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3rd Organizational Meeting - April 17th 6PM *Updated with Minutes #6
Description
Aiming for the middle of April to do some finalization of Team Leader applications.
Poll for next meeting - https://www.when2meet.com/?6790902-quYXX
Since I cannot for the life of me figure out how to make a poll I'm linking to a separate site for that. If anyone can direct me on how to embed a poll, that works too.
As much as I prefer that we stay in Metro Vancouver, I recognize that most of y'all are at SFU. For location, could someone come up with that? I'm not too familiar with anything east of Commercial.
Agenda Items
Check back for updates! - Please update with your name/topic + what you want to talk about in brief
Date of Hackseq
- Any update for conferences, possible date etc.
Team Leader application updates
Admin things
- Next meeting (date + location)
- priorities for next meeting
Minutes
Event Date
- Picked 12th-14th for now
- Will Hsaio - will get back for next year (2019)
- if interested in that conference, come to hackseq
Team Lead Apps
- have specialized and generic email templates for team leader email apps
- targets for applications - grad students, post docs
- put up a slide at SFU monthly omics
- VanBUG - ask to put in (ask Jasleen)
- Application deadline end of May, can add more projects later after participant apps open possibly
- advertise openings at VanBUG on May 10th
Art & Media
- ideas for what needs/wants to be changed
- what styles - retro 1990's windows 95
- email signature graphic - logo for email (Artem)
- scientifically accuracy to art
- post art/scientific images from the 90s post to hackseq18 Art & Media #9
Misc
- extra rooms to book (Sasha)
- Auditorium (Sun, possibly sell time for sponsors)
- classroom (possibly for workshops)
- childcare (Kristen)
- should offer, check how it was done last time?
- UBC childcare contact for info
- Workshops (e.g. GitHub)
- writing workshop
- Ecoscope email
- covering venue
- nothing on money yet, email after Team Apps open
- max number of people (75+ we need custodial staff)
Sponsor
- Emailing sponsors from last year
- email them personalized if they've given money before
- Sponsorship packages
- come up with more incentives (e.g. they can run their own bioinformatics team)
- should we lower?
- sponsor food? (e.g. Starbucks, Chipotle)
- sponsorship spreadsheet (on private repo) - Justin will post
##Next meeting
- Date/Time - Prior to the 18th
- Location - TBA - probably at BCCRC
Activity
baraaorabi commentedon Mar 31, 2018
Hey,
We just got an email from a person interested in volunteering for organizing. Are still expanding the team? Or are we final on current team?
jenjaelin commentedon Mar 31, 2018
I'm of the "more the merrier" opinion. What does everyone else think?
klgray25 commentedon Apr 2, 2018
Sorry for the rather late reply. I would say we are good to have more people on board. However, you may want to warn them that tasks have already been divvied up. I'm sure we could find things for another person to do and they could help out where needed, but they may want to know the situation first.
baraaorabi commentedon Apr 3, 2018
jenjaelin commentedon Apr 6, 2018
Update: Most people seem to be available April 18th so lets go for then at 6pm? Do you think we could do it at BCCRC again?
Homework: Send me/post what you want to add to the agenda for the meeting!
[-]3rd Organizational Meeting[/-][+]3rd Organizational Meeting - April 18th 6PM[/+]ababaian commentedon Apr 6, 2018
I can get a room at BCCRC for sure so yes. Perhaps SFU after then?
baraaorabi commentedon Apr 6, 2018
I will not be able to attend the next meeting. I will be in France for RECOMB from the 16th to the 24th. But looking at the availability of people we should still go for the 18th.
jenjaelin commentedon Apr 6, 2018
@ababaian That would work. I'll add it to the agenda for the 3rd meeting to assign someone to find a place at SFU for us to use since I'm know nothing about the campus.
@baraaorabi any items you would like us to talk about? I can add them to the list so you can see feedback from the minutes afterwards
baraaorabi commentedon Apr 6, 2018
emreerhan commentedon Apr 6, 2018
I also cannot attend on the 18th, I'm flying to Turkey that day 💃. I'll add any important items to the agenda before I leave.
baraaorabi commentedon Apr 6, 2018
jenjaelin commentedon Apr 6, 2018
@baraaorabi @emreerhan (P.S. have fun in Turkey)
No problem! Also if you want to send me a fuller set of notes beyond the short point form stuff that goes into the meeting agenda, feel free to do that. I'm also happy to meet either of you to get the "debrief" in person if you prefer :)
ababaian commentedon Apr 7, 2018
Hrmm if we're down our Team Leader Organizer then maybe we do the next best date?
emreerhan commentedon Apr 7, 2018
@ababaian the most important thing for team leader recruitment is for us to go over the draft email I wrote, the Google form, and finalize a date for Hackseq so we can put it in the email and form. I don't necessarily have to be there for these things.
6 remaining items
baraaorabi commentedon Apr 9, 2018
@NoushinN: nope, it is still the same password. I just logged in to the twitter account using hackseq@gmail.com and it worked
NoushinN commentedon Apr 9, 2018
thank you @baraaorabi :) I think I was signing in and not logging in! :D Bonne Voyage to France!
bfjia commentedon Apr 12, 2018
Is the meeting set to be next Tuesday @ CRC?
jenjaelin commentedon Apr 12, 2018
ababaian commentedon Apr 17, 2018
See you all tonight @hackseq/hs18_org
emreerhan commentedon Apr 18, 2018
Hey guys, I'm running a bit late. I'm waiting for the 84 at VCC right now.
jenjaelin commentedon Apr 18, 2018
[-]3rd Organizational Meeting - April 17th 6PM[/-][+]3rd Organizational Meeting - April 17th 6PM *Updated with Minutes[/+]NoushinN commentedon Apr 18, 2018
Hi @jenjaelin, are the minutes for April 17th the one in this thread? was wondering what I missed today
jenjaelin commentedon Apr 18, 2018
emreerhan commentedon Apr 20, 2018
Hi all,
I messaged Jasleen, she said she can definitely make an announcement at next Vanbug for team lead apps, and requested that we make a slide that she can show at the beginning of the meeting.
She then said that last year hackseq and vanbug were community partners. If we want to continue the partnership we should write an email with the dates we decided on, mentioning how we were partners before, and asking to promote team lead and participant recruitment going into the next couple of months. Then she can just forward the email to their mailing list.
Can someone take on the two tasks above? I'm in Turkey now so my free time is limited.
klgray25 commentedon Apr 20, 2018
If someone (perhaps from the graphics working group) want to make the slide, I'd be happy to get in touch with Jasleen for VanBUG partnership and aid in distributing the team lead info.
jenjaelin commentedon Apr 21, 2018
I can do the email this weekend