CW21 Timeline

Event dates: Tuesday, 30 March to Thursday, 1 April 2021

Feasibility stage

Month -8: August 2020

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
Publicity
  • Draft publicity plan
    • Who announcements are made to
    • When they are made

Month -6: October 2020

Website
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
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
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
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
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
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
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
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

Month 3: June 2021

Publicity
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
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