ClubNix:Howto Plan a meeting

From Clubnix.net

Jump to: navigation, search
This page is far from being finished. Please ignore the contents.

Deze pagina is absoluut niet voltooid. Graag de inhoud van deze pagina negeren.


Here I will describe how I plan meetings. If someone takes over meeting plannings or have to fill in feel of course free to do it your way. Laudaka (Paulus) 01:36, 18 October 2009 (CEST)

Contents

[edit] Step 1: Marking a year of second Sundays in a physical agenda

  • Remember our usual meeting date is the 2nd Sunday of each month.
  • This assumes you're using a physical agenda. It may seem a recipe for morons but it really served me well to do it this way. All first Sundays of the month get a "1" written through the word "Sunday" in my agenda. All second Sundays get a "2" written through the word "Sunday". All third Sundays get a "3" written through the word "Sunday", and the same of course for fourth Sundays and the rare fifth Sundays.
  • While numbering also circle the "2"'s of the second Sunday so those clearly jump out.

[edit] Step 2: Making a year's list of second Sundays on the wiki

  • Now add all those Sundays to the list on the Current events wiki page. Also add the Sundays that we plan skipping. It's handy to see what months we've skipped past years and what months we plan to skip this year. All the meetings that are planned to take place get the word UNCONFIRMED in the description of the link. All the months that are skipped get nothing added to the description. Put the reason why it is skipped behind the link in plain text. (For December "No meeting because of Christmas holidays". For August and July "No meeting because of summer holidays".)

[edit] Step 3: Consult the ClubNix yearly calendar

Scratch or moves any dates aided by the ClubNix year calendar. The ClubNix yearly calendar:

  • February: the FOSDEM weekend (avoid weekend)
  • March/April: Easter (avoid weekend)
  • July: summer holidays (no meeting)
  • September, 3rd Saturday: Software Freedom Day!
  • December: Christmas holidays (no meeting)
  • Date varies: avoid the weekend of an Ubuntu Release Party in The Hague if there is one

Previous and next Ubuntu Release Party dates: Saturday, 16 May 2009 and Saturday, 21 November 2009. Ubuntu releases and therefore Ubuntu Release Parties are spaced about 6 months apart.

[edit] Steps TODO

  • meeting in the past with not tag, "date and time confirmed" meeting, "UNCONFIRMED" meeting
  • point out the discussion page of the Current events page

[edit] mish mash of stuff to be rewritten

  • When you are at the meeting try to plan two meetings in advance. Then it's not a disaster if you're ill for one meeting. And it's not so far ahead people can't promise anything yet because they don't know there plans for that future day yet. At least the person coming with the key should say yes before setting a meeting to "date and time confirmed".

An example of a completely planned year. All the links to the meeting pages would still be red because no meeting page existed yet, this is a feature of the wiki software.


Half way the year it looks like this. Meetings in the past have no tag, meetings in the future have either the "date and time confirmed" tag or the "UNCONFIRMED" tag.

[edit] Step 5: Create a meeting topic on the forum

[edit] Step 6: Create the meeting page and the meeting template page

On the wiki go to the Current events page (at the left of every page below "navigation" you'll find the link). Click on the $$$desbetreffende$$$ meeting. You shouldn't put any contents here describing the meeting. The only thing you'll put here is a pointer to the meeting template. The meeting template contains the description of the meeting. Because on the front page you point to the template and on the meeting page you point to the template if anything changes you'll never need to change it at two places. It will change on the front page and on the meeting page automatically as soon as you change the template. Your meeting page should contain no more than this (of course with the right date): 

{{Template:Description_11_Apr_2010}}<!-- Click "Help" at the left below 
"navigation" if you don't know how to edit a wiki template. -->

When you've saved that page the link to the template will be on the page. Click to create the meeting template page. For more on templates see blah blah blah$$$.

[edit] Step 7: Make the meeting show up on both the English and Dutch home pages simultaneously by putting it in Template:Container_template_definition_with_upcoming_meetings

And now finally you can create meeting template which is the place where the description is. The meeting template page of blah blah$$ of March 2010 looked like this for example:

Wat Inloopbijeenkomst What Open Meeting
Wanneer 13:00, zondag 14 maart 2010 When 13:00, Sunday 14 March 2010
Waar het kantoor van LinProfs
Benoordenhoutseweg 23 (10 min. vanaf Den Haag Centraal station)
2596 BA Den Haag 		Where the offices of LinProfs
Benoordenhoutseweg 23 (10 min. from Central Station)
2596 BA Den Haag
Taal Nederlands en Engels Language Dutch and English
We beginnen met het beantwoorden van vragen over Linux en open source software. Neem zonodig je laptop of pc mee. Daarna is er volop tijd voor: ideeën uitwisselen, discussie, elkaar Linux software en gadgets laten zien, misschien zelfs een korte geïmproviseerde lezing, enz.
N.B. De deur gaat dicht nadat we beginnen. Op de deur hangt een briefje met het telefoonnummer wat je moet bellen om binnen te komen. 		We'll start with helping people with their Linux and open source questions. You can bring your laptop or PC if needed. After that there will be plenty of time for exchanging ideas, discussion, showing each other Linux related stuff, maybe even a short impromptu presentation and so on.
N.B. The door is locked after the meeting starts. Call the phone number on the note stuck to the door to get in.

What I normally do is the following: If the betreffende$$ meeting is an open meeting then I copy the contents of the last open meeting and I adapt the contents. Sometimes I improve the wikimarkup as well. When the betreffende$ meeting is a presentation I copy the contents of the last presentation of course. For a presentation there's often more to change. Make sure you also make the new description point to the right forum topic on the Presentations subforum.

FIXME: What I describe above should be better described. Like this: Keep this description on the first tab or in a separate browser window. In the next tab open the Current events page. Then the meeting page of the previous blah meeting in the next tab. The meeting template definition of the previous blah meeting in the next tab. Now in the current events page click the blah meeting you want to create. In that page you only insert the yet non-existent template of that meeting. Save it. Because the template is yet non-existent it will be a link. Ctrl-click the link to open it in yet another tab. This is the template definition of your next meeting. Now copy the meeting table from two tabs to the left into that template definition page. Save it.

FIXME: And now you can put it on the Main Page as well.

[edit] Step 8: Put it on the Main Page/home page

And now you can put this new meeting on the Main Page of the wiki, which serves as our home page. Go ahead. You only need that same line to insert the template you already inserted on the meeting page. 

{{Template:Description_11_Apr_2010}}<!-- Click "Help" at the left below 
"navigation" if you don't know how to edit a wiki template. -->

[edit] Step 9: After the meeting

Retrieved from "http://www.clubnix.net/index.php/ClubNix:Howto_Plan_a_meeting"
Personal tools