Add EOG In Practice CW24

docs/eog/eog-in-practice/cw24/cw24.rst

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+.. _in-practice-cw24:
+
+Collaborations Workshop 2021 (CW21) - Online 
+=============================================
+
+In Practice authors: Patricia Herterich (`ORCID <https://orcid.org/0000-0002-4542-9906>`__), Graeme Smith, Aleksandra Nenadic (`ORCID <https://orcid.org/0000-0002-2269-3894>`__), Oscar Seip (`ORCID <https://orcid.org/0000-0002-8503-2698>`__), Denis Barclay (`ORCID <https://orcid.org/0009-0008-5567-3786>`__), Shoaib Sufi (`ORCID <https://orcid.org/0000-0001-6390-2616>`__), Kathleen Glass, Mario Antonioletti (`ORCID <https://orcid.org/0000-0002-2486-7990>`__)
+
+Based on the draft for CW23 created by Rachael Ainsworth (`ORCID <http://orcid.org/0000-0003-2591-9462>`__)
+
+The Collaborations Workshop (CW) is the annual flagship event of the `Software Sustainability Institute <www.software.ac.uk>`_ (SSI). It brings together researchers, developers, innovators, managers, funders, publishers, leaders, and educators with a focus on research software to explore and share best practice. 
+
+Following a successful hybrid CW23, it was decided from the beginning that Collaborations Workshop 2024 (CW24) would be a hybrid event again to maintain accessibility of the event to people who were unable to attend in person and continue to innovate and trial within a hybrid event space to provide guidance and advice on running hybrid events to our community.
+
+This In Practice write up covers how we organised CW24, following the steps in the `Feasibility Stage <https://event-organisation-guide.readthedocs.io/en/latest/eog/feasibility-stage.html>`_ and the Event Project Stage of the SSI’s Event Organisation Guide.
+
+If you are interested in the experience of attending CW24 or history of CWs, the Code for Thought podcast released `an episode reporting on the event <https://codeforthought.buzzsprout.com/1326658/15045013-en-collaborations-workshop-2024>`_ and there was a `blog post written <https://www.software.ac.uk/blog/research-it-collaborations-workshop-2024>`_ by members of the University of Manchester Research IT team.
+
+.. figure:: img/CW24_group_photo.png
+  :alt: CW24 group photo
+
+.. toctree::
+   :maxdepth: 2
+   :caption: Sections:
+
+   feasibility-stage/feasibility-stage
+   event-project-stage/event-project-stage

docs/eog/eog-in-practice/cw24/event-project-stage/eps-budget.rst

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+.. _cw24-eps-budget: 
+
+CW24 Budget
+============
+
+We knew in advance that we would be operating CW24 at a loss, as the Institute decided to absorb the significant costs associated with the additional equipment and support required to make it a successful hybrid event and not pass these on to participants via the registration fee. 
+We increased the registration fees slightly from CW24 to adjust for higher costs due to inflation. 
+Remote participation was set at £75 (compared to £50 in 2023) and in-person participation at £300 (from £275 in 2023). 
+We estimated that there would be around 120 registrations in total, and that we would have one or two sponsors.
+
+As we began to receive sponsorship <cw24-eps-sponsorship>, we were able to support participants with child care costs and put money towards some in-person social events. 
+
+Having a member of the SSI Finance team part of the core organising team as CW24 Finance Lead to support budget management and correct processes ahead of the end of SSI Phase 3 funding was invaluable. 
+
+Existing infrastructure 
+------------------------
+
+- One `Zoom <https://zoom.us/>`_ professional account
+- `Otter.ai <https://otter.ai/>`_ business account
+- `Sli.do <https://www.sli.do/>`_ professional account
+
+We were also able to reuse some items from CW23 such as name badge holders, lanyards and stickers, face masks, and traffic light badges/buttons/stickers.
+
+Income 
+--------------------
+
+- Registrations
+- Sponsorship  
+
+  - 1 Platinum sponsor  
+  - 1 Gold sponsor   
+
+    - 1 Accessibility and diversity fund add on (£1,000 each)  
+
+Expenses
+--------------------
+- Venue hire and catering
+- AV equipment hire and tech support
+- Workshop dinner
+- `Eventbrite <https://www.eventbrite.com/>`_  fee
+- `Zoom Events <https://www.zoom.com/en/products/event-platform/>`_ pay per attendee package
+- Prizes for First, Second and Third place Collaborative Ideas groups
+- Prizes for First, Second and Third place Hack Day teams
+- Prizes for Feedback raffle
+- Registration, travel and accommodation for invited speakers, Steering Committee members, and other key invitees
+- Financial assistance for participants
+- Childcare support
+- Social events
+- Shipping of prizes and merchandise to and from venue
+- Combined COVID-19 and flu lateral flow antigen tests 
+
+
+

docs/eog/eog-in-practice/cw24/event-project-stage/eps-closing-down.rst

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+.. _cw24-eps-closing-down: 
+
+CW24 Closing Down the Event Project Stage
+==========================================
+
+
+At the end of the event
+-------------------------
+As part of the event’s wrap up session, we made participants aware that we would be gathering feedback, following up with them about speed blogs and their prizes at the end of the event. 
+We thanked the sponsors, volunteers, speakers and workshop facilitators for their contributions towards delivering the event and the SSI Director and Community Lead thanked the CW Chair for their excellent work in bringing everything together for an amazing event. 
+We also highlighted the local support from venue staff for in-person support and helping with the technical set up to ensure remote participants can participate smoothly. 
+Last but not least, we also thanked the participants for their engagement as without them the unconference would not have been a success.
+
+
+After the event
+-------------------------
+
+We emailed participants with a form to collect feedback after the event. 
+
+The CW24 organising team resumed their regular meetings for a few weeks to celebrate the successes, discuss the feedback and lessons learned, and ensure any post event tasks are taken care of in a timely manner.
+
+We got in touch with Collaborative Ideas, Hack Day and feedback raffle winners to collect their mailing addresses and preferences on prizes. 
+We then procured the vouchers and arranged for them to be sent to the winners and shipped Hack Day prizes to those that could not accept them in person.
+
+We liaised with the venue to update purchase orders and arrange invoices to be paid and followed up on invoices for social events. 
+We also made sure any reimbursement claims for financial assistance and speaker expenses were submitted in time to be processed before the end of the SSI3 grant.
+
+In the months after the event, we followed up on the speed blogs that were produced as part of the Discussion session. 
+We published them alongside news items about photos from the event being available and the session recordings being processed and published. 
+You can see the details of the CW24 outputs in the :ref:_cw24-eps-outputs-and-outcomes and the timeline of when we made them available in the :ref:_cw24-eps-timeline.
+
+When are you done?
+-------------------------
+When all of the outputs that we planned to produce are available (locations of which are mentioned in the section above), the event is complete.

docs/eog/eog-in-practice/cw24/event-project-stage/eps-committees.rst

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+.. _cw24-eps-committees: 
+
+CW24 Committees
+================
+
+Organising team 
+-------------------
+
+CW24 was organised by a core team that met in weekly meetings to ensure delivery of the event and distribution of tasks to reduce the risk of a single point of failure. 
+
+Team members covered the following roles:
+
+- CW Chair / Director / Programme Lead (40% FTE)
+   - Chairs Steering and Organising Committees
+   - Liaises with Technical Lead to make programme work for hybrid
+   - Liaises with Publicity Lead for event publicity 
+   - Sponsorship 1st contact
+   - Overall budget responsibility
+- Logistics Lead (40% FTE)
+   - Liaises with Finance Lead on contracts, POs, invoices, sponsorship
+   - Handles communications with the venue 
+   - Handles communications with the catering
+   - Handles registration for Staff and Fellows
+   - Handles accommodation for Staff and Fellows
+- Technical Lead (20% FTE)
+   - Infrastructure 
+   - Hybrid / Technology 
+   - Wifi 
+   - Recordings
+   - A/V interfacing
+- Publicity Lead (20% FTE)
+   - Publicity plan
+   - Writing blog posts
+   - Writing news items
+   - Websites
+   - Liaise or be part of Comms team
+   - Liaise with the photographer
+- Finance Lead (10% FTE) 
+   - Procure Hack Day prizes, vouchers, COVID and flu tests, etc, including identification of supplier
+   - Main liaison for contracts and sponsorship
+   - Provide support and advice re financial processes to committee
+   - Create REQs & POs for items being purchased
+   - Assist with financial updates at the weekly meeting
+   - Provision of ad-hoc advice/reports/analysis e.g. costing of 24h rate vs. B&B rate
+- Oversight/Guidance (10% FTE)
+   - Point of accountability for keeping to schedule
+   - Help unblock any aspects
+   - Bring in advice from running/oversight of previous CW's
+
+The role of Finance Lead was identified as necessary a few months into the project phase and should be part of any organising team from the start going forward.
+
+Steering Committee
+-------------------
+The CW24 Steering Committee consisted mainly of SSI Fellows that volunteered after an open call for committee members with expertise in the workshop themes Environmental Sustainability, AI/ML tools for science, and Citizen Science. 
+The committee was also joined by a local SSI contact and workshop sponsors.
+
+The committee met three times (approximately every two months) from November 2023 to March 2024. 
+During the meetings, the committee members helped to guide the agenda and direction of the workshop (recommending speakers and session types, reviewing submissions), provided advice for running the event (recommending ways to improve accessibility and networking) and contributed to many of the workshop sessions.
+
+Code of Conduct Committee
+--------------------------
+The CW24 Code of Conduct (CoC) Committee consisted of four members who were Institute staff, the Event Chair and an external Steering Committee member. 
+There was a mix of gender, race and career stage within the Committee to provide a range of options for participants to choose who they felt most comfortable reporting to.
+
+Before the event, we sent the following to CoC Committee members to read through and raise any issues or questions:
+
+- The `Code of Conduct <https://www.software.ac.uk/cw24-participation-guidelines>`_
+- The `Attendee Procedure for Reporting Harassment <https://www.software.ac.uk/cw24-attendee-procedure-reporting-harassment>`_
+- The `Staff Procedure For Handling Reported Harassment <https://www.software.ac.uk/cw24-staff-procedure-handling-reported-harassment>`_
+
+All of these materials were made available within the `CW24 Participation Guidelines <https://www.software.ac.uk/cw24-participation-guidelines>`_ which participants had to have read and agreed to abide by at registration.
+
+During the event, we had a private Slack channel in the CW24 Slack workspace for CoC Committee members in case any incidents arose. 
+No misconduct was reported from CW24.

docs/eog/eog-in-practice/cw24/event-project-stage/eps-event-roles.rst

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+.. _cw24-eps-event-roles: 
+
+CW24 Event Roles
+=================
+
+Before the event
+-------------------
+CW24 was the first Collaborations Workshop that was organised by a wider team and their roles are detailed in the Organising team section in :ref:`CW24 Committees <_cw24-eps-committees>`. 
+:ref:`CW24 Timeline <_cw24-eps-timeline>` provides a detailed breakdown of tasks in the planning phase and when they took place.
+
+During the event
+-------------------
+
+CW is the premier event of the Institute, so most staff were expected to attend and support additional roles required throughout the event. 
+Institute Fellows and CW24 Sponsors filled remaining roles on the Code of Conduct Committee and Hack Day judging committee.
+
+To prepare staff for roles ahead of the event, we built on roles from CW23 and updated the responsibilities to match the technical infrastructure and additional support provided by the venue. 
+We asked staff to volunteer for roles according to their availability and interest, used a staff meeting to talk through roles and answer questions and demonstrate Zoom Events as the platform was used for the first time. 
+Based on the information provided by staff, we created a duties roster spreadsheet that assigned staff to sessions and roles. 
+
+We assigned the following roles to staff:
+
+- **Session Chairs [in-person]**
+
+  - Lightning talks
+
+    - Introduce how the session will run
+    - Line lightning talk presenters up in order of presenting
+    - Introduce the speakers
+    - Keep session to time
+    - (Slides were shared and advanced by CW24 Chair)
+
+  - Introduction sessions (Discussion, Collaborative Ideas, Mini-workshops, etc.)
+
+    - Share the slides to Zoom and project to room
+    - Introduce how the session will run
+
+- **General tech set-up [in-person]**
+
+  - Start-up all laptops in the rooms
+  - Ensure that hybrid kits/OWLs are connected and working
+  - Log into Zoom Events
+
+- **Session tech support [in-person]**  
+
+  - Direct all participants to Sli.do for questions
+
+    - If in-person discussion is happening, ensure microphones are used
+
+  - Help the Session Chair to share slides to Zoom and project to room where necessary 
+  - Advise people where to sit in room if they do not want to be recorded
+  - Liaise with the online facilitator or session support focus on remote attendees to ensure sound and image from the room are clear
+  - Record the session 
+
+- **Session support focus on remote attendees [in-person or remote]**  
+
+  - Act as additional Zoom room host/co-host
+  - Mute people as necessary
+  - Paste relevant links in Zoom chat (such as to the agenda and notes document)
+  - Keep an eye on raised hands and let Session Chair know if unnoticed 
+  - If remote, report on audio/visual quality to in-person tech support or facilitator
+  - Direct all participants to Sli.do for questions
+  - Inform remote participants who is speaking in the room via the Zoom chat
+  - Inform remote participants of breaks and answer/relay questions as necessary
+
+- **General logistical support [in-person]**
+
+  - Introduce/identify themselves at the start of the event
+  - Welcome desk/registration 
+  - Directions to rooms in venue
+  - Collection of people from rooms (after discussion and mini-workshop sessions)
+  - Reminders
+  - Able to direct people for emergency help (liaise with venue staff)
+  - Able to direct people to non-emergency help such as to a pharmacy or shops, support with transport queries (liaise with venue staff)
+  - Health and Safety/Covid-19 status contact point 
+  - Manage the breaks (potentially with use of a bell if not too disruptive to others)
+  - Liaise with the venue on refreshment breaks, meals, room layout-related matters, know if/when the fire alarm test will occur, fire evacuation procedures, etc.
+  - Liaise with participants on accessibility or dietary requirements on the day, etc.  
+
+- **Slack/Sli.do/chat moderator [in-person or remote]**
+
+  - Direct people to Sli.do for questions
+  - Mark Sli.do questions as answered
+  - Monitor #help-desk and #general Slack channels
+  - Answer/relay any questions that come up
+  - Share organiser updates and links to relevant Zoom rooms, streams, and documents
+
+- **Documents and notes manager [in-person]**  
+
+  - [Go-to person during the event for documents that have been generated before the event]  
+  - Take notes in the daily collaborative/agenda document during plenary sessions (keynotes, panels, etc.)  
+  - Copy and paste questions/comments from the chat and Sli.do into the relevant places and add answers  
+  - Know where the various documents are located (e.g. daily agenda document to keep everyone synchronised, spreadsheets for discussion and collaborative ideas group assignments and templates)  
+  - Responsible for any printing needed during the event  
+  - Manage uCONFLY during the event  
+
+- **Group Assignment Managers [in-person]**  
+
+  - Point of contact for dealing with spaces (in-person, remote and hybrid)  
+  - Before the event, a number of “spaces” will be assigned a name that will match a physical location AND a Zoom breakout room  
+  - Assign spaces to Discussion groups, Collaborative Ideas groups, and Hack Day teams  
+  - Assign dedicated hybrid spaces to larger hybrid groups   
+
+- **Hack Day Judges [in-person or remote]** 
+
+  - Attend a meeting to discuss judging criteria  
+  - Visit each team during the Hack Day  
+  - Review project demonstrations based on the judging criteria  
+
+- **Sponsorship Liaison [in-person or remote]**  
+
+  - Make sure sponsors are highlighted e.g. in breakout rooms or physical spaces if agreed  
+  - Liaise with sponsors    
+
+- **Communications Officer** 
+
+  - Event amplification / social media  
+  - Photographer liaison 
+  - Liaise around group photo for remote attendees (with Chair and/or local tech support)  
+  - Podcast liaison  
+  - Have # tags for the event ready to be shared at the start of the event  
+  - Live X’ing (have a certain number of X posts ready to be copy-pasted at appropriate times in addition to ad hoc ones)  
+
+After the event
+-------------------
+CW24 Timeline provides a detailed breakdown of tasks in the post event phase and when they took place. 
+Due to the end of SSI 3 funding, we reallocated many tasks that were initially CW24 Chair responsibilities to other team members in the organising team to ensure the event was wrapped up in a timely manner.