Workshop Planning Timeline

Finding space, sponsors, volunteers & students

• Identify existing communities to collaborate with
• Find a space
• Find a sponsor
• Recruit volunteers to teach, TA, and help you plan
• Recruit participants

First steps once the major details are ironed out

• Join the organizer's listserve
• Confirm dates & details with the hosting venue
• Meet your workshop mentor, if first time organizing
• Check in with Isa to include your workshop in the RailsBridge Calendar

Somewhere around 3 weeks before

• Post the event on Meetup.com

Two Weeks Before

• Survey the students and volunteers
• Arrange catering
• Make after-party reservations
• Train the teachers
• Communicate with everyone
• Arrange childcare

One Week Before

• Obtain necessary objects (power cords, flash drives, name tags, etc.)
• Update the pre- and post-workshop presentation slides
• Figure out student class levels

At the Installfest

• Set up a good Installfest space
• Set up a welcome desk with class level confirmation
• Identify a Github point person for real-time updates
• Deal with inevitable issues

At the Workshop

• Set up! Welcome desk, presentation space, classrooms, & food
• Greet, check in, and nametag students and volunteers
• Give the opening presentation
• Figure out who really showed up; match students & teachers accordingly
• Keep time: remind/make all groups take breaks, eat lunch
• Feed people lunch, make them go back to class
• Email post-workshop survey link
• Give the closing presentation
• Retrospectives
• Party party party!

Aftermath

• Send follow-up encouragement to students, thank yous to teachers & host space
• Send a writeup and survey results to the organizer's listserve
• Get reimbursed
• Update this wiki with your brilliant discoveries

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