JS Oxford events - Summer 2019

[lpmi-13]

Starting this discussion since the sooner we start, the more chance we have of having some fun events this summer.

I hereby volunteer myself to do a fair bit of the leg-work (I would call it finger-work, since it'll mostly be online, but sounds odd) to organise this stuff, but just need to see what sorts of events people would be interested in.

Proposed Dates (rough estimates):

• June - 1 Event
• July - 1 Event
• August - 1 Event
• September - 1 Event

Proposed Themes (exceedingly preliminary):

• Language Hackday
• Open Data APIs
• Hardware
• Games

I'm open to both planning and hosting a language hack day (2 years in the making!), preferably in June, since I think that's the only month I'm guaranteed to be in town all month. If there are other events that people would like to have in June, I'm sure there's room for more than one event.

TBC:

• sponsorship
• venues
• exact dates
• exact themes
• schedules
• hosts

[richdouglasevans]

100% behind this @lpmi-13 (We've chatted about it on the DO Slack, woot!)

NodeSchool was one that I enjoyed a coupla years back. The Game Of Life one was also recently namechecked a few times at work by different folk.

We've got insurance for events so that's sorted. I can also sort out venue(s) given that we're organising early.

[AverageMarcus]

We don't have insurance for next year. We've only got insurance until December.

[richdouglasevans]

Well hot dang, TIL. Right, I'll speak to you on DO about getting it renewed 👍

[lpmi-13]

cool, so we'll revise the list of possible themes to be:

• Language Hackday
• NodeSchool
• Game Of Life
• Hardware

(removed the Open Data API one and kept Hardware, since I have no idea who would lead the former, and we can possibly sweet talk Gordon into leading the latter).

In terms of venues, do I have it right that the only ones we've historically considered are:

• The Story Museum
• The Pod
• The Old Firestation

Looks like Firestation has seating for 45 (in 3 separate rooms?), so that's probably closer to our needs than the large 145 seat theatre. I'll email and see what their schedule looks like between May and September, as well as potential costs.

Will do the same for The Pod and Story Museum, but if anybody has recent info on their costs, then that would be cool too.

In terms of sponsors, I'm not sure where we were, so will probably catch up with organisers on the DO slack.

[AverageMarcus]

Pretty sure The Story Museum will be closed then. From memory the Firestation doesn't have great space for workshop style events (it's also kinda pricy and booked up quick).

The pod is an option as well as the hack space in the library. There are also a few companies that have offered space (e.g. White October)

[lpmi-13]

Okay, got it. Will contact anyone and everyone even if only just to rule them out.

…

On Wed, 10 Oct 2018, 19:33 Marcus Noble, ***@***.***> wrote: Pretty sure The Story Museum will be closed then. From memory the Firestation doesn't have great space for workshop style events (it's also kinda pricy and booked up quick). The pod is an option as well as the hack space in the library. There are also a few companies that have offered space (e.g. White October) — You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub <#8 (comment)>, or mute the thread <https://github.com/notifications/unsubscribe-auth/AE1etBuPMqcv7PqRteD9v4Jqz9UtyViGks5ujj2QgaJpZM4XUIsF> .

[AverageMarcus]

Best to speak with @ninjanails first as she's already done a lot of the legwork.

[lpmi-13]

A lead! Excellent...

…

On Wed, 10 Oct 2018, 19:36 Marcus Noble, ***@***.***> wrote: Best to speak with @ninjanails <https://github.com/ninjanails> first as she's already done a lot of the legwork. — You are receiving this because you were mentioned. Reply to this email directly, view it on GitHub <#8 (comment)>, or mute the thread <https://github.com/notifications/unsubscribe-auth/AE1etLdphK2P330w37yqKb3kXGIqewzvks5ujj48gaJpZM4XUIsF> .

[ninjanails]

Talking with @lpmi-13 on DO slack now about venue options and hes asked that I post my findings here for you :)

OK so you have a few options in my opinion

• Library (other meets up have used this and i think codebar has some experience, its the place by westgate - I can try and pull the info i have on them out for you like numbers e.t.c) This venue is also free!
• Oxford conference centre - this is next to story museum, they have a range of rooms and some of them are smaller sand could work for you. This venue is not free however it is cheaper than the story museum.
• There is also the Pod, this is used a lot by other venue and used for workshops. This venue is also free!

I don't think the story museum is a valid option for you right now and there opening times are so odd and they don't know them selves if and when they will be open in the next year

[AverageMarcus]

There is also White October and Oxford Nanopore that have both expressed a willingness to host.

[lpmi-13]

Outstanding! So I've just emailed both the Old Fire Station (mostly to give them the privilege of declining) and Oxford Brookes Headington Campus.

Will also reach out to the Oxford Conference Centre, as well as White October and Oxford Nanopore.

Is there a good place to aggregate the results of our inquiries (eg, google docs)?

[lpmi-13]

Have contacted the following 5 places so far...

• The Pod
• The Library
• Old Fire Station
• Oxford Brookes
• Oxford Conference Centre

Also started a Google Docs spreadsheet with further details:
https://docs.google.com/spreadsheets/d/1Dji9pTNnUatxCPZMVC7OARdqYy8hoQ2nQeHMvQTqzhw/edit?usp=sharing

feel free to add/amend any of the info.

[lpmi-13]

seeming like The Library might be the best option for now...free and most likely available for the dates we would want.

I suggested June 22, July 20, August 24, and possibly September 14, though as VERY tentative dates, and obviously subject to scheduling.

[richdouglasevans]

The Library might be the best option for now.

Has anyone been into The Library and seen the space(s) on offer for events? If not then I'm in town tomorrow night so I'll pop in and take some photos.

The Library does benefit from being very central, spot on.

I suggested June 22, July 20, August 24, and possibly September 14, though as VERY tentative dates, and obviously subject to scheduling.

Those seem fine: I'm generally off on my summer hols around the 24th of August but I can make whatever we pick work.

I'll chat with M&S about renewing JSOxford's insurance, ensuring that it covers one day events of the like we'll run.

[lpmi-13]

does anybody recall what sort of documentation Starbucks wanted for coffee? Like, we just rock up and ask for some coffee and then we get it? Need official JS Oxford branded gear?

[AverageMarcus]

I think @spikeheap should know.

[spikeheap]

Indeed I should :D. Hallo!! It's great to see this getting traction.

Starbucks were really keen to get printed photos to put on their community board in the cafe (they couldn't do much with digital copies...). Maybe printing out some of the photos from the first Starbucks-sponsored event a couple of years ago might work? We had loads of those posed photos with the paper cups in.

In terms of booking it, I just rang the manager a week or so before and he said to come down in the morning. It's worth calling to check in the morning because a couple of times they didn't have it ready on time.