Meetings - HackMD

--- tags: ResBaz2023 --- # Meetings ## Upcoming Meetings :::info ## Thursday April 27th, 2023 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/89285921612 **Description**: ResBaz AZ 2023 Debrief **Scribes**: Julian, Heidi ::: ## Agenda ### Temp check How is everyone feeling about the festival? What went well, what could be improved? Say one good thing and one thing to improve! ### Info we need for feedback meeting with ICDI/DSI (1) **Registration/Attendance**: * What were your registration numbers? How did registration compare to attendance? * **Registration**: 289 * **Attendance**: ~175-200 total * **Daily** (approximations): * Day 1: ~95 * Day 2: ~135 * Tucson Python meetup: 18, I think * Day 3: ~80 (ended 2hrs earlier) * Day 4/Hacky Hour: * Tucson: 35+ * Tempe: 0 * Flagstaff: ??? * Did registration/attendance vary between in-person or online attendance? * Attendance ~ 5:1 virtual:In-person * In-person attendance was mainly for in-person speakers (2) **Organization**: * Did you have sufficient support for planning and organizing your event? * What does support mean here? From DSI/ICDI? * What were the pain points experienced? * Was there something you wanted to do, but couldn't? * :rolling_on_the_floor_laughing: * What do you recommend be done differently for next year? * for ResBaz, or for DSI/ICDI, or DataFest? (3) **Event Timing**: * Was it successful to co-schedule the events together? * What impacts do you think this had on each individual event? * Hacky hour! * Do you want to use this co-scheduled format next year? * What changes would be helpful? * we have survey data for timing * need earlier planning (4) **Marketing/Outreach**: (Marketing sub-committee?) * How did you promote your event? * Do you feel you reached your intended audience? * What audiences do you feel you missed? * beginners * What would you like to do differently (in regard to marketing) next year? ### Review Feedback survey --- ### Meeting notes **Summary** During the meeting, we discussed the low attendance at ASU, suggesting adding ASU steering committee members and improving advertising for in-person events. Positive feedback was received regarding the organization and conference navigation. The group addressed a 40% dropoff in attendance on day 3 and highlighted the need for more focused organization and marketing efforts (but note that we ended 2hrs early day 3). They considered moving back towards an unconference format and streamlining communication methods, such as using Chatwoot as a central communication platform. Additionally, they discussed engaging community colleges and providing more specific guidance for instructors. 2:01 Greg starts meeting - reminder DataFest meeting 05/01 - email greg if you want to join 2:03-2:11 Greg initiates popcorn feedback (prompt?) - Becca re: low attendance at ASU - add ASU steering committee members - Becca re: one day event >> multi-day event - also irl >> hybrid :thumbsup: - need to advertise for IRL much better in the future - Positive feedback about organization of event (many) - conference navigation :+1: - Positive feedback from attendees - Feedback re: exhaustion at end of DataFest 2:11 Greg leads through agenda items - Attendance/Registration - 40% dropoff in attendance for day 3 - HH well attended in Tucson - Organization - too many cooks in the kitchen - nothing additional provided by ICDI/DSI - no vote on this - need to provide explicit needs - Event timing - cross pollination was successful and underdeveloped - Marketing - underdeveloped - audiences from other AZ campuses (even Tucson community colleges) not reached ### Future Conference Notes - Survey registration trigger email to registrants - Idea: Move back towards unconference - Consider 'right-sized' organization, as opposed to 'over-organization' - Pre-COVID conferences also had no Zoom component, which simplified things - Idea: More specific guidance for instructors to be clear about what we're providing, what we expect - Important to have this info from instructors earlier to help with marketing - Review communication methods - slack vs email for onboarding - need for hackmds - Idea: [Chatwoot](https://github.com/chatwoot/chatwoot) as central communication mechanism. It has integrations for email, Slack, Twitter, etc. - Idea: engage community colleges --- :::info ## Thursday April 13th, 2023 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/86118824660 **Description**: ResBaz Steering Committee Meeting **Tasks**: https://github.com/resbazaz/festival2023/issues **Scribes**: TBD ::: ### Agenda #### Updates (in no particular order or prio) - How many breakout rooms do we want in addition to Track A & Track B? - test this Monday morning - Gmail management - Helpers: - Do we still need to send onboarding Emails? Lia already sent pretty clear instructions (if yes, can break up emails) - What are the helper's tasks? (please add to [verbiage](https://docs.google.com/document/d/1h7cI751ZtOt2Pt93R9DYT0gjIFrqLZRMhXfdNw9rbys/edit#heading=h.aql0piguk8im) doc) - **Hallway monitor?** Need one competent ResBaz Person for in-person to answer questions, monitor sign-in & nametags & coffee - **Zoom monitor?** Need one competent ResBaz person for zoom main room to answer questions & troubleshoot - Instructions for Attendees need to be sent (Val or Laura) - should we add the hackMD links to ResBaz Festival website? - pro: course details - con: zoom links, passwords posted there --- ### Notes - time for **Monday tech test: 10am** - Rebecca: no money for snacks at ASU - Registration: 200+ :tada: - Should we add hackMD to website? - yes, Greg/Lia will do it - Breakoutrooms: 5 total, need to be named on the day, within the call - formal list of who is doing what: Lia will post to slack - Instructors dont yet know who their helpers are: need to email them their helpers (Val) - nametags will be given at hacky hour - ResBaz Debrief: When? how? where? Thu April 27th? - Greg will send invite - **Zoom helper tasks:** - rename zoom breakoutrooms - enable closed captions **ResBaz helper tasks** - monitor ResBaz emails - --- # Past meetings :::info ## Thursday April 5th, 2023 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/86118824660 **Description**: ResBaz Steering Committee Meeting **Tasks**: https://github.com/resbazaz/festival2023/issues **Scribes**: TBD ::: ### Agenda [Do a temp check?] :name_badge: **REMINDER** hallway monitors: please [sign up](https://whenisgood.net/k5fk3m2)! :name_badge: - **Urgent:** need to schedule a practice dry run in the room with zoom! - Registration update (Greg): - How many in person for each campus? - 8 ASU, 11 NAU - (10 ASU from other registration, not sure if double or not) - about half in person or hybrid - Helpers update (Lia): - What's the number & preferences? - If low, do we need to reach out to registrants? - what's the logistic situation? - what food do we need? - Coffee in the morning (cream/sugar/cups) - cups (water), napkins for the day - snacks for the day (cereal bars, whole fruit, nuts, cookies, etc) - hacky hour food (tots!!) - python meetup food (+ cutlery) - printed signs? (what & who) - resbaz logo to find conference - ... other physical location things? - Hacky hour updates: - What day? (Wednesday? Thursday?) - Wednesday 4.30-5.30 is Data Roulette at the library - could do a live stream still on wednesday after resbaz - Also Caleb from Snakes & Lattes (Tucson) says they have a trivia event on the Wednesday. Julian will find out more tomorrow. - But Thursday might not work for other sites - works for everyone! switch back to Thursday HH - Where? What will be offered? - NAU has volunteer for Hacky Hour - double check on content for emails to Instructors, Helpers, Registrants? - (Val) Python meetup: use their zoom our our zoom link to stream? - Use their Zoom - Marketing - Add to Research Development Services "The Current"? - On Campus Master Calendar - https://news.arizona.edu/calendar/133250-research-bazaar-arizona - ... --- ### NOTES Roll call: Greg Chism, Chris Reidy, Heidi Steiner, Alex Bigelow, Angela Cruze, Emma Gibbons Reich, Jeff Oliver, Jessica Guo, Laura Falk, Lia Ossanna, Rebecca Belshe, Valeria Pfeifer, Julian Pistorius - Lia is nervous about insufficient helpers - Haven't had many responses - Told them to reply by Friday - Angela will support refreshments - Greg will follow up - Chris has more content than his slot allows - Needs an extra 30 minutes - can we cancel Versioning w/ Git? - Otherwise contact attendees about pre-work - Also somewhere to put the data set - Julian can help with place to put data - 115 registrants - 23 who want to volunteer for helps - NAU Hacky Hour - Emma has a volunteer to spearhead it in Flagstaff - Helpers - Food - Not flexible - Keep track of food left over for next year - Chris: Any hand-over/coordination between sessions? - Signage: - Jeff suggests unsing rolly whiteboards to point to physical location - - Hacky hour discussion: - Seems to be easier in Phoenix on Thu, too - Should add data roulette to schedule - will add to Thursday - Jeff will ask Adriana about WiDS happy hour on Thursday - Trial run of physical locations - Morning of Monday April 17, 9am - ASU & NAU have rooms for whole day, 8am onwards - ASU rooms don't have cameras - NAU rooms are conference rooms, so should have cameras - UArizona rooms have cameras, but can be in odd places - Will figure out if guests will have to dial into Zoom when doing the dry run - :::info ## Thursday March 30th, 2023 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/86118824660 **Description**: ResBaz Steering Committee Meeting **Tasks**: https://github.com/resbazaz/festival2023/issues **Scribes**: Julian, ??? ::: :::danger Please add/edit agenda items for next week! ::: ### Tentative Agenda - Start with temperature-check via Zoom emoji-reaction - How do you feel about the upcoming conference? - :heavy_check_mark: Green check for positive, on-track - :x: Red X for negative, not working - :coffee: Coffee for apathy - Sub-commitee: :mega: **Marketing** - website update (develop a list) - socials (what is the strategy & materials?) - [NAU-specific website](https://github.com/resbazaz/festival2023/issues/16) - @val-pf has ideas - Paid advertising? - Weekly emails (to registered attendees, helpers, and speakers) - Blog posts - Reach out to partners and influencers (also at NAU and ASU, focusing on local/Arizona folks) - CyVerse - iSchool - BIO5 - WiDS - NAU social media - ASU social media - Jason Williams - Carpentries/Library' - CCS - 'Tech Hubs' - ... - Sub-committee: :construction: **Operations** - invitation distribution - listservs (Greg) - previous attendees (Laura send list to Greg) - respondents to planning survey - helpers - consider the feedback from survey (helpers Y/N; specific helpers listed) - Lia has a helper survey - **Roles** - Logistics - Zoom coordination - Workshop material/note taking - zoom (Greg) - Sub-committee: :pencil2: **Support** - HackMD - draft [here](https://hackmd.io/@hidyverse/ResBazAZ23_RoomA) - onboarding - propose Hallway monitor - [x] Create a whenisgood - GitHub project for organizing - Please use - <https://github.com/orgs/resbazaz/projects/7> - Julian to demo - Ask Julian for help - Snacks/Coffee @ conference - [x] Email ICDI (Greg) - OpenCollective - <https://opencollective.com/> - Going to start process before festival - Can use funds for paid advertising, whatever - Finish with temperature-check via Zoom emoji-reaction - Share your feelings about effectiveness of this meeting - :heavy_check_mark: Green check for positive, very useful - :x: Red X for negative, not as useful as it could be - :coffee: Coffee for apathy --- ### Minutes - Temp check: Conference - Only green checks (and a few abstainers) - Lia: Hybrid & virtual event confusion of an instructor - Lia - Do we want to prioritize maintaining schedules or maintaining formats? - NAU & ASU: - ASU: Got room booked. Just need to - NAU: Will sort rooms out (probably the one posted in Slack). Should be ready by end of today. - Report from Support: - Julian: - GitHub project for shared organization - Heidi: - Started HackMDs - Looking for feedback - Val: - Worked on the onboarding documents w/ Heidi - Waiting for feedback from initial instructor survey - Waiting to hear from Greg about Python Meetup contact - Report from Operations: - Greg: - Some early registrations - Need to set up Z - Lia: - Will send out ??? - Greg: - Aiming to have volunteers wrangled by end of this week - Report from Marketing: - Greg: - Sending out everything their responsibility? - Val: - Discuss & clarify responsibility - Greg: - Will send out whatever Marketing writes - Alex: - Will find the things - Greg: - Need anything? - Alex: - Whatever changes needed to website, prod him - Do we want to do university logos? Or not? - NOT - Laura: - Where do longer things related to course go? - Heidi: - In the HackMDs - Coffee & ICDI: - Greg will email - OpenCollective: - Alex & Julian to investigate more - Heidi: - Proposal: 'Hallway' monitor (for unofficial/hallway track) - For directing people who arrive in the main Zoom and are lost ### Break-out room: Marketing - ASU & Rebecca: - Created internal registration site - Rebecca in charge of workshops, and have attached ResBaz to those - Can promote via library - Heidi introduced her to couple of local helpers - Please send any ASU contacts to Rebecca - Rebecca will send email to Alex and he will connect her to Ross Maciejewsk - Alex will help with social evening - Will ask student workers to help - Social media? - There is a Twitter - Ask Marisa Brazil - Library & Jeff: - On monitors - On front page of UArizona libraries site - Will go out in news letter on Monday - Have started spamming people in R users mailing - Website: - NAU & ASU: - Separate sites? - Longer ter - Talk about it at or after festival - Dedicated Slack room for Marketing - GitHub projects: - Filtered for Marketing: https://github.com/orgs/resbazaz/projects/7/views/3 - Paid advertising & social media strategy: - Will discuss asynchronously & meet next week ### Break-out room: Operations (also see notes above) - discussion of the speak of invitations - discussion on gathering emails from prior attendees from prior sign ups - Heidi & Laura work on this - Lia works on helpers - What's the plan? Laura: Instructors don't need/want them, max of 1 person per session - two jobs: (1) helping with sessions (content/ instructors/ etc) & (2) helper for "logistics" (sign-in sheet/ rooms/ etc); - means we'll need 2-3 helpers at any time - Greg: documentation for helpers: set expectations, roles for helpers - improve from last year: do more to support helpers - Lia: zoom facilitator can monitor chat - *decision to just use helpers even if instructors said 'no' in survey* - helpers could take notes for documentation? (but big ask) - Lia will send survey/email to helpers to see what helpers can do - zoom room: Greg is on it, will test it out - Emma: still working on the room, but end of light in tunnel seems there - NAU automatically makes a registration page with room booking; but might not be used - shared registration link, Greg will add "Registration" to title ;-) - permissions for google drive are difficult; things shared to it are access restricted - need to find a better way to store info - ### To Dos for next meeting - [ ] Lia to get back to instructor Andrew about timing of presentation/format switch - [ ] Marketing create final materials for Greg to send out - [ ] Greg send out "Invitation" with registration link - [ ] Laura to send contacts to Greg - [ ] previous registrants - [ ] respondents of planning survey - [ ] Discuss & decide about separate NAU & ASU websites - [ ] Greg makes zoom --- :::info ## Thursday March 23rd, 2023 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/86118824660 **Description**: ResBaz Steering Committee Meeting **Tasks**: https://github.com/resbazaz/festival2023/issues **Scribe**: Heidi (primary) ::: :::danger Please add/edit agenda items for next week! ::: ### Tentative Agenda * Temp-check * concerns re: registration! * Jessica adds that the schedule should help us to promote * Chris R proposes HPC announcments * Blake agrees research is last minute! * Alex B invites folks to Phoenix resbaz * Valeria is curious re: in person event * Rebecca asks what data to collect for attendees records * Chris R adds possible data to collect (name,department) * Val suggests name tags IRL * Lia brings up HackMD :round_pushpin: * Becca proposes we send instructor guidelines * Emma announces rooms not yet confirmed @ NAU * Lia asks if the registration has been announced * Updates from sub-committees * Operations :construction: * Schedule 100% confirmed * - [ ] reach out to instructors * HackMD management * Heidi: Let instructors choose? Or introduce them to HackMD? * lots of conversation re: hackmd / zoom / privacy * Proposal: Put HackMD link in chat for Zoom * Volunteer organization * Questions from broader committee to Operations team * _(Add your question here, and/or ask in meeting)_ * - [ ] Greg to create conf zoom * Rebecca commends One Zoom room with breakout rooms method * questions re: recording zooms * Blake adds recordings might not be the best way to reach learners * Consensus that there will be one Zoom link with breakout rooms for sessions, and that workshops will not be recorded. * Use resbazaz@gmail.com for centralizing emails * Ask Julian for delegated access * Jessica asks for more people to help with Operations * Marketing :mega: * What's the plan for marketing & social media? - Who needs access to Twitter? - [ ] Julian to arrange! * Questions from broader committee to Marketing team * _(Add your question here, and/or ask in meeting)_ * - [x] Alex to add schedule to website * [Relevant PR](https://github.com/resbazaz/website/pull/66) * add reference to **LIVE ONLY** * Invite attendees to slack? * - [ ] Julian to organize Tucson in-person social * What channels do NAU & ASU have? * Emma: NAU dominated by graduate student list servers * Support :pencil2: * Renamed team from 'Admin' to 'Support' to clarify facilitation role * Questions from broader committee to Support team * _(Add your question here, and/or ask in meeting)_ * - [ ] heidi to draft instructor communicatoin * Additional updates from UA & ASU & NAU * Room confirmations * NAU (welcome Alicia & Kat!) * ASU Mon, 17th & Tue, 18th: GWC 487, Wed, 19th: ERC 490 * UArizona Catalyst Studios * Emma @ NAU * would need help throughout the day * tech depends on rooms that get reserved * Jessica G is helping here * Rebecca @ ASU * needs help with social - Alex B is helping with this * Discussion: * Do we need to meet more before ResBaz? * (Only one more meeting scheduled) * Using resbazaz@gmail.com as central communication channel * Julian can delegate access * Where are we on in-person instructor contact? * Welcome email w/ instructions :heavy_check_mark: * Emails for volunteers & attendees * Practice run? * Laura and Tina volunteered to manage emails * Where are we on marketing? * Cross-polination of social media channels * Unifying theme for the conference * MC(s)? * Intro? * Virtual Background? * CALS drop-in hours, C&C * main zoom room sends out info prompts * 1-email/day to registrants? * Unifying social event to mark end of festival --- :::warning ## Wednesday March 15th, 2023 12\:30PM-1\:30PM MST **Description**: Support Team Meeting **Tasks**: https://github.com/resbazaz/festival2023/issues **Notes**: https://github.com/resbazaz/festival2023/wiki/Meetings---Support-Team ::: --- :::info ## Thursday March 9th, 2023 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/86118824660 **Description**: ResBaz Steering Committee Meeting **Tasks**: https://github.com/resbazaz/festival2023/issues ::: ### Robo Call - Greg Chism - Valeria Pfeifer - Heidi Steiner - 🤖 Alex Bigelow - Jessica Guo - Tina L. Johnson - Julian Pistorius - Emma Gibbons Reich - Laura Falk --- ### Agenda 1. Updates from NAU & ASU (Emma & Rebecca) * Web presence for NAU * In person meeting plans for NAU/ASU * Discuss in-person attendance at NAU/ASU from Tucson? 2. Discuss local Volunteers at each 3 location * sign-in sheet / coffee/snacks * technical help (zoom, audio/visuals) * content help * ?? 4. Instructor interest survey updates (Greg) 5. Marketing updates * calendar additions (Tina, Greg, Val) * ICDI - website feedback https://datainsight.arizona.edu/events/datafest 6. Sub-committee breakout rooms --- ### Notes & Action Items 1. NAU Emma: * Rooms requested, awaiting approval * Also some funds for food/coffee * Couple of interested instructors * Student organization (informatics grad students) * Jessica will attend irl * NAU specific registration survey 2. Volunteers: - Greg has responses to volunteer Questionnaire that includes NAU sign ups - timeline: **operations sub-committee** figure out something within a week/10 days :construction: 3. Schedule/Planning: - we already have 23 responses, Greg compiled list - have digital humanities and CSS interests - ASU and NAU also are represented! 4. Marketing Updates - main calendar event needs registration link? - registration link needs zoom link? - ["DataFest"](https://datainsight.arizona.edu/events/datafest) with ICDI, WiDS Tucson, and Software Carpentries - Greg has asked to update language in post - Tina is acquring DataFest Logo from ICDI ##### Action Items - [x] Greg to make google registration survey open - [ ] Greg add registration link to main calendar event - [x] Greg to add registration link to ResBazAZ website ### Breakout room discussions - 2023-03-09 #### Admin team Who: Heidi, Julian, Val Reminder of responsibilities: Create documentation, Data Management, Cross-Campus facilitation Most urgent task on our plate: Cross-campus facilitation ##### Tasks: Data management and documentation: Heidi's proposed file structure for festival organization: <https://github.com/resbazaz/organization/issues/1#event-8698237271> Notes that Val & Heidi made at yesterday's Coffee & Code: > * People presence > * ResBaz organizer > * Cross campus sub-committee member > * Local data community (3) > * Add novelty > * Happy hour > * Coffee/donuts? ##### Task: Cross-campus facilitation - How best can we help/empower Emma & Rebecca? - Buddy system? - Idea: Pair two members of the steering committee with Emma and Rebecca - Reduce overhead of communication, how? - Idea: Written updates from each sub-commitee before each festival steering committee meeting - Idea: Each sub-committee needs a scribe to keep records and update a public project plan - Idea: Separate Slack channel for each campus - Idea: For each sub-committee - unless there is need for privacy, default to using threaded conversations in the #steering-committee channel - Note: Decisions and vital information must be recorded outside of Slack to avoid retrograde amnesia ##### Action items for admin team - [x] Heidi: Create issue about central data management (OSF.io?) - [x] Heidi: Email Rebecca & Emma about how to communicate with them that's helpful - [ ] Meet on Wednesday 3/15 to plan next steps --- :::warning ## Tuesday, February 28th, 2023 3\:00PM-4\:00PM MST **Zoom**: https://arizona.zoom.us/my/angela.cruze **Description**: April's Everything Everywhere – All Data Planning Group Discussion **Tasks**: https://github.com/resbazaz/festival2023/issues ::: ### Roll call - Angela Cruze - Stephanie Doster - Adriana Picoral - Greg Chism - Heidi Steiner - Jeff Oliver - Valeria Pfeifer ### __Data in the Desert Meeting Notes__ Updates from Angela ***Speakers:*** Nikki Washington as WIDS speaker identity in DS, Diversity and Inclusion in DS Denice Ross as WIDS speaker (will also meet with campus wide community outside of DitD) Bridgid Wade (CoS) Carreer Fair / Professional Development Panel / maybe Faculty panel? / Denice Ross on Government panel **Dates & Timing:** ***WiDS*** 20th WIDS 9am - 4pm in person (then Hacky Hour) Denice Ross talks at 9am on the 20th. (confirmed) (talks in Agriculture College on 21st) Nikki Washington TBD. Timing issues: Nikki Washington arrives late on 20th, talk on Friday 21st, need to find place in schedule (maybe after Friday ICDI event (ends at 1pm)) 1hr talk length Problem: Not ideal because of turn-out concerns. Maybe have her in the morning in paralell to ICDI. Or for a happy hour on Friday. Denice wants students to get idea of diversity of data science work in the Government (on the 20th). Want 1 hr conversation between Denice and Nikki on 21st. Maybe around 1pm or 3pm Or an 'actual' breakfast (lol) driven by Budget issues conclusion: breakfast or late lunch WIDS in ENR2 (don't have a room yet) ***Carrer Fair timing:*** Career Fair NOT on the 17th (bc ResBaz), maybe on the 20th afternoon 2-5pm (but intersects with WiDS/Hacky Hour) WiDS has lunch break (might have fair then, but probably too short) Maybe Monday 17th Morning? or Friday 14th? Probably afternoon of the 20th Faculty Panel: Bridget will reach out to people (external and UA faculty) Might use ResBaz survey data to find faculty Want people beyond CoS, SBS, Ed, etc. ***Software Carpentries*** 10-13th: Software Carpentries Workshop (Jeff) needs to set up website, otherwise up on plan Who is this geared to? Priority for UA-affilliates, but open for non-UA-community members (Jeff wouldn't turn people down) Marketed primarily to UA community will take place in 252 in the library ***ResBaz*** tentative schedule Survey of instructor interest might create a pool of people with spillover ready will take place in the library, too (same room as carpentries) UA/ASU/NAU coordination is going well might reach out in case we need more diversity of speakers **umbrella name discussion** What is the goal for people to get out of this event collectively and out of our own events? Name for this series of events "Data dAZe" or "Data in the Desert" Heidi votes "Data dAZe" Person with Angela is not sure if we need more UA branding/ less AZ focus. brand identity? Set people's expectation? could be "hard to read" Jeff: Maybe can be solves with color? Person with Angela doesn't like it Jeff: don't make it too hard data, not scary, don't make it too decipher either. Greg votes data in the desert (because it is more clear for him, not an acronym) trying to de-mystify data, reduce entry Angela wants something long-term. doesn't see that with data dAZe * **send name suggestions via email** ***Goals*** What is the point of this event? * Jeff: primary outcome: cross polination * Adriana: building an inclusive community * Heidi: reach, want to expand, have a bigger thing to offer * Greg: giving people a comfortable and welcoming environment to learn more, developing community * Val: diversifying our audience What is the focus of each event? * ResBaz: is campus connecting, within UA and outside (NAU, ASU), and to communities outside, especially industry * WiDS: it's public, there are chapters in companies, not just campuses, get people from everywhere, WiDS Tucson is free ICDI will host a website, timeline depends on info being finalized from our sides website will 'package' each event & link to site. "Big Festival of Data" [Package: Name, Description, Day, Time, etc.] making it exciting for people to attend ***To-Dos for next meeting:*** finalize schedules in the next few weeks to send over hoping to figure out timing with Denise & Nikki working towards the website next meeting in ~3 weeks --- # ResBaz AZ 2023 Steering Committee :::danger Please add/edit meeting notes as necessary! ::: :::info ## Thursday Feb 23rd, 2023 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/86118824660 **Description**: Steering committee meeting **Tasks**: https://github.com/resbazaz/festival2023/issues ::: ### Roll call / Intros Write your name and affilliation. *Let's skip in-meeting intros unless new people show up to get through the agenda* - Rebecca Belshe - Greg Chism - Laura Falk - Jeff Oliver - Lia Ossanna - Val Pfeifer - Heidi Steiner - Alex Bigelow --- ### Agenda 1. **ResBaz Cross Campus updates** *What is needed from UArizona?* (spaces, instructors/courses, additional ResBaz cheerleaders/helpers, etc) - ASU (Rebecca) - created ASU resbaz Registration page researchacademy.asu.edu/events/2023-04-17/res - NAU (Emma) - sent survey to NAU folk - working on booking a room(s) at NAU for a “watch party” [message from slack] - UArizona - Survey updates (brief) - Greg: participant survey updates (only if new insights) - Laura Falk: instructor interest survey - add question on speakers' affiliation - where to send - send to same places as last survey - send to past resbaz az instructors - compile data - Lia (https://docs.google.com/spreadsheets/d/1GKqxAEEow9C9lZ_0FlRUm9M5-St5NmYxJEv9_qfgRgs/edit?usp=sharing) 2. **Draft Schedule** of sessions for ResBaz AZ 2023 - Draft [Schedule](http://resbaz.arizona.edu/festival2023/index.html) (What & When) - Zoom Rooms - 2 rooms is a technical hurdle - but we still might want/have concurrent sessions - Breakout rooms within one room - unconference - main place for learners to huddle - add room for networking suggestion - use breakout rooms for set up meetings (set up with pre-survey questionnaire) - Events - refreshers - could be taught by educators from the carpentries session? - other UArizona carpentries certified learners - intermediate sessions - pretty open for instructor feedback - Lunch / Social events / help desk - speaker sessions / panels? - do we plan the topics in advance? - Maybe chatGTP (Greg) - How to think like a programmer - ask ICDI to bring in speakers? - Lessons: empty plan? - Back-up plans? :::danger *Reminder to consider diversity of disciplines/speaker identities* ::: 3. Discuss & create **timeline/milestones** for event (with dates!) - **Proposal to form [sub-committees](https://www.canva.com/design/DAFbUtiFoQw/l-6tEWqNBxdnOYXl-zwtZA/edit?utm_content=DAFbUtiFoQw&utm_campaign=designshare&utm_medium=link2&utm_source=sharebutton) (Heidi)** - when to recruit helpers - when to confirm schedule & publish - locations for socials? - Room reservations! - Self Select to sub-committees: - Support (was Administration) - Documentation - Data Management - Cross Campus - Marketing (Alex B., Jeff, Tina) - socials - Snakes & Lattes Tucson liason: Alex B. - web master - might be two tasks: creating website content & being technically able to add content to website - venues - Operations - Presenters - volunteers - A/V - socials 4. Make concrete plans for **advertising** ResBaz! - most listservs have a turnaround of 2-4 weeks, so need to send out soon. - where to, how frequently, who's in charge/ a contact, etc. - might need to advertise heavily at NAU/ASU ? 6. Discussion on formalizing and officializing ResBaz 2023 organizer roles (+ publish on website?) --- ### Notes - Follow up on in-person events at each campus, budget for these --- ### Action Items & To-Dos - [x] getting real about updating the website - [ ] adding links to ASU/NAU websites OR adding that info to our website ASAP - [ ] adding the proposed schedule - [ ] adding in location information - [ ] updating the event description to be ResBazAZ, **NOT** ResBaz Tucson - [ ] advertising specifically at ASU & NAU! - [x] [Past ResBaz Instructor list](https://docs.google.com/spreadsheets/d/1GKqxAEEow9C9lZ_0FlRUm9M5-St5NmYxJEv9_qfgRgs/edit#gid=0) (Lia) - [x] Registration Survey (Greg) - [x] Reserve Rooms 252-254 at library (Jeff) --- :::warning ## Friday, February 10th, 2023 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/my/angela.cruze **Description**: April's Everything Everywhere – All Data Planning Group Discussion **Tasks**: https://github.com/resbazaz/festival2023/issues ::: ### Roll call - Angela Cruze - Stephanie Doster - Adriana Picoral - Greg Chism - Heidi Steiner - Jeff Oliver - Tina Johnson - Valeria Pfeifer - Julian Pistorius ### Agenda 1. How can ICDI assist each individual event 1. Umbrella Event - Goal: 'Festival of Books'-style annual event 1. Increase Reach ### Notes - Is everyone OK with 'umbrella' title: "Everything Everywhere – All Data"? - I prefer "Festival of Data" (HS) - but that's very close to ResBaz terminology (VP) - agree! I just don't like the first title :) (HS) same (VP) + - I like something with Data or Data Science. - > I prefer "Festival of Data", over "EEAD"[name=Julian Pistorius] - Adriana about WiDS's goals and format - "Showcase women doing data science" - Julian: "Festival of festivals" - Check with steering committee - Should be fine - Possibly a poll on community GitHub organization? - Jeff: - "Festival of festivals" concept should be fine - "Data" needs to be in the title - "Big Festival of Data" - Jeff - Angela: - What's the reach? - Wider community, like K12 (K through 14?) - Want to ensure this reaches students, undergrad and graduate - Stephanie: - Involve faculty - Extra credit - Multiple: - Connections to TUSD - Val: - Currently mostly graduate student focused - Will need to know in order to gear content to undergraduates - Angela: - What is outreach for WiDS? - Adriana: - Yes, local events, and local schools as well - Angela: - SARSEF - Stephanie: - RII had a presence at Festival of Books - Maybe have a presence next time? - Hackathon? Is there a place for it? - Jeff: - We all love them, but do we have enough bandwidth, as organization and level of coordination is high - Heidi: - Not sure how to communicate value - People may not know they can use a hackathon - Val: - Might do one in August - Angela: - How about a data visualization-a-thon? - Adriana: - Thinking of hackathons as difficult is a form of gate keeping - Can we make an inclusive event? - Angela: - Would it be worthwhile to have space to chat about their challenges - Like mentoring? - Make it less intimidating, but have - Adriana: - Data challenges - Could lead something like that - Julian happy to help - Angela: - How about half-day career fair, plus data challenge? - Stephanie: - Idea: Involve 'planet data' students? - Get undergrads involved that way - Angela: - Like Val's suggestion of "data peer mentoring" - Next steps: - Reach out to (Bridget?) - Will reach out to Adriana, Julian, ? about data-a-thon - Stephanie: - Which units are involved? - Which are local chapters of national/global organizations? - Angela: - Will talk to Bridget (?) as speaker for multiple events - Also Nicky Washington - Stephanie: - Is this too big a forum to kick off the book club idea? - Angela: - Equity and data science book club - Wants a booth about this - Example: Weapons of Math Destruction - Going through books like these - Talk to students and prepare them for industry - Also engagement with faculty - Jeff: - Library could possibly help via "The Big Read" - https://bigread.arizona.edu - Angela: - Will organize another meeting in about 2 weeks ### Takeaways - Val: - Like the idea of single central website, not sure who's going to host/manage that - Puts us under pressure to get concrete times and plans - Open to catering event to undergrad - Unsure about how high school students may be involved - Greg: - K12 might be ambitious - [SARSEF](https://sarsef.org/) may be a good place to start - Val: - People with hands-on real data problems may get most value - Heidi: - Hackathon plans seem unrealistic, not sure what's going on there - Doesn't help us advertise this event, which is what she thought the meeting was about - What can we do to promote event? - Val: - Get a unified website ASAP and promote it - Probably too late for extra credit - Greg: - His understanding is that ICDI will host central website - Heidi: - Let all three organizations get their logos and flyers together and send it to them - Including links to Slack (Val) - Val: - Career fair on Monday afternoon. How does that - How to ensure we don't exclude ASU & NAU - Heidi: - Umbrella event name? - Greg: - Based on survey responses: in-person plus virtual events (possibly co-located rooms for people who want to join others on each campus) - ICDI: What they're helping with: - Getting good speakers from diverse background - ASU & NAU: Can get their own speakers - Remaining: Workshops ### Action items - [x] Update flyer for this year (Heidi) - [x] Send flyer to Slack for feedback (Heidi) - [ ] Add flyer to GitHub repo (Heidi) - [x] Send flyer to ICDI (Greg) - [x] Send email to Angela & Stephanie to clarify the name for the umbrella event (Greg) - [x] Update website to make festival prominent on home page (Greg) - [ ] Update festival page with latest content (dates, flyer, ASU & NAU participation, etc.) (Val, Julian to merge) --- :::info ## Thursday, Thursday 9th, 2023 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/86118824660 **Description**: ResBaz Organization meeting to discuss ResBaz AZ 2023 **Tasks**: https://github.com/resbazaz/festival2023/issues ::: ### Agenda 1. Introductions - Say Hi and add your name below: [Name, Affiliation/Title] - Greg Chism, Data Science Institute - Alex Bigelow, Stardog - Julian Pistorius, Exosphere project - Angela Cruze, ICDI - Emma Gibbons Reich, NAU - Rebecca Belshe, ASU - Valeria Pfeifer, UArizona Psychology - Laura Palacios, 2. Format & Events at ResBaz - NAU & ASU In-person events - Idea: room at all three campuses dedicated to have attendees meet and work together (towards hybrid) - ASU (yes, per Rebecca Belshe), NAU (possibly, per Emma Gibbons Reich) - ASU [workshop page](https://asurc.atlassian.net/wiki/spaces/RC/pages/556204036/Educational+Opportunities+and+Workshops) (possible offerings) 4. Conversation about [ICDI's](https://datainsight.arizona.edu/) involvement (Rep. Angela Cruze) - Marketing - Speakers - Food, coffee, etc. - Connections (speakers, DS topics, across disciplines) - E.g., Computational Social Sciences, Law - Hacky Hour - In-person Planet Data 5. New Progress to report - **ResBaz 2023 will be held April 17-19th**, a half day on the 17th and two full days on the 18-19th. We are co-launching with WiDS (April 20th). - GC: Survey launched with 36 responses so far. Top 5 desired events are (in order): - Intermediate data science workshops - Speaker sessions on data science topics (ICDI help?) - Data science across disciplines (also speakers? ICDI help?) - Workshops on reproducibility in data science and research - Introductory data science workshops** ** We are running a Software Carpentries on Unix, Git, Python April 10-13th. 4. Discussion on formalizing and officializing ResBaz 2023 organizer roles (+ publish on website?). Roles brainstorming: - Recruiting and managing panelists, presenters, and workshop instructors (at least one for each campus?) - Managing volunteers (e.g. online/in-person helpers at workshops) - Marketing and publicity (social media, etc.) - Audio-visual and technology for virtual/hybrid events - Venue reservations at different campuses - Documentation for future events - Data gathering and data management (pre-conference surveys, attendees, post-conference surveys) - Cross-campus coordinators (confirm the point of contact for each campus) - Organizers of in-person social events ### Action items > Update: I created GitHub issues for the action items below. > See: https://github.com/orgs/resbazaz/projects/7 > > Please edit the GitHub issues with corrections, more information, and progress updates. > [name=Julian Pistorius] > [time=Fri, Feb 10, 2023 12:58 PM MST] - [ ] Add new question about school/campus to survey (Greg) - [ ] Define and formalize event organizer roles (?) - [ ] Assign event organizer roles (?) - [ ] Post survey in other places - [ ] ResBaz Slack (Greg) - [ ] CyVerse Slack (?) - [ ] UA Data Science Slack (Jeff) - [ ] R users mailing list (Jeff) - [ ] Grad listservs (Emma for NAU) - [ ] Meetup (Julian) - [ ] Twitter (Julian) - [ ] *(Come up with other channels)* - [ ] Survey on instructor interest (Greg & Laura) - [ ] Alternative meeting time for Committee meetings (Greg) --- :::info ## Thursday, January 26th, 2022 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/86118824660 **Description**: ResBaz Organization meeting to discuss ResBaz AZ 2023 **Tasks**: https://github.com/resbazaz/festival2023/issues ::: ### Agenda 1. Introductions - Say Hi and add your name below: [Name, Affiliation/Title] - Greg Chism, ... - Heidi Steiner, ... - Val Pfeifer, Postdoc in Psychology - Julian Pistorius, Exosphere Project - Laura Palacios, ... - Jaime Yazzie, ... - Tina Johnson, ... - Lia Ossanna, CALS Natural Resources grad student 2. New progress to report 3. Formalize committee roles - Chair: Greg - Deputy Chair(s): Laura Palacios - Marketing (social media etc.): Tina (not social media); Heidi (Social media)? - Treasurer (what funds do we need?): - Assistant to the regional treasurer: Alex\* - \* i.e. will help coordinate with Snakes & Lattes for a catered Hacky Hour event... other stuff needing money may need more people - Web Master: Jeff - Helper Coordinator: Lia - Workshop Coordinator: Jessica - Others? 4. **Make an executive decision about a date.** Co-launched with WiDS? (April 21st) - Heidi to ask Adriana. - Call it a data week or something like that and have separate identities. - Would be 1/2 day Tuesday April 18th, then full days April 19-20. 5. [Survey](https://docs.google.com/forms/d/e/1FAIpQLSdgm6Rzu-mOHkrzMzjghubUsZjnQZssrAf2HzQ9BsxhVJXs1A/viewform?usp=sharing) (time permitting) - Add date to it. - Next one to get info on events from registrants if they want to run something. Having them propose events, including the needs, etc. 6. [**Website**](https://researchbazaar.arizona.edu/) Good enough - Still some info needed - Tina Johnson: pic & bio - Sarah Stueve: bio - Laura Palacios: pic & bio NOTE: Reprohack needs new coordinator (maybe Greg and Laura Palacios?) FOR FUTURE CONSIDERATION: * Gather free version is limiting to 10 users soon... * --- ## Thursday, January 12th, 2022 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/86118824660 **Description**: ResBaz Organization meeting to discuss ResBaz AZ 2023 **Tasks**: https://github.com/resbazaz/festival2023/issues ### Agenda 1. Introductions - Say Hi and add your name below: [Name, Affiliation/Title, what you hope to get out of ResBaz 2023] * Greg Chism * Jessica Guo, CCT, Better this year & better offerings * Chris Reidy, HPC, Help engage and bring in new backgrounds/peoples * Eric Scott, CCT, Event organizing experience & organizing new people together, * Lia Ossanna, Grad student CALS, Intro training session (software carpentries) * Alex Bigelow, Stardog, Do what is needed & have fun. * Julian Pistorius, Exosphere, Have fun and use it as a springboard to ID leaders and members of the community to help guide the organization. * Emma Gibbons Reich, NAU, Organize more NAU folks and get more involvement. * Tina Johnson, DSI, Be involved and helpful * Heidi, DSI, advertise * Valeria,, make new connections & have fun! 2. Reorient/update from Fall 2022 Semester - New progress to report? **Progress**: Eric - Notified Reid Cartwright at ASU (invite them to the next meeting) Chris - Communicated with Rebecca Belshe at ASU (very interested to be involved) 3. Formalize committee roles - Chair: Greg - Deputy Chair: NEED ASAP - Marketing (social media etc.): Tina (not social media) - Treasurer (what funds do we need?): - Assistant to the regional treasurer: Alex\* - \* i.e. will help coordinate with Snakes & Lattes for a catered Hacky Hour event... other stuff needing money may need more people - Web Master: Jeff & Eric - Helper Coordinator: Lia - Workshop Coordinator: Jessica - Others? 5. [**Website**](https://researchbazaar.arizona.edu/) URGENT - Still some corrections needed (assign people to help Jeff) 6. Verbiage: [Jessica's Doc](https://docs.google.com/document/d/1h7cI751ZtOt2Pt93R9DYT0gjIFrqLZRMhXfdNw9rbys/edit?usp=sharing) 7. [Survey](https://docs.google.com/forms/d/e/1FAIpQLSdgm6Rzu-mOHkrzMzjghubUsZjnQZssrAf2HzQ9BsxhVJXs1A/viewform?usp=sharing) (time permitting) - Next one to get info on events from registrants if they want to run something. Having them propose events, including the needs, etc. ### Running list of (possible) events for the ResBaz festival: - “Ask a data scientist” event - Hackathon - Dataset roulette? - Could we "double dip" and hold one during ResBaz? - Introductory & Intermediate workshops (Onramping) - Lia now Carpentries certified, yay! Maybe intro R? - Eric teach targets package, as part of reproducibility? - Might Kiana Robinson be interested in teaching, or participating in 'ask a data scientist'? - Publication quality figures in R with ggplot2 & extensions - Workshops focused on reproducibility techniques (Containerization, Binder, etc. to dove-tail with Reprohack) - [Reprohack, unconference style](https://www.reprohack.org/). Notes [here](https://docs.google.com/spreadsheets/d/1E9sGbZApmt73wdgn5exG7YtNedPMF_IzfLtrFuY9oL8/edit#gid=0) (Eric) - Generative art (e.g., https://koenderks.github.io/aRtsy/) and/or [ggplot postcards](https://jnolis.com/blog/introducing_ggirl/) - Diverse speakers on topics (e.g., websites/css/html) - Also see [October 20th, 2022 Agenda](#Thursday-October-20th-2022200PM-300PM-MST) - Hackathon to improve the resBazAZ website ### To-Do's - [ ] All: Submit a pull request to edit the website [members.yml](https://github.com/resbazaz/studyGroup/blob/gh-pages/_data/members.yml) with your 2-3 sentence bio, picture, and GitHub handle [**URGENT**] - [ ] List of - [X] Greg: Update survey based on meeting feedback, share on #steering-committee - [ ] All: Thumbs up or feedback to Greg's survey - [ ] Jeff: Finish updating the website [with help of volunteers...] - [x] Eric: contact Reed Cartwright @ ASU - [ ] Greg: contact Ted Pavlic @ ASU - [ ] Jaime: Stephanie Carroll @ Indigenous Data Governance - [ ] All: Brainstorm events for ResBaz festival - [X] Eric/Chris: Invite Reed Cartwright & Rebecca Belshe to bi-weekly meetings --- # Past Meetings ## Thursday, November 17th, 2022 2\:00PM-3\:00PM MST **Zoom**: https://arizona.zoom.us/j/86118824660 **Description**: ResBaz Organization meeting to discuss ResBaz AZ 2023 **Tasks**: https://github.com/resbazaz/festival2023/issues ### Agenda 1. Introductions - Say Hi and add your name to Roll call section below 2. GitHub codespaces? Possibility for workshops next year 2. Progress from previous meeting 3. Website - issues? bios? 4. Survey review - Duration, 1 week full days, 2 week half days - When *could* you attend ResBazAZ? morning, afternoon, all-day - Don't ask about when - when SC can do it - Week after finals, some inertia/expectation? - Ask a data scientist, open afternoons - Did anyone attend a previous ResBaz, what would they like to see more of - Everyone from last time, including instructors 5. Review updates to membership on website; see [PR](https://github.com/resbazaz/studyGroup/pull/35/files) - Note from Jeff: send e-mail to jcoliver@arizona.edu to add/update any information (need bios, images, & github for many) 6. Refine messaging about who we are: https://docs.google.com/document/d/1h7cI751ZtOt2Pt93R9DYT0gjIFrqLZRMhXfdNw9rbys/edit?usp=sharing 7. Review Greg's survey ### To-Do's - [ ] All: Email Jeff jcoliver@arizona.edu with 2-3 sentence bio, picture, and github handle - [X] Greg: Update survey based on meeting feedback, share on #steering-committee - [ ] All: Thumbs up or feedback to Greg's survey - [ ] Jeff: Finish updating the website - [ ] Eric: contact Reed Cartwright @ ASU - [ ] Greg: contact Ted Pavlic @ ASU - [ ] Jaime: Stephanie Carroll @ Indigenous Data Governance - [ ] All: Brainstorm events for ResBaz festival ### Roll call | Name | Affiliation | Title | Email | Top Priority for ResBaz AZ 2023 | | -------------- | --------------- | ------------------------------- | ------------------------- | ---------------------------------------------- | | Greg | DSI | Educator/ Organizing Chair | gchism@arizona.edu | | | Heidi | DSI | Educator | heidiesteiner@arizona.edu | SOPs/Handbook | | Eric | CCT-datascience | Scientific Programer & Educator | ericrscott@arizona.edu | Run a [reprohack](https://www.reprohack.org/)? | | Alex | Stardog | Software Engineer | alex.bigelow@stardog.com | Fun + networking. Also: 🍻 | | Jaime | LTRR | Scientific Analyst | jaimeyazzie@arizona.edu | | | Jessica Guo | CCT | Data Scientist | jessicaguo@arizona.edu | | | Emma Reich | NAU | PhD Student | egr65@nau.edu | NAU involvement/format | | Val | Psych | | | | | Sarah | iSchool | PhD Student; Graduate RA | sarahstueve@arizona.edu | Happy to help with anything! | | Julian | Exosphere Project | Software Engineer | julianp@arizona.edu | NAU & ASU involvement| ### Shared notes #### Survey - Previously ResBaz was the week after finals, so there's some expectation for that time - Remove specific date from survey and instead ask 1) 1 week full-day or 2 weeks half-day, 2) morning, afternoon, or doesn't matter - Question about remote/hybrid/in-person is still important - Who to send the survey to? - Ask for feedback about previous ResBaz #### Website - [PR](https://github.com/resbazaz/studyGroup/pull/35/files) for updating members, please add bio #### Other ideas - "ask a data scientist" event ------------------------------------------------------------------------- ## Thursday, October 20th 2022 2\:00PM-3\:00PM MST **Zoom**: <https://arizona.zoom.us/j/82935060974> **Description**: ResBaz Organization meeting to discuss ResBaz AZ 2023 ### Agenda 1. **Introductions** 2. **Clarifying / standardizing steering committee roles** (e.g, Deputy chair is the chair the following year) 3. **Discuss what we will be hosting at ResBaz 2023 **Both in-person and remote offerings** - Could do virtual in the morning and in-person in the afternoon, or other way around. - [Reprohack](https://www.reprohack.org/) with presentations +1 +1 - Participants do some kind of reproducibility project (maybe a half-day virtual reprohack) before ResBaz, and present at ResBaz - Some tangible outcome for the attendees - What kind of paper? Subject area, statistical techniques, innovative visualizations, etc (one idea is for a career-orientated paper, like this [one](https://www.nature.com/articles/s41559-020-1178-6#MOESM1)) - GitHub repos of results - Workshops focused on reproducibility techniques (Containerization, Binder, etc. to dove-tail with Reprohack) - On-ramping opportunity for novice folks to get involved with data science +1 - Some outcome that attendees can take away knowing they accomplished something - Diverse fields (bibliometrics? natural language processing? social media stuff like accessing twitter data? survey data?) - https://digitalhumanities.arizona.edu/ - https://sbs.arizona.edu/ - http://nlp.arizona.edu/ - workshops vs. talks/discussions? - Diverse speakers on topics (e.g., websites/css/html) - some 'intermediate' workshops to keep folks engaged - ASU and NAU (https://newcollege.asu.edu/) (https://newcollege.asu.edu/research/centers-labs-initiatives) - speakers/instructors from ouside UA (e.g., Sam Csik from NCEAS, Solving practical problems with ML (with talks by non ML specialists and a discussion at the end)) - Social Science and Internet Studies: https://ischool.arizona.edu/research-areas/social-science-internet-studies - Manuel Acuna - Diana Daly - Catherine Brooks - Generative art and/or [ggplot postcards](https://github.com/jnolis/ggirl) - https://koenderks.github.io/aRtsy/ 5. Begin discussing logistics (When, what, where, etc.) - What else could we add? - Registration deadline, at least for instructors/helpers? - Qualtrics - What structure? - in person vs virtual - how to involve NAU/ASU? 6. Rehash Future Discussion from September (below) ## Future Discussion * How can we avoid having panels of all non-hispanic white researchers in the future? ### To Do List - Due by 11/3 Update - There is now a GitHub project with issues to track most of the items below: [Project: Festival 2023](https://github.com/orgs/resbazaz/projects/7/views/1) - [x] Draft poll (Greg) - When: last week of March, first week of April - How long: 1-3 weeks range - What format: in-person, **remote**, (hybrid?) - [ ] Contact someone from [digital humanities](https://digitalhumanities.arizona.edu/) to gauge interest in presenting or attending - [ ] Contact someone from [social science](https://ischool.arizona.edu/research-areas/social-science-internet-studies) (e.g. Catherine Brooks & Manuel Acuna) - [x] Contact someone from NAU (Jessica) - [ ] Contact someone from ASU (Chris Reidy?, Jeff) - [ ] Create list of listservs to send poll out to (Tina) - [ ] Review reprohack.org materials and come up with idea for how it fits into ResBaz (Eric & Julian) - [ ] Update website (Julian & Alex B.) - [x] Materials to send to potential presenters/organizers/attendees to explain value of ResBaz (Val, Julian, Jessica, Jeff) - https://github.com/resbazaz/resbazaz_promotional_materials - [x] Schedule regular meetings (e.g. first & third Thursdays) (Greg?) - [ ] Find a buddy to help you **Meetings** 1st and third weeks closer to the event So meeting in **2 weeks** 1. reach out to UW resbaz - Chris Reidy, Ryan Bartelme has contacts, perhaps also Sara Stevens w/ Carpentries - do they have a manual? - how do they get all those sponsors? 2. Ask Blake & Kelsey about any documentation/guide for organizing past events (Julian) # Archive ## September 2022 * Special sessions built around themes * Lightning talks and discussions * Communities: * Across institution * Research/academic community * Common disciplines * HPC at ASU * Communities of interest (same methods/workflows) * Other representation * Poppy * Alex Bigelow * Ryan * Cross-pollination with other organizations * ResBaz international * Carpentries * Hack-a-thon * Repro-hack: https://www.reprohack.org/ * General hackathons: https://www.hackathon.com/ * Can be intense * Maybe do it in the weeks leading up to the festival, then have groups report on their experience * Virtual/In-person * In-person * Collaborative * Probably need in-person and virtual * Umbrella model - shared virtual events, but local events organized by each university * Tucson ambassador to help other groups organize similar events ## May 26th, 2022 - UW Model - Conference - Yearly themes? - Maybe session themes, rather than an overall theme - 3 weeks - spread over time - not as long chunks - Sponsored - *We want to keep the grassroots spirit!* - Organizing chair: Greg Chism (to start a 2yr leadership model) - Organizing deputy chair: TBD - More 'low stakes' presenting (e.g., data blitz, poster session) - More discussion sections - Debrief - Operational Manual - Zoom sessions could run more smoothly (toward above) - Qualtrics for regristration and feedback - auto emails to registrants - auto add-to-helper-list - Deadline for new workshops - Orientation sessions for ResBaz participants e.g., visual guides - how to use hackmd, when to use - Zoom Drama! - last slide could feature a feedback survey - Or anonymous Carpentries-style feedback ("one up, one down") on HackMD for each session - qualtrics for registration - ask demographics after registration - Communication and instructor/helper wrangling - Jessica: Felt like she was late. - Chris: Felt that it was timely. - Julian: If we follow UW model there will be less helper & instructor wrangling. - Hackathon / community involvement - Projects in progress on **Day 1** - Marketing what happened - we gotta analyze the participant data - report? RMD? QMD? - follow up ResBaz meeting to analyze data? like a hackathon?

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