[peqi-hackathon-orga] Notes from the LAST orga meeting before the hackathon!!

Notes and actions from today's meeting:

1. applications

These are the numbers of applicants: Delft 27, Dublin 7, Geneva 12,
Padua 7, Paris ~100, Sarajevo 9.

These are the people who were accepted (attached).

ACTION: put more effort in promotion.


2. "final" deadline

30.10. (noon) is the official final deadline.

ACTION: please decide on who do you want to accept THEN, on 30th,
afternoon!

ACTION: inform the people you accepted (see other messages about - what
to tell them) AND add them to Slack

ACTION: please upload the NEW list of participants to Trello


3. keeping the applications form open past the deadline

we decided to keep the application form open till the last moment.

the message sent is changed, & now reads (see below)


4. Webinar = introduction to hackathons

There will be TWO possible moments for the participants to join the webinar:

Thursday, 31.10. at 1PM CET
Friday, 1.11. at 11AM CET

https://zoom.us/j/7489902822
Meeting ID 748-990-2822

Vesna will inform everyone from the list I have (1st round) AND on Slack.

ACTION : please review the slides (v1) that I have created already
and SEND ME ADDITIONAL DETAILS as you see fit / as you think is missing

https://trello.com/c/hJovHU46


5. Testing video-link = general rehearsal:

Monday, 4.11. at 4PM (same zoom link)

My colleague, Marco Montabne, can answer any video-related questions.



6. Hackathon Challenges: Matt & Wojciech presented the technical
challenges; Harold & Daniel added some more ideas.

ACTION: to publish one document - or a place where these various
documents are stored, and visible to participants.


7. Agenda / timing during the day:

ACTION: Please check the agenda (below), specially the VIDEO-LINK times!!

New suggested times:

5.11.
	9:45 - 10:15
	17:30-18:00
6.11.
	17:15 - 17:45

Question: is that enough time??


9. Communication during the event:

Decided until now:
* Zoom
* GitHub
* Slack

Two more ideas:
* Jitsu
* Etherpad

ACTION: come up with ONE GitHub repo (Matt, Wojciech)



====

Text for the new application-confirmation message:


"Final application deadline is 30 October, noon CET. 

If you are applying after the deadline, be advised that your
application will take additional time to be processed.

Please email "peqi-hackathon-orga at ripe.net" to let the organisers know
that you have applied.

===
AGENDA
====

Day One:

8:30 Welcome, coffee, tea
9:00 Hackathon begins
People introductions; Challenges / projects are introduced
9:45 - 10:15 VIDEO LINK: Official pan-European kick-off
10:15 – 11:00 tea break & mingling; 	teams are formed
11:00-13:00 Working on projects
13:00-14:00 Lunch
14:00-17:30 Working on projects
17:30 - 18:00 VIDEO LINK: Update on one chosen project per node
18:00 – 19:00 Dinner + T-shirts
19:00 – 22:00 (optional) Further work on projects

Day Two:

09:00-13:00 Working on projects
13:00-14:00 Lunch
14:00-16:00 FINISHING Work on projects (preparing presentations)
16:00-16:30 preparing the room for the final presentations; tea break
16:30  - 17:00 Team presentations
	& Jurors in each node pick one project to share
17:15-17:45 VIDEO LINK:
	The chosen projects from each node presented to all
17:45: Facilitators/ Jurors from across nodes share highlights

17:45-18:30: Winding down
18:30-19:00 Giving praise & feedback to teams, thanks, and next steps!
19:00 Party! (Optional)
-------------- next part --------------
A non-text attachment was scrubbed...
Name: peqi hackathon list of participants, 4 locations, 1st round.rtf
Type: text/rtf
Size: 3954 bytes
Desc: not available
URL: <https://lists.ripe.net/ripe/mail/archives/peqi-hackathon-orga/attachments/20191025/5f3816e7/attachment.bin>