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Expanded the step-by-step section to reflect new content #80

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merged 1 commit into from Dec 16, 2016

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thatdocslady commented Nov 6, 2016

Fixes issue #78

This PR includes updates to the step-by-step chapter, which wasn't updated much since it was first written. Now the chapter includes a "before you start" review as well as an expanded all-in-one timeline, with high-level information about each task and links to chapters that were updated since this section was originally created.

Comments, edits, and cupcakes welcome! <3

@patjouk

Absolutely brilliant! Thanks for your great contribution!
They're just a few typos to fix ;)

- Review and accept the [environment guidelines and Code of Conduct]((../environment/README.md)). This is critical to make sure that everyone involves feels safe and welcome before, during, and after the workshop.
- Review the [Organizer FAQ](https://faq-organizers.djangogirls.org/) to help optimize the organization process and get you prepared.
- Review the [accessibility information](.//accessibility/README.md). This includes Website compliance, venue requirements, and other resources you might need to accommodate accessibility needs of your attendees.
- __Apply to the Django Girls organization to register your event__ by sending us an email to hello@djangogirls.org.

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patjouk Nov 22, 2016

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They need to apply by filling a form here: https://djangogirls.org/organize/

- Review and download the resources you might want to use. We have some cool [design resources](../resources/README.md), like Web and print logos, shirt designs, poster templates, and other goodies that you can use in your decorations.
- [Create a budget for the workshop](../costs/README.md). The budget should be divided to "must-have" costs and "nice-to-have" extra items. Don't worry about raising a lot of money, normally you do not need a big budget, as long as your team of coaches and supporters provide a friendly and fun atmosphere. You can also [DIY a lot of the logistics](../diy/README.md) if you don't feel comfortable handling large amounts of money or depend on sponsorships. Get creative!
- Start promoting the workshop [on social media, in the press, or in person](../promotion/README.md). You can create a social media account, group, or page.
- [Start looking for sponsors](../sponsors/README.md). Typical sponsors can include IT companies, universities, and local businesses in your city. You don't need a lot of starting funds to run a workshop, but the support can help you provide financial aid for applicants who are not able to travel to your workshop, as well as purchase goodies like shirts for coaches, decorations, and other extra-special treats for a fun day!

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patjouk Nov 22, 2016

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"the support" => their support?

- [Launch the application process for attendees](../application_form/README.md). You'll want to keep the application open for at least 1 month, and the selection process usually takes 1-2 weeks. Of course you can launch this at the same time that you announce the Website!
- After you launch the application process, order a [Workshop Box](https://djangogirls.org/workshop-box). This nifty little started kit includes stickers, balloon letters, buttons, name tags, and other goodies, so that you don't have to produce them yourself.
- Finalize the list of coaches. Generally, a 3:1 ratio of attendee/coach is recommended. So for example, if your workshop has a maximum capacity of 30 attendees, you'll want to recruit at least 10 coaches, with 1 meta-coach to help and support the coach team.
- Finalize and announce the venue. Normally, the venue will be sponsored, so you can combine a sponsor welcome announcement with the venue announcement. Make sure to update the Website with the venue information. There is a special page that you can edit with directions, detailed schedule, and attendee information.

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patjouk Nov 22, 2016

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"There is a special page that you can edit with directions, detailed schedule, and attendee information." => You can add a new section to your website to provide directions, detailed schedule, and attendee information.

- Finalize and announce the venue. Normally, the venue will be sponsored, so you can combine a sponsor welcome announcement with the venue announcement. Make sure to update the Website with the venue information. There is a special page that you can edit with directions, detailed schedule, and attendee information.
- [Start looking for catering](../logistics/food.md). If the venue doesn't provide you with catering, you might want to reach out to local restaurants, cafes, bakeries, to pre-order lunch, snacks, drinks, and so on.
- Continue to look for sponsors. You can consult with your coaches for suggestions on which sponsors they can connect you with, post a request on Slack, or use social media to increase the search range.
- [Order swag](../logistics/swag.md). Besides the Workshop Box, if you have the budget you can order shirts for coaches, notebooks, tote bags, or maybe print some posters. The [resources repository on GitHub]() should have everything you need.

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patjouk Nov 22, 2016

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Link to the "resources" repo: https://github.com/DjangoGirls/resources/

- [Start looking for catering](../logistics/food.md). If the venue doesn't provide you with catering, you might want to reach out to local restaurants, cafes, bakeries, to pre-order lunch, snacks, drinks, and so on.
- Continue to look for sponsors. You can consult with your coaches for suggestions on which sponsors they can connect you with, post a request on Slack, or use social media to increase the search range.
- [Order swag](../logistics/swag.md). Besides the Workshop Box, if you have the budget you can order shirts for coaches, notebooks, tote bags, or maybe print some posters. The [resources repository on GitHub]() should have everything you need.
- Find a [photographer](../logistics/pictures_video.md). A nice-to-have, if you have friends or volunteers who can document the workshop day, it can be a really nice souvenir and you can add pictures to the Django Girls Flickr stream or use them in blog posts.

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@patjouk
- Make sure attendees confirmed their attendance
- [Make sure all the logistics are figured out](../logistics/README.md)
- Announce your coaches on your website, on social media, and in other promotion channels as you wish.
- [Close the application process and select attendees](../application_form/selection.md). We recommend recruiting a selection panel of at least 3-4 people who can vote and discuss this, especially in cases where financial aid is involved.

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patjouk Nov 22, 2016

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Extra spaces ;)

- After you receive confirmations from all attendees, assign coaches to their groups and make sure the coaches review the [Coach's manual](http://coach.djangogirls.org/) and the [Tutorial](../tutorial/README.md).
- Send an email to your coaches so they can meet their group. If you can't do the installation party the evening before the event, invite your coach to do it online with their group following those [instructions](http://tutorial.djangogirls.org/en/installation/index.html). It's really important that attendees' computers are ready for the workshop!
- Schedule a a coach dinner-meeting the evening before the workshop. This is especially important to be done in advance if you are co-locating the workshop with a conference, since many coaches will need to plan their travel to the workshop in advance.

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patjouk Nov 22, 2016

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double "a"

- After you receive confirmations from all attendees, assign coaches to their groups and make sure the coaches review the [Coach's manual](http://coach.djangogirls.org/) and the [Tutorial](../tutorial/README.md).
- Send an email to your coaches so they can meet their group. If you can't do the installation party the evening before the event, invite your coach to do it online with their group following those [instructions](http://tutorial.djangogirls.org/en/installation/index.html). It's really important that attendees' computers are ready for the workshop!
- Schedule a a coach dinner-meeting the evening before the workshop. This is especially important to be done in advance if you are co-locating the workshop with a conference, since many coaches will need to plan their travel to the workshop in advance.
- Post the schedule on your Website. You can use the [example schedule](../example_schedule/README.md) template to get an estimate of how much time you'll need for each part of the day.

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patjouk Nov 22, 2016

Contributor

Since the schedule was already mentioned, how about:
If you haven't done it yet, post the schedule on your Website.

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thatdocslady Nov 22, 2016

Contributor

Actually this link isn't mentioned anywhere before, but I shuffled some details around so that it makes more sense :)

### 1 week before
- Confirm with attendees one last time that they are still planning to attend the event! Make some last minute replacements if someone cancels.
- Send an email to your coaches so they can meet their group. If you can't do the installation party the evening before the event, invite your coach to do it online with their group following those [instructions](http://tutorial.djangogirls.org/en/installation/index.html). It's really important that attendees' computers are ready for the workshop!
- Confirm with attendees one last time that they are still planning to attend the event! Make some last minute replacements if someone cancels. At this point you should send the workshop information to your attendees (remember the Web page that you created with locations and schedule?)

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patjouk Nov 22, 2016

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"(remember the Web page that you created with locations and schedule?)" => (schedule, venue details, links to the tutorial, etc).

@thatdocslady

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thatdocslady commented Nov 22, 2016

@patjouk fixed the issues per your feedback (with some minor adjustments), please review/approve/ack/merge if ok :) happy that you're happy with this!!

@helenst

This is so great, thank you! 💜 - I just noticed a few typos as I was reading through but it's awesome to have this extra info for organisers 😄

- [Start looking for coaches](../coaches/README.md)
- Review and accept the [environment guidelines and Code of Conduct]((../environment/README.md)). This is critical to make sure that everyone involves feels safe and welcome before, during, and after the workshop.
- Review the [Organizer FAQ](https://faq-organizers.djangogirls.org/) to help optimize the organization process and get you prepared.
- Review the [accessibility information](.//accessibility/README.md). This includes Website compliance, venue requirements, and other resources you might need to accommodate accessibility needs of your attendees.

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helenst Dec 6, 2016

Contributor

There is a typo in the path (should be ../ rather than .//)

- Start promoting the workshop [on social media, in the press, or in person](../promotion/README.md). You can create a social media account, group, or page.
- [Start looking for sponsors](../sponsors/README.md). Typical sponsors can include IT companies, universities, and local businesses in your city. You don't need a lot of starting funds to run a workshop, but having financial support can help you provide financial aid for applicants who are not able to travel to your workshop, as well as purchase goodies like shirts for coaches, decorations, and other extra-special treats for a fun day!
- [Start looking for a venue](../logistics/venue.md). If you are organizing a local workshop, you might reach out to a local IT company or educational facility, who normally are happy to host our workshops. You can also [co-locate the workshop with a conference](../conferences/README.md), which can help share the logistics work with the conference organizers and give the participants an opportunity to interact with a relevant open-source community.
- [Start looking for coaches](../coaches/README.md). Coaches can be local Python or Django folks, graduates of previous Django Girls workshops, orgaizers, and so on. You can reach out to local Python or Django user groups or meetups, post a request on our [Slack](https://djangogirls.slack.com/?) in the #organizers channel.

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helenst Dec 6, 2016

Contributor

Typo: orgaizers -> organizers.

The last sentence also doesn't read quite right, maybe wants another "or" ("or post a request")

- [Still look for sponsors](../sponsors/README.md)
- Once registration is open, order a [Workshop Box](https://djangogirls.org/workshop-box)
- [Launch the application process for attendees](../application_form/README.md). You'll want to keep the application open for at least 1 month, and the selection process usually takes 1-2 weeks. Of course you can launch this at the same time that you announce the Website!
- After you launch the application process, order a [Workshop Box](https://djangogirls.org/workshop-box). This nifty little started kit includes stickers, balloon letters, buttons, name tags, and other goodies, so that you don't have to produce them yourself.

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helenst Dec 6, 2016

Contributor

started kit -> starter kit

- Follow up with global Django Girls and let us know how it went! [Here are some ideas](../after_the_event/README.md).
- __Be proud of yourself <3__
- Send a list of additional resources to your graduates. Depending on your location, you might want to recommend local Python or Django user groups, meetups, or other organizations such as PyLadies where your graduates can continue learning. You can find email templates for this in the resources GitHub repository.
- Send a thank-you to the coaches, sponsors, guest presnters, etc. You can add links to photos or videos from the workshop day if you already have them.

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helenst Dec 6, 2016

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presnters -> presenters

@thatdocslady

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thatdocslady commented Dec 13, 2016

Thanks @helenst for the comments! I updated the PR, @patjouk please approve the changes if ok and merge. Cheers :)

@helenst

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helenst commented Dec 16, 2016

Thank you! I think @patjouk is taking some time off at the moment - but it looks good and I think change requests have all been addressed so I will merge! These are fantastic improvements to the organiser manual, thank you! 💖

@helenst helenst merged commit c36c113 into DjangoGirls:master Dec 16, 2016

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