This is a somewhat generalized version of the checklist we use to run a community call. For a description of the process, see How rOpenSci Runs Community Calls. You are welcome to adapt for your own use. If you do, please acknowledge rOpenSci.
- Choose a topic from the list
- Select 1-3 (... or 6) speakers or panelists
- Work out topic details, target audience
- Consider sparking further discussion and interest e.g. send a tweet that links to the topic thread
- Select a date and time that works for speakers and target audience
- Avoid timeslots regularly used by your community's neighbors
- Announce a "save the date"
- Create Zoom meeting
- Create landing page on website with details including speaker bios, how to join the event (including link to phone access numbers), resources on the topic
- Advertise to target audiences
- Tweet to promote. Pin tweet
- Post in relevant Slack workspaces, newsletters. Share links to the landing page and to a tweet people can share
- Have pre-event meeting with speakers
- Create Google doc for attendees list (optional to add name, organization, country), collaborative notes, Q & A, links to speakers' slides or gists for code, resources | example
- Edit intro slide to show via screenshare at start of call; contains agenda, link to collaborative notes doc
- Edit intro script
- Run community call
- record call and use Otter.ai Live Notes for transcript
- Unpin announcement from Twitter & Slack
- Upload video
- Edit transcript and upload for closed captions on video
- Add all artifacts of the call to its landing page
- Tweet that video and other resources are posted
- Thank the speakers
- Consider writing summary blog post or assisting community member to write
- Record attendance numbers, note any highlights or impact stories, and share with the team
- number of attendees, number of countries represented; % of attendees from academia, government, industry, non-profit, other