---
tags: Hack Week
---

# Hack week planning meeting | Wednesday 2022 March 30 at 11 am ET

1. Introductions
2. What is plasma hack week?
3. Roles
4. Timing of the hack week
5. What do we want the event to look like?
6. When to have the weekly meeting?
* Thurs. at 11am ET

## TODOS

* [Erik] can we add outside user to the PlasmaPy Google drive
* [Erik] Reach out to Ramiz and Will about Thurs weekly meeting
* [Valentina] Send reminder email for weekly meeting
* [Erik] Review website

## Minutes

* Discussed what a hack week is
* The Positions:
* Project Manager (glue person) ∈ {**Nick**, **Erik**, **David**}
* The one that keeps everyone on Task.
* Should probably be a PlasmaPy person.
* Meeting Scheduler (**Pawel**)
* Scheduling of Planning Meetings
* Schedule hack sessions
* Global structure of event
* Presenter Scheduler (**Steve**)
* The one that reaches out to presenters
* Fills the talk and hack sessions with presenters
* manages lightning talks
* Communications Director (**Valentina**)
* emailing participants
* newsletters
* announcements
* posting on engage forum
* reminding people of upcomming planning meetings
* Social Media Coordinator (**David, ~~Morris~~**)
* posting to social media sources
* could be absorbed into Communications Dirctor
* would be good to have multiple people
* Recorder (for meeting) (**Elliot, Will**)
* record meeting minutes
* setup surveys
* organize post-meeting review
* Video Manager (**Elliot**)
* ensures presentations are recorded during the HackWeek
* performs basic video editing and uploads videos to PlasmaPy's YouTube channel
* Unconference coordinator (**Nick**)
* (live event manager?)
* Only occurs during the event
* ensures the live event flows
* listens to the participants needs
* GitHub & Website Manager (**Erik, Ramiz, Reynaldo**)
* GitHub repo: https://github.com/PlasmaPy/hack.plasmapy.org
* website: https://hack.plasmapy.org/
* manages Hack Week website
* manages GitHub repo associated with the event
* also likely to be a PlasmaPy person
* Should make google drive available to everyone in group
* Scheduling
* Last year: end of June / beginning of July
* SHINE takes place at end of June
* Coordinated with SULI summer school which is June 13-24
* June 27 to July 1?
* CPS-FR is from August 22-26
* Probably need ≥ 3 months; so July?
* Pawel is gone from August 8-19
* IWPTCM July 18-22
* TESS August 8-12
* Tentative but probable: **July 11-15**
* Should reconnect with Will from GA and Ramiz at BU
* Set weekly meeting for **Thurs. at 11am ET** ≡ 15 UTC
* We'll keep using [when2meet poll](https://www.when2meet.com/?14988533-7R2VY) in case we need to update the time of the meeting
* Last year:
* Attendees liked how informal it was
* There was not enough unstructured time for hacking
* A possibility would be:
* Reduce number of presentations to ∼1/day
* Make a repository for the event to make a hack package
* Throughout the event, create a plasma formulary within this hack package
* Would give all participants something to work on & a template to work from (could use PlasmaPy as a template)
* This would be aim the event to the level of someone just getting started
* Presentations could be tied in
* Beginning day could be setting up the basis to work with the package; start with git & GitHub. By day 3, adding `alfven_speed` to package. Wouldn't limit to formulary functionality → could lead to new ideas for things to go in PlasmaPy or other packages
* Lot of background work goes into developing functionality
* More educational aspect rather than series of presentations
* Last year, lightning talks (usually ≲ 3 min) ended up changing into short form presentations (∼8-20 min)
* Will need to add this to agenda for next week
* Will use same Zoom link for next week, and emails should be sent to `[e-mail]`
* Ramiz can help a bit with the website
* Next meeting
* What should be our first message to our community?
* Registration form
* Dates: July 11-15