Organizational Meeting #3

[ababaian]

Hello @hackseq/hackseqrna_org,

Let's get an organizational meeting going for this week. I thought I opened this issue last week but must have not clicked submit, so pardon the late notice.

Meeting is set for Thursday 5pm at BCCRC

Tentative Agenda

(Jen can you go through and update tasks?)

Applications are open!

• [x] hsRNA webpage is online. Applications are live.
• [x] Updated Team Leader Page
• [x] Updated Participant Page
• [x] Reddit thread live
• [x] Poster sent out to RNA Society Newsletter

Mail list email

• [x] Email to hackseq mailling list re: hsRNA
• Last time the email was sent to 'spam' folder in all my emails. How can we avoid this via mailchimp?
• Encourage team leader applications specifically
• Add section to recruit organizers

Headhunting

Sponsorships

• [x] Updated Sponsorship Page
• [ ] Draft template email for new and returning sponsors
• [ ] Affiliation with a program like IOGS or bioinformatics

Venue

• [ ] Have an update on the cost of venue
• [ ] Extending room blocks
• [ ] booking more rooms for hackathon

Minutes

Applications

• Applications are now live -- rolling applications for participants -- give overall priority for early applications
• First round will close Feb. 28th
• Current Count: 9 apps, 0 projects
• Main goal: More project applications [ Aim is 10 ]

Sponsorship

• Justin + Steven to talk tomorrow more about this
• Ideas -- 10x genomics -- uber + lyft --- possibly getting them to sponsor some coupons/vouchers(?) ---- Jenny to ask around for contacts -- MLH -- Local tech companies? --- virogin --- ABM --- Context genomics

RNA society

• retweeting them
• put this on itinerary for their next meeting
• ask for travel grant
  • 2x 1k for conference + event
• winning team to possibly present work at the computational talk at the conference

Mail-list / Poster Promotion

• [ ] Jenny to make a common spreadsheet for tracking where we've contacted
• [x] Create a second full-page poster for advertising hackeq (Alex)

ideas

• [x] MedGen
• [ ] omics groups
• [ ] ecoscope
• [ ] stemcell network
• [ ] science in the city
• [ ] r ladies
• [ ] scwist
• [ ] vanbug
• [ ] Genome Science centre
• [x] CRC/GrasPods
• [ ] BCCHRI (?)
• [ ] UBC/SFU bioinformatics - Alex
• [ ] Canada bioinformatics network
• [x] Epigenetics Journal Club, UBC

RNA Research Institutes

• [x] Boulder Colorado
• [x] Cambridge Medicine
• [x] Berlin Mol-Bio Institute
• [x] RNA Institute - Lethbridge
• [ ] UCSC RNA mailing list

TODO (ASAP)

• [x] Artem to put Jenny in contact with room booking
• [x] Send out recruitment mail to hs mailing list (Alex)
• [x] Prepare draft template + media for email to give to other mailing lists to forwards (Alex/Artem)
• [ ] Read over the hackseq website FAQ / and new info pages to provide notes (everyone)
• [ ] Provide feedback on new sponsorship page ( Justin + David + Stephen )
• [ ] Update the head-hunting spreadsheet, begin to send out emails ( Emre + Alex )

TODO (not ASAP)

• [ ] Create a hackseq-organizer repository and copy info from hs18 wiki into here.
• [ ] Begin to population hackseq-organizer repo with relavant information to help others organize a hackathon.

[emreerhan]

Reddit thread up! https://www.reddit.com/r/bioinformatics/comments/euw78w/hackseqrna_an_rnathemed_bioinformatics_hackathon/

[ababaian]

@imasianxd + @zsteve can you fill out the poll?

[bfjia]

Just did. My bad

[jenjaelin]

@ababaian for some reason I'm not getting notifications recently for github :P what tasks would you like me to update?

[ababaian]

@jenjaelin Can you go through the open issues, close them out if needed and move all the tasks to do here into one place?

[ababaian]

@jenjaelin Not sure what's up with the notifications. I don't use github notifications (I just check the site regularly) so I can't help. You're part of the organization so you should have been tagged in theory.

@hackseq/hackseqrna_org meeting time set for Thursday 5pm.

@itsDagu @zsteve can you confirm if you can make this time? It would be good to get all hands on deck and lay out the plan for the next few months.

[itsDagu]

@ababaian Sorry, I don't think I can make this one in person, my classes finish at 5pm on Thursdays. I will try my best to join via Skype if it is available.

[emreerhan]

@jenjaelin are you watching the repo? You can check at the top of the page where you see an eyeball icon.

[emreerhan]

@ababaian can we get the RNA Society to help advertise via RT's and an email to the mailing list?

[ababaian]

@emreerhan Yeah. We need to draft a clean recruiting email draft. Something like attached poster perhaps and then we can BLAST it across all the mailing lists. If you can get a draft ready we can finalize it at the meeting.

We also have the old game-boy poster we can re-use. I always liked that one :)

hsRNA_poster.pdf

[ababaian]

@schutzekatze, I don't have the RNA18 abstract book but I have one from a Canadian meeting RiboWest in 2017. It's on the hackseq google drive under "/Teams/hsRNA_teams/"

Ask Emre how to gain access.

[bfjia]

@jenjaelin did you find contacts for uber/lyft?

[jenjaelin]

got one for Lyft, but not Uber. Will send :)

On Fri, Jan 31, 2020 at 10:57 AM Justin Jia notifications@github.com wrote:

@jenjaelin https://github.com/jenjaelin did you find contacts for uber/lyft?

— You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub https://github.com/hackseq/hackseqRNA/issues/13?email_source=notifications&email_token=AI4UYO7ZXMS5AT466LAYIT3RARYC5A5CNFSM4KL2R5I2YY3PNVWWK3TUL52HS4DFVREXG43VMVBW63LNMVXHJKTDN5WW2ZLOORPWSZGOEKPUXRI#issuecomment-580864965, or unsubscribe https://github.com/notifications/unsubscribe-auth/AI4UYOZRX2CHSXRPOX3JQELRARYC5ANCNFSM4KL2R5IQ .

[ababaian]

@SweetiePi Hows the email coming together? I mentioned yesterday but not sure if we confirmed, how about a second poster design based on a refined "RNA" theme of the gameboy poster previously?

[alexsweeten]

@ababaian It's coming together :). I'll send a draft by tonight, I think Monday morning is the best time to send it out.

[alexsweeten]

Sent a test email out to hackseq@gmail.com and it seems to have been sent to our spam folder :(

I'll make some modifications today to try and avoid this.

[ababaian]

try making an alternative gmail account, "hackseq.collective" and use that as the sender. If it's new it could possibly avoid spam?

Edit: Can you also add a little bit at the end that we are recruiting organizers too

[ababaian]

@SweetiePi last one didn't go to my spam folder :) I think this might be a work-around then.

Did you register the "hackseq-collective@gmail.com" account for real, we should forward mail from there to the main hackseq account? I was in the process of registering "hackseq.collective@gmail.com" but a dash works too : )

[alexsweeten]

No I haven't registered it yet. Dash or dot should be fine.

[ababaian]

dot is registered : )

I think it will take a little bit of time to set up mail forwarding but it's there.

[alexsweeten]

Cool, unless you have any additions to the email I'll send it out!

[bfjia]

did we start sending out emails to the participants yet?

[ababaian]

The hackseq mailling list email has been sent. What email do you mean @imasianxd?

[bfjia]

participant invites to other maillists

[ababaian]

I've started sending it out via the Email Flyer to some mailing lists to get the ball rolling yes See Flyer