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Workshop Planning Tasks
Lillie Chilen edited this page Oct 26, 2015
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As described in the organizers repo, we use Github Issues to help coordinate event planning.
You should confirm with your contact at the venue that the dates still work for them, how much room they have (which you will use to guide the RSVP cap on Bridge Troll), and lots of other details. So many, in fact, that we have a whole separate page: hosting venue questions.
If this is your first time organizing, the meta-organizers will set you up with a mentor to answer questions as they arise. Say hello now, in person or in the ether!
Bridge Troll is the *Bridge-specific event management system we use to make life easier for organizers. Visit bridgetroll.org, create an account, and make a new event by clicking the "Organize an Event" button. If your workshop is at a new venue or a new chapter, you should create those things first (with the "Manage Locations" and "Manage Chapters" buttons).
*ProTip: When adding organizers to the event, they can not be RSVP'd as an attendee. If you are having trouble upgrading a user to 'organizer', be sure that they are not yet currently associated with the event.
Copy an old workshop, update the details with your own, and have someone else read through it before posting. Because most people forget to update at least one piece of information, to various levels of tragedy.
Bridge Troll can be used to
- Record and modify RSVPs for Students and Volunteers, including self-selected class level preferences
- Email all students and/or volunteers
- Record check-ins of students and volunteers on Installfest and Workshop days
- Arrange attending students and volunteers into small groups on the day of the event
Bridge Troll automatically sends are reminder email three days before the event, but you can also send additional emails as needed. Also remind them that they can return to Bridge Troll to modify their RSVP, class level preference, dietary and needs for any children they plan to bring.
If your city has a Meetup related to the event your putting on (for example, a Ruby meetup), you might want to email the mailing list for the Meetup or create a publicity-only event with an RSVP limit of 1 to point people toward Bridge Troll for RSVPs. (This can be pretty confusing, so you probably only want to do it if you're having trouble finding students or volunteers from your other publicity efforts.)
As you are getting quotes for the catering, check out the sample budget. Totals will vary depending on the number of folks there and where you're getting the food, but you shouldn't spend more than $1,500 for the whole workshop.
Installfest food is pizza and hopefully salad. If the host has a beer fridge or kegerator to share, that's awesome, otherwise, get some beer, too.
Amounts: 2-3 slices of pizza (20 inch) for each anticipated individual. (I.e. Total Volunteers + Attendees = 80, 60% = 48: Roughly 144 slices needed- so 9 pizzas with 16 slices)
Workshop breakfast is usually coffee & bagels. Arrange to have everything delivered about 15 minutes before Volunteers arrive, so there is food and coffee to greet them.
Search around the workshop’s location to find a coffee shop which will deliver it to you, if possible. Not everyone will drink, but make sure to have plenty as many will refill their cups throughout the day. Remember to request extra cups & cream.
Ask the host location if they have any recommendations for catering companies that they have used before. Give the Caterer estimated head count; usually 70% of that number of Yes RSVPs. Ask for a Vegetarian/Vegan option for about a third of the food, and if they will want help clearing away any of the set-up they bring. You can save some money if one of the organizers has a car and is willing to return the dishes to the company after the event.
If the host company is not paying for it, ask for a quote to submit to Austin for approval.
If lunch will be delivered, please make sure they come at least 30 minutes beforehand so you & your team have time to set up. When setting up, try to make sure the food is accessible by many at the same time (perhaps various stations?) as lunch time goes by so fast.
It’s always great to thank volunteers for their time and help with a free drink after the event. This also gives the workshop goers a chance to socialize more and really build some networking connections that will help support them if they decide they now have the bug and want to actually delve into this awesome world of programming!
Find someplace close. The closer the after-party is to the workshop site, the more likely it is that people won’t get lost or distracted between workshop and party. A deserted bar is ideal, a casual restaurant is also good. Most workshops end at 4:30 or so on Saturdays, which tends to be a slow time for bars and restaurants, but it pays to check.
Make arrangements with the location ahead of time. If you can tell a place that X many people will be coming and you will buy Y many drinks (one for each of your volunteers), that’s often enough to encourage them to go out of their way to support what you’re doing. Some places will offer specials (free drinks, extra food) to entice large groups but even those that don’t should be informed before a horde of people descend on them.
Mention the after-party early and often. The more times you mention the fact and location of the after party the less likely it is that people don’t come because they don’t know about it.
If a potential host demands a minimum bar tab or rental fee, go elsewhere! Plenty of places don’t, but some places are in the business of hosting parties. This tends to run $1000 and up, which is too expensive unless you have an after-party sponsor.
Set up a teacher training. This often happens during the week of the workshop. If you can't get a separate evening, you can do it during the Installfest, but try to get extra volunteers if you do that. Don't want to leave the student high and dry while teachers discuss best practices.
A few of the things you'll do:
- Post the workshop to whatever mailing lists make sense for your region & community
- Send Installfest instructions to attendees
- Remind attendees of any tasks they need to do prior to the workshops (for example, installing XCode)
- Send logistical info (detailed schedule, parking info, etc.)
- Ask people at every turn to update their RSVP on Bridge Troll if they can't come or if their info needs changing.
- What we offer is a supervised play area. Since parents are nearby and ultimately responsible for their kids, we do not provide full child care with all that implies. We use experienced babysitters or trusted volunteers. We have never had professional child care facility or staff.
- Anecdotally, few people will bring kids, but knowing it is available will often allow parents to immediately RSVP, even if later a partner can take the kids; people more frequently need nursing/pumping space
- It's worth checking with the people who said they needed to bring children to make sure they still really do. Many do not realize that you will be providing it specifically for them, and will try and make other arrangements after requesting it. Check in with them as soon as you can after the initial request to confirm.
- We usually use a simple parent waiver. If requested by a venue, we can add more legal caveats. We can share a sample of that (ask on the list).
- RailsBridge has slides that you are welcome to copy and edit: http://docs.railsbridge.org/workshop (under Materials for Organizers)
To do: develop physical items plans (#1 plan: don't lose the stuff)
- Use the Arrange Sections button on the Bridge Troll Organizer Console to have the COMPUTER set up a rough guesstimate of number of classes and sizes. It is very helpful to arrange the sections again the night before, after everyone has checked in at the installfest; that way you have a much better idea of what your actual workshop attendance will be. The computer's arrangement can be manually rearranged by drag-n-drop.
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!!name.match(/.\.zep\.(?:c|h|php)$/)
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# Internal: Is this a Pipenv lock file?
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!!name.match(/(?:^|\/)\.terraform\.lock\.hcl$/)
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# Internal: Is it a KiCAD or GFortran module file?
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# KiCAD module files contain:
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# Internal: Is this a JFlex-generated file?
#
# A JFlex-generated file contains:
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# Internal: Is this a GrammarKit-generated file?
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# on the first line. This is not always the case, as it's possible to
# customize the class header.
#
# Return true or false
def generated_grammarkit?
return false unless extname == '.java'
return false unless lines.count > 1
return lines[0].start_with?("// This is a generated file. Not intended for manual editing.")
end
# Internal: Is this a roxygen2-generated file?
#
# A roxygen2-generated file typically contain:
# % Generated by roxygen2: do not edit by hand
# on the first line.
#
# Return true or false
def generated_roxygen2?
return false unless extname == '.Rd'
return false unless lines.count > 1
return lines[0].include?("% Generated by roxygen2: do not edit by hand")
end
# Internal: Is this a Jison-generated file?
#
# Jison-generated parsers typically contain:
# /* parser generated by jison
# on the first line.
#
# Jison-generated lexers typically contain:
# /* generated by jison-lex
# on the first line.
#
# Return true or false
def generated_jison?
return false unless extname == '.js'
return false unless lines.count > 1
return lines[0].start_with?("/* parser generated by jison ") ||
lines[0].start_with?("/* generated by jison-lex ")
end
# Internal: Is this a protobuf/grpc-generated C++ file?
#
# A generated file contains:
# // Generated by the gRPC C++ plugin.
# on the first line.
#
# Return true or false
def generated_grpc_cpp?
return false unless %w{.cpp .hpp .h .cc}.include? extname
return false unless lines.count > 1
return lines[0].start_with?("// Generated by the gRPC")
end
# Internal: Is this a generated Dart file?
#
# A google/protoc-plugin generated file contains:
# // Generated code. Do not modify.
# on the second line.
#
# A source_gen generated file may contain:
# // GENERATED CODE - DO NOT MODIFY
# on the first, second, or third line.
#
# Return true or false
def generated_dart?
return false unless extname == '.dart'
return false unless lines.count > 1
return lines.first(3).any? { |l| l.downcase.match(/generated code\W{2,3}do not modify/) }
end
# Internal: Is the file a generated Perl/Pollution/Portability header file?
#
# Returns true or false.
def generated_perl_ppport_header?
return false unless name.match(/ppport\.h$/)
return false unless lines.count > 10
return lines[8].include?("Automatically created by Devel::PPPort")
end
# Internal: Is this a relay-compiler generated graphql file?
#
# Return true or false
def generated_graphql_relay?
!!name.match(/__generated__\//)
end
# Internal: Is this a generated Game Maker Studio (2) metadata file?
#
# Return true or false
def generated_gamemakerstudio?
return false unless ['.yy', '.yyp'].include? extname
return false unless lines.count > 3
return lines.first(3).join('').match?(/^\s*[\{\[]/) ||
lines[0] =~ /^\d\.\d\.\d.+\|\{/
end
# Internal: Is this a generated GIMP C image file?
#
# GIMP saves C sources with one of two comment forms:
# * `/* GIMP RGB C-Source image dump (<filename>.c) */` (C source export)
# * `/* GIMP header image file format (RGB): <filename>.h */` (Header export)
#
# Return true or false
def generated_gimp?
return false unless ['.c', '.h'].include? extname
return false unless lines.count > 0
return lines[0].match(/^\/\* GIMP [a-zA-Z0-9\- ]+ C\-Source image dump \(.+?\.c\) \*\//) ||
lines[0].match(/^\/\* GIMP header image file format \([a-zA-Z0-9\- ]+\)\: .+?\.h \*\//)
end
# Internal: Is this a generated Microsoft Visual Studio 6.0 build file?
#
# Return true or false
def generated_visualstudio6?
return false unless extname.downcase == '.dsp'
lines.first(3).any? { |l| l.include? '# Microsoft Developer Studio Generated Build File' }
end
HAXE_EXTENSIONS = ['.js', '.py', '.lua', '.cpp', '.h', '.java', '.cs', '.php']
# Internal: Is this a generated Haxe-generated source file?
#
# Return true or false
def generated_haxe?
return false unless HAXE_EXTENSIONS.include?(extname)
return lines.first(3).any? { |l| l.include?("Generated by Haxe") }
end
# Internal: Is this a generated HTML file?
#
# HTML documents generated by authoring tools often include a
# a <meta> tag in the header of the form:
#
# <meta name="generator" content="DocGen v5.0.1" />
#
# Return true or false
def generated_html?
return false unless ['.html', '.htm', '.xhtml'].include? extname.downcase
return false unless lines.count > 1
# Pkgdown
return true if lines[0..1].any? do |line|
line.match(/<!-- Generated by pkgdown: do not edit by hand -->/)
end
# Mandoc
return true if lines.count > 2 && lines[2].start_with?('<!-- This is an automatically generated file.')
# Doxygen
return true if lines[0..30].any? do |line|
line.match(/<!--\s+Generated by Doxygen\s+[.0-9]+\s*-->/i)
end
# HTML tag: <meta name="generator" content="…" />
matches = lines[0..30].join(' ').scan(/<meta(\s+[^>]++)>/i)
return false if matches.empty?
return matches.map {|x| extract_html_meta(x) }.any? do |attr|
attr["name"].to_s.downcase == 'generator' &&
[attr["content"], attr["value"]].any? do |cv|
!cv.nil? &&
cv.match(/^
( org \s+ mode
| j?latex2html
| groff
| makeinfo
| texi2html
| ronn
) \b
/ix)
end
end
end
# Internal: Is this a generated jOOQ file?
#
# Return true or false
def generated_jooq?
return false unless extname.downcase == '.java'
lines.first(2).any? { |l| l.include? 'This file is generated by jOOQ.' }
end
# Internal: Is this a generated Delphi Interface file for a type library?
#
# Delphi Type Library Import tool generates *_TLB.pas files based on .ridl files.
# They are not meant to be altered by humans.
#
# Returns true or false
def generated_pascal_tlb?
!!name.match(/_tlb\.pas$/i)
end
# Internal: Is this a Sorbet RBI file generated by Tapioca?
#
# Tapioca generates non-human-editable .rbi files in several different
# ways:
#
# 1. `tapioca gem` uses reflection to generate generic .rbi for gems.
# 2. `tapioca dsl` uses DSL compilers to generate .rbi for modules/classes.
# 3. `tapioca annotations` pulls .rbi from remote sources.
#
# All are marked with similar wording.
#
# Returns true or false
def generated_sorbet_rbi?
return false unless extname.downcase == '.rbi'
return false unless lines.count >= 5
lines[0].match?(/^# typed:/) &&
lines[2].include?("DO NOT EDIT MANUALLY") &&
lines[4].match?(/^# Please (run|instead update this file by running) `bin\/tapioca/)
end
# Internal: Is it MySQL View Definition Format?
#
# MySQL View Definition Format (INI) files are generated by MySQL 5.7 and earlier.
# They are not meant to be altered by humans.
#
# Returns true or false
def generated_mysql_view_definition_format?
return false unless extname.downcase == '.frm'
return lines[0].include?("TYPE=VIEW")
end
# Internal: Is this an HTML coverage report?
#
# Tools like coverage.py generate HTML reports under an `htmlcov` directory.
#
# Returns true or false.
def htmlcov?
!!name.match(/(?:^|\/)htmlcov\//)
end
# Internal: Extract a Hash of name/content pairs from an HTML <meta> tag
def extract_html_meta(match)
(match.last.sub(/\/\Z/, "").strip.scan(/
(?<=^|\s) # Check for preceding whitespace
(name|content|value) # Attribute names we're interested in
\s* = \s* # Key-value separator
# Attribute value
( "[^"]+" # name="value"
| '[^']+' # name='value'
| [^\s"']+ # name=value
)
/ix)).map do |match|
key = match[0].downcase
val = match[1].gsub(/\A["']|["']\Z/, '')
[key, val]
end.select { |x| x.length == 2 }.to_h
end
# Internal: Is this a generated SQLx query file?
#
# SQLx is a Rust SQL library which generates `**/.sqlx/query-*.json` files
# in offline mode (enabled by default).
#
# These are used to be able to compile a project without requiring
# the development database to be online.
#
# Returns true or false.
def generated_sqlx_query?
!!name.match(/(?:^|\/)\.sqlx\/query-[a-f\d]{64}\.json$/)
end
end end