---
title: nf-core/outreach hackathon planning meeting
tags: meetings, outreach, hackathon
date: 2024-11-27
---

# Agenda:

- General outline
- Seqera?
- signup
- local sites
- changes to previous?
- Training before?
- Seqera funding?
- Dates / deadlines

## General outline
- local sites but otherwise online
- ask for site organizers
- site registration first until mid-January
- start with site registration asap
- after the deadline, site registration can still be done, _might_ miss out on Seqera funding
- have option for registration _"my site isn't listed here / I would like a site at xxx"_ -> could be under "other" with free text
- Ken is already half-way done with site registration form
- someone to have a look when it is ready would be appreciated
- will get dropped in `#outreach` slack when ready

## Training
- would be nice to have (online?)
- not required
- also site specific?
- have a question in the site registration form if the organizer would be willing to do training in the leadup of the hackathon
- could also be local play of a training video in a group
- if a local organizer is interested in leading the training as well, we could offer support
- who would lead the training?
- content?
- training as requirement for funding?
- maybe more funding for training instead of requirement

## Swag
- "swag lasts longer than pizza" but "you can't eat swag"
- stickers for every site should be possible
- distribution might be tricky
- get vouchers for the shop?

- Phil to ask AWS (Boof)
- specialty sticker design
- open to the community?
- nope, but ask for input ahead of time

## additional Sponsors?
- there may be companies that are interested in sponsoring a host, but not to host themselves
- have local and global sponsors?
- possibly too short on time now to recruit sponsors
- may be too much to ask existing sponsors for summits/in-person hackathons
- would the foundation need to accept these kind of sponsorship?

## globalization of the hackathon
- how to make this more accessible for non-EU?
- stronger non-EU team due to US-based staff from Seqera
- drive bio-commons (?) to host more sites
- de-couple more from time zones, have specific schedules for more than one time zone

- best for ppl to join projects that work also at their local time zone
- schedule presentations at 8hr intervals, recorded on youtube, so they don't have to be played irt
- (next year:) more focus on Africa
- there are some Ambassadors and previous mentors/mentees

- organizer groups per time zone
- Ken/Marcel in America timezones
- Phil/Maxime/Fran in Europe
- Ziad/Chris in Australia/New Zealand

- add in site signups which time zone the site will opperate

- globalization might need updated training in more languages (not possible this time)
- outsourcing of translation of written material (will not happen 2025)

## Dates / deadlines
- signup for sites: open asap, close mid January (soft deadline)
- signup for ppl to sites: open on Feb 1st, close 1-2 weeks in advance, online until the day
- form to be done this week
- swag! when? what? more info this week
- IF we get funding we need to figure out how
- Phil/Fran/Maxime in this team

- Sticker design: Phil, deadline for design