vsdc events - va data hub · 2020. 5. 7. · vsdc events advance virginia’s data-driven future....
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VSDC EVENTSA Guide for Event Coordinators
“Things get done only if the data we gather can inform and inspire those in a position to make a difference.”
–Mike Schmoker, educator and author
How To Use This GuideThis is your roadmap to organizing VSDC events. It contains the following:
• The purpose of VSDC events and their value proposition. Illustrates how VSDC events make a difference.
• Event rationale and objectives
• General considerations and principles applicable to all events followed by sample event-specific (hackathon) considerations in more detail, illustrating how to put these principles into action
• Note: Before you begin planning your event, please refer to the additional downloadable reference materials available on the VSDC website – www.vadatahub.org
• Style Guide for proper use of VSDC logos and other branding materials.• Additional copies of this event guide for distribution
• An additional resource is Virginia’s Open Data Cube – www.data4va.org
VSDC Events Advance Virginia’s Data-Driven Future
The Virginia Small Satellite Data Consortium (VSDC) creates and delivers accessible and collaborative tools to increase the value and impact of data-driven
problem solving. Our special events are designed to foster entrepreneurship, and inspire
communities to develop, sustain, and grow data-driven technologies for societal benefit.
The Future Is Already Here
VSDC Events Value PropositionTarget non-traditionaland under-served user
groups
Create and Connect
Communities
VSDC EVENTS
Grow userbase for Open Data Cube and
VSDC Data sharing
platform
That support
new business creation
That help build
Virginia’s Data
Future
Solve real world problems
Create awareness of datafor the public good
Promote VMASC/VSDC
Initiatives
Event Rationale - General
Outline the reasons or motivations for your specific event including:
• The event’s purpose: the challenge/problem to be solved, the community benefits, the technology to be developed etc.
• The backstory of the problem, topic, or area of enquiry • It may be helpful to utilize the 5 W’s model: who, what, when, where and why to
help formulate the motivations behind your event.
Event Foundational Objectives - General
• Grow: and sustain data-centric communities• Connect: data communities to solve real-world problems• Increase: awareness of data for societal benefit• Foster: entrepreneurship• Promote: “Inclusion by Design” principles
Close the circle: Designate person to follow up with VSDC post-eventShare surveys, photos, and collected demographic data
Resources for Event Preparation - General
• Timeline checklist• Budget tracking tool• Participant and Venue considerations• List of deliverables• Event documentation processes and materials• VSDC website - www.vadatahub.org• Virginia Open Data Cube - www.data4va.org
Participant Considerations - General
Legal Considerations - General• Ensure you have completed a risk assessment of the event premises• Determine if public liability insurance is needed for premises• Ensure that food and hygiene regulations are followed• Determine if minors, if allowed, require any extra supervision• Determine what will be considered products of the event• Determine if the event products will be open-source or closed-source• Determine if participants are responsible for liability and if participants
need to sign any waivers• Utilize the Documentation Checklist to track completed action items
Budget Considerations - General
23
4
1
5
6
Sample Budget TableItem Cost
Venue Rental $
Equipment Rental $
Food/Catering $
Supplies/Hardware/ Extra Adapters
$
Advertising $
Staff/Security/Cleaning Crew $
Event Swag (T-shirts) $
Emergency Fund* $
Etc. $
Total $ *According to HackMIT: “No matter how well you plan, you will inevitably run into emergencies on the day of the event, and having money to burn on emergencies is a tremendous help.”
Venue Considerations - General
ExploreMake
AccessibleAsk
QuestionsMake SafeVisit
• Create invitation that can be easily shared to invitees• Determine if invitations will be targeted to a select audience that is event-
specific• Share awareness of event across all social media platforms• Determine pre-registration dates and how pricing will change, if at all, after
date passes • Utilize easiest method for participants to RSVP and maintain an invitee list as
well as RSVP yes/no list• Determine appropriate media outlets to share official pre-event and post-event
press release• Determine what knowledge you are seeking from Data Collection Instruments
and choose instruments to gain that information• Utilize the Documentation Checklist to track completed action items
Pre-Event Marketing and Publicity –General Considerations
Pre-Event Marketing and Publicity1. The InvitationIdentifies the date, time, location, and goal of TheEvent with a method to RSVP
2. The Press ReleaseWill notify and excite the media about The Event; will include event details and importance of goal outcomes
3. The Social MediaPostEvent details shared on
Facebook, Medium, Google, Twitter, and
website
4. The Data Collection PlanInstruments chosen to capture
stakeholder and industry information via The Event participants
5. The Documentation ChecklistThroughout the entire process steps
will be identified as completed
Pre-Event Timeline Considerations – General
• Determine how far in advance the event must be planned• Consider the event size, identifying a venue, and difficulty of attracting
participants• A large event may require 9 months minimum; a small event may require 2
months minimum• Work backwards from the event date to space out task deadlines• Utilize a “months prior to the event,” “a week of the event,” and a “day of the
event” timeline• Consider post-event activities/data collection requirements in pre-event
planning• Utilize the Documentation Checklist to track completed action items
Pre-Event Timeline Marketing Considerations SmallSat Hackathon
SpecificTASK 6 MONTHS 5 MONTHS 3 MONTHS 2 MONTHS MONTH OF4 MONTHS
The invitation is designed.The guest list is created.
Social media posts begin and continue weekly until event.
The press release is written and submitted.
The invitation is sent out.
The data collection instruments are identified.
Pre-Registration deadline.
The guest list is finalized, and participants confirmed.
Pre-Event Timeline - General
VSDCEventDay of the Event
Early ArrivalPrep the space
WelcomeIntroduce groups and thank attendees and sponsors
EventHost and enjoy!
Wrap-UpReview what was accomplished; team presentations; thank-you's; provide information on next event
BreakdownCollect data collection materials; clean up; ensure venue appears as it did pre-event
Following the event, share products captured during the event with your community and VSDC• Photos and video • Post-event press release
Conduct a “lessons learned” from the experience and share information with VSDC leadership, such as: • Successes with the event• Areas to improve in planning the event• Attendance and RSVP rate• Participant demographics• Considerations to include for future events
Post-Event: General
Now that you’ve seen how to launch a hypothetical general event, the following slides show a hackathon-specific sample event
• Hypothetical event of 50 people• Single day event• Single problem to solve
Sample Event
Event Rationale Example SmallSat Hackathon Specific
• The tasks of securing outer space and cyberspace are converging.• SmallSats used in scientific and commercial space operations will become
targets of hackers.• Hacked SmallSats can become portals to interfere with complex
communication networks or larger, multi-billion-dollar satellites.• Many SmallSats transmit data in the open with no precautions against hackers.• Problem: What if the data collected and transmitted by the SmallSat to the
ground station has been compromised?
Foundational Objectives ExampleSmallSat Hackathon Specific
GrowGrow the community
around SmallSat-related problems.
ConnectConnect the
cybersecurity and SmallSat communities
around space cybersecurity-related
challenges.
IncreaseIncrease awareness of
the impact of space cybersecurity on the integrity of SmallSat
data.
FosterFoster
entrepreneurship, and inspire communities to develop, sustain, and
grow data-driven technologies for societal benefit.
PromotePromote “Inclusion by
Design” principle
Challenge – Hackathon Specific
• Consider the problem to be solved• Consider what supplies and hardware will be needed• Consider how teams can be structured to support the challenge
Challenge - SpecificChallenge - Specific
Green Teams apply data science techniques to detect
compromised data
White Team ensures the efficient execution and
fairness of the hackathon
Red Teams launch attack to compromise data
Blue Team comprises data to be compromised or problem
to solve
Challenge - SpecificExplanation of Possible Team Structure
• Red Team (Optional)• Participants/Attendees aiming to compromise data stream
• Green• Participants/Attendees aiming to solve problem or protect data
stream• Blue (Optional)
• Participants/Attendees owning data stream or problem to be solved• White
• Organizers and referees aiming to provide support for participants and parameters of competition
Data Collection Resources for Event Preparation
Hackathon SpecificCreate data collection instruments for:
• Pre-event demographic information• Day of event feedback instruments• Post-event feedback documentation
Resources for Event Preparation Hackathon Specific
Sample resources include:• Online lectures, presentations, and coaching sessions specific to topic
(technical specs)• Topic specific• Entrepreneurial information• All materials should conform to industry-specific best practices
Make resources available prior to event• Download from website• Send to email address after registration• Available in hard copy by request• Virginia Open Data Cube - www.data4va.org
Participant ConsiderationsHackathon Specific
• The professions and skillset of the participants of the VSDC Hackathon are not constrained by any formal requirements.
• There are no prerequisites for level of expertise (professionals, amateurs, and students).
• The VSDC Hackathon welcomes participants who operate on a wide range of sensory, cognitive, and motor spectra.
Legal Considerations ExampleSmallSat Hackathon Specific
The products developed during the hackathon including software code, visualizations, algorithms, and methods will remain within the open-source domain and should
adhere to the following license (based on MIT Open-source license):
“Permission is hereby granted, free of charge, to any person obtaining a copy of this visualizations, models, methods, software and associated documentation files (the "Software"), to deal in the Software without restriction, including without limitation the rights to use, copy, modify, merge, publish, distribute, sublicense, and/or sell copies of the Software, and to permit
persons to whom the Software is furnished to do so.”
Sample Budget Hackathon Specific: 1 Day - 50 Participants
Item CostVenue Rental $ 500
Equipment Rental $ 300
Food/Catering $ 750
Supplies/Hardware/ Extra Adapters
$ 300
Advertising $ 150
Staff/Security/Cleaning Crew $ 400
Event Swag (T-shirts) $ 500
Emergency Fund* $ 200
Total $ 3,100*According to HackMIT: “No matter how well you plan, you will inevitably run into emergencies on the day of the event, and having money to burn on emergencies is a tremendous help.”
Venue Considerations – Hackathon Specific
Explore MakeAccessible
Ask Questions
Make SafeVenue
Pre-Event Timeline Marketing Considerations SmallSat Hackathon
SpecificTASK 6 MONTHS 5 MONTHS 3 MONTHS 2 MONTHS MONTH OF4 MONTHS
The invitation is designed.The guest list is created.
Social media posts begin and continue weekly until event.
The press release is written and submitted.
The invitation is sent out.
The data collection instruments are identified.
Pre-Registration deadline.
The guest list is finalized and participants confirmed.
Pre-Event TimelineSmallSat Hackathon Specific: Week Of
3 DAYS PRE-EVENT• Confirm supplies/materials + purchase as
necessary• Confirm refreshment order• Confirm with media for event coverage
1 DAY PRE-EVENT• Walk-through of venue• Email attendees with
contact information, schedule, and reminders of what to bring
• Print handouts with schedules, guidelines, event hashtag, and WiFi info
• Print Data Collection materials
5 DAYS PRE-EVENT• Email attendees with logistics• Set up communication method for attendees,
post-event• Confirm photographer + videographer
EVENT DAYSolve problems!
7 DAYS PRE-EVENT• Confirm order for
refreshments/ catering
• Confirm staff/volunteers and day-of duties
10 DAYS PRE-EVENT• Review participant
list + confirm teams• Share "the problem"
with all participants via email
Pre-Event TimelineSmallSat Hackathon Specific: Day Of
VSDCEventDay of the Event
Early ArrivalLay out printed materials; place restroom/welcome information; test that technology works; final review of Documentation Checklist
WelcomeSign-in participants; introduce organizers; thank sponsors; explain the goal of The Event; review schedule; share social media information
Problem SolvingBreak into groups; team introductions; work on “the problem,” staff + volunteers float and provide support as neededWrap-UpReview what was accomplished; team presentations; thank-you's; provide information on next event
BreakdownCollect data collection materials; clean up; ensure venue appears as it did pre-event
Post Event – Hackathon SpecificFollowing the event, share products captured during the event with your community and VSDC
• Photos and video • Solution of problem-solving• Post-event press release
Conduct a “lessons learned” from the experience and share information with VSDC leadership, such as:
• Successes with the event• Areas to improve in planning the event• Attendance and RSVP rate• Participant demographics• Considerations to include for future events
Decision Flow for Event Conversion
Announce event, specifying and justifying in-
person requirement
Provide guidance on social
distancing, helping
attendees make the attend vs. don't attend
decision
Decide on reduced/critical
pool of attendees
Decide on space arrangements conducive to
social distancing and sanitary conditions
Specify guidelines for
space prep pre event and
maintenance throughout the
event
Decide on event outcomes that can be shared
with those who could not attend
Continuing In-Person Activities
SELECT DIGITAL FORMAT
Consider what type of digital gathering would work best for
the event.
Example:teleconference,
podcast, webinar, etc.
IDENTIFY PLATFORM(S)
Select platform for interacting/sharing.
Preference to accessible solutions. Identify alternative systems in case of platform outages.
COMMUNICATE
Communicate information about
safety and platform access.
Provide resources and repository links
for pre- and post-event content.
PREPARE DIGITAL MATERIALS/
INFRASTRUCTURE
Release reference content as early as
possible, test all platforms and
configurations prior to event.
If users must prepare before the event send reminders at least 48
hours prior.
POST-DIGITAL EVENT
CONSIDERATIONS
Share post-event resources with those who could not attend.
Gather feedback from attendees and non-
attendees.
Transitioning to a Virtual Event
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