

• [ ] add your phone number to the private repo home page

• [ ] add yourself to hackseq slack

Individuals:

Jenny

• [x] create team sitting chart and bring (or send to someone) before 8:30 on Friday
• [ ] bring team lead t-shirts on Friday
• [ ] print other things on to-do list

Baraa

• [ ] Create document with announcements to be made during (especially Friday morning)
• [ ] create voting form/exit poll for Sunday
• [ ] put in Amazon order for extension cords

Justin

• [ ] figure out how to set up AWS account so teams don't interfere with each other
• [ ] additional team leads to add to AWS (ask Baraa?)
• [ ] buy perishable food for Saturday/Sunday
• [ ] buy + bring stationary

Kristen

• [ ] create speed dating setup for Sunday
• [ ] purchase food

Emre

• [x] confirm github workshop
• [x] confirm ORCA setup
• [ ] make sure data is uploaded to ORCA prior to event

Alex

• [x] send out Haiku contest info before the event
• [x] bring cowbell to event

Aris

• [ ] finalize teams with last minute additions

Sasha

• [ ] send out doodle for debrief meeting (second/third week of November)
• [ ] bringing food + tshirts to event

Minutes

• haiku contest, launch ahead of time, twitter only to count easier -Alex
• Doc for schedule of announcements - Baraa will start it -Friday:

1. haiku contest
2. Deliverables
3. Github workshop

• AWS support:

  1. Add Sean to AWS account, Baraa will post on github
  2. Look into AWS setup to make sure credits are distributed evenly/work does not get interrupted

• ORCA needs to be set up still

• Lucia needs to upload data ahead of time

• Atrium layout:

  1. 6 tables
  2. ~30 extra chairs in classroom
  3. Outlets: 1 table needs extension cords 3+ meters, Baraa ordering from amazon

• Trumpet? Alex brings a cowbell

• Justin buying yogurt for Sat/Sun, Sasha bringing yogurt on Friday

• Make exit poll form during the event

• Adding it to voting at the end? Or separate?

• Check with Jen if she has seating chart

Debrief meeting timing: second half of november; Sasha to send out doodle

Agenda

• check last year's notes for anything I missed and also here

  Computing resources

• Add requesting TL's to AWS (check emails)
• Review git repos

logistics

• exchange phone numbers/add to private github
• food orders?
  • lunch
  • grocery delivery (save on)
• check To Do + Shopping list
  • everyone have a job/know what's going on?

Day of

• when to meet
• meeting once event started (go over any issues/problems)?
  • last year was ~11am Friday
• hackseq19 slack channel?

  Post Hackathon

• Set Debrief Meeting
• Post hackseq team party/dinner/pow-wow

[jenjaelin]

Heya! I can't make it today but I made up a list of things that I thought should be covered. Please add.

Also assign me to things if needed :) See y'all bright and early on Friday :)

[baraaorabi]

Thanks Jen! Cya all @ 6 this evening

On Tue, Oct 15, 2019, 11:10 AM jenjaelin notifications@github.com wrote:

Heya! I can't make it today but I made up a list of things that I thought should be covered. Please add.

Also assign me to things if needed :) See y'all bright and early on Friday :)

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[oganm]

which building?

[emreerhan]

Are we at the VPC @baraaorabi ?

Btw, talked to labops at the GSC. We can probably store swag at the GSC's storage centre on Terminal Ave. Will bring it up during the meeting today.

[baraaorabi]

@oganm @emreerhan Yep, @ VPC today

I already commented, but sending out from my email isn't working for some reason.

[bencardoen]

Sorry, I can't make it tonight

[smaslova]

@hackseq/hs19_organizers Minutes and to-do list are up! Look it over to make sure I didn't miss anything. 3 days to go!

[jenjaelin]

@baraaorabi what's the current layout (chairs per table) in the LSI?

[baraaorabi]

6 long tables. Didn't count the chairs, but there are 50+ chairs in the classroom to use

On Wed, Oct 16, 2019 at 11:31 AM jenjaelin notifications@github.com wrote:

@baraaorabi https://github.com/baraaorabi what's the current layout (chairs per table) in the LSI?

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[baraaorabi]

Jen, r u making the seating chart?

On Wed, Oct 16, 2019 at 11:34 AM Baraa Orabi baraaorabi@gmail.com wrote:

6 long tables. Didn't count the chairs, but there are 50+ chairs in the classroom to use

On Wed, Oct 16, 2019 at 11:31 AM jenjaelin notifications@github.com wrote:

@baraaorabi https://github.com/baraaorabi what's the current layout (chairs per table) in the LSI?

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[baraaorabi]

@klgray25 I'm writing announcements here

[baraaorabi]

@emreerhan can u add missing ORCA details here too?

[jenjaelin]

Yah I’ll have it for Friday morning, if not by tomorrow afternoon

On Oct 16, 2019, at 19:04, baraaorabi notifications@github.com wrote:

Jen, r u making the seating chart?

On Wed, Oct 16, 2019 at 11:34 AM Baraa Orabi baraaorabi@gmail.com wrote:

6 long tables. Didn't count the chairs, but there are 50+ chairs in the classroom to use

On Wed, Oct 16, 2019 at 11:31 AM jenjaelin notifications@github.com wrote:

@baraaorabi https://github.com/baraaorabi what's the current layout (chairs per table) in the LSI?

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[jenjaelin]

I did the attendance sheet as 1 total one rather than one per team... mostly cuz it looks super awkward when there's only 2-3 people on it :P I figure people can come sign in with us before they go see their team?

[baraaorabi]

Hmm maybe join each table of the six in one paper?

On Thu, Oct 17, 2019 at 2:55 PM jenjaelin notifications@github.com wrote:

I did the attendance sheet as 1 total one rather than one per team... mostly cuz it looks super awkward when there's only 2-3 people on it :P I figure people can come sign in with us before they go see their team?

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[jenjaelin]

sure

@arisgrout what team is Almas Khan on? I have him on 2 separate ones...

[jenjaelin]

Done

Jennifer Lin

On Oct 17, 2019, at 14:57, baraaorabi notifications@github.com wrote:

Hmm maybe join each table of the six in one paper?

On Thu, Oct 17, 2019 at 2:55 PM jenjaelin notifications@github.com wrote:

I did the attendance sheet as 1 total one rather than one per team... mostly cuz it looks super awkward when there's only 2-3 people on it :P I figure people can come sign in with us before they go see their team?

— You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub https://github.com/hackseq/hackseq19/issues/26?email_source=notifications&email_token=ABP6AOMMWNJ3RQG6EZNVBATQPDNNHA5CNFSM4JBAB7Y2YY3PNVWWK3TUL52HS4DFVREXG43VMVBW63LNMVXHJKTDN5WW2ZLOORPWSZGOEBRUVNA#issuecomment-543378100, or unsubscribe https://github.com/notifications/unsubscribe-auth/ABP6AOMSBM5SWN57KK6WESDQPDNNHANCNFSM4JBAB7YQ .

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