Located here is the timeline for hackseq18 broken down by date to event. For timeline breakdown per task, please go to each separate role/task

general breakdown of the months/weeks of organization into phases

Time frame: Approx. 7 months to 4 months prior to event

• meetings held approx. 1x/month

• assign roles
• old team meet new team
• decide on event date (ASAP)
• book venue and desired rooms
• open Team Leader applications
• find sponsors
• look into computing and wifi

Time frame: Approx. 4 months to 2 months prior to event

• meetings held approx. 2x/month to biweekly

• finalize team leaders
• open participant applications
• advertisement
• food sponsorships

Time frame: Approx. 2 months to event onward

• meetings held biweekly to once a week (one month to event)

• participants sorted
• swag/prizes decided
• day of resources set (Slack, GitHub, computing, wifi)
• final logistics and planning

Below are all the organizational meetings with highlighted tasks and milestones listed. To see full meeting minutes, click on each meeting.

Our meetings were held at BCCRC either in a lab meeting room (when available) or a downstairs boardroom

Earlier meetings occurred approx. once a month to every 2 weeks. Closer to the date, we had scheduled weekly meetings

This is a transition meeting where previous years' organizers meet the new ones

• baseline of what needs to be done in the next year
• any major things to note (structure, general logistics, etc)

• assign each organizer a role
• generally discuss milestones for each role
• decide on dates for event
  • pick 2-3 dates in case location is booked

• finalized desired date
  • book venue (LSI atrium) and required rooms
• start thinking about art and media themes
• start brainstorming sponsors and sending out emails
• Organize and release team leader advertisements

• team leader applications in progress
  • continue to source potential team leads
  • send out reminder email to mailing list

• develop questions for Team lead interviews

• team lead interviews
  • ran "mock interview" with organizers who were applicants
  • sign up rest of organizers to interview applicants by end of
• start preparing participant application form
• send ad "slide" to professors as advertisement
• tentative schedule development for event

• change frequency of organizational meetings
• confirmed team leaders
  • have project description pages
  • discussion of travel funding for Team Leaders
• confirmed location booking
• first wave of participant application emails for Aug. 13

• participant applications opened for a week
  • discussion for and divided up advertising
  • venues of application advertisement
• set first application deadline for Sept 14 (~3 weeks)
• start looking for food sponsors
• discuss more frequent meeting times

• meeting start being every week
• swag
  • look into sticker printing
  • shirt quotes
• make participant sorting committee
• confirm Team Leader attendance
  • send out to do list (applicant packages)

• updated application numbers
  • start discussion of group sizes
• finalize swag ideas and timelines (e.g. tie-dye)
• finalize classroom bookings
• food
  • ~6 week deadline for food sponsorship
  • look into social venues
• reminder emails to TLs about time, approx participant numbers, etc.

• pricing for swag + purchase
• team planning
  • send out emails of acceptances + RSVP in waves
• confirm computing resources
• finalize catering numbers
• prize + contest discussions

• debrief RSVP and sorting
• check back in with sponsors for details
• set up Slack
• prepare pre and/or post survey

• swag (almost) delivered/accounted for
• add TLs to Slack
• send out reminder emails to participants
• Github set up
• finalized social location
• writing workshop planned
• confirm computing resources with provider and TLs
• make logistics to do list for last meeting

• last minute items
• divide up early mornings between organizers