---
# System prepended metadata

title: nf-core/outreach team leader meeting
tags: [meetings, summaries, maintainers]

---

---
title: nf-core/outreach team leader meeting
tags: meetings,outreach
date: 2024-05-03
---

present: @mribeirodantas, @ChrisHakk, @FranBonath 

## current team members:
### 1. Leads:
- Chris
- Marcel
- Fran

### 2. Members:
- Abhinav
- Edmund
- Yuk Kei
- Geraldine
- Chris Wyatt

# Action points
- connect to members and ask if they want to continue to be part of it
- think of potential members to join -> all team leads
- talk to maintainers about issues users have to get bytesize topics in regular intervals (quarterly) -> @ChrisHakk 
- Discuss with Geraldine about the mentorship program, bring it up Monday
- fill in the list of things we do at the bottom 

# new meeting to discuss
- the stuff we do + distribution
- new team members
- training docs

# Topics to discuss
- which task do we (want to) have in outreach?
- what are current ongoing projects?
    - bytesize
        - share this with the ambassadors, it could be an output to give a talk
    - hackathon(s)
        - less burden on Chris
        - large Seqera component, especially for in-person events
        - virtual events can be more distributed, especially the live streaming and introductions
        - For Boston event, there may be a new Seqera person
        - pop-up hackathons?
            - what can we offer?
            - discuss in team meeting
        - change format of the hackathons?
            - needs to be discussed with the entire core
            - time sensitive, discuss on Monday for outreach meeting, invite core
    - training courses
        - discussion after Boston to make the training courses from Nextflow (Seqera) and nf-core build on each other instead of duplication
        - is nf-core webpage the correct place for training material?
    - mentorship program?
        - noone to lead this currently
        - there may be some money to do it, discussions need to be had what the objectives should be
        - could be led by another member of the team, especially if it is nf-core centric
        - contribution in the mentorship program counts as an activity for ambassadors
    - SIGs ? NOPE, not outreach
- how do we distribute responsibilities?
    - Should we have only one outreach lead? Not needed
    - Split by topic?
        - Chris: (in-person) hackathons
        - Fran: bytesize
        - Chris/Fran: training
        - Marcel: Mentorship / Ambassador programs
- How to engage the rest of the outreach team more?
    - How do we distribute tasks
    - How to structure meetings + meeting notes
    - should the slack channel only be for team members?
- How to (or not to) make use of the Nextflow ambassadors?
- How to separate Nextflow and nf-core, if at all


# List of all things we (should) do:
- hackathon organisation
    * Website
        * Update site
            * Intro
            * Registration
            * How to hack
            * Sites
            * Schedule
            * Social activities
            * Group leaders
            * Project board
            * YouTube videos
            * CoC
        * Build schedule
            * Write schedule
            * Get core review
            * Publish
    * Socials
        * Send tweets + other platforms before event
            * E.g, registration open and closing
        * Send tweets + other platforms during event
            * E.g., look how much fun we have
        * Send tweets + other platforms after event
            * Thanks to everyone and sponsors
    * Groups leaders
        * Find/establish volunteer leaders
        * Add to site
        * Support as required
    * Registration form
        * Create form
        * Send form
        * Monitor registrations
        * Send email before event
        * Answer questions as poc
    * Gathertown
        * Pay subscription
        * Give access
        * Build map
        * Design sock hunt
        * Cancel subscription
    * Local sites
        * Advertise via socials and website
        * Liaise with leaders and potential leaders
    * Gift cards
        * Get approval for estimated spend
        * Make expectations clear to site leaders
        * Send cards
        * Troubleshoot cards during the event
        * Submit receipts!
    * Stickers
        * Create stickers
        * Send stickers
    * Awards
        * Collect names
        * Send awards

- bytesize
    - would appreciate help with transcripts
    - fall back option for leading the bytesize
    - better organisation of contacting prospective speakers
    
- training
    - focus on "beginner beginner" tutorial (template and adding a module)
    - have other members of outreach (or ambassadors) give the training
    - focus team to outline how to modularize training and where it is placed (nf-core or nextflow or sequera). We don't want double work.

- Mentorship / Ambassadors

- other
    - relationships to core facilities / universities etc.
        - generate resource that can be used by these entities
            - lectures at different length
            - training courses
        - find possible contacts and find out what they would need



