2nd Organizational Meeting

[scatcher125]

UPDATE: Meeting #2 will be on Friday, May 3rd at 6:00 pm Venue: Vancouver Prostate Centre

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Hey everyone! Here's the doodle poll for our next meeting. Also put up the minutes for last meeting (do let me know if I missed anything). Feel free to comment discussion items for next meeting and I will update this post to reflect them. Thanks!

Pick a date: https://doodle.com/poll/rsb4489cxtpup2gd Minutes: mtg1.pdf

Discussion items for Meeting#2:

• Team lead applications rollout
• Dates coordination possibility with IEEE BioViz (http://biovis.net/2019/ieeevis/)
• Social media strategy:
  • FB page
  • IG
  • Others?
  • Aris' doc on TL here
  • Mailchimp is tested and seem to work with SFU and Gmail servers
• Email from instructor from Emily Carr about mentoring possiblity

Minutes

Date

• BioViz - Oct 24th
  • possibly have a team where they can work on a BioViz idea prior to the deadline, they can submit to hackseq but also to the competition
  • Baraa to meet with Ana monday
  • Oct. 18-20th benefits us for possibly finding more people to participate/lead?
  • first Oct. weekend?

Team Leads

Aris & Alex - discussion with Baraa about TLs

• need to finalize dates
• possibly those who want to lead but no idea or opposite
  • think about having orphan idea submissions
  • have an orphan idea github pages - for people who come up with ideas to detail them and talk to potential team leaders about details -> similar application/interview process of TL applications from last year
  • TLs - should be there all 3 days, main responsibility to lead
• locate list for those to reach out for to recruit ideas (PIs etc)
  • co-leads
• Vote - have "ideas based" application where people fill in TL application but at the end can choose to lead the idea or willing to give the idea to a "project orphanage" for adoption
• have rolling interviews for both ideas and leaders
• 2 deadlines - one for leaderless ideas and one for general TL apps
  • 31st as deadline for ideas
  • 2 week possible push for deadline
  • Mid june - TL without ideas open
  • close everything at end of June
  • use July to put together last interviews
• need to prep questions now for interviewing ideas + TLs
• Sasha and Jenny to follow up with E. Carr mentor

  Marketing

• IG/FB
• social media engagement throughout the year
• start soon as possible? or start next year?
• person responsible: Reva/Saber/Noushin (FB/IG/Twitter/Reddit)
  • to divvy up

[SaberHQ]

Hi everyone,

I would like to apologize to everyone for not being able to attend the first two meetings. I am planning to attend the rest of them though. We can talk about possible duties that I can take during this 2nd meeting.

Hope to see you all, Saber.

[scatcher125]

Hey everyone! It looks like most people have filled in the doodle. I'll finalize and update the next meeting date/time near Friday. Hope this gives everyone enough time to fill in their availability :). @baraaorabi Are you still able to book the venue once we have a time?

[scatcher125]

Update: Meeting 2 will be on Friday, May 3rd at 6:00 pm. Is anyone able to book the meeting venue?

[baraaorabi]

Sorry for the late response! I booked us a room at Vancouver Prostate Centre at 6pm on 3rd of May

[baraaorabi]

Hey @arisgrout, I am not entirely sure, but I think you were gonna lead on the Team Lead Applications. If you wish, we can meet sometime soon to finalize how we will do the applications before our 2nd meeting. What you think?

[arisgrout]

Hey @baraaorabi agreed! Thanks for the follow-up! I'll open a spreadsheet for listing prospective leads today. I did a little application revamp over the weekend! Thoughts? https://docs.google.com/forms/d/1zHs_dGTSYF28vCZZr1oXH5wtdbo29QtfkdlPYD0O9sU/edit?usp=drivesdk

[klgray25]

Hi @arisgrout. I made one small change: In section 4, if the user selected "No" for mentoring it took them to the end of the form, but I think it should route to section 6. Aside from that, it looks great! Really well-organized and thorough. Make sure you do a test response before distributing it and also make sure that it is clear that the user needs to select "Submit" on the final page, as I don't think google forms has the option to send a confirmation email.

[arisgrout]

@klgray25, great find! Thanks for the help. Hopefully we'll set the hackseq dates soon, so we can launch!

@baraaorabi I'm hoping to have the team lead stuff prepared for the weekend of May 3rd, but won't be able to make the meeting myself. Can you meet this on Saturday sometime to chat campaign/timeline? Maybe @SweetiePi if he'd like to join too? Can be virtual or coffee shop.

[baraaorabi]

@arisgrout Sat sounds good. I think in person would be better. I prefer somewhere around Comm/Broad or in downtown but I am flexible. I'll text you on FB to setup

[alexsweeten]

@arisgrout @baraaorabi Saturday morning or afternoon would work for me as well :)

Unfortunately won't be able to attend the meeting on May 3rd :(

[alexsweeten]

[Unrelated] I'm giving an un-distinguished lecture today at UBC, 5:15pm in ICICS x836. If you're at UBC today then please come :)

[oganm]

What's it about? The schedule seems stuck at April 12

[alexsweeten]

@oganm It was on the history of SFU and it's rivalry with UBC. Slides are here if interested.

[baraaorabi]

@SweetiePi looked at the slides, they look awesome!!! Hope made a blast!

[baraaorabi]

@hackseq/hs19_organizers: Reminder that we are meeting tomorrow 6pm at Vancouver Prostate Centre

[baraaorabi]

Final reminder that we are meeting today at 6pm at VPC. The address is: 2635 Laurel St, Vancouver, BC V5Z 1M9

I will be outside at 5:55pm to get you inside.

[kfgibson]

Hi all,

I am feeling quite under the weather today so I won't be able to make it to the meeting. Sorry!

[arisgrout]

Hi all, update on my-part. Sorry I can't be there today. Best, https://docs.google.com/document/d/1dNSviD_EqABQXPO6Rpb9pe8jUJ9InIH2R6Rn-HZWN6M/edit?usp=sharing&authuser=0

[scatcher125]

I'm sorry I might run a few minutes late! I am coming from Victoria, and the 17 I'm on has some issue. I'm about 1 stop away.

[alexsweeten]

Quick update, I made an instagram account. All organizers can access it, feel free to add to the following list.

[smaslova]

I'll be there in 10, sorry for being late!

Which entrance is it?

On Fri, May 3, 2019, 6:00 PM Alex Sweeten, notifications@github.com wrote:

Quick update, I made an instagram account https://www.instagram.com/hackseq/. All organizers can access it, feel free to add to the following list.

— You are receiving this because you are on a team that was mentioned. Reply to this email directly, view it on GitHub https://github.com/hackseq/hackseq19/issues/6#issuecomment-489280075, or mute the thread https://github.com/notifications/unsubscribe-auth/AHYSH6YSOCOOFW24VKHG4CTPTTN3XANCNFSM4HEUJGGQ .

[klgray25]

Message when you arrive and I'll let Baraa know to come let you in

[smaslova]

Downstairs! Sorry I don't have your number saved.

On Fri, May 3, 2019, 6:12 PM klgray25, notifications@github.com wrote:

Message when you arrive and I'll let Baraa know to come let you in

— You are receiving this because you are on a team that was mentioned. Reply to this email directly, view it on GitHub https://github.com/hackseq/hackseq19/issues/6#issuecomment-489280985, or mute the thread https://github.com/notifications/unsubscribe-auth/AHYSH62DJFUILSDSQ7AGFIDPTTPGBANCNFSM4HEUJGGQ .