Use this checklist when planning, running, and closing out a Research Software Engineering Community of Practice meeting.

Prep

  • Pick a date, recognizing that Wednesdays often have the most in-person attendance on campus.
  • Select a “next time” date so attendees can hear when the following meeting is expected to happen.
  • Reserve a conference space, such as AHSB 6242 or the 7th floor conference space, through the EMS system.
  • Create a calendar invite, referencing previous events for content guidance. Invite the internal RSE-CoP calendar group for attendees, and forward to others as needed.
  • Create slides, optionally referencing previous slides.
  • Create a GitHub issue for the meeting agenda using the meeting agenda issue template, referencing previous meeting agenda issues for content guidance.
  • Invite lightning talks if desired or as needed.

During the meeting

  • Go to the room early to ensure the technology will work for remote attendees and presentation slides.
  • Join the room with the Zoom meeting.
  • Ensure other attendees can share the slides via Zoom or the in-room connection.
  • Seek input and engagement from the audience.
  • Communicate when the next meeting will be.
  • Clean up the space afterwards, including exiting the Zoom meeting and leaving the room tidy.

After the meeting

  • Share the agenda and resources via the past meetings page on this repo.
  • Close out the GitHub issue for the meeting.
  • Pass this page and any other related guidance to the next lead for the next meeting.