---
# System prepended metadata

title: 'nf-core hackathon planning: Oct 2022 event'
tags: [meetings, notes, hackathon, core]

---

---
title: "nf-core hackathon planning: Oct 2022 event"
tags: meetings,notes,core,hackathon
---

# nf-core hackathon - October 2022

## 👉🏻 [TRELLO](https://trello.com/b/bOdTFT9d/hackathon-october-2022-planning)

## Running notes:

### Current registration count

_(2022-08-25)_

- 32 in person
- 84 remote

### Materials to take to venue

- Stickers
- Swag
- Flip charts + pens
- Box or two of masks
- Hand sanitiser





### Group leads

> Aim to have at least one online, one in-person per group.
> Please add yourselves.

* Documentation
    * Abhinav (in person)
    * Marcel (in person)
    * Saba (if needed; in person)
    * Fran (online)
* Subworkflows
    * Edmund (in person)
    * Harshil (in person)
    * Yuk Kei (online)
* Pipelines
    * Maxime (in person)
    * James (in person)
    * NEEDED (online)
* Modules
    * Jose (in person)
    * Gisela (in person)
    * NEEDED (online)
* Central tools / Website
    * Matthias H (in person)
    * Julia (in person)
    * NEEDED (online)

Group leader tasks:

* Give intro to group
* Make sure that someone is ready to give daily roundup
* Send reminders to update daily roundup slides
* Remind everyone to go to daily roundup
* Make sure no-one is lost
* Welcome newcomers

## Planning meeting notes

### 2022-08-25

Present: Phil, Rike, @maxulysse, @jfy133, @mashehu, @mribeirodantas, Júlia, Fran, @drpatelh, @abhi18av, @emiller 


#### TODO

- [ ] update website (@mashehu)
    - [ ] Put group leads on the website
    - [ ] Add descriptions of social events to website
    - [ ] Update website schedule - welcome talks + session wrap ups etc
- [ ] Create Slack channels
- [ ] Confirm safety office setup
    - [x] Check happy to do it again
    - [x] Check available for both online and in person
        - Saba Nafees: in person
        - Cris Tuñi: in person
        - Michael Heuer: remote
    - [ ] Add to website
- [x] Phil to confirm:
    - [x] Coffee + snacks at Torre Agbar?
    - [x] ~~Pay for snacks for streaming parties?~~
    - [x] Hand sanitisers + snacks available
    - [x] Check on registration form - edit after summit closing or have a new one just for the hackathon
- [x] Check on covid rapid tests
- [x] First GT meeting on Monday 08/29 2PM CET (@maxulysse, @mribeirodantas)
- [x] First Documentation group meeting on Monday 08/29 3PM CET @mribeirodantas Fran Abhinav (later at 5PM)
- [ ] work on gathertown (Maxime and Marcel)


#### Notes

- Need to decide what swag to hand out:
    - See [Current swag stock](https://docs.google.com/spreadsheets/d/15eAHHoiuyfvmhL-6eR_IUj4qIC0lcDyk5j4F14Rh-JY/edit#gid=0) spreadsheet.
    - **Decision**: Aprons AND Umbrellas. Let's go crazy.
- Covid safety - Aim to have at least 20 or so covid rapid test kits on hand (depending on total number of attendees). Folks should be asked to test themselves (at least once a day starting a day before) and if they don’t have tests on hand and really need one, we may be able to provide them one depending on availability.
- Social events
    - Continuous: Sock hunting online AND in-person!! (Maxime)
    - Continuous: Bingo (James)
    - Tuesday daytime: Kahoot, joint online + in person (Matthias + James + Fran + Marcel)
        - Option: Other time zones, organised by streaming parties
    - Monday evening: Beers at Seqera Office (and ensure there's non-alcoholic beverages available)
    - Tuesday evening: Dinner (AWS??)
- Talks
    - Welcome talk (Phil?)
    - Summary talk

### 2022-07-08

Present: Phil, @mashehu, Abhinav, @joseespinosa, @emiller, Yuk Kei 

#### TODO

- [x] Add header to nf-core website somehow
- [ ] Email mailing lists about the summit / hackathon
- [ ] Chase about a poster to advertise satellite events
- [ ] Make a summit web page about satellite streaming parties
- [x] Change times for APAC to be later (Currently 6am for India)

#### Notes

* Training
    * Can we improve the table with the times a bit? It would be good to show the end times
        * Could put mini-tables within each cell to handle two times.
    * In addition to Gather.town, live-stream to YouTube..?
    * Change times for APAC to be later
        * Currently 6am for India
        * 05:00 - 07:30 CEST
        * 08:00 - 10:30 India
        * 15:00 - 16:30 Auckland
    * Emphasise on the website more that people can join whatever session
        * De-emphasise the region
        * More emhpasis on joining whatever you want
* Gather town
    * One big space for the training, hackathon and summit
    * Embed the training video explaining how it works
        * Make a more polished version and email to everyone?
    * Open up the space to try logging in etc in advance?
* Registration is open for the nf-core hackathon
    * TODO: SocBin + BioinfoCore mailing lists. Other?
* Satellite streaming events
    * `Channel.fromTimezone()`
    * Needs web page - Summite website
        * Overview with map
        * Single page per event with details
    * Needs to be announced.
        * Can announce on Slack as soon as we have the poster.
        * Wait for webpage to be ready before full announcement on twitter etc
* Hackathon website
    * Need a schedule overview - can be basic at this time
    * Need to find Group Leads
    * Gather Town responsible
        * Gisela - group
        * Marcel? - group
* Do hackathon organisers need to pay?
    * Maybe outreach team are free?


Saba - outreach DEI panel idea:
Presented this idea on slack in *outreach* channel. 

Title: **From Sharing Our Journeys to Empowering the Community: Nextflow & Beyond**
(This is a working title!)

The goal of this panel conversation is to bring together our nextflow community to learn from a diverse set of panelists who will share their stories, struggles and successes. The aims of this conversation are to highlight the general gaps that are ubiquitous across the programming and technical communities, the importance of bringing women and students from underrepresented communities together, and ways to share our knowledge beyond our workplaces. The session will be interactive and will conclude with audience Q&A and discussion. 

Objective:
Put together a DEI (diversity, equity, inclusion) focused panel designed to further outreach efforts in our community. Panelists will share stories of their involvement, overcoming challenges, talk about the representation of women and underrepresented minorities (URMs) in the programming world, etc. 
Goal:
The goal is to encourage people from all backgrounds, especially women, to be part of the ecosystem and pursue opportunities within and outside of nf-core.



Number of Panelists: 3 (at least 1 woman, 2 ideally?)
Who are we looking for:
* folks who were part of the founding team
* maybe someone who’s recently started working with nextflow?
* women - stories and challenges
* someone who has a diverse career journey and can share about it

Timing:

* First 5 mins: 2-3 min intro to panel (plus getting started)
* 10 mins: 3 min per person for an intro.
10 mins: Then panelist Q&A - 1 question per panelist, 3 mins per * panelist to answer, three total questions. 
* 10 mins:  2-3 questions directed to the whole panel.
* 10 mins: audience Q&A and discussion 
* 45 mins total


### 2022-07-01

Present: Phil, Chris H, @emiller, Fran, Maxime, Rike, Abhinav, @jfy133, Júlia, Yuk Kei

* In person and virtual
* Held in Barcelona Torre Glories and on Gather
* Cost
    * 50 euro for in-person
    * Free for virtual
* Registration using same form as the Summit
* Schedule
    * Oct 10-12
* Venue
    * Check that we definitely have tables!
    * Power extension cables + wifi
    * Space to break out into groups to discuss?
    * Coffeeeeeee
    * Camera / streaming equipment
* Socials
    * Monday: Go to Seqera offices?
    * Tuesday: Hackathon dinner?
* Online
    * Gisela - if can't come in person then will join online
    * Might be good to have some purely online groups
    * Stream summary talks
* Time zones
    * Asia - not that many people. Could we have training in that time zone?
    * Stick to a European time zone program for socials etc.
* Central theme - no
* Project groups / topics
    * Subworkflows
    * Pipelines (DSL2 conversion, features, new pipelines)
    * Modules
    * Central tools / website
    * Documentation
        * Make intro videos for each pipeline
        * Keep saved videos for when we don't have bytesize speakers
* Talks vs hacking time
    * Could potentially have some kind of workshops?
        * How to make bioconda recipes / mulled containers?
        * Inkscape/pipeline diagrams (again?)
* Training
    * Have support for people running the tutorials online
    * Have separate events in the run-up to the event?
        * Asia Pacific / LATAM / CEST
* Send out a form closer to the time
    * What are your expectations for the event?
* COVID
    * Summit web page with recommendations
    * Reimbursing if drop-out due to testing positive?
    * Provide masks / tests but don't enforce?
* Streaming parties for remote satellite events
    * Encourage cross-group interaction, also for hackathons?
    * Needs early advertising! Next week??
    * **Make a PDF that can be printed immediately.**
        * Date
        * Local time
        * Location
        * URL
        * Contact person - name / email
        * Sign up???
            * Central registration setup?
        * Type into the fields is best
        * One poster
            * Training before
            * Hackathon
            * Summit
* Swag
    * In-person and streaming parties only
    * Send out to big contributors after the event? Just stickers envelope rather than a big parcel.
        * Could even be more general than that? eg. https://store.gatsbyjs.org
    * Rike needs to post swag to Seqera. €3-400?
* Have a feedback form after the event? Fran
    * Check forms + feedback from previous events? Rike?


### TODO

* Seqera - Phil + Chris + Abhinav
    * [ ] Sort out swag shipment to Barcelona
    * [ ] Design poster for summit events
    * [ ] Launch form for the satellite events
        * Channel events?? Channel.split()
    * [x] Plan training events week before summit
        * Leaders: Chris, Marcel, Abhinav??
    * [ ] Check location for facilities
* [x] Website event page - Rike + Gisela + Fran
* [x] Promote the open registration when ready
* [ ] Start working on a Gather.town space - Maxime + Marcel


### Next meeting

* 16:00 CEST Friday 8th