Preparation for the online toolkit
This is the list of items that we used to get all work organized prior to and during the MEG/EEG toolkit. We have copied the list here so that others organizing similar events might learn something from it.
General
- Restructure the format so that it works online
- Organize online documentation for everyone
- Settle on a new time schedule
- Decide on the digital tools to use (Zoom, Slack, Google docs)
- Find tutors for the online hands-on sessions
- Figure out the fee with the management and administration
- Invite everyone on Slack
- Instruct the tutors/lecturers
- Test breakout rooms in Zoom
- Discuss payment with admin
- Inform management
Data and software
- Ensure everyone has a MATLAB license
- Ensure everyone has a proper MATLAB version (Jan-Mathijs)
- Organize data for download
- Ensure that everyone has a proper FieldTrip version
- Inform participants to download
Program time slots etc.
- Give more tutors write access to the calendar schedule
- Finalize program
- Distribute the calendar with the detailed program
- Organize social events and/or breaks (Joey)
- Add the tutors to the google calendar (Joey)
Program filling in tutors and lecturers
- Confirm Eric and Martin to lecture live at the indicated times
- Assign tutors
Website or google docs
- Update toolkit2020 program on website (only afterwards)
- Remove old news from front page
- Provide instructions about lecture videos to watch (and when)
- Provide instructions about Q&A sessions
- Provide instructions about Hands-on sessions
Dry run
- Schedule and distribute pre-meeting for participants and tutors
Misc
- Make more tutors admin of the Slack workspace
- Distribute links to session specific shared Q&A google docs
- Add code of conduct (Sophie)
- Distribute links to personal hands-on google docs (just before)
- Make Slack channels for each session (during)
- Share the slides of the lectures
- Get permission for recording and sharing video recordings
- Highlight or link to the current element (throughout the week)
- Get feedback from participants (afterwards)
- Send people certificates of attendance
- Organize payment