decide on event location

[lsetiawan]

• When considering space, consider both the broader location (city and country) as well as the specifics (the room in which the workshop will occur). The non-traditional nature of hack weeks means that some students report challenges in receiving support from their supervisor or department to attend. Thus, keeping the costs of attendance low (including travel costs, room and board, and conference fees) should be a high priority when deciding on a location.
• ideally choose a large and configurable space, with movable tables and chairs, several screens or projectors, and an ample number of white/chalkboards. A useful guiding principle is to book a space that fits a group at least 25% larger than that envisioned for the workshop, and the less configurable the space, the larger the extra room should be.
• Begin search for collaborative space 12-18 month in advance. Often such spaces are popular and difficult to book.
• consider making breakout rooms available so that individuals can focus on the highly complex tasks that are typical for hack week projects, while providing ample venue for the entire group to congregate for tutorials, breaks and reports.
• there should be plenty of power outlets for participants to plug in their computers. The space should have ready access to wifi, for activities that require an internet connection (e.g., collaborative software development), and organizers should arrange in advance to provide access to visitors from other institutions.
• accessibility should be taken into consideration: is the space accessible for participants who use wheel-chairs? Are accessible restrooms available?
• availability of a nursing station should be taken into consideration

[aaarendt]

TODO:

• reserve eScience common area if you decide to have a banquet. Contact Robin.
• reserve the Active Learning Classroom
• fill out this form: https://depts.washington.edu/sprogram/uuf-info/uuf-request-form/

[lmcgill]

Do we want to reserve the eScience common area for a Banquet? If so, what day? I can contact Robin to reserve.