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DC_Workshop_Logistics_Template

==Organization notes for the Data Carpentry Worskshop==

Organization Committee:

Things needed for workshop

  • Lunch/Coffee/Snacks funding
    • Participant Food Preference/Dietary Requirements sign-in sheet
  • Snacks for workshop (energy bars/heatlth food)
  • stickies (Red/Green) for both the days
  • big post-it notes with markers
  • white-board markers and erasers
  • Name tags
  • Extra pens and paper
  • Sign in sheets
  • Cloud Resources - Cyverse Atmosphere - Sateesh

==Workshop Dates : Jan 15-16th 2019==

  • Registration start:
  • Registration end:
  • Send Pre-Workshop Survey & Collect CyVerse Usernames & Dietary Requirements by:

Additional Wishes:

  • Official carpentry workshop photos
  • If your institution’s library does laptop rentals, rent 1-2 laptops and set them up with the software before the workshop and keep them on hand as loaners during the workshop.
  • Campus article after workshop

==Notes==

Proposal to unr libraries: https://hackmd.io/FPbZrO6bRKO_Oy2-UmwJ1A#

Carpentry Workshop Hosts: https://datacarpentry.org/workshops-host/ Carpentry Workshop Checklists: https://docs.carpentries.org/topic_folders/hosts_instructors/hosts_instructors_checklist.html# Carpentry Workshop Needs: https://docs.carpentries.org/topic_folders/hosts_instructors/workshop_needs.html#venue

==Advertising e-mail==

Subject: Data Carpentry workshop at (XXX)

(XXX) will be hosting a Data Carpentry workshop for those working or interested in the field of Genomics on (XXX).

The Carpentries are a fiscally sponsored project of Community Initiatives. They teach skills that are immediately useful for researchers, using lessons and datasets that allow researchers to quickly apply what they’ve learned to their own work. We are excited to teach the Genomics Carpentry curriculum here to help our students and researchers become more efficient in their work.

This workshop is focused on Genomics and the curriculum will include:

  • Assessing Read Quality
  • Trimming and Filtering
  • Variant Calling Workflow

The target audience is students (both undergraduate and graduate) who have little to no prior computational experience. The instructors will prioritize creating a friendly environment that will empower researchers and enable data-driven discovery. Even those with some experience will benefit, as the goal is to teach not only how to do analyses, but how to manage the process to make it as automated and reproducible as possible. For instance, participants will be introduced to:

  • Accessing Cloud Computing Resources
  • UNIX command line
  • Environment management using Conda & bioconda
  • Building Reproducible Workflows

Space is limited and it will likely fill quickly. The workshop is free however, registration is required and application form can be found here: .

The deadline to register is (XXX).

For more information please see the workshop website here: (XXX) or contact (XXX).edu or (XXX).edu for more information.

We hope to see you at the workshop!

Best, [ sender name ]

==Email Learners before workshop==

Hello,

We are pleased to inform you that your application for Data Carpentry Genomics workshop has been accepted and we are excited to meet you at the workshop this coming (XXX). A few notes:

Pre-Workshop Survey Be sure to complete the Pre-workshop survey at the earliest.We use this to calibrate the pace of the workshop and, together with a post-workshop survey, to assess how it went.

CyVerse Cloud Account Setup For this workshop we will be using cloud computing resources from CyVerse. Please use this Link to register for a free CyVerse account and enter your Name and CyVerse username in this Google sheet by (XXX) or your seat will be forfeit.

Cancellation We have a huge wait-list for this workshop. If you won’t be able to attend, please let us know ASAP by replying to this email, so that we can offer your seat to someone on the wait-list.

Setup Also make sure you have the necessary software installed on your laptop (The BASH shell). You can find installation instruction on the workshop website. If you have any trouble creating a CyVerse account or installing BASH command line on your laptop, send an email to (XXX)

Food & Beverages Lunch, Coffee/Tea and Snacks will be provided for both the days and the schedules are listed on the website. Dietary restrictions will be accomodated and can be entered here.

Code Of Conduct Please read the Carpentries Code of Conduct (http://docs.carpentries.org/topic_folders/policies/code-of-conduct.html) so that we all are aware of how to treat each other respectfully.

We are committed to making sure that the workshop is accessible to everyone. Please tell us if there is anything we should know in advance in order to make the workshop accessible for you (e.g. sign-language interpreters, large-print handouts, lactation facilities).

Let us know if you have any questions. Looking forward to seeing you soon!

Best, The organizing committee, [ sender ]

Catering Logistics

Day-1

Item Time Location
Coffee/Tea :00 AM - :00 AM
Lunch :00 PM - :00 PM
Coffee/Tea :00 PM - :00 PM

Day-2

Item Time Location
Coffee/Tea :00 AM - :00 AM
Lunche :00 PM - :00 PM
Coffee/Tea :00 PM - :00 PM

Suggestions

  • Check classroom tech well in advance of the workshop - 72 hours at least.
  • Include in registration form -
    • What is your major/department?
    • In 500 words or less, explain why you are interested in attending the Data Carpentry workshop and how you might benefit from it.
  • Shorter Registration time window (2weeks?)
  • Tap into campus student and Faculty mailing lists
  • Have Snacks (lots of them !)