# Book Dash Logistics We have created the following checklists, which are chronologically structured to help organise Book Dash events online or in-person. ## Before the Event - [ ] Establish a Book Dash Planning committee by inviting returning members of the event - [ ] Finalise dates based on the location and organisers' availability - [ ] Book location for in-person events - [ ] Set up an online platform ([Zoom](https://zoom.us/), or other accessible software) for remote collaboration - [ ] Set up a form (see a template {ref}`here`) for application by updating the previous version of the form - [ ] Discuss with co-organisers if some resources (such as email drafts or templates) need to be updated - [ ] Write a short description for online advertisement - [ ] Clearly state the following information in an application form and later communicate by email with the selected participants: * what financial support will be available for either online or in-person events * What arrangements will be available online (such as online helpers and designated mentors) or on-site (such as quiet room and child care) for in-person events * Include accessibility information such as live captioning for in-person events and quiet room/child nursing room for in-person events * Mention the maximum limit for financial support requests for online (such as for headphones) and in-person (such as for travel and accommodation) events - [ ] Set up the Book Dash Planning meeting to discuss these details before the announcement is sent out * Find volunteers from the organisers who would like to host onboarding calls (1 week before the event) * Find volunteers from the organisers who would like to host a GitHub introduction session (1 week before the event) * Find volunteers from the organisers who would like to run social events (discussion session, meal, informal chat) - During the event * Find volunteers from the organisers who would like to run community share out sessions - on the last day * Check with them if there is anything else they would like to suggest or get involved in - [ ] Announce in the newsletter and promote on X (formerly Twitter) at least 2-3 months in advance - [ ] Think about who else needs to be invited, like Artists, speakers, more diverse participants - [ ] Identify helpers from the core members and invite them - [ ] Send a reminder in next newsletters with more details if needed - [ ] Set an Eventbrite page with a registration code for the selected participants - [ ] Close the application round in time (1-2 months ahead of the event) - [ ] Set-up a form for reviewing applications (see {ref}`ch-bookdash-application-rubrics` for details) - [ ] Review applications in a designated panel (Book Dash Planning Committee) using Book Dash Rubrics for selection - [ ] Set up another meeting with the Book Dash Planning Committee to discuss the applications and finalise the selection * Use this meeting to also allocate tasks for during and after the event (indicate that on the GitHub issues) - [ ] Send an email to the selected attendees with registration - [ ] Send an email to the unselected attendees with feedback - [ ] Set up an email chain and a Slack channel to connect all members and share updates - [ ] Update presentation for introducing the project to the participants on day-1 of the Book Dash - [ ] Update shared HackMD for `pre-event calls`, {ref}`book dash event` and {ref}`feedback` - [ ] Provide details on Code of Conduct, contribution guideline and ways to get involved in an ongoing discussion - [ ] Host the onboarding call one week before the event to share logistics and facilitate the drafting of SMART goals - [ ] Group participants into the proposed working groups as per their SMART goals from the onboarding call - [ ] Send a reminder email to register on Eventbrite sharing important links and information including support grant, GitHub session, onboarding call info and reimbursement process - [ ] Create a GitHub issue to collect bio and highlight of the participants to add them to the Contributors Record **Additional task for an online event** - [ ] State the prerequisites to attend the event * An active GitHub account * Participation in at least one pre-event onboarding call or a Collaboration Cafe * Some experience with using GitHub or attend the Book Dash GitHub session * Familiarity with _The Turing Way_ contribution guidelines and Code of Conduct * Willingness to collaborate with others - [ ] Ask them to choose at least one contribution session (2.5 hours) for each day of the Book Dash to ensure flexibility (rather than blocking the full day) - [ ] Collect address if something needs to be posted **Additional task for an in-person Event** - [ ] Collate participants' preference for travel, meal, accommodation, and accessibility request through the registration form - [ ] Send an email to the participants regarding their travel, accommodation, schedule, and meal - [ ] Book dinner for people for day-1 - [ ] Book hotels rooms for people who requested accommodation - [ ] Double-check with each participant if their plan as given on their registration hasn't changed - [ ] Book travel for those who requested - [ ] Double-check with each participant if their plan as given on their registration hasn't changed - [ ] Book catering for lunch and coffee breaks - [ ] Mention that the event will offer a vegetarian meal as default - and ask participants to get in touch if another meal type is required ## During the Event - [ ] Run onboarding sessions on the first day * Welcome everyone (for each slot) * Ask to fill the icebreaker * One of the organisers delivers introduction talk * Create breakout groups for people working on - [ ] Host coworking sessions with Pomodoro sessions 30-35 mins long * At the beginning of the session, ask people to document or verbally share their plan for the session * End each session with any report people want to make * Give 5 minutes break before entering the next Pomodoro * Keep last 10 minutes for final reporting and co-documenting the work that took place during the Pomodoro - [ ] If an artist, illustrator or consultant is invited, coordinate the schedule with participants so they have the chance to engage - [ ] Run a social session each day * These are run by organisers to ensure everyone has the chance to connect informally - [ ] Host community share out event on the last day to demonstrate and celebrate the contributions made by everyone during the Book Dash - [ ] Ask for feedback on the last day (plus and delta) - [ ] Share the GitHub issue for adding bio and highlight - [ ] Take screenshots or group photos (with permission) to share in reports or social media ## After the Event - [ ] Send a thank you email to everyone for their work - [ ] Move bio and highlight from the GitHub issue to the Contributors Record - [ ] Summarise the event (number of pull requests, issue, chapters, and other significant news) to share with the participants - [ ] Share the update via the newsletter - [ ] Develop a report with highlights and updates on GitHub - [ ] Set up a debrief meeting with the planning committee - [ ] Send a thank you note (or a package when possible) to the planning committee