Logistics checklist for UMich SWC workshops

[duffymeg]

Initial event planning

1. Select instructors
2. Designate lead instructor
3. Recruit helpers
4. Select a date
5. Select a target audience

Workshop setup (do as soon as possible)

1. Reserve an appropriate room for these dates
   a. Library: Contact Scott Martin (samarti@umich.edu) for room assistance
   b. Med School: Contact Pat Schloss (pschloss@umich.edu) for room assistance
2. Set up a mailing list in MCommunity for event (include yourself, instructors, helpers): use form SWC-MonYY (ex: SWC-Apr16); for "Join this group" settings, choose "owners must add members"
3. Set up a GitHub page for event: https://github.com/swcarpentry/workshop-template/#creating-a-repository
4. Email GitHub page address to admin@software-carpentry.org
5. Create registration page (TTC is recommended, but you can use Eventbrite if you prefer)
   a. TTC: Contact Scott Martin (samarti@umich.edu) for assistance
   b. Eventbrite: See http://software-carpentry.org/workshops/operations/ note: we have set up a UMichSWC Eventbrite account. The lead instructor should email Pat and Meg to get access to it.
   NOTE: Registration should be set up to allow overbooking by ~30% (based on [highly consistent] no show rates)
6. Set up catering (if necessary)
7. Set up pre- and post-workshop assessments: See http://software-carpentry.org/workshops/operations/
8. Coordinate advertising with instructors and other UM-SWC members
9. Recruit participants (by emailing lists [e.g., department listserves in relevant depts, UMichSWC list], and on twitter)

One week out

1. Email registrants: link to GitHub page, directions, pre-workshop assessment
2. Confirm room registration
3. Confirm catering (if necessary; check with Meg and Pat if you are unsure about this and/or need to figure out the appropriate short code)
4. Get post it notes (red and blue) and index cards (email Meg and Pat to get these)

The day before

1. Print sign-in sheets for all days

The day of

1. Deliver sign-in sheets to session
2. Deliver coffee (if necessary)
3. Instructors: administer post-workshop survey during final session

Afterward

1. Email attendee names and emails to admin@software-carpentry.org
2. Email attendees: thanks, dates of other planned workshops, mailing list advertisement
3. Identify 3 potential helpers for next scheduled workshop

[bsmith89]

This looks really great @duffymeg, @celticelk !

Where is the best place to discuss this checklist (here or on the original GDoc)?

At what point should we add this as a file to this repository or the website?