Update Cultural Analytics workshop week and create bCal events

[lillihart]

deadline: March 3

• two people can work on this together if that seems helpful

We are running a series of events March 17-20 and want to provide our guests with three things:

1. print and PDF versions of the agenda (handout, side 1)
2. print and PDF versions of AIFL info with location, contact info, how to access (handout, side 2)
3. invitations to all the events via bCal

Agenda/Schedule

• For internal use: compare Tim's spreadsheet to our spreadsheet and update only the following items on our sheet to match his:
  • dates, times and locations of the presentations/talks at the I School and Dwinelle 370 (most are around lunchtime)
  • dates, times of the deep dives/discussions/roundtable at AIFL
• For guest/external use: make a copy of Tim's spreadsheet tab "Weekly schedule template"
  • delete the "Notes" section on the new copy and rename it "Cultural Analytics Multimodal Workshop Week Schedule"
  • rework this new copy to be user-friendly and printable on a single page (ex: It doesn't need to specify "Title: Breakfast" - it can just be "Breakfast")
  • add links to the events listed on the I School website

bCal Invitations to Events (do not include meals, breaks, social hours, OSPO)

• meet with @lillihart to discuss the project briefly
• after you get access, add the bCal events to the AIFL calendar - each one should have a location
• only invite @lillihart as a guest (you may invite yourself too if that's helpful)
• work with @lillihart or @slohia-19 on this: for events at AIFL, add "Room" "2120Univ-SEM-722 Cap:30"

• after all bCal events have been added, meet with @lillihart to review them
• @lillihart will give the green light when other guests may be added:
  • add all the "Workshop week Guests" from this tab, the guest speakers only on green rows from this tab, Tim Tangherlini, Kirstie Whitaker, interns who are scheduled to work during event shifts

[lillihart]

@yeonwoolee-sudo Turns out we need this schedule updated as soon as possible and sent to Jonathan at the I School, so I moved the deadline up to Feb 25 (by the end of your shift). I will be at AIFL tomorrow during your shift but I'll be in a meeting starting at 3:30pm. Feel free to ping me on Slack if you have specific questions and I'll try to address them.

In addition to the other things we discussed, please also note this info on the schedule for Jonathan:

• All lunchtime talks (March 17-20) should specify:
  • 12pm Pre-talk lunch
  • 12:15pm Talk

note just for you: We do this so the people joining online don't have to wait around while we get our lunches and get settled!

[yeonwoolee-sudo]

@lillihart If it helps, I just finished the first pass of the schedule for Jonathan if we wanted to look at it before my shift so I can make sure everything gets done ASAP. I left a few questions on the sheet regarding if an event is application based, or if they need to be included.

[lillihart]

Looking at the spreadsheet, I'm thinking we should simplify it even further for Jonathan. Let's just send him a doc with any changes/updates in green text. For every event (excluding Monday morning events at AIFL and the Roundtables in SH205):

• event date
• link to I School event if it already exists (if it doesn't then "Jonathan, please create add an event listing")
• title
• event description (tbd - let's talk about this)
• event start time (for lunchtime talks, there are two start times: Pre-talk Lunch is 15 minutes before the Talk)
• location

Resources

• current list of events already published
• deepdive/discussion example (use the same language that you see on the page)

[yeonwoolee-sudo]

Hi @lillihart! All of the events have been added to the AIFL calendar and I have added you as a guest. Let me know what future steps are!

[lillihart]

Such a big help, thank you!

Looking at it now, I think it would be helpful to include the other AIFL events (not SH205) like breakfasts, orientation, intros, roundtables, & discussions that aren't on the calendar yet. All will be in the seminar room except breakfasts (no room needs to be specified).

After all events are on the calendar, we will likely invite people like Tim and Kirstie to them (tbd). Eventually, we'll invite other guests coming to the events too.

[lillihart]

@yeonwoolee-sudo - more tasks for the bCal and the Handout! I will add subtasks for them.