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# System prepended metadata

title: Educators Guidebook - Book dash planning

---

# Educators Guidebook - Book dash planning

```
This planning document (and the activity more widely) takes inspiration from the Turing Way book dashes and we thank TTW team for stewarding us through the process. 
```


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## Before the Event -- all online

- [ ] Finalise dates based on the location and core team’s availability
- [ ] Set up a form (see a template [here](https://the-turing-way.netlify.app/community-handbook/bookdash/bookdash-selection.html#ch-bookdash-application-additional-materials)) for application by updating the previous version of the form
- [ ] Write a short description for online advertisement
- [ ] Open a call for application as well as invite interest to join the committee
- [ ] Announce in the newsletter and promote on Twitter at least 2-3 months in advance
- [ ] Establish a **Book Dash Planning committee** by inviting returning members of the event
    - Mishka, new Skills person, others?
- [ ] Close the application round in time (minimum 1 month ahead of the event)
- [ ] Set-up a form for reviewing applications (see [Rubrics for scoring applications](https://the-turing-way.netlify.app/community-handbook/bookdash/bookdash-application.html#ch-bookdash-application-rubrics) for details)
- [ ] Set up an online platform ([Zoom](https://zoom.us/), or other accessible software) for remote collaboration
- [ ] Copy the HackMD index page for the event using last round for reference: https://hackmd.io/@turingway/bookdash-nov2022-index
- [ ] Update shared HackMD for pre-event calls<ch-template-bookdash-precall>, [book dash event](https://the-turing-way.netlify.app/community-handbook/templates/template-bookdash-notes.html#ch-template-bookdash-notes) and [feedback](https://the-turing-way.netlify.app/community-handbook/templates/template-bookdash-feedback.html#ch-template-bookdash-feedback)
- [ ] Copy the Eventbrite page from last round for the Book Dash attendees - set a registration code 
- [ ] Send a reminder in next newsletters with more details if needed
- [ ] Copy the share out Eventbrite page (2 sessions)
- [ ] Clearly state the following information in an application form and later communicate by email with the selected participants:
  -   what financial support will be available for either online or in-person events 
  -  What arrangements will be available online (such as online helpers and designated mentors) or on-site (such as quiet room and child care) for in-person events 
  -  Include accessibility information such as live captioning for in-person events and quiet room/child nursing room for in-person events 
  - Mention the maximum limit for financial support requests for online (such as for headphones) and in-person (such as for travel and accommodation) events

**During and after the application phase**
- [ ] Set up the Book Dash Planning meeting to discuss these details before the announcement is sent out
  - [ ] Discuss with co-organisers if some resources (such as email drafts or templates) need to be updated
  - [ ] Find volunteers from the organisers who would like to host onboarding calls (1 week before the event)
  - [ ] Find volunteers from the organisers who would like to host a GitHub introduction session (1 week before the event)
  - [ ] Find volunteers from the organisers who would like to run social events (discussion session, meal, informal chat)
  - [ ] For during the event find volunteers from the organisers who would like to run community share out sessions - on the last day
  - [ ] Check with them if there is anything else they would like to suggest or get involved in
  - [ ] Think about who else needs to be invited, like Artists, speakers, more diverse participants
- [ ] Identify helpers and mentors from the applicants and core members -- invite them
- [ ] Review applications in a designated panel (Book Dash Planning Committee) using Book Dash Rubrics for selection
- [ ] Set up another meeting with the Book Dash Planning Committee to discuss the applications and finalise the selection
  - Use this meeting to also allocate tasks for during and after the event (indicate that on the GitHub issues)

**After the selection phase**
- [ ] Send an email to the selected attendees with Eventbrite page and registration code
- [ ] Send an email to the unselected attendees with feedback
- [ ] Set up an email chain and a Slack channel to connect all members and share updates
- [ ] Provide details on Code of Conduct, contribution guideline and ways to get involved in an ongoing discussion
- [ ] Update presentation for introducing the project to the participants on day-1 of the Book Dash
- [ ] Host the onboarding call one week before the event to share logistics and facilitate the drafting of SMART goals
- [ ] Group participants into the proposed working groups as per their SMART goals from the onboarding call
- [ ] Host the onboarding call one week before the event to share logistics and facilitate the drafting of SMART goals
- [ ] Send a reminder email to register on Eventbrite sharing important links and information including support grant, GitHub session, onboarding call info and reimbursement process
- [ ] Create a GitHub issue to collect bio and highlight of the participants to add them to the Contributors Record

### Additional task for an online event
- [ ] Set up a Slack channel and invite all attendees
- [ ] Share all notes, agenda and info by email, and pin on the Slack channel
- [ ] State the prerequisites to attend the event
  - An active GitHub account
  - Participation in at least one pre-event onboarding call or a Collaboration Cafe
  - Some experience with using GitHub or attend the Book Dash GitHub session
  - Familiarity with The Turing Way contribution guidelines and Code of Conduct
  -  Willingness to collaborate with others
- [ ] Ask them to choose at least one contribution session (2.5 hours) for each day of the Book Dash to ensure flexibility (rather than blocking the full day) -- this is for everyone joining online (see in person participation requirement below)
- [ ] Collect address if something needs to be posted

### Additional task for an in-person Event - Local HUBS
- [ ] Book location for in-person events
- [ ] Collate participants’ preference for travel, meal, accommodation, and accessibility request through the registration form
- [ ] Send an email to the participants regarding their travel, accommodation, schedule, and meal
- [ ] Book catering for lunch and coffee breaks
- [ ] Double-check with each participant if their plan as given on their registration hasn’t changed

**When funding for travel and accommodation is available**
- [ ] Book hotels rooms for people who requested accommodation
- [ ] Book travel for those who requested - or provide reimbursement option
- [ ] Double-check the details for travel and accommodation with each participant
- [ ] Book meal/catering for people
- [ ] Mention what meal will be offered as default - and ask participants to get in touch if another meal type is required

## During the Event
-  [ ] Run onboarding sessions on the first day
  - Welcome everyone (for each slot)
  - Ask to fill the icebreaker
  - One of the organisers delivers introduction talk
  -  Create breakout groups for people working on
-  [ ] Host coworking sessions with Pomodoro sessions 30-35 mins long
  -  At the beginning of the session, ask people to document or verbally share their plan for the session
  - End each session with any report people want to make
  - Give 5 minutes break before entering the next Pomodoro
  -  Keep last 10 minutes for final reporting and co-documenting the work that took place during the Pomodoro
- [ ] If an artist, illustrator or consultant is invited, coordinate the schedule with participants so they have the chance to engage
- [ ] Run a social session each day: These are run by organisers to ensure everyone has the chance to connect informally
- [ ] Host community share out the event on the last day to demonstrate and celebrate the contributions made by everyone during the Book Dash
- [ ] Ask for feedback on the last day (plus and delta)
- [ ] Share the GitHub issue for adding bio and highlight
- [ ] Take screenshots or group photos (with permission) to share in reports or social media

## After the Event
- [ ] Send a thank you email to everyone for their work
- [ ] Move bio and highlight from the GitHub issue to the Contributors Record
- [ ] Summarise the event (number of pull requests, issue, chapters, and other significant news) to share with the participants
- [ ] Share the update via the newsletter
- [ ] Develop a report with highlights and updates on GitHub
- [ ] Set up a debrief meeting with the planning committee
- [ ] Send a thank you note (or a package when possible) to the planning committee
