Guidelines for organising Open Science and Hackathon Events

[sofievdbos]

Integrating and improving existing guidelines for organising Open Science and Hackathon events

Project Description

Organizing and participating in scientific conferences, workshops, and meetings are important aspects of developing yourself as an academic researcher. In these events, you will not only share your own research with a broader audience who have similar interests which will foster further discussion and collaboration, you might also learn and/or teach new skills while connecting with other researchers. As a result, your academic network will extend and you might gain new insights, perspectives, and ideas.

However, the organization of these scientific events requires a lot of effort, which might be facilitated by the creation and continuous improvement of existing guidelines. And what better place to collect and implement ideas that here: @OpenMR Benelux 2020 where researchers with a variety of backgrounds are gathered together! Please feel free to join us and give input based on your own experiences in this and previous events, either as an organiser or as a participant.

Specific goals

Intermediate goals:

• list main guidelines for the organisation of Open Science and Hackathon events (e.g. BrainHack Global):
  • where are they centralized?
  • which ones to use?
• collect input:
  • identify points of improvement based on knowledge/experiences from previous events you attended, either as an organiser or as a participant; events you found online; the current event (@OpenMR Benelux 2020); …
  • list according to required workload + required skills/knowledge
  • examples could include:
    • a template for an event registration form
    • templates for emails to send to attendees and speakers
    • approaches to apply for funding
    • a template for an event website
    • suggestions for the technology stack to use to ensure efficient data collection from and communication with attendees
• select (i.e. add your name to) an input item to work on (individually and/or in group):
  • discuss and adapt accordingly
  • if you have a “final” product: integrate to the appropriate main guideline on GitHub by means of a Pull Request after which more feedback might be received from the scientific community

Skills required to participate + Integration

We welcome everyone who is interested in improving and facilitating the organization of scientific events. Everyone can contribute by giving input based on their own experiences in this and previous events, either as an organiser or as a participant. Moreover, by listing the inputs according to their workload and required skills/knowledge, participants can choose to discuss and work on whatever they feel confident/comfortable with.

Coding skills?

No specific coding skills required.

Software skills?

No specific software skills required.

GIT/GITHUB skills?

| GIT - 0 | no prior git knowledge |
| GIT - 1 | can commit and push to a repository |
| GIT - 2 | comfortable working with branches and can do a pull request on another repository; in order to submit a Pull Request to the appropriate main guideline = last step |

Preparation material

Link to your GitHub repo

• We will first start by brainstorming in this Google Drive document.
• In a next step, materials can be created on this repo.

Communication

Link to this project's Slack channel: #hackathon-organisitation_os_events

[KirstieJane]

I love this so so much and I'd love to chat about whether the Turing Way could be a home for the resource you're creating. Running inclusive events and helping people learn how to collaborate is a really huge priority area for chapters coming in the next phase of development 💖

[sofievdbos]

Would love to talk! 👍❤️

[sofievdbos]

Project Pitch: https://docs.google.com/presentation/d/1hZcd1mVt_F3Rzms8IlZIBiLzSRSXBaiZDHexpvluWP8/edit?usp=sharing