# nf-core outreach

## Meeting notes

### 2024-04-19

- For beginners:
- write a guide about where to start for beginners with links to the docs (Fran)
- find more good-first-issues (everyone). Ideas:
- move local modules to nf-core modules
- identify subworkflows to add to nf-core
- ~~Create~~Rename(~~Duplicate?~~) project board (Júlia)
- Ask maintainers to put issues in the project board (Maintainers meeting notes: Matthias + Ask on pipeline maintainers Slack: Júlia)
- groups & group leaders
- Maxime and Edmund
- Tap Ambassadors (Marcel)
- Make groups based on what people answered when registering
- Socials
- Tuesday nf-core social - bar
- Quiz (Geraldine+Matthias)
- write schedule on the website (Geraldine to get us the food schedule, etc.)
- TODO
- Fran: Develop "getting started" set of resources for newcomers, eg. docs on how to write a new module
- Fran: Copy over logistics [schedule](https://summit.nextflow.io/2024/boston/agenda/) to go on the nf-core website
- Matthias: will get started on the quiz, help from Geraldine.

- Hackathon event planning futures
- People would like / expect three distinct types of events:
- Big picture challenge event (teams, challenges etc)
- Allow people to propose challenges?
- eg. Propose new pipelines and get a group to focus on building a MVP.
- Beginner friendly event (practice coding with low consequences)
- Treat as more of a hands-on training event?
- Aim to get a basic (non nf-core) pipeline written?
- Focus time to work on community work (existing community members)
- People bring their own topics only? No Project Board curation etc.
- In person hackathons versus remote
- Distributed works well, still combine as one event?
- Or let people do them at different times?
- Distributed + online as one event?
- Do an online-only event?
- Experience of the tie-in with Nextflow Summits, future direction

### 2024-03-15

Remaining:
* GET MORE CARDS on the GITHUB PROJECT BOARD
* Refer to example projects on the event webpage
* Leaders of each group
* Ask maintainers
* Slack `@channel` messages to push people
* Talks by @mribeirodantas and @ewels :heavy_check_mark:
* Add to existing playlist :heavy_check_mark:
* Embed YouTube videos on event webpage - @JoseEspinosa
* Add Bioconda ARM support as project to #infra team on event webpage
* Needs explicit announcement at start of hackathon - @FriederikeHanssen / @jmir
* Remove website registration banner - @mashehu :heavy_check_mark:
* Add section to top of event web page with key links
* GitHub project board
* Google Slides recap
* Gather

Done:
* Streams done ✅ (shared keys on Core team)
* Zoom is only for group leaders
* Stream YouTube link on Gather Town

Responsibilities:
* Finish money stuff for the sites - @ChrisHakk
* Make Google Slides template - @FriederikeHanssen
* By topic, not by local site
* Wrap up
* Show pictures from each site (1 slide per site?)
* Could tie into scavenger hunt
* Socks - @ChrisHakk
* Scavenger - @ChrisHakk
* Bingo - @FriederikeHanssen
* Quiz - @mashehu
* Closing talk - @emiller / @mashehu
* Embed YouTube in Gather town each day - @ChrisHakk
* Group leaders need Zoom link each day - @ChrisHakk
* Mirror photos from Slack into Google Drive - @mribeirodantas [here](https://drive.google.com/drive/folders/11oCbAmhLG9EdxFAwTlyZmdJDH8XkdJaQ?usp=sharing)

### 2024-02-16

* Chris Wyatt now added to the calendar event ✅
* March hackathon
* Local sites in the North America
* Got one in Canada, maybe SF / Seattle / Iowa / Boston
* **TODO: Phil email MIT / Harvard folks**
* **TODO: Chris to add Canada site to the registration form**
* Topics - outstanding
* Nextflow group?
* Group leaders for nf-test
* Current registrations:
* 170 total
* 90% local sites-ish?
* 41 in Heidelberg
* Funding - have tentative approval
* Community training
* Coming up soon! Feeling confident.
* Chris + Marcel will drive as a two-man show.
* **TODO: Add banner on training.nextflow.io**
* DNA VC from Francesco
* Need storage for training data. Bucket?
* Blog posts
* Office hours
* New tools release
* Bytesize
* **TODO: Ask Florian (Maxime to ask)**
* **TODO: Ask Daniel Lundin (Maxime to ask)**
* GitHub projects - cards, not issues
* **TODO: Make project board for bytesize (replace Trello)**

### 2024-01-19

* TODO: Chris Wyatt needs adding to the calendar event
* Remote hackathon
* 18-20 March
* Socials launch: Done ✅ (tailored towards sites)
* Registration for local sites closes Feb 2nd
* Repeat push next week (approx Mon 22nd)
* Reach out to:
* Australsia (Marco in Perth, ...)
* Reach out in the US / Canada
* Seqera, barcelona?
* Maxime has already asked everyone from last year
* Decide on ~~groups~~ _topics_
* Get topics leaders
* don't duplicate site / topic leaders
* Pipelines
* _Maxime, Rike_
* Raredisease <3 Sarek
* nf-test
* _Sateesh, Mahesh_
* Modules + subworkflows
* ~~_Gisela_~~ --> I won't be able to join for this hackathon as I have a conflicting meeting and will be travelling.
* Infrastructure/oops
* _Matthias / Edmund_
* Training development
* _Fran_
* Testers
* Writers
* ? Nextflow / plugins
* _Julia / Nicolas / Ben?_
* Beginners
* _Geraldine / Marcel_
* Focus on one very specific thing (nf-test?)
* Misc leaders
* Yuk Kei: General info / time zone lead
* Focus: porting subworkflows
* TODO: Add this to the website (@matthias)
* TODO: Check group leader attendence
* Ben
* Sateesh
* Mahesh
* Edmund
* Gisela
* Geraldine
* TODO: Recruit more group leaders
* Ask on Slack / individually?
* Seqera scidev? Jonathan?
* QBiC (FH, JMP) -> asked
* [Ambassadors](https://www.nextflow.io/our_ambassadors.html)
* Add to agenda for maintainers meeting -> added
* Schedule
* Socials - keep it simple on the website
* no table, will vary site by site
* 1 daily sync / wrap up (work cross-timezones?)
* Funding
* Assume nothing, hopefully we can get something
* Trying to avoid 2FA spendesk card auth
* Community training
* 5th - 6th March
* Going out on socials soon
* Led by Chris + Marcel, pre-record + office hours
* English only, foundational content only
* Local sites?
* Not this time, later in 2024? Through Ambassadors?
* Florian + co at Heidelberg might be doing this?
* New training
* DNA VC from Francesco: [preview](https://deploy-preview-300--nextflow-training.netlify.app/#nextflow-training_1)
* No videos for now for the spring 2024 training
* New blog
* Organisation
* Reviews etc: responsibility lies with outreach?
* 👉🏻 Bytesize talk
* Schedule
* Sateesh: nf-test
* scidev: fetchngs release
* scidev: rnaseq release
* sarek: sarek release
* Core team retreat summary
* Bytesize planning
* Tues 23rd: Matthias (Blog)
* Tues 30th: Rike (Hackathon) / pre-record someone else
* Feb 6th: Jon Manning
* Feb 13th: Test data base path (Adam - Maxime to chase)
* Feb 20th: Phil (Work groups introduction)
* Feb 27th: Björn (Domestic animal genomics work group)
* Maxime to take lead on bytesize
* 11th Feb - 8th March
* GitHub projects - cards, not issues
* Make project board for bytesize (replace Trello)
* Make board for blog post ideas

### 2023-11-14

* Still a few tickets left for summit + hackthon
* Deadline is Friday Nov 17
* :+1: Do live streams of hackathon talks
* Tentatively, plan post summit:
* Alternate core / outreach meetings, keep them running
* Biweekly (1 outreach per month)
* Increase cadence of outreach meetings before events

TODO:

* Phil - continue hassling Microsoft about megatest credits
* Chris - continue hassling Microsoft about hackathon project
* Update website when we've heard back
* Add all registered people to Slack channels (After Friday 17)
* Edmund - Bulk move open issues from Barcelona project board to Boston
* Once done, ping everyone on slack to add new issues

### 2023-11-07

* ✅ Maxime - Make Slack channels
- `#hackathon-nov-2023`
- `#hackathon-nov-2023-groupleaders` (private)
- `#hackathon-nov-2023-modules`
- `#hackathon-nov-2023-pipelines`
- `#hackathon-nov-2023-beginners`
- `#hackathon-nov-2023-ops`
- `#hackathon-nov-2023-megatests`
- `#hackathon-nov-2023-nf-test`

* Chris
* ✅ Check with group leaders
* ✅ Update website
* ✅ Prepare socials for Slack + Twitter
* Still waiting for a meeting with Microsoft
* Edmund - New project board
* ✅ [Done](https://github.com/orgs/nf-core/projects/56/views/1)

* Boston groups
* ✅ Blame Maxime for the following
* Groups:
* modules
* Gisela
* pipelines
* Maxime
* nf-test
* Sateesh
* beginners
* Géraldine
* [Abhinav] Jotting down a thought here our definition of beginner (in a Hackathon) - maybe we use it more in the sense of "free-floaters" persona? Someone who isn't a part of a specific group yet, and we can point them to a group. Then its up to a group to assign/present relevant tasks to the individual. Therefore, we focus on a "conversion-rate" for new participants into group-level contributors
* ops
* Edmund + Maxime
* Microsoft -> megatests
* Maxime + Adam(online) + Abhinav (online)
* No-one there for infra + nextflow - ditch these groups?
* [Abhinav] The megatests come under infra so we have that.
* Could have totally different setup
* Groups = tables? One leader per table?
* Difficult to know what other tables are doing?
* Grouped by fields? Genomics / proteomics / imaging etc?
* Beginner group?
* Topics
* nf-test
* Adding new modules / swfl
* Existing maintainance / swfl
* New pipelines
* Existing modules

* User workshops?
* Would end in 1-1 tutoring => improve Docs instead/first
* docs team?
* nf-core long-term solution to help maintain pipelines

### 2023-10-31

#### Retrospective on Barcelona hackathon:

* ✅ Worked well
* [Phil] Venue size + layout
* [Rike] Coffee + food
* [Rike] Wrap up
* [Max] live fetchngs release
* [Fran] Beginners table on 1st day
* ❌ Didn't work so well
* [Matthias] hybrid mode +1 [Jose]
* [Chris] access to Gather space restricted
* [Yuk Kei] Was ok channelling people into groups, limited conversations after that.
* Previous events were empty, so a slight improvement.
* Live streams - quite a few people at the start. V. few at the end.
* Limited engagement from in-person attendees online.
* [Abhinav] - could do follow-ups on the second day with people?
* [Abhinav] - have local ambassador follow up?
* [Abhinav] - widen scope of questions for people "information officers" (beginners + any other questions)
* [Jose] - have a lead in each hackathon group that takes care of the online interaction
* [Phil] - Has been tried before but we don't have enough resources
* [Matthias] - have a physical meeting room speaker in the middle of a table?
* [Julia] - layout of Gather Town made it difficult to find others working on similar things
* People turn off gather if they can't find people
* [Fran] - Open but with labelled _areas_ for different groups. We tried to do this but Gather wouldn't let us do it as they disabled features for moving walls etc.
* [Geraldine] - what's the spectrum of people online, what do they want?
* If people turn up anyway we could do a beginner track?
* [Phil] - question of resources, enough people around to help
* [Fran] - demand is very high on the first day and then drops off (this is why we had the beginners table)
* :bulb: Beginners
* [Chris] Stronger themes? eg. beginner tracks - "create a module"
* [Fran] Beginner-specific hackathon?
* [Fran] Pairing / shadowing - didn't work so well before?
* [Abhinav] Can we develop personas for beginners?
* [Matthias] Quiz for entry to the hackathon? Bouncers?
* [Geraldine] Babysitters rather than bouncers? (Ambassadors?)
* Need to be specific about what we mean by beginners
* Stronger links to in-person training events
* :globe_with_meridians: Hybrid events?
* Could do online-only event, January?
* Mini hackathons?
* Distributed local sites, like March 2023
* ✍️ Things to do differently next time
* xxx
* Feedback / survey?
* [Rike] Survey to people that did not attend the hackathon?

#### Boston hackathon

* ℹ️ Registration status
* Previously: hotel capacity was ~110, sold out with 73 registrations (28 hackathon)
* Expanded numbers to 180 by booking extra room for catering. Now issuing tickets to the wait list with codes.
* Oct 31st: 79 summit, 32 hackathon
* Numbers don't include sponsors + Seqera
* **Ballpark guess for hackathon: 50-70**
* 🌐 Previously stated that it'll be in-person only
* Do we still stand by this?
* Different levels of online engagement:
* Slack
* Live-stream intro / wrap-up talks
* Gather Town
* 🙋🏻‍♂️ Key people there in person (eg. group leaders)
* Gisela
* Phil / Chris / Geraldine
* Harshil / Maxime / Esha / Laramie / Rob S
* Edmund Miller
* Robert Petit
* Staeesh Peri
* 📋 Groups tasks: reuse GitHub project board?
* 🫂 Groups - repeat? Group leaders?
- Pipelines (Harshil, Maxime, Edmund, Sateesh)
- Infrastructure (Phil?)
- Nextflow backbone (Rob S? Ernie?? Paolo???)
- Modules & subworkflows (Robert?)
- [Beginners] (Geraldine?)

- **TODO**
- [ ] xxx

### 2023-10-03

* ℹ️ Final hackathon numbers for Barcelona:
* 69 Hackers
* 28 Seqerans (mostly as attendees)
* Total = 97
* ✅ How many people do we want per table? 8, 9 or 10?
* **Decision: 8**
* GitHub Actions running on AWS
* Status: Hopefully getting there
* Group leads - VIDEOS!!!
* ❓ Abhinav - Beginners
* ❓ Pipelines
* ✅ Infrastructure (Julia / Matthias / Nicolas)
* ❓ Modules / subworkflows
* ❓ Nextflow backbone 👈🏻 **Do Ben / Jordi know about this?** ⚠️
* ✅ Time to announce project boards on Slack to everyone, ask to populate (Rike)
* No time limit to adding issues
* ✅ Create shared google drive folder where people can dump stuff (Marcel)
* Status: [link](https://drive.google.com/drive/folders/13C5dP5k5z4hbAjaPd4XtlsVaiumBk1HY?usp=share_link)
* ✅ Set up Gather Town (Chris + Maxime + Yuk Kei)
* Paid for Gather town
* Basic space set up
* Default to small - start with the smaller rooms in the main space for groups. If they get packed, open up side rooms.
* Safety officers
* ✅ Cris (in person)
* ✅ Saba (online)
* ❓ Mike H (online)
* ⚠️ Quiz (Matthias)
* So far - 2 questions done
* ✅ Bingo (Rike)
* ✅ Scavenger hunt (Fran)
* Everyone is happy with the challenges
* Channel is created
* Welcome talk - suggest that people get together on their table etc
* ⚠️ Socks
* Will do last minute / during event

### 2023-09-19

* Hackathon page updates look good :star-struck:
* Project board structure is ok
* Issues being added nicely, Pipelines is behind
* Edmund + Maxime + others to look into adding more
* Any other volunteers to help out with Safety?
* Matthias Zepper? Fran will ask.
* Gisela will not be there attending Barcelona at all
* Let's not bother with AWS credits
* TODO
* GitHub Actions running on AWS!!!
* Matthias + Júlia to take a look into this.
* Group leads - VIDEOS!!!
* Time to announce project boards on Slack to everyone, ask to populate - Rike
* Create shared google drive folder where people can dump stuff - Marcel
* Set up Gather Town - Chris + Maxime + Yuk Kei

### 2023-09-12

* Gisela: Team lead. She's not attending in person. Rike to take instead?
* Need to update schedule to include sponsor talk
* **AWS Barcelona** 👈🏻 need to tell them
* Microsoft Boston
* Confirm: Coffee at all times :+1:
* Schedule: Run is not 150 minutes long
* Allergies - eg. nut. Captured in registration?
* Ask in email
* Mention in welcome talk
* Swag:
* Stickers
* Deck of playing cards
* Box of mints
* (other leftover swag)
* Gather town
* Have very specific area, focus to Yuk Kei
* Don't make it too big
* 👉🏻 Make sure in person people bother to log in
* Private Slack channel for group leads
* Table with private chat for each group in gather town
* + Yuk Kei into the builder's group
* TODO
* Online group: add abhinav
* Safety section - Copy [this](https://nf-co.re/events/2022/hackathon-october-2022/#safety-information-at-the-hackathon)
* Create Slack channels - Rike. See below for list.
* Scavenger hunt - Fran
* Check on Bingo - Rike: https://docs.google.com/document/d/1GqDvLLIVF_d-09Ydgy01_2-Bv1-BeZhBTis3cXbB66w/edit#heading=h.f9as03tmzgf1
* INTRO videos. Deadline: Monday 9th October
* Responsible: Fran + Abhinav
* Populating group project boards (Rike)
1. Get updated event page live (Tues 12th)
2. Group leads: add some stuff (Fri 15th)
3. Announce on Slack to everyone, ask to populate
4. Hassle outreach + maintainers (Monday 9th Oct)
5. Slide template for wrap-up, google drive (Marcel)

### 2023-09-05

Attending:

Phil, Fran, Rike, Chris H, Marcel, Harshil, Julia

Agenda:

* Teams
* Special theme: nf-test
* As usual + beginner group:
- Point to training material 2 weeks before
- They can still ask questions in the #nostupidquestions channel
- Have a dedicated point of contact? Dedicated Slack channel?
- Rotate so no one person is responsible for the whole hackathon
- More groups with more specific topics:
- Translation of docs / training
- ...
- More team leaders, organize stream lined update
* Team leads
* Status: asked in maintainers channel on slack:
* 1 onlines, 6 in-person --> need more online team leads
* Team leads should create introductory videos (similar to last time)
* Social activity:
* First night: none
* Second night: Cooking
* Quiz (Tuesday after lunch? - Matthias)
* Scavengerhunt online + in person (Fran)
* Photos in slack - 2 per day (5 total)
* Announce start of day
* Scheduled messages on Slack
* Sock hunt (Maxime?? + Chris H)
* Bingo (James???)
- Not (too many) inside jokes :face_with_cowboy_hat:
- Basically don't draw any attention to it?
* Online:
* set up Gather town (Maxime + Chris H)
* organize payment via seqera?
* Swag
* Chris is checking for stickers. Update?
* Other Swag is ongoing on the seqera side. Update?
* Coasters
* DUCKS - Rike

* Slack channels
- DONE General Slack channel for hackathon
- General Slack channel for entire summit (eg. questions - NEXTFLOW SLACK, share with nf-core)
- DONE Slack channel for each group>
- DONE Pipelines
- DONE Modules
- DONE Nextflow
- DONE Infrastructure
- DONE Scavanger hunt
- DONE "Help I am lost" slack channel on the first day with assignees

* Safety team
* TODO: Check who is attending online / in-person

* documentation of Hackathon progress
- google slides
- max 3 slides per group
- slides get updated, not created new
- TODO: prepare slide deck

* Intro material to send (Chris)
- Include links to training material
- One email, with one week to go
- Continuously update web page

---

## Barcelona Teams (with sub-projects)

- Jokers: Chris, Phil :black_joker:
- Pipelines (Harshil / Adam / Maxime / Edmund / Sateesh)
- nf-test
- Adding to pipelines
- Template syncs
- Pipeline teams (multiple groups, centred around specific pipelines)
- nf-core pipelines refactor
- Azure megatests roll-out in pipelines (Adam)

- Infrastructure (Julia / Matthias / Nicolas)
- Subworkflows infrastructure (Julia / Matthias)
- Template customisation / feature flags (Julia)
- Stripped down/customisable nf-core pipeline template
- Samplesheets infrastructure
- Google megatests (MemVerge) (Sateesh / Esha)
- Quilt plug-in for data provenance (Ernie)
- nf-validation
- Lint: Module stubs

- Nextflow backbone (Ben / Jordi)
- nf-prov
- nf-quilt
- Plugins
- Nextflow documentation
- New core features for Nextflow

- Modules & subworkflows (Jose / Rike)
- nf-test (Harshil / Adam / Maxime / Edmund / Sateesh)
- Start (planning?) adding to modules
- Modules lint tests
- Stubs for all modules
- Good for beginners?
- Module mashers
- Creating new modules from issue list

- Online (Yuk Kei / Louisa)
- Group leads reach out to specific sub-groups for contacts

- Beginners -> teamlead: Abhinav and Marcel (and Fran)
- No designated beginners group but will have a "beginners table" on the first day (or until not needed anymore)
- Attendees are expected to know the basics