First Org Meeting

[ababaian]

Hey @hackseq/steering_committee_2016 @hackseq/steering_committee @hackseq/hs18_org @hackseq/hs19_organizers ,

With hackseq19 done and successful, time to plan for hackseqRNA. In brief, we are teaming up with the RNA Society and the Vancouver 2020 conference which is bringing 1000s of world-class RNA biologists to Vancouver. There is a great bioinformatics community there, so we will aim to bring international and local talent together.

Please fill out the poll here. Add any ideas or discussion points below. Join the organization team here

Tentative Dates May 22 - 24, 2020

Agenda

• Introductions

Organizational

• [x] Initiate Organizing Committee / Roles

Logistics

• [ ] Find / Scout a location

• LSI Atrium is likely unavailable

• Consider conference centre downtown where RNA Society Meeting is taking place

• SFU Harbour Centre

• UBC Robson Square

• Four Seasons or another hotel atrium

• [x] Discuss Format Guidelines

• 3 Days, possibly include later work hours if we secure another venue

Team Leader

• [ ] Create an updated webpage/document on 'Why you should run a project', 'What is the scope of a project', 'FAQ for team leaders'.
• [ ] Create a list of RNA team leaders to head-hunt, scout out people who will know and/or can suggest team leaders.

Funding

• [ ] Update funding schemes
• [ ] Create new 'Sponsor Info Document' to make an 'infographic' of what they get / what we're about.
• [ ] Developing World travel fund ( taken up from Kristen / Adriana )

Minutes

Roles

• Justin -Sponsor/financing
  • 2 others one to research, one for contacting
• Alex and Emre
  • Team Lead hunting
• Artem
  • webmaster
• Emre - Tech

Funding

• new sponsorship package
• what is most important thing they want
  • interested in table
  • industry lunch
• old sponsors - higher tier for both
• American sponsors
• aim to get industries to run a project
• [x] Justin to start an issue

Website

• edit for scope of project
• what is a hackathon
• what is the outcome
• FAQ - how to be a TL, participant, Sponsor etc
• publications coming out of hackseq
• something personal

Location

• deadline: Dec. 10th
• possibly a hotel
  • atrium
  • possibility for hours to go longer
• [x] Justin - SFU harbour centre
• [x] Jenny
  • UBC at Robson Square
  • Hotel logistics
• internet connection set-up
• Artem - to get Jenny into contact with RNA contact

Format

• aiming for ~ 80 people, 10 teams (88 people + organizers)
• target Post Docs, Grad students, Scientists - less undergrad
  • want more experienced people
  • what experience can you demonstrate
• RNA based projects

TL recruitment

• headhunt big labs that are going/in Vancouver
• make spreadsheet
• [ ] Artem to upload abstracts from last year
• [ ] Emre to start looking at potential TLs
• want 2-3 lead by industry - recruitment opportunity for bioinformatics
• explain what a project is like, the scope, publications
• ad for RNA society - Dec. 19th

Participants

• potentially charge ($100, $50?)

Misc

• developing world fund proposal to bring to RNA Society
• Emre to contact Orca for computing
• RNAseq for professors workshop
  • how much expertise would be needed

Recruitment

• Logistics (2) - food, location, random go gets
• Sponsorship (2)
• Participant applications (2)
• Volunteers
• [x] Artem to send it out
• [x] Jenny to write roles out

[emreerhan]

Not sure how much time I can commit yet but very interested in helping organize! At minimum, you can count on me to organize compute resources with the GSC.

[ababaian]

Also if you know someone you think would be a good fit, send them the link : )

[jenjaelin]

As I said in person, I'm happy to help until I have to move away :)

[klgray25]

I won't be able to help out next year :(

It seems like there were a lot of people who said they would be available in the exit survey from hackseq19. Also a great many unusual comments in the free-form text box, including hang-over advice, several recipes (as requested), and observations about the granola bars.

[NoushinN]

I'll be happy to join online and do remote assistance (e.g. social media, etc). Loving the topic and would be interested in joining, co-leading, or leading a team

[sjackman]

Check in with 10x Genomics to see if they'd be interested in sponsoring. You can e-mail me, and I can put you in touch with the right person.

[ababaian]

We'll go with Wednesday Nov 27th at 6pm with the first meeting.

[jenjaelin]

Hey Artem... any chance we could meet earlier in the day or tomorrow? Idk about everyone else, but I'm going to have a real difficult time getting home after the meeting without transit Wednesday :x

On Sun, Nov 17, 2019 at 1:50 PM Artem Babaian notifications@github.com wrote:

We'll go with Wednesday Nov 27th at 6pm with the first meeting.

— 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/hackseqRNA/issues/1?email_source=notifications&email_token=AI4UYOZ6TADGQOFW436SSA3QUG4AVA5CNFSM4JMHJD2KYY3PNVWWK3TUL52HS4DFVREXG43VMVBW63LNMVXHJKTDN5WW2ZLOORPWSZGOEEIXCPQ#issuecomment-554791230, or unsubscribe https://github.com/notifications/unsubscribe-auth/AI4UYO6AISEBRJP4WAKI2EDQUG4AVANCNFSM4JMHJD2A .

[emreerhan]

Oh great point Jen. I can't make it to the meeting if the transit strike happens.

[lfunderburk]

Maybe we can setup an online meeting?

[lfunderburk]

We can use GoTo Meeting, Google Hang outs or Zoom. If people are open, I'd set it up and send a link to the meeting.

[ababaian]

If @emreerhan / @NoushinN can do Tuesday that would work. If not we can fall back to online meeting for those who can't make it given a transit strike. I would prefer not to use online meetings just so we can have an easier discussion but we'll have to be flexible with the transit strike.

[emreerhan]

Is Tuesday tomorrow? If so, I can do tomorrow at 6pm.

[NoushinN]

unfortunately, I can only make the online meeting..can follow up on proceeding notes if joining online isn't an option

[ababaian]

Let's do tomorrow, I'll send an email out in a bit.

[bfjia]

If it's tomorrow(Tues), can we do 5pm?

-------- Original message -------- From: Artem Babaian notifications@github.com Date: 2019-11-25 17:49 (GMT-08:00) To: hackseq/hackseqRNA hackseqRNA@noreply.github.com Cc: Justin Jia justin_jia2006+git@hotmail.com, Team mention team_mention@noreply.github.com Subject: Re: [hackseq/hackseqRNA] First Org Meeting (#1)

Let's do tomorrow, I'll send an email out in a bit.

— You are receiving this because you are on a team that was mentioned. Reply to this email directly, view it on GitHubhttps://eur03.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Fhackseq%2FhackseqRNA%2Fissues%2F1%3Femail_source%3Dnotifications%26email_token%3DABQMASSVPM6QH7Y6KJBSX23QVR6BXA5CNFSM4JMHJD2KYY3PNVWWK3TUL52HS4DFVREXG43VMVBW63LNMVXHJKTDN5WW2ZLOORPWSZGOEFENMUI%23issuecomment-558421585&data=02%7C01%7C%7C59f9cda426f446e5d43f08d77212d8d7%7C84df9e7fe9f640afb435aaaaaaaaaaaa%7C1%7C0%7C637103297577465438&sdata=N4O1fOQVMJIksFggrs%2FPfZIaJ%2Fa9qoAXntBqbj0LCA4%3D&reserved=0, or unsubscribehttps://eur03.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Fnotifications%2Funsubscribe-auth%2FABQMASRSILHMET6WPZETHBTQVR6BXANCNFSM4JMHJD2A&data=02%7C01%7C%7C59f9cda426f446e5d43f08d77212d8d7%7C84df9e7fe9f640afb435aaaaaaaaaaaa%7C1%7C0%7C637103297577475443&sdata=z8t%2FEZHN0k8%2BuDuZjbZHIinJJhGePifwvb1jwOGD%2BTI%3D&reserved=0.

[ababaian]

Email in case i missed you

Hey gang,

Time to get this ball rolling for the the creme-de-la-creme of hackseq! This is a fantastic opportunity to raise the international profile of hackseq, secure long-term levels of funding and spread the wings of our little hackathon collective. I'd also like to have a brief discussion afterwards about doing more to formalize hackseq as it's own institution and how we can help ensure long-term success.

We're meeting tomorrow, Tuesday Novermber 26th at 5:30 pm at the CRC. I look forward to meeting you all tomorrow.

We've moved the date up as per the issue discussion in case of transit strike. (https://github.com/hackseq/hackseqRNA/issues/1). I added a few people just in case you can make it and/or keep an eye on the issues to pop in expert feedback ;)

I'm stoked, let's make this exceptional!

[jenjaelin]

Wrote out a quick point form blurb of roles we're potentially still missing. I'm happy to take general coordinatior unless someone else wants to do it. Feel free to add to this if I missed something, otherwise, @ababaian I think you can send out the email

Roles still needed (number of organizers):

Logistics (2)

• nourishment coordinator

  • keeping track of attendee numbers, dietary restrictions
  • organizing coffee, snacks, meals
  • coordinating with venue and deliveries as needed
  • organize social (?)

• General Coordinator

  • supplies (pens, paper, power bars, signs, directions etc)
  • signs, posters etc for day of
  • scheduling (for event and other organizers)
  • in charge of making sure that day runs smoothly and everything is done on time/at the time

Sponsorship (2) - working under/with Justin

• Sponsorship liaison

  • researching/contacting potential sponsors

• Treasurer

  • keep track of sponsorships as they come in
  • manage budget

Participant applications (2)

• organize and send out forms and applications to participants
• lead participant sorting post applications
• point of contact for participants with questions

[itsDagu]

I'd be happy to help with Sponsorship again!

[bfjia]

@itsDagu thanks for your interest. would you be willing to spearhead sponsorship for hackseqRNA?

[NoushinN]

Thanks for the notes @jenjaelin Happy to take up the participant applications role along with someone else, I believe this is a task that can be done remotely and I could travel to meet if need be.

[NoushinN]

Email in case i missed you

Hey gang, Time to get this ball rolling for the the creme-de-la-creme of hackseq! This is a fantastic opportunity to raise the international profile of hackseq, secure long-term levels of funding and spread the wings of our little hackathon collective. I'd also like to have a brief discussion afterwards about doing more to formalize hackseq as it's own institution and how we can help ensure long-term success. We're meeting tomorrow, Tuesday Novermber 26th at 5:30 pm at the CRC. I look forward to meeting you all tomorrow. We've moved the date up as per the issue discussion in case of transit strike. (#1). I added a few people just in case you can make it and/or keep an eye on the issues to pop in expert feedback ;) I'm stoked, let's make this exceptional!

loving the logo! are we still generally operating under hackseq? same email/social median handles?

[ababaian]

Same everything, yeah. I'm working on a make-over for Twitter/ Website to rebrand for this event.

[sjackman]

@itsDagu Check in with 10x Genomics to see if they'd be interested in sponsoring. You can e-mail me, and I can put you in touch with the right person.