Workshop-Tasks

Semi-Comprehensive List of Tasks Associated with Running a Successful Workshop (please add as you see fit!)

Goal:

Provide a cohesive and well-structured learning experience for workshop attendees and learn from eachother and have fun! (helps to have cooperation, and ability to work-ahead to share with group)

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First Steps

• Understand submission timelines
• Understand 'manpower' needed to execute concept
• Have enough lead time to put together a good plan
• Understand size of audience
• Make new repo if needed
• Order swag if needed

Develop Proposal

• Ideate
• Source Collaborators
• Write draft
• Review Draft
• Submit (may require membership)

Plan and produce Raw Content

• Ideate
• Assign roles
• Cooperatively set expectations and standards
  • make plan to help, upskill as needed
  • make sure have the tools, resources, skills needed
• Establish touch points (when group will check in)
• Establish 'where to work'and how to communicate questions
• Develop content
• Testing
• Peer review

Event Preparation

• Dry run as a group (2-3 weeks out)
• Finalize agenda: This includes presenters, timing, breaks etc.
• Make sure needed packages are in 2i2c image/ everything runs as should
• Use Jamboard for day of notes/questions/thoughts
  • organize to mirror agenda
  • can have page to coordinate dinner
• Populate Website Template with Contents
• Test Website is working as expected
• Test live translation app in zoom so can have bilingual content

Logistical support

• Plan use of 2i2c compute resources
• Plan access/login to 2i2c resources
• Workshop Promotion: Social Media / Newsletter
• Communicate with participants in advance of workshop:Include prerequisites (earthdatalogin, github), resources, survey
• Plan how to handle questions:
  • Jamboard (easy to capture for later)
  • will people be available in the room as questions arise?
• Communicate with participants following workshop: Compile workshop resources, Encourage future engagement, upcoming events

Day of

• Explicitly build time into begining of meeting to foster connection (name, where live, something fun about yourself)
• Cultivate sense of well-being and safety (build trust)
• Be kind and intellectually generous
• Consider explicity discussing code of conduct and land acknowledgement
• Execute plan as team; be prepared to adapt as circumstances require
• Virtual
  • Log into platform 10-15 minutes in advance to check audio quality and ability to screen share
• In person
  • Bring full range of cords/ adapters that could be needed
  • Consider bringing an extra laptop
  • Get to venue early to ensure necessary resources are present (for example plugs); If necessary resources are not present, source them

Final Steps

• (a week later) Follow up with attendees
  • Thank for participation
  • Compile content in email with links
  • Keep door open for questions, contact, and future events
• Reflect on the event as a group
• Make a list of things that were challenging and things that went really well
• What can/ be adjusted for next time?
• New Ideas?