---
# System prepended metadata

title: sktime Fall dev sprint
tags: [governance, sktime]

---

sktime Fall dev sprint
===

###### tags: `sktime`, `governance`

:::info
- **Tentative Dates** Oct 19 - 20 or Nov 9 - 10
- Fully Virtual
:::

**Contents**

[TOC]


## 02.11.2022 Meeting Notes

**Attendees:**

- Mirae Parker


### Agenda:

- a quick walkthrough of schedule
- discussion of roles/responsibilities.  Confirmation from core devs on who can be there.
- code of conduct incident handling, emergency handling, what should happen if someone if unexpectedly unable to join.
- another set of eyes of the information sheet before making it public.
- quick check that the Zoom link works


### Notes:

- a quick walkthrough of schedule
    - Today we will release the [information sheet](https://docs.google.com/document/d/117rbleZ4o9Ykrbzvw_qYRRKOe37JDZSVj3WLOkc_eOI/edit) - meaning we hould keep track of new contributors starting from the release (I beliee this is easy to do with Github API).
    - We also want to start tracking notebooks that are submitted. 
    - Nov 9 and 10 will both have core-hours calls from 10-12 UTC. 
    - Nov 9 the theme will be "interns/getting started with sktime contributions".  The GSOC talks will be that day, as well as Franz's getting started with contributions to sktime.
        - FK: as said, I have the flu now, so we need to think about deputization
        - unclear whether I will be healthy again next Wed, bottleneck currently is my voice
        - action Franz: send slides
    - Nov 10 will have several community talks - Christopher and Arik and Franz.  We still have some open time however, so I think it could be a good opportunity to have a group brainstorm session as well. 
    - Brainstorming session -set of questions discussed in break out rooms, nominate a new person in each room to discuss ideas with large group. 
        - If you were on a mission to build a better time-series analysis package than sktime - how would you do it?
        - FK: maybe also think about more concrete prompts or topics
            - e.g., what place in the docs are confusing, unclear where to find
            - what tutorials should we create
    - There will be an in-person social in pub in London area Nov 9th after working hours. Cover your own cost!
    - Also plan to have at least 1, potentially 2 virtual socials.  I can handle the one 17-18 UTC, but would be a bit of a struggle to host the one 9-10UTC.  I think it would be good to have this one as well though as we do have a decent number of contributors from time zones where this is more convenient.
        - What I plan to offer during my social: [Geoguesser](https://www.geoguessr.com/), [CodeNames](https://codenames.game/) (I am a bit concerned that this might be more challenging for non-native English speakers - thoughts?) [Avalon](https://avalon.fun/), [sketchful](https://sketchful.io/) or more conversational based games! Will give people 3 choices. 
- discussion of roles/responsibilities.  Confirmation from core devs on who can be there.
    - eg - who will be the point person for the in-person London meetup
        - FK: can do that, but probably should not be me if we can avoid it - did Guzal look after the venue?
        - if only 10 or less people show up (and maybe only 3 or less in London), would it be worth considering to only have the virtual social?
            - Action MP - facilitate with Guzal - poll for when to meet up -set threshold for that.
            - Action - poll for virtual social.  
    - Would appreciate if someone could handle the early morning virtual social as well.
    - facilitator for brainstorming session?
        - FK: I can also do it, again same topic, deputization
        - I also do not want too many of the slots, appears to one-sided to listeners
- code of conduct incident handling, emergency handling, what should happen if someone if unexpectedly unable to join.
    - Can Franz share code of coduct etc slides with Mirae?
        - FK: this is part of the dev days slides shared
- another set of eyes of the information sheet before making it public.
- quick check that the Zoom link works
    - I have it set up such that I need to approve people to enter - good idea? bad idea?  I plan to admit everyone, but not re-admit kicked individuals.
        - FK: can we switch from open to closed after, say, 15min?
    - Second admin on this would be nice. 
    - For talks - I tentatively checked in with everyone about whether or not they would like to be recorded - but think we should collect explicit consent (at least for speakers).  Recommendations?
        - FK: I typically just ask in the meeting, have a slide at the start
        - you also need to think about what happens if one person does not consent. Recommend to leave, or not record?
        - for speakers: I say at the start, inform the audience; before the event, clarify with speaker directly. I have no form etc

### Actions:
- MP - katie/Shivansh Chair for early social

*Missing meeting notes are part of CC meeting notes as these meetings started happening during those!*

## 27.09.2022 Meeting Notes:

Note, this meeting is during the CC meeting

**Attendees:**


### Agenda:



### Notes:



### Actions:

 - CC committee: review the ticketing signup on Google Forms.
 - KB has agreed to make poster
 - 

## 22.09.2022 Meeting Notes:

**Attendees:**

- Mirae Parker
- Franz Kiraly
- Martin Walter
- Leonidas Tsaprounis
- Matthew Middlehurst


### Agenda:

- Most important for this meeting decide on the following:
    - how people can register for the event (so we can put link in poster)
    - finalize rough time schedule (so we can start scheduling talks)
    - what things we want to highlight on the poster/sketch of phrasing. 
    - lay out a clear set of expectations for speakers if they sign up (can work on phrasing later - but should decide timing/any format constraints/suggestions)
    - quick brainstorm of places we can publicize the event?
- Can also discuss and allocate roles for the following topics:
    - Help with publicization would be appreciated.  Once we finalize the date we will design informational posters to be shared and publish this both to the sktime website, and to related social media accounts.
    - Decide + test the best meeting format (discord?  google meets?), and also setup a ticketing system for the event.
    - Brainstorm and collect some rules for the tutorial competition. 
    - Brainstorm a social event!  
    - Organizing all the speakers.


### Notes:


- most important for this meeting - lets finalize all the information that we would need to put on an informational poster so that we can start distributing that. 
    - Tony has said he can share information within his Network and has a relevant meeting for doing so Oct 6, so lets have the poster done by then. 
    - how people can register for the event (so we can put link in poster)
        - FK - previously we used: (i) eventbrite, (ii) public link, (iii) google form (not all at the same time)
        - **MP - I suggest Google Forms**
    - finalize rough time schedule (so we can start scheduling talks) 
        - **MP - I think 10-12 UTC is most accessible for core hours**
        - **MP - how should we structure asynchronous or other times?**
            - FK: previously, we had flex time before and after, ensuring that one core dev is there. First day needs to start with core time though, or the framing is unclear
        - **MP - Could suggest formation of teams for the doc sprint with people in your time zone?**
    - what things we want to highlight on the poster/sketch of phrasing. 
        - MP - eg - could be nice to highlight we have both talks and activities without making anyone feel too much would be expected of them.
        - FK: yes, having one or the other intro/tutorial talk tends to attract people
    - quick brainstorm of places we can publicize the event?
        - MP I think Tony said he could share with Turing folks and UCL?
            - FK opinion: those have been previously pretty useless as channels. UCL and Turing have never been really involved or supportive. But it can't hurt as long as they don't use the opportunity to claim they run sktime (which is probably the danger)
        - numfocus
            - FK: action taken - sent email to Jim Weiss (numfocus events) and Arliss Collins (community manaber)
        - twitter and linkedin
            - Lovkush currently runs these
        - 3rd year comp sci students
            - FK opinion: doesn't scale, we ought to focus on channels that scale. We also need to think of disparity of information and gatekeeping of resources. Focusing on one location or university indirectly excludes those that we don't communicate to because we do this instead, e.g., the global South.
        - 
- Can also discuss and allocate roles for the following topics:
    - Help with publicization would be appreciated.  Once we finalize the date we will design informational posters to be shared and publish this both to the sktime website, and to related social media accounts.
        - FK: I think Guzal had some poster/message templates which were made pretty professionally
    - Decide + test the best meeting format (discord?  google meets?), and also setup a ticketing system for the event.
        - FK: previously, eventbrite seems to have worked well if we need ticketing.
    - Brainstorm and collect some rules for the tutorial competition. 
        - FK: I'm not sure how this could work. Framing as competition may also discourage new joiners or less experienced contributors.
        - Can we frame it in a way that encourages new joiners and new contributors to open source? First PR award or something?
    - Brainstorm a social event!  
        - FK: for all-virtual, virtual games may work, e.g., codenames
    - Organizing all the speakers
        - FK: who actions this? We can ask in the community, there are a number of people with interesting jobs
    
    - collect documentation issues for people to sign up and work on. in addition to the 
    - Set ground rules.
        - FK - previously, we had default slides re:
            - code of conduct, reporting process, points of contact
            - framing the event, schedule
            - tech particulars, i.e., which channels or how to interact
        - these should be somewhere in the sktime docs repository
            - action FK - share with Mirae

Actions:
 - ✅ MP: respond to Numfocus email
 - ✅ FK: share previous event slides with mirae
 - ✅ MP: write up discussion of the documentation sprint "competition" discussion and share in dev-days-2022 channel
 - ✅ MP: set up Google Forms for event ticketing and send information for the poster etc out so we can make that soon. 
 - ✅ MP: Send announcement to the general channel with announcement of official dates. 


Link to previous event markdown/schedule:
https://github.com/sktime/community-org/tree/main/events


## 08.09.2022 Meeting Notes:

**Attendees:**

- Mirae Parker
- Martin Walter
- Guzal Bulatova 

### Agenda:

- decide when we should next meet
- finalizing the dates
    - Oct 19 - 20 or Nov 9 - 10
- assigning roles, ie if someone will work on making posters + publicizing the event, organizing the speakers etc.
- put together a rough draft of the schedule.
- address Franz's list of todos (do we have a plan for the ones we need to have a plan for):
    * roles assigned
            * define specific idea of what people are 
        * primary org
        * at-event
        * interfaces (e.g., for comms, funding)
    * dates fixed
        * event dates
        * planning/timelines
    * funding
        * event
        * travel
    * venue organized
    * venue tech
    * event tickets
        * good to collect whether or not people will come
    * catering
    * programme fixed
        * core programme
        * speakers/invites
    * comms advertising
        * programme up, webpage
        * marketing (twitter, linkedin)
    * comms participants/speakers
        * confirmations
        * information

### Notes:

- tentative plan going forward
    -  release date in a week
    -  send out an invitation for people to sign up for presentation slots at that date

- notes:
    - don't count too much on new people joining
    - decide on the topic 
    - good idea to write something on what they made (eg with the jupyter notebooks)
    - last year was general doc reformatting
    - good to have a publishable output!  
        - GB likes the idea of the videos or the blog
    - think more about gamification?
    - like the idea of a social event?  But need to think about how to organize it better online.
    - action GB: talk to Franz about the "prize" for the best doc/jupyter
    - aiming for pydata is a good idea.
    - Github badges exist - but are not very visible. Maybe something more visible?
    - a community showcase element that is more visible?
    - would be nice if everyone could see progress videos - outcomes etc in a more public way
    - even just videos and blog posts etc. 
    - tutorial notebook is a good third option
    - be concrete about what could be expected (doesn't need to be much!! even 20 minutes is valuable)


## 29.08.2022 Meeting Notes:

**Attendees:**

- Mirae Parker
- Franz Kiraly
- Martin Walter
- Katie Buchhorn


Katie:

 - 2-3 days sounds good!
 - longer presentations?  Maybe a theory section and a live code section (explain algorithms then show them in practice)
 - maybe a "documentation day?"
 - what type of documentation are we thinking?
 - everyone writes some documentation - anonomized, read and vote on the best one.
 - 2 weeks decide on the day
 - could divide the presentation into metho1dology and code demonstration - whatever works!
 - video the presentations and put them on social media/website. We could have then the trifecta: 1. code implemented 2. a video of us explaining the algorithm and 3. a video of us giving a code demonstration/tutorial... THEN we write a blog post that ties and links all these things together
 - Katie can make banner images!
 

Franz:

- 2-3 days :+1: 
- virtual social event: yes
    - more a nice to have than must have given extra energy required to attend
- do other goals sequentially
- people will go off and work on algorithms instead of documentation
- technical documentation, docstrings, example notebooks, API guides.
- frame it as - write a nice notebook it goes to pydata?
- preference for play together rather than competitive nature of things. 


Martin
- what is the reward for winning competition???
- just pick the dates and announce it.  
- one image with information to publish and get people to come.


Show and tell of documentation??


Guzal
- 2-3 days - great, makes sense,
- love the gamification idea! Is it possible to create badges on GitHub/ somehow praise the doc contributors?
- longer presentations - nice idea, 
    - I suggest maybe up to 50 mins, and 
    - if possible make a part of it (5-10 mins) interactive: sth like Q&A, short quiz at the beginning;
- love the idea of 3-component presentation and posting them as videos + blog posts! 
- I personally would put documentation as a main focus, because people tend to pick other options if given. We could maybe organise a tutorial on how to write good docs even
- But first of all this sprint is celebration of your contributions so documentation may as well be a non-priority on the agenda if there's something that you're more interested in :)
- Virtual social event - yay I'm for it!
- Would be great to have the social part somewhere like Zoom or Meet, agree



## FK tips:

generic "todos" for event planning

* roles assigned
    * primary org
    * at-event
    * interfaces (e.g., for comms, funding)
* dates fixed
    * event dates
    * planning/timelines
* funding
    * event
    * travel
* venue organized
* venue tech
* event tickets
* catering
* programme fixed
    * core programme
    * speakers/invites
* comms advertising
    * programme up, webpage
    * marketing (twitter, linkedin)
* comms participants/speakers
    * confirmations
    * information


## Planning:

### Goals:

 - give interns and other community memebrs an opportunity to share what they have been working on by making short 15-30 minute presentations. 
 - have some sort of documentation sprint.  
     - Documentaion can sometimes slip through the cracks, but is very important to new users and developers and would be worth spending some more time on. 
 - review and triage of some old issues and PRs? 
     - Petition to consider implementing a [Stale](https://github.com/apps/stale) bot?
  

### Tentative Plan

- given the international nature of our community we will likely have the core hours of the sprint during the mid-morning UTC hours, proposal for 10 - 12 UTC?
- Suggestion that 2-3 days should be a sufficent amopunt of time versus the week of the summer. Lets pick three days that work best for people in the week of Oct 24-28
- we will schedule all presentations during the core hours.  We will also create some boards related to the other goals of the sprint (eg documentation and/or triaging old PRs and issues) so that we can track work on these issues done asynchrounously. 
- In addition to the core hours also have a "morning" and "afternoon" group of an additional 1-2 hours each where people can meet up and do collaborative coding/work on docs and/or old PRs together. 
- Thoughts on trying to "gamify" or otherwise incentivize the handling of documentation and stale PRs over these days?
- Should we plan some sort of virtual social event?  
- The majority may be held on discord, but perhaps it is worth thinking about other mediums as well?  ie - presentations might work better on zoom or Google meets?  It also could be nice to see other people's faces?