2nd Organizational Meeting - Monday, March 26 - *Updated with Minutes

[emreerhan]

We'll hold the second meeting, the week of March 26-30 (please fill out the poll below). The objective of the meeting will be to introduce the new organizational members, assign more roles, and give any updates.

We are aiming for 8-12 organizational members.

We'll meet ** Monday, March 26 at 6pm** at the BCCRC

Poll Link

(Assign someone to take meeting minutes)

Agenda Items (feel free to add)

• Hello + Welcome

Budget Update

• Artem contacted SCWIST for updated budget; on drive

Dividing up Positions / Duties (roughly)

• Secretary
• Team Leader Applications + Liason
• Participant Applications + Liason
• Communications (Email + Correspondence)
• Communications (Social Media and Community Outreach)
• Logistical Organization
• Sponsorships and Fundraising
• Webmaster (Artem)

Timeline

• Immediate
  -- Select Date / Format

• Overview
  -- Team Leader App Open (mid-late April)
  -- Team Leader App Close (Mid July)
  -- Team Leader Selection (End of July)

-- Participant App Open (August)
-- Participant App Close (September)
-- Participant Assignment (September)

-- Event (October)

Minutes

Artem – Website
Github - https://github.com/hackseq/hackseq18/

• Sign up if you haven’t already
  - Post to the organizational profiles issue

Team lead applications – ask previous organizers (applies for anything else you don’t know/can’t find)

Format – NCBI

• Team leader apps – screen and select projects
  - Vet together as committee
• Project abstracts are put out for applications
  - Participants are assigned to projects beforehand
  Number of teams?
• 10-12? – see how many applications come in for team leaders

Social media - Noushin

• communications – email departments as needed
• getting out messaging for hackseq
• twitter, reddit (what else?)

Email communication – Baraa

• mailing lists
• organizing emails
• all emails go though here
  - participant and TL

Participant apps – Kristen

• Participants
  - how many
  - how much buy in
  - expectation for showing up?
  - Ensuring people who sign up show up
  - Matching skills – requisites
  - Maybe have TLs to give list of required skills and skills level
  - Who do you need on your team

Sponsorship and Fundraising – Justin and Venus

• Talk to Jake Lever
• Send email via own email, BCC hackseq
• Make sponsorship documents (drafts exist)
• Start now
• Some will be in kind
• Artem will talk to EcoScope
• Orca, Amazon
  - Looking for computational space
• Ask people to be judges in exchange for some sponsorship?
• Concurrent conference sponsor – Alex

Tech support and logistics – Justin (Artem, Emre) – Sasha to look for logistical tech

• Set up wifi
• Arrange computational requirements
• Organizing IT volunteers
• Day of logistical support

General logistics – Sasha and Jenny

• Socials – how many (official)

Date – Early October?

- first choice – Oct. 12-14
- second choice – Oct. 19-21
- third – Sept. 28-30

Prizes – do we want to announce?

• Voted based on group consensus

Finances – Justin and Venus

• Money being held in Toronto
  - Move to Grasspods (?)
• Keep track of own spending
• Allotted budget for each area

[emreerhan]

Unless anyone has any major objections, let's meet Monday, March 26th at 6:00pm at the CRC. @ababaian how can we book a space for us?

[ababaian]

Let's meet in the lobby again and I'll have a room for us.

[vlauu]

Hi all, I just learn about this opportunity and would love to help out! Look forward to meeting you all at the upcoming meeting :) - Venus

[NoushinN]

Hi everyone! looking forward to meeting all and helping out Monday 26th :) - Noushin

[ababaian]

See you all tonight!

[baraaorabi]

Cya

On Mon, Mar 26, 2018 at 9:49 AM Artem Babaian ***@***.***> wrote: See you all tonight! — You are receiving this because you are subscribed to this thread. Reply to this email directly, view it on GitHub <#2 (comment)>, or mute the thread <https://github.com/notifications/unsubscribe-auth/AF_gOQd8ra9GoUl9alVbt0DAh3vDAbOMks5tiRwEgaJpZM4SxDNB> .

-- ---- Baraa Orabi Simon Fraser University Department of Computing Science

[jenjaelin]

updated the first comment with the minutes.

[ababaian]

One thing I thought of is that we each should get a hold of last years organizers that had our position and take them out for coffee. This way they can each 'mentor' us into the new job. @jakelever do you have a list of what job everyone took?

[jakelever]

Hey, here's a list of roles updated from hackseq/hackseq_2017#3 . Apologies if I'm wrong on any of these.

Dan (dfornika): Fundraising, Food
Jasleen (jasgrewal): Venue, Website,
Jake (jakelever): Logistics, Fundraising, Food + Secretary
Arjun (abaghela): Social Media, Recruitment, Setup, Food
Lauren (lchong): ORCA, Technical Support, Recruitment
Celia (csiu): Leader recruitment

[abaghela]

I was also the SCWIST contact. SCWIST took care of all our finances (donations, expenses). Have you guys reached out to them to confirm if they will be supporting Hackseq this year? Let me know and I can make the introduction.

[ababaian]

@abaghela I have reached out to get up to date budget, haven't reached about about this upcoming year though. I can take care of this.