---
# System prepended metadata

title: Sep 2022 workshop planning
tags: [Workshop-2022-Sep]

---

---
tags: Workshop-2022-Sep
---

# Sep 2022 workshop planning

[toc]

:::info
- [Workshop page](https://coderefinery.github.io/2022-09-20-workshop/)
- [Previous workshop](https://github.com/coderefinery/2022-03-22-workshop/)
- This document: <https://hackmd.io/@coderefinery/2022-sep-ws-planning>
- ~~[Q&A HackMD](https://hackmd.io/@coderefinery/workshop-2022-september)~~
- [Q&A HackMD](https://notes.coderefinery.org/t-0OzGm_TOW0a5eYgFUbuQ)
- [Archive HackMD](https://hackmd.io/@coderefinery/archive-workshop-2022-september)
- [HedgeDoc Q&A](https://notes.coderefinery.org/t-0OzGm_TOW0a5eYgFUbuQ?both)
- [Twitch channel](https://www.twitch.tv/coderefinery/about)
- [Emails sent](https://coderefinery.github.io/2022-09-20-workshop/communication/)

:::

## TODO list

#### Before workshop:
- [x] Create Indico event
  - [x] Modify registration confirmation message to include links
- [x] Prepare for certification (RB) 
- [x] Distribute lessons (RB)
  - [x] Make draft in planning HackMD or workshop page
  - [x] Inform instructors to pick their lessons
- [x] Inform instructors that they need to register (RB)
- [x] Distribute roles (below)
  - [x] [EHs for each days](https://hackmd.io/@coderefinery/2022-sep-ws-planning#Learner-zoom-expert-helpers) 
- [x] Inform instructors about timeline for install instructions
- [x] Make sure install instructions are up to date and "correct"
- [x] Set up zoom rooms and communicate them
- [x] Set up Q&A hackmd (also archive where archive too long hackmd) and give it nice URL
    - [x] Q&A: https://hackmd.io/@coderefinery/workshop-2022-september
    - [x] Archive: https://hackmd.io/@coderefinery/archive-workshop-2022-september
- [x] Create exercise Zoom
    - [ ] Create exercise groups from individual registrations
    - [ ] Create exercise groups from team registrations
    - [ ] Inform those who we can't accomodate into groups that they can follow stream and need to somehow self-organize
- [x] Create teacher Zoom

#### Advertizing:
- [x] Create/update advertising texts on the workshop page
- [ ] Twitter
- [ ] ASC Twitter (EG)
- [x] Sigma2 newsletter (RB)
- [x] Notify-me list
- [x] SNIC newsletter
- [x] ENCCS website
- [x] CSC training newsletter (MJ & SW)
- [x] [CSC training calendar](https://ssl.eventilla.com/event/7eXYL) (MJ & SW)
- [X] Aalto STEM students e-lists (EG)
- [x] Aalto triton users (EG)
- [x] Otaniemi posters at CS+==U+NBE+PHYS==+VAARE (EG) 
- [ ] [Delta doctoral network](https://sites.tuni.fi/delta/)
- [X] Notify UiB researchers [one mail sent to faculties] [DP]
- [X] UiB hpc mailing list [DP]
- [X] NERSC, Bergen mailing list [DP]
- [X] Bjerknes newsletter [DP]
- [X] UiB calendar [DP]
- [ ] University of Oslo computational biology mailing list
- [ ] University of Oslo  Phd and Postdocs mailing list 
- [ ] University of Oslo dDcince contact
- [x] FGI internal

##### Targeted marketing: (list by RD)
- Learners (many sub-categories with different time vs need trade-offs: students, junior researchers, senior researchers, lifelong learning) (join a workshop)
- Exercise leaders (bring your friends, join to learn more and lead groups)
- Research leaders (people who can tell their students they need to attend CR)
- University staff (Computing, open sci, etc.) (people who can serve as local organizers and serve as local helpers)
- Potential instructors (teach, etc.)
- High-level management (provide us funding)

##### blog post + tweet ideas by RD

- Top three git surprises
- Just enough git to get by on your research project
- random thoughts from this channel
- micro-videos on a certain thing - tweetable and enough for viewers to learn something

#### Workshop page:
- [x] Create workshop page from template
- [x] Workshop page: move schedule to own page (RB)
- [x] List all exercise leads (who consent to being listed) on the website (MJ update list)
- [x] List instructors on the website (MJ update list)
- [x] List expert helpers on the website (MJ update list)

#### Communication with participants:

:::info
https://coderefinery.github.io/2022-09-20-workshop/communication/
:::

- [x] Draft email templates
- [x] Send email to Observers and save to website
- [x] Send email to Those who were unsure at registration time and save to website
- [x] Send email to Exercise leads and save to website
- [x] Send email to Stream learners and save to website
- [x] Send email to Zoom learners and save to website
- [x] Update Indico autoreply for last-minute registrations
- [x] Remind team contacts to update team info, especially if they need something from us like zoom room
- [x] Calendar invite to ELs
- [x] Calendar invite to "staff" for install help sessions
- [x] EL info summary
- [x] Send email to instructors and organizers and save to website
  - [x] extract all instructors and expert helpers from the registration and the schedule. can be done with indico filtering. i really like doing that with csvkit
  - [x] sending them an email by placing all to bcc
  - [x] saving the email template to https://github.com/coderefinery/2022-09-20-workshop/tree/main/content/communication
- [x] Send email to expert helpers and save to website
- [x] [day 1 summary](https://github.com/coderefinery/2022-03-22-workshop/issues/33)
- [x] [day 2 summary](https://github.com/coderefinery/2022-03-22-workshop/issues/41)
- [x] [day 3 summary](https://github.com/coderefinery/2022-03-22-workshop/issues/43)
- [x] [day 4 summary](https://github.com/coderefinery/2022-03-22-workshop/issues/49)
- [x] [day 5 summary](https://github.com/coderefinery/2022-03-22-workshop/issues/51)
- [x] [summary and thank you](https://github.com/coderefinery/2022-03-22-workshop/issues/56)
- [ ] [invitation to debriefing (feedback)](https://github.com/coderefinery/2022-03-22-workshop/issues/52)
- [ ] put everybody who contribute and consents on the website as credit

#### Continuous/ every few days:
- check [indico](https://indico.neic.no/event/226/manage/registration/) and follow up on registrations
   - look at team registrations and check for problems
     - identify where we need to do something. e.g. persons who wanted an in-person room. or persons who were not sure but wanted to be informed. basically, "playing" with the registration data now is important to not forget anybody and not to forget follow-up
   - look at exercise leads and make sure they registered also for the onboarding
   - try to approve as early as possible
   - individual registrations from Netherlands are probably in the wrong place
 - check Freshdesk for new support requests

#### After the workshop:
- [ ] Port changes from workshop page to template page
- [ ] Save this todo list to manual for future workshops
  - [ ] Document necessary steps and form rigid workflow
- [ ] Save detailed schedule in each lesson page and link to it from workshop page
  - [ ] As the schedule and workshop content is quite established at this point can we include as much actual content to the workshop page temlpate repo? Maybe fork/copy it so we still preserve the blank temlpate for WSaaS
- [ ] Post-Wrokshop survey
  - [ ] Create draft
  - [ ] Create in Indico
  - [ ] Send
- [ ] archive and display statistics
- [ ] summarize lessons learned and make it a blog post
- [ ] summarize what we did in a todo list and place it in the manual
- [ ] remove the exercise repositories
- [ ] move from upcoming to past


## Lessons learned

> Copied to https://github.com/coderefinery/coderefinery.org/tree/MJ_LessonsLearned @MatiasJJ 

- add all sessions to CodeRefinery calendar
- Link all relevant repositories in one place (ie. this calendar and anything that needs attention near a workshop)
  - Make sure those repositories have good instructions in readmes
- ask for consent to be contacted for future events organized by us
- exercise leader registration was confusing (too many forms)
- maybe this is too big for the resources/time that we have or don't have or maybe the task distribution was not clear/visible
- Establish the process according to this experience gained from this and previous times:
  - Make step-by-step instructions in manuals on how to arrange this
  - Create all entities with links already early so that they can be put in Indico confirmation message
    - Info from emails sent could be also in manuals except for the links
- Consider adding EG to Indico managers :grin: 
- ask ELs not to speak in learners Zoom while lecturers speak in Twitch
- HackMD goes to twitch chat anyway so maybe no point in keeping it as a secret
- We could share the Zoom link as well and consider having a password and/or waiting room
- HackMD starts to be slow even if it should not with ~100 participants
  - Numbering questions adds confusion -> keep bullets and change to numbers in archive if needed
  - note for future: when pre-seeding the question numbers, leave a line between them.  Then, when someone pushes enter after a number to add a new line, it doesn't increment the future numbers.  Just saw this, this solves a big problem with numbering
  - New doc in HedgeDoc: https://notes.coderefinery.org/t-0OzGm_TOW0a5eYgFUbuQ?both
- The goal was to have Zoom instructions about BO rooms aaand open BO rooms well before the stream starts but that did not happen, sorry. I opened them ~10 minutes before exercises -MJ
- add install session to CR calendar
- How to deal with late registrants?
  - should they get zoom link or only HackMD?
    - If not we should take those options away from the registration form. Maybe have a last minute registration form as a separate one
- Exercise room livestream: I did it from separate device so I had the host computer free to operate stuff -MJ
- Utilise Zoom annotate in co-teaching
- Let people to self-organise more
  - Offer hackmd, EL zoom, Ex zoom, stream and inform people about those resources
  - Give hints about different ways to participate but no rigid instructions
- Ex Zoom BO rooms:
  - Tech questions -room is difficult to follow if someone actually goes there
  - Quiet room had 1-3 participants always
- Topics in Day 4 (at least) would deserve a longer lesson
- MJ Train of thought on registration
  - More lightweight system
  - leave team registration completely to the participants to handle
    - Tell that they could summon teams in their organisation communication channels
    - They could indicate somewhere that they are open for teams
    - Tell organisations that they can organise their own registration
  - Could we actually get away with no registration at all?
    - How to get stats then?
    - Could we just instruct people to give us info?
      - Have it somewhere nicely submitted?
- Feedback discussen in meeting Mon 03.10.22
  - Team Meeting: https://hackmd.io/76jnB2v7ThKTT-X2iznebg?both#2022-10-03
  - Community call: https://hackmd.io/TU7lIsHwT_ORaEjytW5Xcg?both#Agenda-and-notes
    - Or archived in https://coderefinery.org/organization/meetings/#archive-of-past-meetings


## Role distribution

#### Registration coordinators

Make sure registrants get all info and that nobody is forgotten. Also
make sure that all roles are distributed and that all roles get the information
they need. Forms exercise groups.

- Matias
- Radovan

#### Video production 
- (streaming, scene selection, video editing and archiving)
  - lead: Richard
  - backup and help: Matias

#### Learner Zoom host 
- (all Zoom logistics and breakoutroom setup)
  - lead: Matias
  - backup: Johan (days 1, 2, and 3)
  - Starting day:
    - Open Zoom meet
    - Put instructions on (another device for screenshare recommended)
    - 

#### Communication 
- (email communication with participants)
  - lead: Radovan
  - backup, helps reviewing: Diana (but only before and during the 1st week)

#### HackMD editors 
- (edit and archive notes each day)
  - [x] prepares it for the workshop: Matias and Diana
  - day 1: Diana
  - day 2: Diana
  - day 3: Diana
  - day 4: Johan
  - day 5: Johan
  - day 6: Johan

#### Learner zoom expert helpers
- (Help in our learner zoom, circle around breakoutrooms; there will probably be 2 or 3 rooms where we need to provide the helper)
- At least two for each day
  - day 1: Diana and Johan
  - day 2: Diana and Thor
  - day 3: Diana and Thor
  - day 4: Stephan and Dhanya 
  - day 5: Juho and Dhanya (from 10:30 CEST)
  - day 6: Juho (from 10:00 EET) and Dhanya 

#### Exercise leads onboarding & EL communication
  - Samantha 
  - Radovan

#### Install help 
- (update install instructions, be present during install help session, see workshop page for times):
  - Radovan
  - Diana
  - (more help welcome and needed)
  
#### Teaching lead 
- (coordinates schedule, finds instructors, schedules a call with each lesson pair)
  - Radovan

#### Instructors 
- (work together on lesson issues, create a list of their exercises, and teach)
  - see https://coderefinery.github.io/2022-09-20-workshop/

### Exercise teams

- Team: NTNU-EPT1
- Team: NTNU-EPT2
- Team: TU Delft - Team 1
- Team: TU Delft - Team 2
- Team: TU Delft - Team 3
- Team: TU Delft - Team 4
- Team: Justervesenet
- Open room 1
- Open room 2
- Open room 3
- Open room 4
- Open room 5
- Open room 6
- Open room 7
- Open room 8
- Quiet room
- Tech Questions

> after day 1 we ask how to adjust this and recommend to also form own teams

#### Instructions (posted in zoom chat or as screenshare):
- If you have a team -> find room named accordingly
- If you want to join ad hoc team -> join EL room
- If you need EH join that room or write in HackMD
    - If two EHs then other one could be in one room and the other one could circle where requested
- Open rooms are for ad hoc teams or private EH help
- Quiet room is for staying in Zoom but having a moment of silence for focused work



## Workshop feedback

