[Planning] FOSS Hack 3.0

Hackathon FOSS Hack 3.0
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[Minutes] FOSSHack 3.0 Weekly Catch-up

Attendees : @fossdot @Devdutt @Mars @mriya11

  1. Wrap design and development of the website: @alfiya @athul @Krutika_Thakkannavar

  2. Cold emails to be sent to sponsors

  3. A Visit to RV on 16/12/22

  4. Call for speakers, community partners and mentors to be initiated asap.

  5. Create a webpage for mentor guidelines :

    • Add responsibilities, expectations etc.,
    • Can include the mentors’ list too.

  6. Plan pre-event workshops.

  7. Open call for FOSSHack volunteers.

A draft timeline for things to be done can be found here.

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[Minutes] FOSSHack 3.0 Weekly Catch-up - 19/12

Attendees : @Devdutt @Mars @mriya11 @nikochiko @KaranGandhi @athul

  1. Call for mentors and speakers
    • Online and offline
    • Start rolling out the CFP forms for speakers
    • Create a guide for mentors - to be added on to website
  • The ideas for mentor management and what we are looking for as sessions could be shared by @Devdutt

  1. Cold emails to be sent to sponsors - finalise the deck and list of potential sponsors

  2. Plan pre-event workshops.

  3. Check on vendors for physical goodies.

  4. Quick check on the community partners and local edition updates @adithyaanilkumar

A draft timeline for things to be done can be found here .

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MoM (26/12/2022):

Website: A page to filter mentors based on skills
Evaluation: Give a nudge (email reminder) to all the participants for the project review.
Talks: Pre-event- Recorded talks, During events - Workshop, Lightning talks in classroom/auditorium.
Volunteer: Participants Managers
Newsletter: Rules, Evaluation, CoC, Mentorship
FOSS Hack Local: Get details of the hackathon - Are they charging? if yes, what’s the ticket price, capacity of the venue, are they looking for mentors to join in-person, Is overnight hack possible? We can only approve the Local edition if the venue is confirmed.
Outreach: Create a list of tech groups/organizations to reach out to for community partnerships. Ask Volunteers to contribute to that. @mriya11 can add details of our hackathon grantee and @nikochiko can add details of previous community partners.
Social Media: Announce Hackathon, CFP, and Sponsorship, FOSS Hack Local
Design: Website design, Social media announcement posters.

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A few points we discussed regarding FOSS Hack local in the last meeting.

  • distributed format
  • preferably informal
  • basic requirements:
    • internet connection
    • projector
    • cleanliness
      • good restrooms/sanitation facilities
  • max grant we can offer: 10k
    • for food and other expenses
  • expecting at-least around 10-20 people ?
  • preferably we could have seniors/experienced programmers to act as mentors

To Do

Create a structured/doc/set of rules for local partners. (maybe @KaranGandhi can help?)

  • what exactly they can offer
  • what we can offer
    • Clearly ensure that for offline participants, FOSS United doesn’t hold any responsibility.
    • if they are not participating physically in Bangalore venue, you are considered online.
    • If they are participating in FOSSHack Local the responsibility should be falling on the local organizers only
  • Create database of contacts and send email with the doc
  • Verify the credibility of the organizer
  • Release the final list of venues (at-least 3 weeks before) the final event
  • Suggestion: Ask each host to send a contact link (preferably one containing a form) and have this link be published in the website. The link given so as for the hosts to track the number of participants who’ll be attending.
  • FOSSUnited will not be responsible for tracking or any further management.

Regarding the choosing of local Venues

  • Don’t have too much communities be concentrated in any particular region
    • Make it maximum distributed.
  • The aim should be for those already communities who are already interested to host the hackathon to do so with the grant being provided by us.
  • Since this is the first time, we’re doing a distributed local hackathon, keep only small number of organizers whom we can trust.
  • maybe keep max local partners per state as 3?
  • Should be really based on trust. So ensure proper verification/background check is done before finalising the host.

Other Factors to consider when choosing host

  • Location of the host
  • see how many people they can accommodate
  • understand the potential of that location.

TBD

  • how exactly to offer the money to the local organisers
    • based on some estimates (advance + other afterwards) ?
    • maybe ask them to get funding from them too ?
  • a doc from them describing their facilities, what the can offer

@Sejal_Jain and @KaranGandhi please add the contacts in the outreach sheet when free.

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[Minutes] FOSSHack 3.0 Weekly Catch-up - 16/01/23

Attendees : @fossdot @Devdutt @Mars @mriya11 @nikochiko @athul @Ganeshaaa @adithyaanilkumar

  1. Action on community partnership:

  2. Mentorship + Project listing + CFP : Create a thread on forum

  3. Website: No new design incorporates - make quick hacks to add immediate elements.

  4. Hackathon Dashboard: @athul

    • Create a new field of listing projects and the existing issues on the same.

  5. Social media:

    • Design story templates for important updates - @Alfiya
    • @Ganeshaaa to have a check on the designs.
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26

[Minutes] FOSS Hack 3.0 Weekly Catch-Up 6/01/2023

Attendees: @mriya11 @Aldrin_Jenson @Devdutt @nikochiko

Partner Projects

on-boarding to be completed by February 2023 - @nikochiko

Community Partner Updates:

  • Sent follow up mails to everyone who filled the form
  • Created new telegram group of POC from each community and sent group link along with mail
  • Todo: contact Ananya from Google Developers Club and get more outreach (especially outside Kerala) via GDSC network

Regarding Speakers:

  • need speakers form community
  • maybe past India FOSS speakers ( @Devdutt )
  • Would be nice to have them attend review meetings as well

TODO:

  • make Hackathon dashboard(IMPORTANT!!)