# Working groups day plan

## On day actions
*Tasks to do by the end of each period*

### Pre-arrival
- [x] Create name badges
- [x] Buy breakfast catering
- [x] Ensure online facilitators know what they are helping with
- [x] Ensure tech in Ada Lovelace is working properly
- [x] Ensure we have the stationery we need

### Arrivals
- [x] Get all slides from WG leads for their intros

### WG Discussions
- [x] Add new WGs to the [Charter form](https://docs.google.com/forms/d/1u_J11bS9A7ytEXpDL-Dyh9VwIDScGL173F70kwfuoL8/edit)

### Break
- [x] Assign WGs to breakout rooms, and make sure tech is working

### Lunch
- [x] Ensure lunch is set up properly
- [ ] Make sure WG leads are ready to do a quick presentation on what they want to do in the get started sprints
- [x] Add any new WGs to slides 35 & 39
- [ ] Assign rooms for WGs
- [ ] Create HackMD for each WG

::: spoiler **Old notes**

## Summary

The room where it happens. This hybrid event hosted at The Alan Turing Institute will see existing and incipient UK TRE Community Working Groups officially set up and in their way to success.

The day will start with a presentation of the governance processes for working groups within the community, recently ratified by the community after presentation in the Community event on 14 March.

Working groups will then breakout to complete their own charters and define their remit and goals.

After lunch there will be a workshop where each working group will be supported in further establishing themselves. This will include setting up their spaces and communication channels, plans, stakeholder mapping and anything else the Community can offer.

Along the day there will also be ample opportunity for socialising over coffee and lunch.

### Aim

- To have all working groups attending formally defined
- 1st and foremost, after this session informally existing WGs and not yet existent ones will be formally added as UK TRE Community Working Groups
- To feedback and stress test the working group governance processes
- Having finalised v1 of governance processes, go through it with every working group in the room (Community approval might be pending if that is a step)
- To explicitly define the expected support from the community
- What support is needed?
- What can be offered?
- To have working groups set up by the end of the day
- Precise goals and remit
- Ways of working: expected pace and format of meetings
- Main space (own repo, slack channel, mailing list...).
- High level stakeholder map, within and without community (People, Orgs...)

## Logistics
- When: TBD - could be w/c 22 April, first half of May
- Location: London, Turing office (enigma?)
- Number of people: WG members
- Resources required:
- Catering
- Conference equipment for hybrid (organise separate discussions/groups)
- Stationery: big sheets, pen, easel?
- Hybrid best, but how to make it happen?

## Agenda

Time: 10.30 to 16.30

- 10.00-10.30 Arrival & coffee
- 10.30-11.15 Session: General WG governance, process and support review
- 11.30-12.30 Session: Formalise this for your groups
- 12.30-14 Lunch and social
- 14.00-16.00 Session: Get started sprint
- 16.00-16.30 Wrap up, & update the community: new WGs!

### revised agenda

Time: 10.00 to 16.30

- 09.45-10.15 Arrival & coffee
- 10.15-10.30 Intro
- 10.30-10.45 Intro from pre-existing working groups
- 10.45-11.15 Deciding what other working groups we want to exist
- 11.15-11.30 Comfort break
- 11.30-12.30 Session: Formalise this for your groups (existing and new)
- 12.30-14.00 Lunch and social
- 14.00-16.00 Session: Get started sprint
- 16.00-16.30 Wrap up, & update the community: new WGs!

KW suggestion - shorten lunch and social and add in a coffee / comfort break during the get started sprint

12:30 - 13:30 lunch
13:30 - 13:45 presentation to explain what the sprint is about
13:45 - 14:45 Get started sprint part 1
14:45 - 15:00 Comfort break
15:00 - 16:00 Get started sprint part 2

KW suggestion

Turn this one into more of an
- 10.45-11.15 Deciding what other working groups we want to exist

#### General
##### Notes
##### Action
- [x] Check whether we want black table all day
- [ ] Hybrid
- [x] Line up enough facilitators for the hybrid aspect
- [ ] Check mics and sound
- [ ] rolling mics?
- [x] Ada Lovelace is two zoom rooms, ask facilities to unify if they can
- [x] Consider ways to create separate online and in person breakout rooms
- [x] Separate rooms will have zoom rooms, ada lovelace not so we will need someone's laptop to act as on
- [ ] Dry run
- [x] Ask Otis for the nice glasses for water
- [ ] Collaborative white board or document
- [x] Organise groups and documents in advance as much as possible
- [x] Slide deck for everyone to introduce themselves ahead of time
- [x] Guideline/script for new people (more than tasks as we have now)

#### Arrival & coffee

##### Notes
##### Actions
- [x] Make sure these are part of catering and organised

#### Intro
##### Notes
- Aim of day - to have the minimum requirements for a Working Group (either pre-existing or new) met by the end of the day. This includes:
- A finished charter
- What support they need from the Community Management Working Group
- Bonus - getting started on key work

##### Actions
- [x] Create slide deck for this intro and prepare wording

#### Intro from pre-existing working groups
##### Notes
- The point here is to show what work is already being done, and to highlight where there may be gaps
- This will influence both:
- The next half hour (what other groups could we start)
- What groups those not already in a WG decide to join/start from 11.30

##### Actions
- [x] Decide how the existing WGs will share their intro
- [x] Ask WG leads to prepare this intro
- [x] And to share as much ahead of time as possible

#### Deciding what other working groups we want to exist
##### Notes
- Open discussion on any other working groups we either want to:
- Start today
- Highlight as key working groups that we could start sometime soon

##### Actions
- [x] Decide how we want to have this conversation
- [ ] Prepare flipcharts/postits/pens for to discuss

#### Session: Formalise this for your groups (existing and new)
##### Notes
- Groups go into breakouts to formalise their charter.
- This can also be done in advance if WGs would rather use this time for something else

##### Actions
- [x] Prepared Google Docs with charter template for each WG (might need to do some of these in the break)
- [ ] Prepare flipcharts/postits/pens for each breakout room to discuss

#### Lunch and social
##### Notes
##### Actions
- [x] Sort catering

#### Session: Get started sprint
##### Notes
- This can be a pretty free time to either:
- Finish charter work
- Take on a recommended list of actions
- Just make progress on WG as WG leads see fit
- The CMWG will have some recommendations and best practices

##### Actions
- [x] Make list of ideas
- Carry on working on the Charter
- Set up Slack Channel
- Set up events on events calendar
- Set up mailing list
- Set up GH repo (or open collaborative workspace)
- Decide progress goal for June meeting
- ...
- [x] Collate tips, tricks, best practices that we know of
- Specific deliverables,
- How to organise collab cafes/effective events & meetings
- Identifying stakeholders
- Identifying participants/roles within the WG
- User experience & engagement

#### Wrap up, & update the community: new WGs!
##### Notes
- Each WG reports back on the progress it has made
- We want some kind of next steps here to keep momentum going
- Each WG should go away from here and make progress, and be ready to report back at the June meeting
- Thank you and niceness and excitement
##### Actions
- [x] Create slides

## Costing
Available £6,000

To be discussed, a possible plan would be:

- Catering (varies with option, to adapt according to the rest)
- around £16 person for lunch
- around £14 per person for breakfast
- Stationary £50
- Paper pads 5 * £4 =£20
- Bic ballpoint pens pack 5 * £3= £15
- Travel for attendees: there is limited capacity to offer this. Accommodation could be offered in a need to basis. Based on the below an estimate would be to offer travel for 20 people, and accommodation for 5. This will be adapted based on needs
- Establish criteria and questionnaire:
- people need to commit to running these working groups
- this not to be part of their work/covered by their institution,
- traveling the most distance/time,
- not being able to make it home,
- ensure a representative and diverse group on the day.
- £200 travel per person
- £200 accommodation per person, limited cases. Return travel must not be possible (or unreasonable) to do on the day

Scenario 1
- Attendees 30
- Catering £960 (+2 facilitators)
- Travel for 20 attendees £4000
- Accommodation for 5 people £1000
- £5960

## Actions
- [x] Decide on how to spend, who is going to be eligible for expenses
- [x] Create criteria
- [x] Book room
- [x] Finalise governance documents
- [x] Set up event registration
- [x] Announce event, stressing that we need registrations soon to organise
- [x] Hire catering

:::