Organise a Codethink meeting prior to GUADEC
Background
Most of the core developers behind BuildStream are attending to GUADEC although not all interested parties are staying to the BoFs sessions. New people has joined the team and, since they are distributed, we haven't managed to see each other face to face.
With the above, @toscalix tool the decision to have a day of work all Codethings attending to GUADEC together for coordination. We will also use this time to prepare the BoFs so they are productive.
@toscalix will send a report about this meeting to the mailing list.
Description
Idea and date:
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Propose the idea. -
Get approval for the additional expenses. -
Find a date and place to have the meeting. -
Communicate it.
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Budget and payment:
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Get a budget for a meeting room in the Almeria city centre. -
Send the budget to Codethink admin for renting. -
Confirm the room. -
Codethink makes the payment of the room
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Agenda
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Create an agenda proposal. -
Send it to participants. -
Get feedback and set the agenda.
Material
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Get approval for the material and additional expenses. -
Get coffee capsules and plastic cups, napkins, sugar and the rest of the stuff that is needed for coffee. -
Get good tea. -
Bring projector and screen. -
Bring the magnet board. -
Bring post-its and board-pens -
Bring paper and pens. -
Power stripes and a couple of UK-EU adapters. -
Take an additional laptop and projector to have @LaurenceUrhegyi at the meeting as listener.
Communication of the activity details:
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Once rented, communicate the address and contact info to the people involved in the meeting.
Feedback
Tasks:
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Create a form to collect feedback from participants. -
Send the link to participants -
evaluate the feedback and send the result to the participants. -
Incorporate the feedback in a wiki page for future team meetings. (the conclusions are posted here for now.
My evaluation
- The meeting ended up having more participants than originally planned.
- The location was good. The room was "far from ideal".
- Ended up being too small. In any case, it was not prepared for our kind of meeting. Apologies.
- The approach as "!preparation meeting considering we had additional days to discuss in depth" was the correct one giving the high number of participants and agenda topics.
- The agenda should be sent a few days earlier.
- I am happy with the agenda coverage.
- Everybody agree that the descriptions of the users "use cases" was a key outcome. We should insist in this point next time.
- With similar audience, we will need more than one day to cover all relevant topics.
- We would benefit next time of hands on (hacking) sessions.
- Despite not being one of the most popular options, I will propose to
organise the next meeting right before ELCE, October 2018, in Manchester.
- It should be more than a day long so we ensure we can have technical sessions and hacking sessions in addition with meetings and planning sessions.
- Get support from Codethink for specific organizational tasks.
- Open by default approach.
Acceptance criteria
Information about the meeting sent to those participating on it.
- Meeting date: Thursday July 5th
- Duration: full day. Start at 10. End at 18.
- Location: Wood Coworking
- Address: Calle González Garbín, 19, 04001 Almería, Spain
- Contact person: Francisco López Montoro
- Mail: info@woodcowork.com
- Phone: +34 950 922 225
Edited by toscalix