We'll hold the second meeting, the week of March 26-30 (please fill out the poll below). The objective of the meeting will be to introduce the new organizational members, assign more roles, and give any updates.

We are aiming for 8-12 organizational members.

We'll meet ** Monday, March 26 at 6pm** at the BCCRC

Poll Link

(Assign someone to take meeting minutes)

Agenda Items (feel free to add)

• Hello + Welcome

Budget Update

• Artem contacted SCWIST for updated budget; on drive

Dividing up Positions / Duties (roughly)

• Secretary
• Team Leader Applications + Liason
• Participant Applications + Liason
• Communications (Email + Correspondence)
• Communications (Social Media and Community Outreach)
• Logistical Organization
• Sponsorships and Fundraising
• Webmaster (Artem)

Timeline

• Immediate
  -- Select Date / Format

• Overview
  -- Team Leader App Open (mid-late April)
  -- Team Leader App Close (Mid July)
  -- Team Leader Selection (End of July)

-- Participant App Open (August)
-- Participant App Close (September)
-- Participant Assignment (September)

-- Event (October)

Minutes

Artem – Website
Github - https://github.com/hackseq/hackseq18/

• Sign up if you haven’t already
  - Post to the organizational profiles issue

Team lead applications – ask previous organizers (applies for anything else you don’t know/can’t find)

Format – NCBI

• Team leader apps – screen and select projects
  - Vet together as committee
• Project abstracts are put out for applications
  - Participants are assigned to projects beforehand
  Number of teams?
• 10-12? – see how many applications come in for team leaders

Social media - Noushin

• communications – email departments as needed
• getting out messaging for hackseq
• twitter, reddit (what else?)

Email communication – Baraa

• mailing lists
• organizing emails
• all emails go though here
  - participant and TL

Participant apps – Kristen

• Participants
  - how many
  - how much buy in
  - expectation for showing up?
  - Ensuring people who sign up show up
  - Matching skills – requisites
  - Maybe have TLs to give list of required skills and skills level
  - Who do you need on your team

Sponsorship and Fundraising – Justin and Venus

• Talk to Jake Lever
• Send email via own email, BCC hackseq
• Make sponsorship documents (drafts exist)
• Start now
• Some will be in kind
• Artem will talk to EcoScope
• Orca, Amazon
  - Looking for computational space
• Ask people to be judges in exchange for some sponsorship?
• Concurrent conference sponsor – Alex

Tech support and logistics – Justin (Artem, Emre) – Sasha to look for logistical tech

• Set up wifi
• Arrange computational requirements
• Organizing IT volunteers
• Day of logistical support

General logistics – Sasha and Jenny

• Socials – how many (official)

Date – Early October?

- first choice – Oct. 12-14
- second choice – Oct. 19-21
- third – Sept. 28-30

Prizes – do we want to announce?

• Voted based on group consensus

Finances – Justin and Venus

• Money being held in Toronto
  - Move to Grasspods (?)
• Keep track of own spending
• Allotted budget for each area