├── media ├── bhg19_logo.png ├── successful_brainhack_flowchart.pdf └── successful_brainhack_flowchart.pptx ├── support └── broadcasting_brainhack │ ├── broadcasting_brainhack_youtube_studio.png │ ├── broadcasting_brainhack_youtube_go_live.png │ ├── broadcasting_brainhack_youtube_start_page.png │ ├── broadcasting_brainhack_youtube_recording_menu.png │ ├── broadcasting_brainhack_youtube_webcam_device.png │ ├── broadcasting_brainhack_youtube_stream_recorder.png │ ├── broadcasting_brainhack_youtube_webcam_streaming_info.png │ ├── broadcasting_brainhack_youtube_external_webcam_device.png │ └── broadcasting_brainhack_youtube_webcam_advanced_settings.png ├── docs ├── get_a_hold_of_your_donuts.md ├── participant_registration_confirmation_email_content_recomendations.md ├── brainhack_broadcasting_instructions.md ├── leading_and_attending_to_brainhack_projects.md └── successful_brainhack_guideline.md ├── README.md └── LICENSE /media/bhg19_logo.png: 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We can hear that you are stressed already for how on earth you will be going for the right selection of donuts that will be inclusive enough for all of your attendee's palate and preference! 4 | 5 | Yeah, we know it is a big responsibility! But as you know, every well-done responsibility comes with a big joy afterward! As the Brainhack Global Organizing Team, we are going bold, we are taking the initiative and helping you all in your selection of donuts! Don't worry, we got you! 6 | 7 | How? Here is the explanation. We went out to the street, and asked tons of people that how a perfect donut should be like! And we curated the results here... Pffff ooookkay :roll_eyes: , you got me! We didn't run such a survey! Let say our ethics application hasn't gone through yet, but as if, right? 8 | 9 | Well, in such case here is our selection of sources for the description of perfect donuts and the science behind it! So we are sure that it will help! Please have a look at, we promise you that they are really good! 10 | 11 | **Warning!** The following contents might make you carving for donuts! So get the wallets ready! 12 | 13 | 14 | * [The History of Donuts]( https://www.onegreenplanet.org/vegan-food/the-history-of-the-donut/) 15 | * [The Anatomy of the Perfect Donut](https://medium.com/@mcpflugie/the-anatomy-of-the-perfect-doughnut-643a68957ca8) 16 | * [The Scientist's Guide to Donuts](https://cravingsofafoodscientist.com/2019/01/11/the-scientists-guide-to-donuts/) 17 | * [The Science Behind the Donuts](https://www.yuppiechef.com/spatula/the-science-behind-doughnuts/) 18 | * [Mathematical formulae behind the perfect Donuts](https://www.conquermaths.com/news/post/index/188/The-Mathematically-Perfect-Doughnut) 19 | * [The Science Behind Donuts](http://www.r-dpartners.com/2018/06/01/the-science-behind-donuts/) 20 | * [How Donuts are Made](http://www.madehow.com/Volume-5/Doughnut.html) 21 | * [Learn more about Doughnut: A review by ScienceDirect](https://www.sciencedirect.com/topics/food-science/doughnut) 22 | -------------------------------------------------------------------------------- /docs/participant_registration_confirmation_email_content_recomendations.md: -------------------------------------------------------------------------------- 1 | 2 | # Participant Registration Confirmation Email Content Suggestions 3 | 4 | Here you can find the suggestions regarding what you should be sharing in your email template to make sure your participant is well informed regarding the details of your event. 5 | Please make sure you are providing the details using clear and simple language, with all the necessary information that you think your participants should read, know and 6 | be prepared ahead of your event. The details are suggested to be shared besie the information you want to share could be listed as below; 7 | 8 | 1. The name of your event 9 | 2. The date of your event. 10 | 3. The location (if physical event) of the event with all the neceassary guiding regarding the address. 11 | 4. Information regarding accessibility details of your event (if it is a physical event) including the parking and lodging details. 12 | 5. The schedule of your event. 13 | 6. Communication details of your organizers. 14 | 7. Links of the common chat channels/tools (e.g Mattermost channel link) and information regarding how to use such tools. 15 | 9. Details regarding the tools/software/platforms you want your attendees to download ahead of your event. 16 | 10. Details regarding following the broadcasted talks/discussions/sessions/social events and related password details. 17 | 11. Details regarding the schedule of your event. 18 | 11. List of tutorials that you think your attendees should go through ahead of your event. 19 | 12. Make sure your attendees are pointed to the [Brainhack Code of Conduct](https://brainhack.org/code-of-conduct.html) either provided by Brainhack Global or your own institute, and they read, understood and clear about the terms and policies in it. 20 | Make sure you define the reporting and handling procedures clear in your email and encourage your attendees to report any case they are subjected to or witnessed by going through 21 | the reporting workflow you indicate. 22 | 13. Please prepare a consent and share with your attendees (participants and speakers/tutors) to get their approval in recording, usage 23 | and dissemination of media materials (videos, photos, audio recordings) that might be shared through the website and social accounts as online or offline throughout and after the event. 24 | 14. If you are planning to run hacktrack please point your attendees to read through the suggestions regarding [Project Leading/Attending Guideline](https://github.com/brainhackorg/bhg-event-materials/blob/master/docs/leading_and_attending_to_brainhack_projects.md) for them to have a start with 25 | 15. Information regarding [Central Project Submission Repository](https://github.com/brainhackorg/global2020/issues), [How to Submit Project Guideline](https://brainhack.org/global2020/projects/), 26 | and [Brainmatch Algorithm](https://github.com/brainhackorg/brainmatch) to make sure you encourage your attendees to participate in and/or propose a project with the help of those new 27 | exciting and facilitating tools provided by the Brainhack organizing committee. 28 | 29 | -------------------------------------------------------------------------------- /README.md: -------------------------------------------------------------------------------- 1 | # Brainhack Global Event Materials 2 | 3 | 4 | If you are gazing your eyes on this repository :eyes: it means you are a potential Brainhack Local host in a very near future! 5 | To learn more about the details on hosting a Brainhack event on your local institute, please read through the *How to* Guideline we provide with other materials listed here. For more information, please contact the Brainhack Organisation Team via e-mail to brainhackorg@gmail.com. 6 | 7 | Materials include: 8 | * [*How to* Guideline for Running a Successful Brainhack](docs/successful_brainhack_guideline.md) along with a comprehensive [Flowchart](media/successful_brainhack_flowchart.pdf) 9 | * [*How to* Guideline for Leading and Attending to Brainhack Projects](https://github.com/brainhackorg/bhg-event-materials/blob/master/docs/leading_and_attending_to_brainhack_projects.md) 10 | * [*How to* Guideline for Running a Successful Online/Hybrid Brainhack](https://docs.google.com/document/d/1uB375gGIWDYRO35YdKBSfGVJ_xs0aMqTqgIK1wtHbjc/edit#) 11 | * * [Event Checklist](https://docs.google.com/spreadsheets/d/1Oo86o-59AaLyH5INGWRrGciNlBHgJ9HB_Ssrd2P7n40/edit?usp=sharing) 12 | * [Brainhack Global Participant Registration Form](https://docs.google.com/forms/d/1dCy9NpprAtd1gZU6FBrvpSX9WwAGS54U_r7pLTiHScI/edit?usp=sharing) Please make a copy of the registration file and place it on your own Google drive for further use. Please make sure **you do not change the main template shared with you in this link!** 13 | * Content suggestions for [Participant Registration Confirmation Email Template](https://github.com/brainhackorg/bhg-event-materials/blob/master/docs/participant_registration_confirmation_email_content_recomendations.md) 14 | * Local event templates: You can either use [Template_1](https://github.com/brainhackorg/brainhack-local-template_1) or [Template_2](https://github.com/brainhackorg/brainhack-local-template_2) for your event website 15 | * [Broadcasting Guideline](https://github.com/brainhackorg/bhg-event-materials/blob/master/docs/brainhack_broadcasting_instructions.md) 16 | * [Speaker Consent Form](https://docs.google.com/document/d/1Rz-vjUxcsDxPCn1jsTRowmE8Ct9YotfNVND2vB4mktE/edit?usp=sharing) 17 | * [Get a Hold of Your Donuts: An Ultimate Guideline for Donuts!](https://github.com/brainhackorg/bhg-event-materials/blob/master/docs/get_a_hold_of_your_donuts.md) 18 | * [Afterevent Feedback Form](https://docs.google.com/forms/d/1SJGbf4nlOchLXSfCEQrxXnO0Dp07lCpynslej5RRSuU/edit) 19 | 20 | 21 | * Multimedia materials 22 | * [Public relations material](/media) 23 | * [List of Community Open Science Tools and Resources](https://github.com/learn-neuroimaging/tutorials-and-resources) 24 | * [Brainhack Tutorials Playlists](https://www.youtube.com/playlist?list=PLfqBzCl5BL394JtAdI4xJEH9vbmVYfE3j) 25 | * [Brainhack 101 Playlist](https://www.youtube.com/watch?v=XyMCsEGPcjM&list=PLfqBzCl5BL3-Gu1Wah_x_BoxcmgzVgpjx) 26 | * [The informatics underlying meta-analysis and reproducibility in neuroimaging](https://www.youtube.com/watch?v=w1A8BvJuN3s&list=PLfqBzCl5BL3-j_YW8qmxLY9R0MgPVtspN) 27 | * [Instructions for Broadcasting](/docs/brainhack_broadcasting_instructions.md) 28 | * [Brainhack Logo](https://github.com/brainhackorg/brainhackorg.github.io/blob/main/assets/images/brainhack_logo_400x400.png) 29 | * [Brainhack Header](https://github.com/brainhackorg/brainhackorg.github.io/blob/main/assets/images/brainhack_header.png) 30 | 31 | * More Resources 32 | 33 | If you would like to read more about organizing hackathons and events [here](https://docs.google.com/spreadsheets/d/1hbxL5DsAt7BRitCXF2pvYtyxqs5HDMLnAGDxkKvLypk/edit?usp=sharing) you can find a list of some resources that we collected across the time. The sheet is updated as we encounter with nice resources to share with you all! 34 | 35 | If you happen to have suggestions and thoughts on how to improve the current 36 | process and available materials, please share them with us or the community 37 | using the current year Brainhack Global Event Mattermost channel, or open a Pull 38 | Request in the appropriate repository. Thank you! 39 | -------------------------------------------------------------------------------- /docs/brainhack_broadcasting_instructions.md: -------------------------------------------------------------------------------- 1 | # Broadcasting your Brainhack 2 | 3 | Hello, brainhacker! First of all, thank you for your interest in broadcasting 4 | your Brainhack - this is what makes the community stronger! 5 | 6 | This guide is both a primer on the resources you will need and a first steps 7 | guideline to successfully broadcast your Brainhack. Note that is not intended 8 | to be a complete, self-contained guideline for every possible broadcasting 9 | tool. 10 | 11 | You will need to gather the necessary equipment, take the necessary steps to 12 | configure the required system of your choice, and test the setting a few days 13 | before the event. 14 | 15 | ## Broadcasting Equipment 16 | 17 | In order to broadcast your Brainhack, make sure you have the following 18 | equipment: 19 | 20 | 1. **Camera**. You will need a tripod to hold the camera. If you have no 21 | access to a camera, you may want to use a webcam, although the quality of your 22 | broadcast is likely not to be satisfying. 23 | 2. **Audio/Microphone**. Ideally a wireless microphone will be required for the 24 | speakers. This allows to minimize the ambient noise and thus to improve the 25 | audio quality. Note that during the question time, it is recommended that the 26 | speaker repeats the question to improve the experience both for the on-site 27 | attendees and the live audience. 28 | 3. **Light**. Make sure that the projection screen have an appropriate lighting 29 | conditions both for the on-site ateendees and the live audience. 30 | 4. **Internet connection**. 31 | 32 | ## Broadcasting Procedure 33 | 34 | This guide assumes that the event will be broadcasted using a YouTube channel. 35 | Although the broadcasting procedure may vary depending on the software you use 36 | or the resources you have, you will generally want to: 37 | 38 | 1. Set up the broadcasting software. 39 | 2. Set up the YouTube Live dashboard. 40 | 3. Sync YouTube with the broadcasting software. 41 | 4. Go live 42 | 1. Assess quality 43 | 2. Manage comments. 44 | 5. Finish the broadcasting. 45 | 6. Publish the videos. 46 | 47 | In order to broadcast you Brainhack, and depending on the options offered by 48 | your broadcasting software, you may want to 49 | - Cover both the speaker and the projection screen within the same view. 50 | - Directly broadcast the slides and use a smaller region on top with the 51 | recording view of the speaker. 52 | 53 | 54 | ## Broadcasting Software 55 | 56 | 57 | In this section you will find a list of software tools that will allow you to 58 | broadcast your Brainhack. 59 | 60 | ### Youtube 61 | 62 | 1. Create a `Google` account if you do not have one. 63 | 64 | 2. Go to your `Youtube` page with your `Google` account. 65 | 66 | ![](../support/broadcasting_brainhack/broadcasting_brainhack_youtube_start_page.png) 67 | 68 | 3. Create a channel for your Brainhack. 69 | 70 | 4. Go to the main menu on the right top and click `Youtube Studio`. 71 | 72 | ![](../support/broadcasting_brainhack/broadcasting_brainhack_youtube_studio.png) 73 | 74 | 5. Click on the tiny small recorder icon on the top right. 75 | 76 | ![](../support/broadcasting_brainhack/broadcasting_brainhack_youtube_recording_menu.png) 77 | 78 | 6. Choose to `Go live` from the menu. 79 | 80 | ![](../support/broadcasting_brainhack/broadcasting_brainhack_youtube_go_live.png) 81 | 82 | 7. Depending on the recording device you are using: 83 | 84 | 1. If you will be using the computer's **webcam**, make sure that you are 85 | using `Chrome 60+` and `Firefox 53+`. 86 | 87 | 1. Select `Webcam` at the top. 88 | 89 | ![](../support/broadcasting_brainhack/broadcasting_brainhack_youtube_external_webcam_device.png) 90 | 91 | 2. Allow your browser to access your webcam. 92 | 93 | 3. Enter a title and description, and select a privacy setting. You can 94 | also schedule your live stream for a later date. 95 | 96 | ![](../support/broadcasting_brainhack/broadcasting_brainhack_youtube_webcam_streaming_info.png) 97 | 98 | 4. Click `More options > Advanced Settings` for more settings. 99 | 100 | ![](../support/broadcasting_brainhack/broadcasting_brainhack_youtube_advanced_settings.png) 101 | 102 | 5. Click `Save`. Your camera will then take a thumbnail. 103 | 104 | 6. Click `Go Live`. 105 | ![](../support/broadcasting_brainhack/broadcasting_brainhack_youtube_stream_recorder.png) 106 | 107 | 2. If you will be using an **external webcam** 108 | 109 | 1. Select the stream from the upper menu and fill the necessary descriptions 110 | in the pop-up menu. 111 | 112 | ![](../support/broadcasting_brainhack/broadcasting_brainhack_youtube_external_webcam_device.png) 113 | 114 | 2. Select the [stream encoder]( 115 | https://support.google.com/youtube/answer/2907883?hl=en). 116 | 117 | 8. Allow your browser to access your microphone. 118 | 119 | 9. When you're done streaming, click `End Stream` at the bottom. All streams 120 | under 12 hours will be automatically archived. You can access previous, 121 | current, and upcoming streams in the `Live Tab`. 122 | 123 | Note: To access and/or launch a scheduled live stream, go to the `Live Control 124 | room` and select `Manage`. 125 | 126 | Please visit the official [YouTube Live Stream help]( 127 | https://support.google.com/youtube/topic/9257891?hl=en&ref_topic=9257610) for 128 | further details or troubleshooting. 129 | 130 | ### Open Broadcaster Software (OBS) 131 | 132 | For the quick help for streaming with OBS you can have a look at this 133 | [wiki page](https://obsproject.com/wiki/OBS-Studio-Quickstart) 134 | 135 | For more details on how to make advance set ups please visit the 136 | [OPBS Studio Wiki](https://obsproject.com/wiki/). 137 | 138 | The Youtube tutorials listed below might also be helpful in order to set your 139 | streaming via OBS. Please, have a look at them ! 140 | 141 | [How To Use OBS Studio To Live Stream - Twitch and YouTube](https://www.youtube.com/watch?v=BgpDb1XDDfY) 142 | 143 | [OBS Studio Tutorial 2018](https://www.youtube.com/watch?v=j2HzbY8E4yQ) 144 | 145 | ### VLC media player 146 | 147 | We would recommend you to visit [VLC media player Streaming HowTo documentation]( 148 | https://wiki.videolan.org/Documentation:Streaming_HowTo_New/#Streaming_using_the_GUI) 149 | for quick and very clear instructions about how to stream guideline with 150 | screenshots showing the menu choices. 151 | 152 | ### Zoom 153 | 154 | Zoom is a meeting platform provides many features for discussions and streaming. 155 | If you would prefer an environment that allows your followers to engage with 156 | your streaming via [chat function](https://support.zoom.us/hc/en-us/articles/203650445-In-Meeting-Chat) 157 | you can also use this platform. For more detailed explanation on how to set up 158 | the tool please visit [Broadcast using a Zoom Room or Desktop Client]( 159 | https://support.zoom.us/hc/en-us/articles/360024605572-Broadcast-using-a-Zoom-Room-or-Desktop-Client). 160 | -------------------------------------------------------------------------------- /docs/leading_and_attending_to_brainhack_projects.md: -------------------------------------------------------------------------------- 1 | # Guideline for Leading and Attending to Brainhack Projects 2 | 3 | 4 | ## Compiled By 5 | Isil Bilgin, Anibal Sólon Heinsfeld 6 | 7 | ## Before You Start 8 | 9 | Here we aim to collect advices and suggestions currated from the many previous years' project leaders and attendees as the best practices 10 | of running successful, collaborative projects that would lead high impact and successful outputs in the given short amount of time. The 11 | main aim of the Brainhacks is being inclusive, removing the borders and limits and increasing the information and experience exchange 12 | between the members of the project members. In the light of these aims, we encourage and support each single individual to be part of 13 | the whole event either as a project leader or attendee to get the highest benefit from the event. 14 | 15 | This document will be developed over time with the feedbacks. Please bear with us, we will work on finishing the document soon. In the mean 16 | time please go through the below links that provides good starting points in working in and leading an open science projects collaboratively. 17 | 18 | 19 | # Leading a Virtual Project 🕸🌐 20 | Leading a hackathon project comes with a set of responsibilities, coordinating skills and ability to create a welcoming environment especially for the newcomers. Usually newcomers are highly likely to lack information about where to look for the right sources, tools and answers to their questions. They might be lacking the understanding of what is a Brainhack project means and how to contribute to the project during and after the event finishes. They might need a clear guidance and pointers from the start to the end. As the project leader you should have clear project goals, a set of skill sets that you desire to get contributions toward, the list of tasks to assign to the team members, and an accompanying time schedule that would allow both finishing the tasks accordingly and allow project attendees to engage with the other events through the Brainhack (eg. Trainracks, coffee breaks, biological needs, family duties, resting). Please always keep that in mind that, once you were a new comer too. Be polite, respectful, and show your support to the attendees. 21 | 22 | As a project leader, it is recommended to keep your projects as broad as possible to give contribution chances to the researchers across many different backgrounds and career levels: being inclusive is at the heart of project leading. You are expected to define the scope of the projects so you can invite participation and contribution to your project. 23 | 24 | Every event organization comes up with their own rules and recommendations regarding the use of the tools and the scope of the projects together with how to address the main questions at hand, or how to pitch and run your projects: make sure that you read and understand those organizational requests and follow those rules. 25 | 26 | Independently from the event itself, make sure that you always encourage and address diversity and inclusivity in your projects, to give place and opportunities to the attendees from all different types of career level, diversity groups and create platforms, chances to learn from them and contribute towards knowledge exchanges between each contributor. Make sure you are open to the ideas, listening to your attendees, directing them through the necessary paths to be taken to achieve their task and encouraging them to contribute as much as they can. 27 | 28 | Once you create your team, you should be running the first meeting to share all the necessary details and listen to your attendees regarding their will in participating and their skill sets that they can contribute with. As the project leader your role is to coordinate the project with all the necessary elements from communication between the attendees, onboarding the newcomers onto the project, helping attendees to achieve a task and making sure the environment is kept welcoming throughout the whole event. 29 | 30 | Before starting to your project and working group, please make sure that you and your team members are all read and clear about the [Code of Conduct](https://docs.google.com/document/d/11aE6vv67i9pzOUN7DTypqiAVUutXAijP7_jZTURHhAM/edit), and abide with the policy of the [Code of Conduct](https://docs.google.com/document/d/11aE6vv67i9pzOUN7DTypqiAVUutXAijP7_jZTURHhAM/edit). 31 | 32 | ## Before the Project Pitching 33 | 34 | - Define the aim and goal of the project 35 | - Open a Github Repo or Google Drive folder associated with the project 36 | - Open a communication channel or share the details for how to communicate with the project leaders for further queries regarding the project, project attendance, and preparations before the hackathon. 37 | - Prepare a README regarding the project, place a link to it prominently on your Github issue 38 | - Put all of the documentation, guideline, data files, previous codes regarding the project in your Github repo/ Google folder, place a link to it prominently on your Github issue 39 | - List the goal of the project explicitly. 40 | - List the roles/tasks required to complete the project 41 | (List all the requisites from the team members/team member specs to make it easy to apply for your project.) Invite all possible contributor personas with various different backgrounds and expertise explicitly, to enhance inclusivity. For example, “We need graphic designers to help us design the user interface. We need python enthusiasts to implement some new functionalities. We need novices for testing our interface and helping us write documentation.” etc. 42 | - List all the prerequisites for tools, software, containers to use in your project in order to give enough time to the project attendees to set their workspace ready before the event. 43 | - Prepare quick tutorials or documentation that would help/facilitate the contribution from any attendee who does not have enough experience in the area or link to existing resources. Similarly link to tutorials and courses relevant to your project, so participants do not feel lost when aiming at taking a python course. Here, you can find a super nicely curated list to choose from (https://learn-neuroimaging.github.io/tutorials-and-resources/). This will gain a lot of time to deal with installation/preparation related time lost. 44 | - Create a GitHub keyword pool/tags that are associated with your project for easy search/identifiability 45 | - Create a timeline of the tasks to be done during the event 46 | - Choose a communication tool to chat with your project members (e.g. https://mattermost.brainhack.org/brainhack/channels/your-project-channel) 47 | - Choose a video communication tool to run meetings with your project members (e.g. meet.jit.si or discord.com) 48 | - Prepare a project pitching presentation that fits with the organization’s time limits and requests, and think about a range of skill sets you are looking for. At the beginning of the hackathon, you will get 2 minutes to present your project with 2-3 slides. 49 | - Prepare rooms for unconferences, quick training sessions in your time schedule that would help with the less experienced attendees to benefit from and encourage the experience exchange. 50 | - Create entry-level issues on Github, and label them as “good first issues” 51 | - If you are aiming to run a project that already started with few contributors in, stimulate a team effort to welcome and integrate newcomers alongside the experienced team members so they feel invited to join, and know who would be the person closest to what they wish to contribute 52 | - Deploy easy documentation tools/processes that could be used and contributed by any attendees of the project, in order to keep the track of the project progress and keep everyone on track. 53 | - Prepare a one-paragraph summary text that you can send to interested attendees that contact you via e-mail/ Twitter/ … Link to your readme and documentation if they have further questions. 54 | - Look for co-leaders! They do not necessarily need to be involved in the “planning” for the content, but they might be very helpful in taking care of your attendees during the project. Co-leaders should know about the tasks/ goals/ schedule before the project starts. 55 | - Make sure you are documenting your project well enough for the further use and contributors in the future which will include all the necessary instructions from installation to building the source, from using to how to contribute with all the necessary dependencies and licences, extensions and example data and links to the related documents and sources. Keep your documentation as simple, easy read and clear as possible given your users/contributors will not be only experts from the field but such approach will help you to have more contributions from wider contributors. 56 | - Make sure every single contribution given by the members of the team are clearly listed in the documentations, repositories, acknowledgements and citings, with the list of the contributions given by those. 57 | 58 | ## Project Ideas 59 | 60 | 61 | Hackathons are strengthening the community and promoting the exchange of the information and knowledge across the communities. Therefore do not expect to solve hard field problems but try to come up with a project that is missing in terms of the practicality of the methods or tools that will allow both you and your attendees to gain and learn from it and will provide practical use for the community. 62 | Make sure that your aims to achieve with your project are realistic to obtain within the given amount of time and they do not cause any extra pressure on your project attendees. 63 | Use the presentation format provided and requested by the hackathon organizing committee for your project pitch presentation. 64 | 65 | ## Project Pitching 66 | 67 | Keep the aim and scope of the project clear and understandable for the audience. 68 | 69 | - You can invite a range of skill sets you are looking for :) so for people very unfamiliar with your research question, they still feel ah, I could contribute here 70 | - Share the contact information in your presentation which is visible to the audience. 71 | - Make sure you know your order in the presentation queue. 72 | - If your presentation is asked to be shared with the organizers make sure you hand it in, in time. 73 | - At the very first hours of the event, you encounter with many interests and questions regarding your project so be prepared to welcome new attendees, repeat your explanations; direct team members who joined earlier to documentation/ the readme you have written 74 | - Be prepared to explain all steps verbally to all participants. Allocate time for that. Best is to have a centralized meeting at the beginning of the day where everybody listens. 75 | - Please do not forget, there are cases you might end up having less number of attendees for your project than you actually aimed for or even none. In such a situation please don’t get desperate/ frustrated at first. Because people might be checking with the other projects they might end up in yours. Therefore keeping the communication channels open would be the right way to do. 76 | - It might be a better strategy to not to stick up with elaborate explanations to the first few attendees that join, but rather having a well written and a brief project explanation document somewhere that you can point to. 77 | 78 | ## After Submitting a Project 79 | 80 | Follow the organization’s instruction regarding project preparations 81 | Create a spreadsheet or survey to collect the interests of the prospective attendees together with the related information regarding their skill set, interests, and their will in helping in project associated tasks. 82 | Share the link of the sources and materials/tutorials/instructions with the interested attendees. 83 | Run a QA regarding the project initialization and running. 84 | 85 | 86 | ## Kicking-off the Project 87 | 88 | 89 | - Run a discussion with the participants regarding the distribution of the tasks. 90 | - Have multiple people in the project lead (at least 2)---looks much more convincing and gives the impression that at least two people have thought about the schedule and tasks/ goals; one project leader takes care of “experienced”, one of “less experienced” members 91 | - Create a spreadsheet for the distribution of the roles among the attendees. 92 | - Decide on the tools, communication channels to be used throughout the project together with the project attendees 93 | - Decide on the unconferences, quick tutorial needs together with the attendees based on their needs 94 | - Decide on the time schedule of the task and revise your timeline of the project accordingly. 95 | - Make sure a timeline of your project execution includes enough breaks throughout the day allowing enough flexibility to the attendees from different time zones, family duties, and biological needs, etc. 96 | - Follow the fair share of the sources and opportunities across the attendees. 97 | - Make sure you follow the timeline you agreed regarding the break times and encourage your attendees to follow and respect it. 98 | - Make sure you and your team members read and understand the [Code of Conduct](https://docs.google.com/document/d/11aE6vv67i9pzOUN7DTypqiAVUutXAijP7_jZTURHhAM/edit). 99 | 100 | 101 | ## Running the Project 102 | 103 | - Make sure you and your team members follow the Code of Conduct in their interactions through each of the communication channels and platforms. 104 | - Make sure you guide your team members to direct the help from the right team members to the ones in need. 105 | - To be more organized prepare a calendar/Gantt chart or use a todo tracking system together with the team members on the agreed term, in order to facilitate dissemination of the tasks and assigning due dates to each of the tasks. 106 | - Be open to the questions and help requests from the attendees. 107 | - Be open to your project attendees to work on several projects and support free movement between the project contributions. 108 | - If the number of the members is sufficient to have the 'sub-team', divide the tasks among those sub-teams to facilitate the collaboration (eg. arranging the meeting time). In this case, the sub-team can work on their task then meet altogether by the beginning/ end of the day to discuss the progress. 109 | - Run several social events like online lunch, drink, chat meetings to increase and encourage flexible exchange and interaction. 110 | - You could have one virtual room connected “all the time” where people know they can reach you just like coming over to your table IRL, eg meet.jit.si/your-project 111 | - List the contributors with their contributions in your Github/project repository to make sure every attendee is represented (You could follow the example of the Turing institute, using their contributor bot (link), or just copy-paste the lines of code into the bottom of your ReadMe file and adapt to your team members (link to an example, could be the tutorials and resources repo for example) 112 | - Make sure you give enough thought to the suggestions and discussions regarding any aspects of the running/realization of the projects that come from any single individual from the project. 113 | - Give regular pauses to the project to revise the project’s progress, with which aims are achieved, and which tasks are remaining to be completed to refresh the minds and will give an award and acknowledgment about the work the project members did/doing. 114 | - In regular pauses, you might think of redistributing the roles again, to give everyone enough opportunities to contribute to the project and benefit from different points of view and expertise, which will also take a load of a single task from one person to conduct. 115 | - Kindly encourage documenting the processes to share later on in your repositories as metadata to be benefited as the case study by the fellow researchers that aims to follow the same footpath. 116 | - As many projects do not finish after 3 days, we encourage writing a summary paragraph of latest progress into a continuous place (Google Doc or HackPad, or one synchronous GitHub issue) every once in a while, targeted at keeping the team synched even if a member has to take a short break from the project, and also as a good place to go for newcomers who would like to join but missed the start of the project. 117 | - Such documentation will also help quickly gather together a report or a demo presentation at the end of the event. 118 | - Give biological and social breaks throughout the event to give your team members enough private time schedules and some spaces to socialize. 119 | - Make sure neither you as the project leader or any of the project members behave demanding regarding finishing the tasks that would exhaust any team members including you and prevents the main aspect of participating in the hackathon project. 120 | - For virtual events, many team members might have other obligations (child care, lab meetings, doctors’ appointments) that make them drop out of the project from time to time. - Encourage your attendees to share when they’ll be off beforehand, and take it into account when distributing tasks and tracking progress on subtasks. 121 | - Even if you prepare many documents about project goals (README, time schedule, links to relevant resources,...), attendees might not read them, but demand you to explain it to them in person. Schedule enough time at the beginning of the project and at the start of each day to centrally explain the goals for the day. Preparing those documents might help you get a clear idea about your plans and goals, but you need to be able to quickly summarize them to your attendees. 122 | - People from other time zones might spontaneously ask you if they can join you. Be prepared that those people will join you at much earlier/ later times of the day, and might be disappointed if you stop your daily work on the project earlier/ later than they would do given their time zone. Consider this in task allocation. You might have to explain your daily goals etc. separately to them. This is quite some extra work. Thus, consider just saying “no” and keeping a project restricted to your own time zone. 123 | - For virtual hackathons, your attendee might be dropping in and out because they have other responsibilities over the day (lab meetings, doctors’ appointments,....). To avoid inefficiencies due to such irregularities in contributions it is better to make a schedule (spreadsheet) of the days, ask participants to indicate their availability, allocate tasks accordingly. 124 | - In the case of a change in the schedule of the project, plans make sure you notify the project attendees well advanced. 125 | - Make sure the project time plan allows flexible movements across the time to give a chance to all attendees to attend train tracks or their personal commitments as necessary. 126 | 127 | ## Finalizing the Project 128 | 129 | - Run a wrap-up meeting with your attendees to emphasize the work has been done and the remaining tasks. 130 | - Agree on how to continue beyond the 3-day hack: follow up meetings over a coffee once every 2 weeks? Milestones needed to reach the end of the project etc. Join the BrainWeb (https://brain-web.github.io/) 131 | - Gather comments from your project attendees’ regarding their experiences in contributing to the project, what do they feel about their gain networking and information exchanging aspect of the hackathon. 132 | - Collect feedback from your attendees regarding the pros and cons of running the project and about the future aspect of the project 133 | - Decide on how to lead the project demo presentation. Enquire the format of the demo presentation from the organizers. 134 | - Create a publicly shared presentation that each of your project attendees could contribute. 135 | - Keep the presentation short and clear to be understood by all of the audience. 136 | - Make sure you give enough representation to each events’ attendees in the final project demos/presentation. While the project pitch is of course by the project lead, the project progress and results presentation could be mainly done by the team :) 137 | - Acknowledge all your project attendees by name (photo) in your presentation. 138 | - Make sure you do not use any image/media that violates copyrights or consent of the attendees. 139 | - Make sure your presentation will fit into the time allocated or your presentation 140 | - Make sure you know your place in the order of the presentation queue. 141 | 142 | ## Project Aftermath 143 | 144 | - If the project is not finalized as planned within the given time, make sure you continue to the project after the main hack event with a new timeline and plan regarding the remaining works to be completed. 145 | - Make sure the after hackathon period will require the dedication of the time from each individual’s personal timeline, make a timeline that will not exhaust any of the attendee’s continuity in participation. 146 | - Take notes regarding which aspects you find difficult or easy in running virtual projects and contribute to this very guideline. 147 | - Make sure you give enough representation to each contributor?. 148 | - Make sure you collect feedback from your event organizers and project attendees regarding how the project progress and works are run throughout the project execution. 149 | - Make sure you follow the procedures that might lead to a collaborative publication. 150 | 151 | 152 | # Being a Team Member of a Virtual Project 👯 153 | Collaborating online, team and project management 154 | 155 | ## Before the Project Pitching 156 | 157 | Since the project pitches are designed to give a very quick and brief overview of the projects, it would be helpful if you could have a look at the projects listed in the Brainhack from the regarding pages to make sure you have at least several options to choose from. 158 | 159 | Therefore before the project pitches, do not forget to browse among the projects, their related sources (repository, chat channels, provided sources, materials, the skill sets required for the projects, the goal of the project) to make sure you have ideas ready. 160 | Make sure you read and follow the Code of Conduct 161 | 162 | ## Project Pitching 163 | 164 | During the project, pitches take notes regarding the given information. If there is a Q&A session ask your questions regarding working in the project. 165 | 166 | ## Kicking Off the Project 167 | 168 | - Go to the related chat rooms to contact the project leaders to show your interest to them. 169 | - Follow the protocol that the project lead set up regarding listing the required skills or indicating the interests you can contribute towards the project to help the project - leader to distribute the roles fairly. 170 | - If you plan to work on several projects, please indicate this to your project leaders. 171 | - If you are a latecomer due to the difficulties you encountered in finding the right project that suits your skills/interests well or had technical difficulties to participate in the event from the first day of the event, please do not hesitate to communicate with the event organizers to help you in finding the right project to participate in. - - - -- Similarly, please do not hesitate to contact the project leads and share your skill sets and interests. The project leaders are always happy to welcome newcomers and all help requests. 172 | - Follow the directions regarding the initial kick-off meeting. 173 | - Introduce yourself, your interests, how you can contribute to the project to all other participants. 174 | - Make sure you are familiar with the project goals, time schedule, the distribution of the roles among the team members. 175 | - If there is a list of within-project unconference sessions, make sure you do not hesitate to propose giving one on the topic you think would be helpful for the rest of the project attendees for the improvement of the project. 176 | - Make sure you indicate the information/the skill set you are lacking for the particular project and require help from the other team members to avoid any struggle along the way. 177 | - Make sure you share the necessary communication handles/information of yours with the team members 178 | 179 | ## Running the Project 180 | 181 | - Make sure you follow the Code of Conduct all the way through project execution. 182 | - Make sure you issue the project improvements/the task you completed in the following project kanban/repo/platforms to keep track of the project. 183 | - Make sure you are in coordination with the team leader and members, using the chat channels continuously, attending to the video chats, and sharing your work and improvements in a regular way with a summary. 184 | - Make sure you take the initiative in the decisions or helping others when they are stuck in the tasks they are doing as much as you can. 185 | - Make sure you ask your questions without hesitating, through the general chat channels of the project. 186 | - Make sure you also attend to the breaks, train tracks as you need to share this with the project leads and members. 187 | - Make sure you follow the timeline of the project to finish the tasks as it was planned. 188 | - Make sure the discussions are run in the communication channels and follow kind and fair opportunities among all. 189 | - Do not hesitate to share your ideas and suggestions throughout the project. 190 | - Do not hesitate to give feedback and communicate with the project leaders regarding the issues and questions you have. You should not suffer among problems, but only enjoy your participation in the project, learn from it, and enjoy sharing the knowledge. This is why the Brainhacks for. 191 | - Make sure you help with the documentation aspect of the contributions you make and the necessary information as required. 192 | - In some cases (eg. due to the lack of members) the project lead might request the shift of some laboring on another task. Please be open to such changes in the role across the task. Eventually, this is a community project, and every single contribution counts. 193 | 194 | ## Finalizing the Project 195 | 196 | - Please attend the wrap-up meeting if your leader holds one to get the input from you regarding which tasks are completed/ which expects to be done and present them in the general wrap up session. 197 | - Give your contributions to the wrap-up demo presentations as necessary 198 | - If you are asked to give a project pitch, do not hesitate to take the initiative and go for it. 199 | 200 | ## Project Aftermath 201 | 202 | - If the project is not finalized as planned within the given time, make sure you continue to the project after the main hack event. 203 | - Please share your comments/feedback with your project leader regarding the whole project experience to make the experiences better next time for both your leader and other attendees 204 | - Make sure you follow the procedures that might lead to a collaborative publication. 205 | 206 | ## Several Links to Read Through 207 | - [Mozilla Open Leadership Training](https://mozilla.github.io/open-leadership-training-series/) 208 | - [Ten simple rules for helping newcomers become contributors to open projects](https://journals.plos.org/ploscompbiol/article?id=10.1371/journal.pcbi.1007296) 209 | - [How to Lead a Hackathon Project](https://medium.com/@billimarie/how-to-lead-a-hackathon-project-1341f2fb7afe) 210 | -------------------------------------------------------------------------------- /LICENSE: -------------------------------------------------------------------------------- 1 | GNU GENERAL PUBLIC LICENSE 2 | Version 3, 29 June 2007 3 | 4 | Copyright (C) 2007 Free Software Foundation, Inc. 5 | Everyone is permitted to copy and distribute verbatim copies 6 | of this license document, but changing it is not allowed. 7 | 8 | Preamble 9 | 10 | The GNU General Public License is a free, copyleft license for 11 | software and other kinds of works. 12 | 13 | The licenses for most software and other practical works are designed 14 | to take away your freedom to share and change the works. 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But first, please read 674 | . 675 | -------------------------------------------------------------------------------- /docs/successful_brainhack_guideline.md: -------------------------------------------------------------------------------- 1 | # *How to* Guideline for Running a Successful Brainhack 2 | 3 | 4 | ## Compiled By 5 | Isil Bilgin, Anibal SólonHeinsfeld, Jon Haitz Legarreta Gorroño, Peer Herholz, Sofie Van Den Bossche, Damion Demeter, Pierre Bellec, Cameron Craddock, Daniel Marguiles 6 | 7 | ## Before You Start 8 | 9 | The word "Brainhack" can be split into two terms; "brain" and "hackathon". And 10 | "hackathon" in its turn can be split into "hacking" and "marathon”. Hence a 11 | Brainhack is an event that provides a flexible and creative environment for its 12 | attendees to work collaboratively to produce tools and resources that would 13 | contribute and facilitate the use of open science practices in neuroscience 14 | research. It also aims to remove all the barriers between its attendees and to 15 | create equal opportunities for everyone to contribute to collaborative research. 16 | 17 | Therefore organizing and providing a well planned, efficiently resourced, and 18 | flexible environment to each of your attendees should be the main aim that will 19 | lead you to a successful, productive, and memorable event. Please keep those 20 | aims in mind and follow the recommendations given in this _How to Guideline_ 21 | prepared by the Brainhack Global (BHG) Organizing Committee which are based on 22 | years of experience of running the BHG event all around the world. Please do not 23 | forget that that the BHG Organizing Committee is there to make your job easier 24 | and more efficient, so please keep in contact with the members of the BHG 25 | Organizing Committee ([brainhackorg@gmail.com](mailto:brainhackorg@gmail.com)) 26 | while you are planning and running the event. 27 | ## Things to Do Severals Months Ahead 28 | 29 | ### Contact Point 30 | 31 | One of the keys to a successful BHG event lies in effective communication across 32 | all the event sites. Therefore, from the very beginning, please choose a 33 | reliable contact point that will correspond with the BHG Organizing Committee. 34 | At the same time, you also have to choose a contact point that will reply to the 35 | questions coming from potential Brainhack attendees. To that end, you can assign 36 | either the same BHG contact point or a team of volunteers. 37 | 38 | Once you have decided to host a local Brainhack event, please contact the BHG 39 | Organizing Committee and declare your interest in doing so. The BHG Organizing 40 | Committee will contact you with several questions about the planned event. They 41 | will also provide you with a [Brainhack Global event materials](https://github.com/brainhackorg/bhg-event-materials) 42 | that, among others, includes this _How to Guideline_. It is recommended to keep 43 | the BHG Organizing Committee up to date with your plans and preparations to 44 | swiftly get the support you need. 45 | 46 | ### Securing the Venue 47 | 48 | Depending on your budget, there are several viable options for you to consider: 49 | 50 | - **Hacker/maker/citizen science spaces**: nowadays, any large city has a 51 | variety of spaces dedicated to hacking and making things, as well as lab spaces 52 | open to anyone. Running hackathons is often part of their mission, and they 53 | can offer cheap options for hosting. It is also a vibrant environment to run a 54 | hackathon. 55 | - **Academic institutions**: academic institutions are a great option as well as 56 | they are often able to accommodate workshops for free. 57 | - **Spaces dedicated to the creation and innovative approaches to teaching**: 58 | may be less conventional for academics, this type of organization has shown 59 | interest in hackathons in the past. They sometimes have sponsorships available. 60 | 61 | Do not forget that Brainhacks are events focused on creation. The beauty and 62 | flexibility of space are important for productivity and creativity, to take into 63 | account when securing a venue. However, there are also some other, more 64 | practical issues to deal with. Here, we offer you an expandable checklist in 65 | which you can check off all the venue-related issues you have already 66 | considered/provided for: 67 | 68 | #### Funding 69 | 70 | **Before showing your interest in hosting a Brainhack event**, you should make 71 | sure that you have the financial resources to run an event. Note that the BHG 72 | Organizing Committee does not have funding resources and is run entirely by 73 | a volunteering group of people. Similarly, the BHG Organizing Committee may not 74 | be aware of the specifics of your country concerning banking, tax regime, etc. 75 | 76 | Hence, you will need to contact your institution's financial department to 77 | discuss these issues. 78 | 79 | To avoid any hidden costs, make sure that you discuss [all the potential costs](#Determining-costs-and-securing-funding/sponsor(s)) 80 | that might come up throughout the event with the venue administrator(s). 81 | Examples of variable costs are transport, coffee, food and refreshments, 82 | lodging, housekeeping, services outside working hours, wireless networks, 83 | technical support, stationery, security, etc. 84 | 85 | #### Access 86 | 87 | - Make sure to choose a venue location easily accessible to all of your 88 | attendees. 89 | - Provide a variety of transport options by choosing a venue location easily 90 | accessible by car, public transport, foot, and bicycle. 91 | - Provide (freely) available parking lots. 92 | - Provide accessible, wheelchair-friendly entrances and seating spaces for 93 | disabled attendees along with all the necessary support. 94 | - Make sure to choose a venue located close to local amenities and with easy 95 | access to lodging. It would be helpful to create a map that is showing local 96 | amenities to the attendees. (e.g. a [map](https://twitter.com/Neurallegory/status/1136250633508597760) made for 2019 OHBM hackathon in Rome). 97 | 98 | #### On-site logistics 99 | 100 | - Make sure that you have agreed upon the venue's opening and closing hours 101 | (depending on your demands). 102 | - Make sure that the venue is willing to share the responsibilities for 103 | technical support and housekeeping. 104 | - Make sure that (if possible) the venue provides recycle bins, electric vehicle 105 | charging stations, printing options, etc. 106 | 107 | #### Security and emergencies 108 | 109 | - Make sure to choose a venue located in a secure and safe area of the city. 110 | - Make sure to choose a venue that provides all the necessary security. Ask 111 | whether rooms can be locked during (lunch) breaks, and check who has access to 112 | those keys. 113 | - Make sure that in case of emergency the venue has all the necessary facilities 114 | within easy access (e.g. fire extinguishers, emergency exits, landline, list of 115 | contact points, etc.) and that all emergency exits are wheelchair-friendly. 116 | 117 | #### Rooms 118 | 119 | - **Rooms for presentations** (welcome/pitches/workshops/unconferences/wrap-ups/closing): 120 | on the first day of the event, you will have to gather all of your attendees in 121 | a single large room to welcome them and discuss all the practicalities as well 122 | as the program of the event. You can also ask the attendees to give a short 123 | presentation of their project to inform their fellow attendees about the project 124 | aim(s) and the tasks to be done. On the last day of the event, the same room can 125 | be used for project wrap-ups, feedback, and some closing words. If you are 126 | planning to run a training track with educational workshops, then it might be 127 | efficient to hold some of the workshops in this room as well and to have one or 128 | two additional rooms close-by for easy navigation. One of these additional rooms 129 | can also be used to hold unconferences (depending on the wishes of your 130 | attendees). 131 | - Make sure that the capacity of the largest presentation room is sufficient to 132 | accommodate all of your attendees. 133 | - Make sure that all the presentation rooms (if necessary) come with a 134 | projector, screen, microphone, pointer, speakers, and enough power sockets. 135 | - Check whether/which presentation rooms have video and sound recording 136 | capabilities either for recording or live broadcasting. 137 | - Make sure you also provide a locked room/area for your hosts to leave their 138 | coats/luggage/personal belongings. 139 | - Extra rooms for the use of mothers with young kids, resting or quiet working 140 | spaces, and religious practices would also encourage attendance from different 141 | communities. 142 | - Seating areas for resting and networking in between sessions and during the 143 | lunch/refreshment breaks. 144 | - You might also like to have an optional room for the use of emergency 145 | situations that require special and calm handling (e.g. a health issue, or a 146 | harassment case) 147 | 148 | - **Rooms for hacking**: besides rooms for presentations, you also have to 149 | provide a room where attendees can break up into smaller groups for hacking; 150 | i.e. to work on their project(s). Ideally, the hacking room would be separate or 151 | would at least not fully overlap with the presentation rooms. This would make it 152 | possible to, for example, have a focus group presenting on a topic, i.e. hold an 153 | unconference, while other attendees keep on hacking. To facilitate moving 154 | between workshops and unconferences on one hand and hacking on the other, the 155 | ideal situation would be to have adjacent hacking and presentation rooms. 156 | - Make sure that the hacking room has all the necessary furnishing with a 157 | flexible design, hence the layout could be easily adjusted according to the 158 | needs of the project teams. 159 | - Make sure that the hacking room has whiteboards and enough working surfaces 160 | and power sockets to avoid overcrowding. However, these demands must be 161 | balanced with several other considerations. 162 | - Make sure that all rooms have enough lighting, tables, chairs, air 163 | conditioning/heating, emergency exits, and that they provide accessible, 164 | wheelchair-friendly entrances and seating space for disabled attendees along 165 | with all the necessary support. 166 | - Provide enough power sockets, extension cables, and power (travel) plug 167 | adapters, considering at least 2 devices per attendee. 168 | - One of the most important keys to a successful hackathon is a fast and 169 | reliable wireless network. Therefore, make sure that you provide Wi-Fi 170 | facilities with sufficient capacity for a large number of attendees within a 171 | condensed space, considering at least 2 devices per attendee. Make sure that 172 | all of your attendees are able to connect to the WiFi network (e.g. not all 173 | attendees might be able to automatically connect to `eduroam`). 174 | 175 | #### (Lunch) breaks 176 | 177 | Check whether the venue provides in-house [Food and refreshments](#food-and-refreshments), 178 | and ask for the price list: 179 | - Make sure that you have enough space for hosting the lunch/coffee breaks and 180 | the catering of other refreshments. Check whether the venue allows you to eat 181 | and drink inside the presentation and hacking rooms. 182 | - Make sure that the venue provides enough gender-neutral, single-occupancy, 183 | accessible bathrooms together with adequate disabled bathrooms. 184 | 185 | ### Determining Costs and Securing Funding/Sponsor(s) 186 | 187 | To host a successful Brainhack, you are not required to secure funding for the 188 | event. It is perfectly possible to host a local Brainhack event using venues 189 | from universities or free coworking spaces. However, if you plan to offer some 190 | benefits for the attendees, you have to determine the foreseen costs and secure 191 | the necessary funding/sponsor(s). When you handle the money-related processes, 192 | it is always beneficial to seek financial advice from your institution to deal 193 | with money and filing income, expenses, and taxes related to official 194 | registrations. If money is collected from the attendees, you may declare it for 195 | tax purposes. 196 | 197 | The BHG Organizing Committee cannot substitute the financial department of your 198 | institution. Note that the BHG Organizing Committee may not know about the 199 | funding schemes of your institution, or other financial issues in your country 200 | (e.g. registering a bank account, laws concerning tax exemptions or deductions, 201 | etc.). Hence, you will need to contact your institution's financial department 202 | to discuss these issues. 203 | 204 | Here, we provide aspects that you should study to estimate the potential costs 205 | you will incur in when organizing a local event: 206 | 207 | #### Determining costs 208 | 209 | Before you decide on your event's size, you have to determine the foreseen costs 210 | of your soon-to-be local Brainhack event. Here we list the five most common and 211 | biggest costs you should consider: 212 | - [**Venue**](#securing-the-venue): securing a venue location is one of the most 213 | fundamental issues to be solved before your event is scheduled as you can either 214 | work with one free of charge (e.g. by using University resources) or not. 215 | - [**Food and refreshments**](#food-and-refreshments): check whether the venue 216 | provides in-house catering services, and ask for the price list. Prices will 217 | vary based on the number of attendees you provide for and the food options (e.g. 218 | breakfast, lunch, dinner, coffee/refreshments) you would like to offer. Dietary 219 | requirements have to be taken into account as well. 220 | - Printing materials: to host a smooth Brainhack event, you will have to prepare 221 | and print some materials in advance such as name badges, instructions for 222 | accessing the wireless networks, program leaflets, instructions for locations 223 | (presentation/hacking rooms, bathrooms, etc.) together with a map of the venue, 224 | meal coupons, etc. Again, prices will vary depending on what you need along with 225 | the magnitude of your printing order. 226 | - **Travel stipends**: if you have secured sufficient funding/sponsor(s), 227 | providing travel stipends to a select few attendees is a great way to increase 228 | the inclusivity of your event. 229 | - [**Giveaways**](#givewaways): 230 | - For free giveaways, we recommend you to use your resources wisely and to 231 | make sure that you have enough leftovers to spend on those giveaways after the 232 | main issues (i.e. venue, catering, printing materials, potentially travel 233 | awards) are solved. 234 | - For selling, it is up to the hosting site. We would recommend making sure 235 | that the money handling is audited and done properly abiding by the financial 236 | legislation and rules of the institute/country/state you are associated with. 237 | 238 | #### Securing funding/sponsor(s) 239 | 240 | - **Registration costs**: asking your attendees to pay a registration fee is one 241 | possible source of income but for the sake and the aim of the event, it is 242 | always recommended to keep the registration fee to a fair amount. Hence 243 | attendees without funding would also have the opportunity to attend. 244 | Nonetheless, by asking no fee during registration, you might risk lowering the 245 | number of attendees who will actually join the event as some might not show up. 246 | Therefore, having a registration fee could be beneficial, but try to keep the 247 | fee at a minimum. 248 | - **Local institutions and external organizations**: in your search to secure 249 | funding, you might start with your own institution, as well as government 250 | agencies, charities, main funding associations (e.g. Welcome Trust in the UK), 251 | commercial institutions related to/supportive of open science, and/or 252 | crowdsourcing. It is recommended to already have the dates of your event 253 | confirmed and to have considered [potential venue locations](#securing-the-venue), 254 | as well as a preliminary program as these items, are often required when 255 | filling out funding templates. With regards to the program, you don't have to 256 | list specific projects yet, but you could provide them with the general 257 | framework of a typical Brainhack event, possibly listing (some of them) 258 | following [activities](https://gigascience.biomedcentral.com/articles/10.1186/s13742-016-0121-x/tables/2): 259 | introduction to Brainhack (Global) (brainhacking 101), project pitches, (open) 260 | hacking, unconferences, wrap-ups and feedback, and social events/special 261 | activities (ice breakers). Feel free to look at the websites of previous 262 | Brainhack events to get inspired. If there are any previous event holders in 263 | your institution or country, you could contact them and ask for advice. 264 | 265 | #### Sponsorship 266 | 267 | Sponsorship is another way to receive a variety of (financial) support such as 268 | materials (e.g. ballpoints), technical assistance, venue facilities, and/or 269 | additional funding. In your search to secure sponsors, it is recommended to 270 | prepare an outline of the event and/or a presentation to give potential sponsors 271 | more information about the aim and focus of the event along with a well-planned 272 | budget proposal. By preparing these materials before meeting possible sponsors, 273 | there is a good chance that you will increase your impact during the actual 274 | meeting. 275 | 276 | ### Tutorial Team 277 | 278 | If you are planning to run a training track with educational workshops, then it 279 | is recommended to search for skilled and experienced tutors and to prepare the 280 | necessary materials (e.g. slides, handouts, data, exercises, etc.). Make sure 281 | that each workshop adheres to the prespecified time schedule and that all 282 | workshops are of a high enough quality. You can always adhere to the previous 283 | years' materials or consult [a list of available tutorials and online sources](https://github.com/Remi-Gau/hitchhackers_guide_brain), 284 | and adapt those to your own specifications and requirements. Since preparing the 285 | necessary materials is a time-taking effort, make sure that all the tutors will 286 | deliver the materials in time and that the materials are of a high enough 287 | quality. To make sure that all those tasks are finished within the prespecified 288 | time frame and to audit the whole procedure, it is recommended to use a 289 | [Gantt chart](https://www.teamgantt.com/what-is-a-gantt-chart). 290 | 291 | ### Volunteering Team 292 | 293 | Considering the amount of work that needs to be done, the volunteering team is 294 | one of the most important keys in organizing a successful event. Do not try to 295 | be a hero and run the event by yourself; in the end, this would be a really 296 | exhausting job. Assembling a well-organized team will save you time and increase 297 | efficiency. We offer you an expandable [list of tasks](https://docs.google.com/spreadsheets/d/1Oo86o-59AaLyH5INGWRrGciNlBHgJ9HB_Ssrd2P7n40/edit#gid=0) for 298 | which you can bring in a team of volunteers. Feel free to adjust the list based 299 | on the needs of your hosting site and disseminate the tasks among the 300 | volunteering team members. It is important to remember that when you set your 301 | team please give importance to choosing your team members from diverse 302 | backgrounds and profile to increase the dynamics in your group and raise the 303 | benefits of running a collaborative work. 304 | 305 | We recommend you to use a Gantt Chart for time management. It is also important 306 | to make your attendees to know the members of the volunteering team, in the case 307 | of a need for help or anything. Therefore it is always recommended to introduce 308 | your team members at the beginning of the event to your attendees in your 309 | welcoming speech and also list their names, affiliations, emails and photos if 310 | necessary to your website to acknowledge their contribution. 311 | 312 | ### Code of Conduct 313 | 314 | Having a [Code of Conduct](https://www.brainhack.org/code-of-conduct.html) is essential when organizing a hackathon. 315 | It sets the norms, ensures equality and inclusion, avoids any wrongdoing 316 | throughout the event, and supports an inviting and inclusive environment 317 | accepted by all. For a generic framework, you can adhere to the 318 | [Code of Conduct](https://www.brainhack.org/code-of-conduct.html) provided by the BHG Organizing Committee. 319 | 320 | Please make sure that every attendee, including the speakers, tutors, 321 | volunteers, and organizers, reads and understands the [Code of Conduct](https://www.brainhack.org/code-of-conduct.html) 322 | ahead of the hackathon and that they adhere to the requisites throughout the 323 | event. Assign at least one female and one male member of the local organizing 324 | committee as a consultant/contact point for attendees to turn to at any time to 325 | report any action that violates the [Code of Conduct](https://www.brainhack.org/code-of-conduct.html). 326 | Clearly and explicitly announce those contact points to all of your attendees 327 | both in your informative emails and welcoming talk, and encourage your attendees 328 | to immediately reach out to those contact points in the case of any type of 329 | wrongdoing happening throughout the event. 330 | 331 | Based on the scope of the incident and the law of the country/state, each site 332 | might take a different course of action. Please be well-prepared and make sure 333 | that 334 | 1. you've gotten advice from the legal department of your institute, 335 | 2. you've gone through a range of possible incidents, 336 | 3. you know which type of action(s) to take, and 337 | 4. you have a rough plan in mind on how to act and move on without disturbing 338 | the good conduct of your event. 339 | 340 | It is also your responsibility to take the necessary actions to prevent such 341 | incidents from continuing to happen or from happening again. 342 | 343 | In the case of an event, write a report that includes the information taken from 344 | each site of the incident without identifying the offended/offending parties and 345 | forcing any evidence to show or prove, since at the end of the day you are not 346 | there to judge the incident, you are there to take the initial report to help. 347 | This report should not be shared publicly with any other attendees or the other 348 | members of the volunteering team. In such cases offer that person a comfortable 349 | environment with the trusted people around, offer them to contact law 350 | enforcement or supporting services as necessary. Also as the report taking 351 | personnel, you are not responsible to take any other action than report taking. 352 | Report taking personnel should also be respected and must not be forced to take 353 | any further responsibilities unless they are willing to do so. 354 | 355 | If the incident is relatively manageable with a word of warning, please do not 356 | hesitate to warn the people who are responsible for the wrongdoing. This will 357 | provide the sanity of the event and help everyone to feel secure and protected. 358 | verbal warnings should not be issued to the person of interest in public, you 359 | should be careful about being cautious on any type of public shaming or extra 360 | consequences such a public act might bring. 361 | 362 | 363 | ## Things to Do After the Funding and Venue Are Secured 364 | 365 | ### Confirm Hosting the Event with BHG Organizing Committee 366 | 367 | Make sure to confirm the hosting of a local Brainhack event with the BHG 368 | Organizing Committee. Send them an email with all the necessary details 369 | including the event location (city, country, site) and dates, (all) organizer(s) 370 | and their affiliations, main contact(s), and the event website (only if 371 | available). With your permission, all your event's info will then be forwarded 372 | to our website manager and as a result, your local Brainhack event will be 373 | featured on the Brainhack Global site. 374 | 375 | ### Program and Tutorial Preparations 376 | 377 | Now is a great time to start thinking about a potential theme for your hackathon, 378 | as well as to consider some guest [speakers](#speaker-invitations) to invite. 379 | If you would also like to run a training track, it is important to have a 380 | coherent and inclusive plan as the scope/difficulty of the tutorials along with 381 | the specific data analysis methods will depend on several items such as the 382 | (scientific) background of your attendees and the hackathon's theme. It is 383 | important to prepare a variety of materials aimed at different skill levels 384 | ranging from a quick introduction to open science tools to specific data 385 | handling workshops. Hands-on tutorials are an efficient way of learning, but 386 | they require preparation. 387 | 388 | It is recommended to ask all of your attendees several questions at 389 | [registration](#registration), which will allow you to get a more concrete idea 390 | about their (scientific) background and skills. You can then use this 391 | information for the design of your tutorial materials/resources using a 392 | structure in which you can first give them some necessary (basic) background 393 | information, after which you can show them some more advanced applications. 394 | 395 | Although hackathons are designed to provide attendees with an utmost flexible 396 | environment, they are also designed to encourage attendees to finish their 397 | selected project goals in time, which might put them under some pressure. To 398 | avoid any excessive strain on attendees, include enough breaks (e.g. coffee/tea 399 | breaks, scientific dating, etc.) in your program which would allow them to 400 | network and relax while increasing their productivity and creativity. 401 | 402 | If you are requiring funding, it would be helpful to have a brief program of the 403 | event prepared and offered to the funding bodies together with an explanation of 404 | the goal is expected to achieve with such a particular program, what expertise 405 | you can offer to the attendees with the tutorials and hands-on practices, what 406 | materials you can provide and what benefits the attendees could get out of 407 | following such a program. 408 | 409 | In your tutorial preparations, you can look at those repositories listed below 410 | for suggestions of the tools and sources and also the previous years' materials 411 | to get inspired and reproduce: 412 | 413 | [http://www.brainhack.org/](http://www.brainhack.org/) 414 | [https://github.com/ohbm/hackathon2019/blob/master/Tutorial_Resources.md](https://github.com/ohbm/hackathon2019/blob/master/Tutorial_Resources.md) 415 | [https://github.com/Remi-Gau/hitchhackers_guide_brain](https://github.com/Remi-Gau/hitchhackers_guide_brain) 416 | [https://github.com/brainhack101/neurolinks](https://github.com/brainhack101/neurolinks) 417 | 418 | 419 | ### Set up a Working Repository in Open/Free Access Repositories 420 | 421 | #### Open/Free Acces Repository for the Local Organizing Committee 422 | 423 | It is always recommended to set up a working repository in either Google Drive 424 | or free access storages (eg. GitHub) where you can store your organizational proceedings and materials, 425 | made available to all of your team members. Doing so will help you to 426 | 1. collaboratively make decisions as a group, 427 | 2. follow the track of the work that needs to be done, and 428 | 3. assign tasks to team members. 429 | 430 | #### Open/Free Access Repository for the Brainhack Attendees** 431 | 432 | It is also recommended to set up a working repository in an open/free access repository where 433 | speakers/tutors/project leaders can store their materials (e.g. slides, code, 434 | data, links, etc.). On the day of the event, make sure that the repository 435 | contains the latest, bug-free version of the materials to avoid any conflicts 436 | during the event. 437 | 438 | ### Speaker Invitations 439 | 440 | When selecting and sending invitations to potential guest speakers, make sure to 441 | consult the following guidelines and check off all the issues you have already 442 | considered/completed: 443 | 444 | #### Before sending speaker invitations 445 | 446 | - Which guest speakers to choose? Define the criteria you will take into account 447 | when selecting potential guest speakers: 448 | - Program fit 449 | - Geographical proximity 450 | - Work-related characteristics: 451 | - Career stage 452 | - Latest work 453 | - New initiatives (they may be pushing) 454 | - [Diversity](http://conference.hopper.org.nz/#speakers) 455 | - Budget 456 | - Plan for at least one alternative speaker or activity in case of a last-minute 457 | cancellation. 458 | - Give chance to Early Career Researchers to find a platform to lead the 459 | tutorials and talks. 460 | 461 | #### Content of/sending speaker invitations 462 | 463 | - *Which talk/tutorial to give?*: inform your speakers about a potential theme; 464 | either one that you would like to be the core of the event or one that you are 465 | most familiar with and that is relevant to the philosophy of the event. You can 466 | also suggest specific topics you would like them to give a talk/tutorial on. 467 | - *When to give the talk/tutorial?*: inform your speakers about the event 468 | program; specifically when they would be scheduled to give a talk/tutorial. 469 | - When contacting the speakers, inform them about your motivations for 470 | choosing them. 471 | - After sending speaker invitations: block the speakers' time slots as they 472 | confirm their attendance. 473 | 474 | ### Website 475 | 476 | The website for your local Brainhack event should be simple and include all 477 | necessary information allowing easy access to potential attendees. Make sure to 478 | consult the following guidelines and check off all the website tabs you have 479 | already considered/added: 480 | - **Location** of your local Brainhack event (i.e. venue), along with directions 481 | and transport recommendations which will give attendees easy access to the venue 482 | - **Dates** of your local Brainhack event 483 | - **Schedule/program** of your local Brainhack event 484 | - A list with proposed **project descriptions**; each project should also list 485 | the necessary tools and/or data to download so attendees can prepare themselves 486 | ahead of the hackathon. 487 | - **Registration** deadline for your local Brainhack event, along with a link to 488 | the registration form (e.g. [Eventbrite](https://www.eventbrite.com/)). 489 | - **Contact point(s)**: email address(es) and affiliation(s) of the main 490 | organizer(s). 491 | - **Social accounts**: links to the social accounts associated with the event 492 | (e.g. GitHub, Mattermost channel, Twitter, YouTube, Facebook, Instagram, etc.). 493 | - **FAQs** 494 | - **Sponsor information** 495 | 496 | A tool to generate your local Brainhack event website from a template is 497 | proposed in the following repository: https://github.com/brainhackorg/local_brainhack/ 498 | 499 | ### Registration 500 | 501 | Based on the dates of the hackathon, registration should start at least a couple 502 | of months ahead and made public using all communication channels at one's 503 | disposal. It is important to accurately indicate the starting and ending date 504 | (deadline) of the registration period on your event's [website](#website). Based 505 | on your venue and potential funding, you should also have a rough idea about the 506 | number of attendees you would be able to accommodate to create a fair 507 | environment from which all attendees can benefit (getting the most out of the 508 | event). 509 | 510 | To facilitate the registration process, you can use a form-based website (e.g. 511 | [Eventbrite](https://www.eventbrite.com/)) which will help you in gathering the 512 | necessary information from your (potential) attendees, while your institution's 513 | finance department can deal with the collection of the registration fee. Asking 514 | for a registration fee would guarantee attendance and would help you estimate 515 | the number of to-be-hosted attendees. Keeping the registration fee to a fair 516 | amount is always recommended to make the event affordable for all attendees 517 | (e.g. students). In previous years, those fees varied from country to country 518 | and from event to event (ranging from free to $100) but in general, it is 519 | recommended to keep it as low as you could possibly go for. 520 | 521 | Collecting information from your potential attendees will make you more aware of 522 | the diversity of your attendees. It will also help you to ensure the inclusion 523 | of attendees as projects and tutorials can now be tuned to the skill level 524 | (e.g. programming skills) and requisites (e.g. basic theory/framework vs. more 525 | advanced applications) of your attendees. It exists [a list of questions](https://docs.google.com/document/d/13Sd9AIPLR_Ug0ZY08gtcimlQXZ3wRHYrIVGp7fcUzGw/edit?usp=sharing) 526 | that have been frequently asked in previous years' registration forms. Please, 527 | feel free to choose, add, or remove the ones that suit your needs. 528 | 529 | ### Project Pitches 530 | 531 | At this point, it is also recommended to collect attendees' interests for 532 | unconferences and project pitches. Unconferences provide the attendees with a 533 | flexible and friendly environment in which they can share their expertise on a 534 | specific topic without any preliminary work being required. You can also let 535 | them share ideas in areas of their own interest or let them discuss a topic for 536 | which they would like to get some input from their fellow attendees. 537 | 538 | Project pitches require a bit more planning and work ahead of the event. You 539 | need a rough plan about the amount of work that needs to be done and clear goals 540 | that can be (partly) achieved during the (short) amount of time you are provided 541 | with. Afterward, further collaboration is encouraged to finalize the project. To 542 | get fellow attendees excited for a project, it is recommended that attendees 543 | prepare a 2-5 minute presentation to be given on the first day of the event. 544 | Collecting project ideas ahead of your event will help you to organize your 545 | event's program accordingly, while also allowing you to list the submitted 546 | projects in your local website a priori to the event to attract more attention. 547 | 548 | One important point to rise and remember during event is that, when the project 549 | teams are set up, please encourage your attendees to create diverse and 550 | inclusive team profiles, having attendees from different career levels and 551 | background knowledge to create a fairground for each attendees to make their 552 | voice heard and effort worth. 553 | 554 | ### Publicizing the Event 555 | 556 | Below are some resources and pointers that will help publicizing your local 557 | Brainhack event. 558 | 559 | #### BHG 560 | 561 | BHG will list and announce your local event on its main website and through its 562 | social media and communication channels. 563 | 564 | #### Own resources 565 | 566 | It is recommended to run your own social media and communication channels by 567 | opening a Mattermost channel dedicated to your own local event site, a Twitter 568 | account, and sending emails to forums or email lists. By doing so, you will 569 | increase attention to and awareness of your event and effort: 570 | - Having a hashtag associated with your event makes the event more memorable; 571 | therefore, try to find one that matches your event and spread it via the social 572 | accounts. 573 | - It is also good to disseminate some photos after you've got permission from 574 | the attendees to take and publish them publicly. 575 | 576 | Initiating communication between attendees and project-specific teams is also an 577 | important aspect of the hackathon. After you have confirmed your local Brainhack 578 | event, it is recommended that you: 579 | 1. Open a Mattermost channel specific to the event site/location (e.g. 580 | `bhg19-boston` for a local event in Boston, MA, USA). 581 | 2. Invite interested candidates. 582 | 3. Make all announcements/updates simultaneously with the other social media/ 583 | coding social media and communication channels (i.e. website, Mattermost, 584 | Twitter, GitHub, YouTube, Instagram, etc.). 585 | 586 | After projects are pitched, you should encourage teams to open their own 587 | Mattermost channel for efficient and sustainable communication during and also 588 | after the hackathon. 589 | 590 | ### Social Events/Special Activities 591 | 592 | Social events are another important part of organizing a local Brainhack as it 593 | can boost networking opportunities between the attendees and provide a more 594 | relaxed and friendly environment. Please consider adding several events to your 595 | program, such as a bbq, a picnic, a dancing or karaoke night, a pop quiz night, 596 | etc. based on the amount of funding you have and/or your attendees' interests. 597 | Although 2-3 days of hacking might be intense, such activities might bring a 598 | nice break and make the event more memorable. 599 | 600 | Please make sure that alcohol consumption is restricted to a certain amount to 601 | avoid any type of high-risk behavior and other incidents that might occur in the 602 | event sites. Responsible management of alcohol consumption along with a 603 | well-organized variety of suggestions allowing non-alcohol consumers to 604 | participate would be the best way to organize social events and special 605 | activities. For more information about the catering options and alcohol use and 606 | service, please also read the information under the [Food and refreshments](#food-and-refreshments) 607 | section. 608 | 609 | ### Create a Checklist 610 | 611 | Create a checklist with all the tasks along with the volunteers in your team 612 | assigned to them. Doing so will help you be more organized and will enable you 613 | to track the tasks at hand. 614 | 615 | [Here](https://docs.google.com/spreadsheets/d/1Oo86o-59AaLyH5INGWRrGciNlBHgJ9HB_Ssrd2P7n40/edit?usp=sharing) you can find the template checklist by the BHG 616 | Organizing Committee which includes the main topics listed in this very 617 | guideline. Please modify the tasks according to your own demands and time schedule. 618 | 619 | ## Things to Do A Month Ahead 620 | 621 | ### Giveaways 622 | 623 | Depending on your budget and funding resources, it might be a nice gesture to 624 | give away some booklets, handouts, stickers, pins, notebooks, pens, T-shirts, 625 | 3D printed materials, or other printings (if you consider a T-shirt, make sure 626 | to collect the size of the attendees). However, those require a dedicated team, 627 | good research, resources to allocate a timely manner. Therefore plan such 628 | arrangements with good time management. 629 | 630 | ### Speaker Reminder 631 | 632 | Do not forget the speakers you agreed are mainly the senior researchers, who 633 | have many other workloads and duties filling their schedule. Kindly reminding 634 | them of the updates about the event, their presentation, and the schedule of the 635 | event is always a risk-free approach. If you are inviting speakers from abroad 636 | or other cities, make sure that you are sorting or helping them to sort out 637 | their accommodation arrangements ahead of time to avoid any possible problems 638 | you might face during the event. 639 | 640 | ### Finalize the Program 641 | 642 | Finalizing and publishing a finalized program through the hosting website and 643 | other communication channels is one of the main drivers for organizers to stick 644 | with the plan from the very early stage and also would help in getting the 645 | attraction to your offered event. The program template offered by the BHG 646 | provides an efficient time-schedule based on the experiences of the previous 647 | years' event holders' feedback. It is recommended to use this template as a 648 | starting point and to adjust it based on your specific requests concerning 649 | tutorials, speakers or the number of days the event will be held. A detailed 650 | explanation of the activities held during a Brainhack can be found in 651 | [this paper](http://gigascience.biomedcentral.com/articles/10.1186/s13742-016-0121-x). 652 | 653 | The typical schedule looks like: 654 | 655 | **Day 1** 656 | - 9:00-9:30 **Breakfast** 657 | - 9:30-10:00 **Introduction** to Brainhack, presentation of the space and 658 | schedule 659 | - 10:00-11:00 **Project pitches** 660 | - 11-00-12:30 Team organization & **open hacking** 661 | - 12:30-13:30 Lunch 662 | - 13:30-16:30 **Open hacking** 663 | - 16:30-18:00 **Unconference** 664 | - 18:00-20:00 Dinner 665 | - 20:00-(...) **Open hacking** 666 | 667 | **Day 2** 668 | - 9:00-9:30 Breakfast 669 | - 9:30-11:00 **Unconference** 670 | - 11:00-12:30 **Open hacking** 671 | - 12:30-13:30 Lunch 672 | - 13:30-16:30 **Open hacking** 673 | - 16:30-18:00 **Unconference** 674 | - 18:00-20:00 Dinner + **social** 675 | 676 | **Day 3** 677 | - 9:00-9:30 Breakfast 678 | - 9:30-11:00 **Unconference** 679 | - 11:00-12:30 **Open hacking** 680 | - 12:30-13:30 Lunch 681 | - 13:30-15:00 **Open hacking** 682 | - 15-00:17:00 **Project wrap-ups** + **conclusion** 683 | 684 | ### Tutorial Checks 685 | 686 | If you plan to run a train track, tutorials prepared coherently and adequately 687 | based on the initial information you collected regarding the knowledge and 688 | experience level of your attendees through the registration period. Although 3 689 | days tutorials might not be enough to train all of your attendees to a 690 | professional level, but aim to create materials as much inclusive as it could be 691 | providing hands-on tutorials with a set of data that would speed up the learning 692 | period and give a chance your attendees to practice and discuss the applications 693 | with the professionals. Once the attendees are ready to contribute they can 694 | switch to the project teams and start helping. 695 | 696 | Please schedule the preparation of the tutorials wisely. Since each tutor 697 | already will be busy with their own research, the tutorials might be rushed up 698 | and end up as not efficient and useful materials that would embrace all of your 699 | attendees. Therefore make a good plan from the very beginning regarding who will 700 | prepare which tutorial and when they will deliver the materials and then chase 701 | that time-schedule to avoid any last-minute rushes. 702 | 703 | ### Emergency Backup Plans 704 | 705 | It is always recommended to have an emergency plan to react efficiently in the 706 | event of any cancellations of an already agreed plan in the program or other 707 | higher risking emergencies that might cause health and safety hazards to the 708 | attendees (e.g. life-threatening health condition of an attendee, first aid 709 | requiring incidents, fire etc.). Please do not forget emergency situations can 710 | develop very quickly, therefore it is always recommended to have a backup plan 711 | to deal with the emergency situations. 712 | 713 | Considering the possible safety emergency situations, finding a venue that 714 | provides all the supplies to take the necessary actions in the existence of an 715 | emergency situation should be one of the priorities. Based on the provided 716 | sources, it is always good to have emergency procedures established and made 717 | ready to be followed by the event holders. It is recommended to have a team of 718 | appointed and trained volunteers to lead the emergency back up plans. The 719 | emergency back plans should include basic requirements such as: 720 | 721 | - Contacting the emergency services immediately. 722 | - Keeping people away from the danger. 723 | - Evacuating the area of hazard giving special care and priority to the people 724 | with special needs. 725 | - Providing first aid and necessary medical assistance to the persons with 726 | injury. 727 | - Liaise with the emergency services. 728 | - Having necessary sing posts to help with the emergency situations. 729 | 730 | Before the event, make sure that the volunteering team practiced on the location 731 | of the exists, contact numbers of the security, and emergency services, fire 732 | assembly points, first aid, how to raise and alarm, helping with evacuating the 733 | attendees and well-maintained risk management. 734 | 735 | Although it might be the case that the occurrence of those events is low in your 736 | venue, it is always better to know the environment well and be prepared. 737 | 738 | ### Infrastructure Checks 739 | 740 | It is always recommended to check the venue supplies several times before the 741 | event to avoid the last-minute crisis. The basic checks are: 742 | - Network capacity 743 | - Power and plugs 744 | - Video projector 745 | - Microphone 746 | - Board 747 | - Windows 748 | - Heater/Air-conditioning 749 | - Lightning 750 | - Bathrooms 751 | - Ease of access 752 | - Tables 753 | - Chairs 754 | - Room for refreshments 755 | - Bins 756 | - Fire exits and fire extinguishers 757 | 758 | ### Broadcasting 759 | 760 | Recordings and/or live broadcasting the talks is generally a good idea that 761 | reinforces the global nature of the event. It may be a means to reach a broader 762 | audience that was not able to attend the event in person. The recorded materials 763 | will surely be also a useful resource for the community. 764 | 765 | In order to broadcast your event, you will need to: 766 | - Secure a camera, including a tripod, and choose an appropriate location in the 767 | room. 768 | - Allow your website to broadcast live. 769 | - Allow your website to display the slides (if any) and the speaker as they 770 | talk. 771 | - Attendees (both guest speakers and participants) should give their consent to 772 | be recorded. You will need to make sure that they agree (e.g. upon 773 | registration). 774 | 775 | ### Attendee List 776 | 777 | - Make sure to send an email to all selected candidate attendees with all the 778 | necessary information as how the event will be run (e.g. event schedule, 779 | location, accommodation, bringing their own laptops, including converters and 780 | adapters, downloading the data, the [Code of Conduct](https://www.brainhack.org/code-of-conduct.html), 781 | etc.), underlining the main aim of the event, i.e. **sharing knowledge**. 782 | - Make sure to also inform the non-selected candidate candidate attendees (if 783 | any) so they don't miss the chance to apply to another event. 784 | 785 | Concerning to the selection procedures, diversity, and equality must be the main 786 | aim of the organization to provide a heterogeneous audience profile. As much as 787 | having experienced participants at the hackathon would add a contribution to the 788 | event, having first-time attendees always bring dynamism to the event enforcing 789 | the information sharing and networking across the individuals. In order to have 790 | a balanced attendee list, the BHG events can find suggested criteria in the 791 | [BHG GitHub page](https://github.com/brainhackorg/bhg-event-materials/blob/master/README.md). 792 | 793 | ### Food and refreshments 794 | 795 | Hard-working brains require good energy sources and you need to provide well 796 | thought and designed food and refreshments throughout your event. As much as 797 | your budget allows you, try to go with a variety of options. If you could 798 | arrange, a light breakfast is always a good chance for networking while the 799 | attendees plan their work for that particular day. Coffee, tea, water, should be 800 | provided either throughout the day or within the break times. 801 | 802 | Keeping the food healthy and rich should be your main aim for your food choices. 803 | Collecting food preferences during registration would help you to plan the food 804 | options. It is always good to have vegetarian/ vegan/allergy free/ dairy-free 805 | options included in your food choices. You might consider foods that would give 806 | energy rather than make the attendees sleepy (e.g. heavy on carbs or alcohol, 807 | etc.). Please be moderate on providing alcohol including drinks and foods, 808 | considering the impact of serving too much alcohol in an event site. Also, 809 | please consider the attendees who do not/must not consume alcohol (e.g. 810 | attendees with breastfeeding, religious believes or attendees under the age of 811 | 18), and provide alternative drinking options displaying both alternatives in the 812 | same places to be inclusive. 813 | 814 | There might be cases where you might not provide food to the attendees due to 815 | the lack of funding. In such cases, please let your attendees know before the 816 | event starts and make sure that they either supply their own food or guide them 817 | to the local shops and restaurants. 818 | 819 | If you are tight on budget, but still want to provide something 820 | to make your attendees happy, then why don't you take a look at our [Get a Hold of Your Donuts: An Ultimate Guideline for Donuts!](https://github.com/brainhackorg/bhg-event-materials/blob/master/docs/get_a_hold_of_your_donuts.md). We are sure you will find something that definitely will make all jolly good :wink:. 821 | 822 | 823 | ## Things to Do a Week Ahead 824 | 825 | ### Program 826 | 827 | Make sure the event program is finalized together with enough time allocated for 828 | project pitches at the beginning of the event and final presentations at the end 829 | of the event, which includes enough amount of breaks for refreshments, 830 | unconferences and networking. 831 | 832 | ### Reminders 833 | 834 | Send an email reminder to attendees, sponsors, volunteers, and organizers 835 | with the time-schedule and all necessary information regarding the location 836 | and contact points. 837 | 838 | Make sure that the attendees, speakers, volunteers, suppliers were all provided 839 | with the link to the [Code of Conduct](https://www.brainhack.org/code-of-conduct.html), 840 | and that it has been read before the event participation. 841 | 842 | Remind attendees not to forget their own laptops and electrical converters, etc. 843 | 844 | Remind the attendees who plan to pitch a project to prepare a 2-5 minutes 845 | presentation to share a brief summary of their project and what they require 846 | from the people who will work with them. Collect information from attendees 847 | about their need for the car parking. 848 | 849 | ### Volunteering Checks 850 | 851 | Confirm with all volunteers regarding they're signed up duties and who to report 852 | back. They should know their duties and fluidity between the roles in the case 853 | of a need of personnel in a situation. They should all know the rules listed in 854 | the [Code of Conduct](https://www.brainhack.org/code-of-conduct.html), how to 855 | act in the case of a crisis and who to direct the people affected by the 856 | incident. Similarly, they should be clear about how to act in the case of an 857 | emergency situation, being the liaison with the first aiders, security of the 858 | building and the organization leaders. If you could create a Gantt chart from 859 | the very early stage of job dissemination you can also refer your volunteers to 860 | follow it and fill the checkboxes regarding the works that have already been 861 | done and completed. While this would help you to be organized as the event host, 862 | you can also follow the track of the works that needs to be completed and make 863 | additional assignments in the case of a job needs more volunteers to work on to 864 | finish in time. 865 | 866 | ### Vendor Checks 867 | 868 | Confirm all time, quantity and service information with the vendors. 869 | 870 | ### Speakers Checks 871 | 872 | Make sure the [Code of Conduct](https://www.brainhack.org/code-of-conduct.html) 873 | has been read and agreed upon. Make sure they join the Mattermost channel and 874 | ask them to join and introduce themselves there. 875 | 876 | Share the program with them. 877 | 878 | Request them to send their presentations so that they are published on the 879 | website. 880 | 881 | ### Attendee Checks 882 | 883 | Make sure the [Code of Conduct](https://www.brainhack.org/code-of-conduct.html) 884 | has been read and agreed upon. Make sure they join the Mattermost channel and 885 | ask them to join and introduce themselves there. 886 | 887 | Share the program with them. Remind attendees of the structure of the starting 888 | pitches, and ending demos according to the scheduled time plan. If you are 889 | running a train track, share the necessary information regarding the tools, 890 | data, slides to download ahead of the event, tutorials to read through, the 891 | rooms and the schedule dedicated to the train track. 892 | 893 | ## Things to Do On-Site 894 | 895 | ### A Day Before the Hackathon 896 | 897 | - Prepare the name badges. Tools to generate the name tags are available at 898 | [brainhackorg/brainhack_certificates](https://github.com/brainhackorg/brainhack_certificates). 899 | - Organize the chairs and desks ready for the sitting plan. 900 | - Check projector and microphone, recorder devices, wireless network connection, 901 | electrical plugs and extensions, heaters/coolers, lightings. 902 | - Layout the notepads, stickers, pens, markers, putty, etc. on the desks. 903 | - Layout the cabling through the desks. 904 | - Put signs for the route to the event rooms. 905 | - Put signs for the route to the restroom and other areas. 906 | - Post signs for the emergency info. 907 | - Arrange the leaflets with the information about the venue/city. 908 | - Arrange to recycle bins if necessary 909 | - Get the prints prepared (name badges, wireless network name/password information 910 | sheets, event program, the map of the venue, etc.). 911 | - Prepare parking permits. 912 | 913 | ### First Day 914 | 915 | #### Attendees 916 | 917 | - Help attendees with the event room and name badges. 918 | - Give out promotional materials. 919 | - Round up people to attend the presentation. 920 | 921 | #### Speakers 922 | 923 | - Welcome the speakers. 924 | - Check if there is any change with their presentation (mainly does), get the 925 | final version anyways. 926 | - Confirm the talk time-schedule again. 927 | - Provide necessary supplements (USB, electrical plugs, marker, water etc.). 928 | 929 | #### Starting the Event 930 | 931 | - Welcome address. 932 | - Introduce the organizers 933 | - Thank the venue and sponsors. 934 | - Explain the history and purpose of the event. 935 | - Make the announcements (hashtag, website, time-schedule fire escapes, fire 936 | assembly, first aids, make the volunteering helpers known by the attendees). 937 | - Explain the logistical issues (meal, the use of the rooms, use of recycling 938 | bins, etc.). 939 | - Make sure the [Code of Conduct](https://www.brainhack.org/code-of-conduct.html) 940 | has been read by all the attendees and agreed upon. Give some explanations about 941 | why it is important, what to be careful about and what to avoid during the 942 | event. 943 | - Introduce the Code of Conduct Execution Team in the case of a need for 944 | consulting. 945 | - Encourage attendees the fair use of the sources. 946 | - Encourage attendees for sharing their contributions to the event. 947 | - Encourage attendees to own the event and make it as memorable, productive and 948 | fun to be in. 949 | - Encourage attendees to introduce themselves to the people around them and to 950 | make their badges used to be recognized. 951 | - Remind attendees the how to proceed/program/end day 952 | evaluation-demo-presentations. 953 | 954 | #### Project Pitching 955 | 956 | - Encourage each project group to choose the team leaders. 957 | - Advise team leaders about the sharing spirit of the event. 958 | - Encourage the teams to write down a problem statement, the solution, and the 959 | skills/help needed in formatted presentations. 960 | - Encourage teams to be diverse and inclusive in their team member profile 961 | having leaders and team members from all different profiles. 962 | - Collect the project/team ideas. 963 | - Remind teams for the format and duration of the presentation. 964 | - Organize the order of the project pitching by groups. 965 | - Moderate QA and discussions after each pitch. 966 | - The resulting project titles and team members will be reflected/written on the 967 | projector. 968 | 969 | ### During the Event 970 | 971 | - Coordinate the meal (e.g. lunch, snacks, refreshments, etc.). 972 | - Lead people to meal preferences. 973 | - Keep close contact with the attendees. 974 | - Check on hackers' technical and supplementary requests. 975 | - Remind hackers the time-schedule of project pitching, coding, preparation, and 976 | presentation. 977 | - Encourage the use of open science tools. 978 | - Remind attendees the demo presentation details. 979 | - Facilitate the contact of the attendees to the senior researchers. 980 | - Facilitate the access of the attendees to the online sources. 981 | - Help attendees with the setups. 982 | - Remind attendees of the deadline of the hacking with demo details. 983 | - Make sure the fair use of social media for the event. 984 | - Make sure the video recording and online streaming is working well. 985 | - Make sure the Mattermost channel is used well. 986 | - Make sure nothing that would violate the code-of-conduct is allowed. 987 | - Publishable materials (photos, recordings, pitch ideas, websites, etc.) are 988 | collected and shared through social accounts. 989 | - Clean the spaces for the next day. 990 | 991 | ### Last Day 992 | 993 | - Remind the teams about the time-schedules. 994 | - Remind the teams about the format of the presentation and demo. 995 | - Organize the order of the project pitches. 996 | - Moderate the presentations. 997 | - Moderate the QAs and discussions. 998 | 999 | #### Closure 1000 | 1001 | - Farewell talk by the organizers to the attendees. 1002 | - Acknowledge the volunteers, helpers, attendees, speakers, and sponsors or 1003 | their contribution. 1004 | - Encourage the attendance and event organization for the next years. 1005 | - Encourage the follow-ups on the projects and publications from those projects. 1006 | - If there is an event afterward lead people to that event. 1007 | 1008 | #### Venue Clear ups 1009 | 1010 | - Remove the signs 1011 | - Collect the garbage 1012 | - Collect the cable layouts 1013 | - Collect the remaining supplies 1014 | - Check for lost items 1015 | 1016 | ## Aftermath 1017 | 1018 | ### Evaluation of the Event 1019 | 1020 | #### Sponsors 1021 | 1022 | * Send a thank you to all the sponsors with event highlights and photos as 1023 | evidence of the event's success. 1024 | * Send a post-event survey to all the sponsors to collect information in order 1025 | to improve next years' hackathon(s). 1026 | 1027 | #### Attendees 1028 | 1029 | * Send a certificate of attendance to all the attendees. Tools to generate the 1030 | certificates are available at [brainhackorg/brainhack_certificates](https://github.com/brainhackorg/brainhack_certificates). 1031 | * Send a post-event survey to all the attendees to collect information in order 1032 | to improve next years' hackathon(s). 1033 | 1034 | #### Volunteers 1035 | 1036 | * Acknowledge all the volunteers and event organizers on the appropriate 1037 | platform(s) for their contribution. 1038 | 1039 | #### Organizers 1040 | 1041 | * List all the negative and positive event experiences in an internal file to 1042 | make sure they are known and to make sure that the negatives are not repeated 1043 | next time. 1044 | * Compute how much the event cost, both in total and per person, for next years' 1045 | cost calculations. 1046 | * Prepare the Brainhack proceedings with the BHG Organizing Committee. 1047 | * Write a blog post with some general observations about the Brainhack, along 1048 | with some highlights and success photos. Collect these photos and include some 1049 | of them in next year's Brainhack website. 1050 | 1051 | ### Publications 1052 | 1053 | One of the reasons why Brainhack attendees continue their collaboration(s) after 1054 | the event is the possibility of publishing the final product of their Brainhack 1055 | project. As organizers, you can provide them with a list of some of the possible 1056 | publication opportunities. The first step towards publication is to get a DOI 1057 | (digital object identifiers) for the project's code along with a repository in an open access storage (eg. GitHub). Make your attendees aware that by using a DOI, their work will be 1058 | recognized and cited properly. For more information on how to make code citable 1059 | using a DOI, you can refer to/share [these guidelines](https://guides.github.com/activities/citable-code/) with your attendees. 1060 | 1061 | ### Intellectual Property 1062 | 1063 | Brainhack aims to encourage all of its attendees on being inclusive and appreciative of any single work and effort that has been given by the members of the projects from the beginning until the publication submission. Brainhack does not assert any ownership over any of the work performed at Brainhack events or anything that comes from it. Beyond that, the ownership of work is an ethical issue that should be resolved by the team and really isn't any business of Brainhack organizers, unless they are explicitly asked (and agree) to arbitrate a dispute. 1064 | 1065 | As the general point of view in most cases that the team would 'own' whatever comes out of their efforts. If a project leader, or any other team member, wants to retain all intellectual property from a project, then they should clearly state that to the other members of the team BEFORE those members make any contribution to the project. 1066 | 1067 | 1068 | **Publishing in the F1000Research Brainhack Global collection** 1069 | 1070 | F1000Research is pleased to be supporting Brainhack Global 2019 with a collection that invites publication of outputs from all the Brainhack events. 1071 | 1072 | **What is F1000Research?** 1073 | 1074 | F1000Research is an Open Access publishing platform established in 2013 with the aim of fast and transparent publishing. We publish a range of different article types, from traditional research articles, to software tools, method articles, data notes and more without editorial bias. All articles benefit from open post-publication peer review and editorial guidance on making all source data openly available. 1075 | 1076 | **How does the publishing process at F1000Research work?** 1077 | 1078 | * **Submission:** Articles are submitted through an online submission system and, to avoid delay, published rapidly (usually within a week or two). When an article is submitted, the F1000Research editorial team carry out initial checks on all submitted articles before publication to ensure that all policies are adhered to, such as checks for plagiarism, and readability. 1079 | 1080 | * **Publication:** Once an article has passed all the sufficient checks it is published on the F1000Research platform (and tagged within the Brainhack Global collection). At this point the article has a DOI and is citable but is clearly labelled ‘awaiting peer review’. 1081 | 1082 | * **Peer review:** Peer reviewers are suggested by the authors following specific criteria and all suggestions undergo careful checks by the F1000Research editorial team for suitability and any competing interests. Peer reviewers assess on the technical aspects of the article (not novelty or significance) and are required to make one of three statuses: approved, approved with reservations, or not approved (denoted by symbols on the article). These are accompanied by a detailed peer review report, which appears online alongside the article, together with the reviewer names and affiliations. 1083 | 1084 | * **Author response and versioning:** Authors can respond publicly to reviewer reports and this typically results in the submission of a revised article together with a short summary of the changes. New versions are published linked with all previous versions of an article. Reviewers are then contacted to inform them of new versions and asked whether earlier concerns have been adequately addressed. To ensure the peer review status (and version) of any article is always immediately obvious, we include a dynamic citation format that notes both the version numbering and the peer review status in the title of the article. 1085 | 1086 | * **Indexing and discoverability:** Articles published on F1000Research are immediately indexed in Google Scholar. Independent permanent archives such as PubMed, PubMed Central, Scopus and other bibliographic databases index F1000Research papers that have passed peer review i.e they have received at least 2 “Approved” referee statuses, or 1 “Approved” plus 2 “Approved with Reservations” statuses. 1087 | 1088 | More information can be found [here](https://f1000research.com/about) and [here](https://f1000research.com/faqs) 1089 | 1090 | **What can be submitted to the collection?** 1091 | 1092 | We are welcoming any of the different article types for the Brainhack Global collection, but feel the software tool articles and potentially the data notes and brief reports will be the most appropriate for Brainhack outputs. Our article guidelines can be found here. We aim to make it easy for authors and, where possible, offer some flexibility in terms of formats and structure. We have published a range of articles from hackathons in the past and are happy to publish short outputs that aren’t a ‘complete’ story but will provide use to the community. 1093 | 1094 | **How do I submit?** 1095 | 1096 | Authors can submit directly through the Brainhack Global collection- [here](https://f1000research.com/collections/brainhack/for-authors/publish-your-research). If you are writing a software tool article you can also submit via Overleaf with [our template](https://www.overleaf.com/latex/templates/f1000research-software-paper-template/wcbcqgcryfzk) 1097 | F1000Research charges [Article Processing Charges](https://f1000research.com/for-authors/article-processing-charges) by word count. We find most software tool articles fall into either the short or medium article category. **F1000Research is offering 20% off these listed prices for articles submitted to the Brainhack Global collection.** 1098 | 1099 | **What are the benefits of publishing on F1000Research?** 1100 | 1101 | * The publishing process is fast, easy and transparent 1102 | 1103 | * Publishing an article in the collection is a great way to get additional credit for your participation in the event, whilst bringing further visibility to any outputs you’ve created 1104 | 1105 | * We are able to host interactive figures via [Plotly](https://blog.f1000.com/2017/07/19/so-long-static-we-now-support-interactive-ploty-figures-in-our-articles/) as part of a publication allowing authors more flexibility in terms of presenting their data 1106 | 1107 | * Updates to articles can be published at any time, keeping the article cohesive and up to date for anyone utilising your tool 1108 | 1109 | * F1000Research is particularly of use to early career researchers as the platform allows you to showcase smaller outputs that can be difficult to publish in ‘traditional’ journals, build up your academic CV and engage with the research community openly, which can potentially lead to further collaborations 1110 | 1111 | 1112 | 1113 | 1114 | 1115 | The Brainhack Global 2019 Organizing Committee 1116 | --------------------------------------------------------------------------------