Organise Book Dash February 2020

[malvikasharan]

Summary

We will summarise our timeline and tasks for the book dash London, for Feb 2020

What needs to be done?

Tasks will be coordinated by Malvika and Kirstie unless mentioned otherwise.

• Finalising dates based on the location and people's availability
  • Book rooms at Turing Institute --- @LouiseABowler
• Write a blurb for advertisement
• Set a form for application (review and see if something from last time needs to be updated)
• Announce in the newsletter, promote on twitter at least 2-3 months in advance
• Think about who else needs to be invited - Artist, speaker etc.
  • Artist
  • Other stakeholders (project manager, collaborators, interns etc.)
  • ...
• Send reminder in next newsletters with more details if needed
• Identify helpers and invite them
• Set an Eventbrite page with code for registration
• Close the application round in time (1-1.5 months ahead of the event)
• Review using Book Dash Rubrics for selection
• Send email to the selected attendees with registration
• Send email to the unselected attendees with feedback
• Collate participants preference for travel, accommodation and accessibility request
• Send an email to the participants regarding their travel, accommodation, schedule, and meal (* Let folks know that we're going vegetarian as default - get in touch if they want meat available)
• 😋 Book dinner for 20 people on Thursday 20 Feb --- @KirstieJane
• 🏨 Book hotel rooms for people who requested--- @malvikasharan through Gray Dawes
  • Double check with each participant if their plan as given on their registration hasn't changed
• 🚂 Book travel for those who requested --- @malvikasharan through Gray Dawes
  • Double check with each participant if their plan as given on their registration hasn't changed
• 😋 Book lunch for 20 people on Friday 21 Feb --- @malvikasharan & @LouiseABowler
• ❤️ Update introduction slides
• Token of thanks, this time collaborating with @sgibson91 on her idea.

Who can help?

• Kirstie
• Malvika
• Louise
• Sarah

---

Notes for the future

• State clearly what we can pay for through our travel support
• Mention the default meal type
• Mention what arrangements are available for a quiet room, child care etc.
• Include accessibility information about quiet space (ok to step out) & eating in the room (totally fine)
• Mention the max limit for the travel and reimbursement

[malvikasharan]

@KirstieJane do we have a choice of a restaurant already for the event dinner?