CW21 Timeline¶
Event dates: Tuesday, 30 March to Thursday, 1 April 2021
Feasibility stage¶
Month -8: August 2020¶
- Draft CW21 Goals and Objectives
- Draft CW21 Venue
- Draft CW21 Date
- Draft CW21 Audience
- Draft CW21 Budget (this has not been made available as it contains information provided in confidence)
- Draft CW21 Outputs and Outcomes
Month -6: October 2020¶
- Gateway Review with Main Stakeholder to see if the event can go to the Event Project Stage (Approved)
Event Project Stage¶
Month -7: September 2020¶
- Committees
- Steering
- Reach out to possible members and let them know about commitments and role
- Create Doodle Poll for 1st meeting
- Schedule 1st meeting
- Organising
- Reach out to possible members and let them know about commitments and role
- Steering
- Publicity
- Draft publicity plan
- Who announcements are made to
- When they are made
- Draft publicity plan
Month -6: October 2020¶
- Website
- Create event landing page
- Create a registration of interest form
- Draft Sponsorship packages
- Committees
- Steering
- Draft 1st meeting notes and agenda
- Email 1st meeting notes and reminder to members
- 1st meeting
- Invite additional members to committee as needed
- Create Doodle Poll for 2nd meeting
- Schedule 2nd meeting
- Email update of any major progress
- Steering
- Registration
- Design information gathering
- Pre-test registration questionnaire
- Update Code of Conduct
- Draft Intellectual Property Policy
- Update Privacy Policy if needed
- Combine Code of Conduct, Privacy Policy, Intellectual Policy and Social Media Policy into a set of Participation Guidelines
- Send updated policies to Main Stakeholder for comment and approval
- Publicity
- Add ‘register your interest’ to publicity list
- Agenda
- Draft agenda
- Keynotes
- Compile shortlist of keynote speakers
- Email possible keynote speakers: FAIR Research Software
Month -5: November 2020¶
- Committees
- Steering
- Draft 2nd meeting notes and agenda
- Email 2nd meeting notes and reminder to members
- 2nd meeting
- Create Doodle Poll for 3rd meeting
- Schedule 3rd meeting
- Email update of any major progress
- Provide free registration
- Steering
- Registration
- Open registration
- Email SSI Staff and Fellows instructions for registration
- Publicity
- Announce when registration is open
- Publish news items highlighting keynote speaker: FAIR Research Software
- Agenda
- Call for mini-workshop and demo sessions
- Call for participant-led social programme activities
- Email possible keynote speakers: Diversity and Inclusion
- Email possible panellists: Diversity and Inclusion
Month -4: December 2020¶
- Agenda
- Diversity and Inclusion panellists established
- Committees
- Steering
- Draft 3rd meeting notes and agenda
- Email 3rd meeting notes and reminder to members
- 3rd meeting
- Email update of any major progress
- Steering
- Publicity
- Publish news item announcing financial assistance
- Publish news item on call for mini-workshop and social activity proposals
- Registration
- Open call for financial assistance scholarships
Month -3: January 2021¶
- Agenda
- Diversity and Inclusion Keynote speaker established
- Deadline for mini-workshop and demo session proposals
- Deadline for participant-led social programme activities
- Email speakers and panellists to arrange meetings to discuss details of presentations
- Meeting with Diversity and Inclusion Panel Chair
- Meeting with Diversity and Inclusion panellists to finalise format and content
- Committees
- Steering
- Create Doodle Poll for 4th meeting
- Schedule 4th meeting
- Email update of any major progress
- Steering
- Publicity
- Submission deadline reminder news item
- Registration
- Start weekly update to planner document from registrations
- Review financial assistance applications submitted in December
- Sponsorship
- Work through Sponsorship spreadsheet and invite organisations to partner
Month -2: February 2021¶
- Agenda
- Call for lightning talks
- Review mini-workshop and demo session proposals
- Review participant-led social programme activity proposals
- Committees
- Steering
- Draft 4th meeting notes and agenda
- Email 4th meeting notes and reminder to members
- 4th meeting
- Create Doodle Poll for 5th meeting
- Schedule 5th meeting
- Email update of any major progress
- Steering
- Publicity
- Lightning talk registration news item
- Diversity and Inclusion Keynote speaker announcement news item
- Diversity and Inclusion Panel announcement news item
- Mini-workshops announcement news item
- Website
- Update Agenda
- Create Discussion Groups page
- Create Collaborative Ideas page
- Create Lightning Talks page
- Create Hack Day page
- Create Speakers page
- Create Mini-workshops/demos page
Month -1: March 2021¶
- Agenda
- Compile discussion group topics
- Confirm lightning talk schedule
- Confirm networking and social sessions
- Full agenda now available
- Committees
- Steering
- Draft 5th meeting notes and agenda
- Email 5th meeting notes and reminder to members
- 5th meeting
- Code of Conduct
- Confirm committee members
- Organising
- Duties roster and signup
- Steering
- Communication
- Contact mini-workshop facilitators with guidelines
- Contact lightning talk speakers with guidelines for submission
- Email registrants 1 week in advance of any actions
- Connection details
- Discussion topics
- Any social programme sign-ups necessary
- Space for lightning talks
- Email registrants 1 day in advance of any actions
- Event run up actions
- Obtain keynote talk recordings, process and transcribe
- Plan breakout groups distribution
- Ongoing: update the CW planner spreadsheet
- Assigning activities and roles to SSI Staff in advance
- Test infrastructure (transcription, live streaming, Zoom settings)
- Construct feedback form draft (pre-test/review if possible)
- Hack Day
- Reach out to possible Hack Day judges
- Order prizes
- Infrastructure
- Procure transcription / captioning licenses
- Procure any additional platforms as needed (Sli.do Professional, Restream Professional)
- Set up Figshare conference portal
- Create collaborative notes documents for:
- Day 1
- Day 2
- Hack Day
- Setup uCONFLY instance for management of discussion groups, collab ideas and hack day ideas
- Discussion session templated docs
- Collaborative Ideas session templated docs
- Mini-workshop and demo session templated docs
- Hack Day Ideas templated docs
- Spreadsheets for managing
- Discussion session
- Collaborative Ideas session
- Mini-workshops and demos
- Hack Day
- Resources
- Create Chair slide deck
- Publicity
- Blog post/news item announcing Platinum sponsor
- News item promoting platform sponsor
- Website
- Create Accessibility page
- Create Social Programme page
- Update Lightning Talks page
Event Running Stage¶
Month 0¶
- Run event as planned
- Have a Hack Day judges meeting
- (Re)visit judging criteria
Post event Stage¶
Month 1: April 2021¶
- Agenda
- Updated the agenda with links to resources
- Feedback
- Emailed participants with a feedback form within 2 weeks after the event
- Sent a reminder email a few weeks later
- Held a feedback prize draw to thank them for taking the time
- Resources
- Promoted the use of the Figshare conference portal to share CW21 outputs
- Chased speakers for any un-captured resources
- Collected Zoom recordings from the Hosts/Co-Hosts of each session
Month 2: May 2021¶
- Publicity
- Published a session facilitator’s experience of their CW21 mini-workshop
- Published a blog post with highlights from the event
- Resources
- Contacted speed-blog authors and connected them with the Communications Team for publication to the SSI blog
- 3/16 discussion groups’ speed blogs published
- Prepared videos for editing by
- Organising files
- Updating processing instructions for Events Team
- 23/43 videos processed
- Contacted speed-blog authors and connected them with the Communications Team for publication to the SSI blog
Month 3: June 2021¶
- Publicity
- Published another session facilitator’s experience of their CW21 mini-workshop
- Resources
- 43/43 videos processed
- 6/16 discussion groups’ speed blogs published
- Began working on the EOG In Practice: CW21
- Website
- Updated language of event website to show that it was in the past
- Create Collaborative Ideas groups page
- Create Hack Day groups page
Month 4: July 2021¶
- Publicity
- Announced availability of session recordings
- Resources
- 8/16 discussion groups’ speed blogs published
Month 5: August 2021¶
- Resources
- 11/16 discussion groups’ speed blogs published
- First draft of the EOG In Practice: CW21 submitted for review
Month 8: November 2021¶
- Resources
- First draft of the EOG In Practice: CW21 reviewed and submitted to Communications Team for final edits and promotion