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Email and Communication
Everybody had access to the email address ([email protected]). However, @baraaorabi was designated member to be in charge of the email. So if you have any questions, ask him.
One of my (baraaorabi's) main tasks was to ensure that mailing list is up to date. The website (hackseq.com) has a mailing list signup form that allows people to send in their name and email address. The website, hosted on foursquare.com, will forward those signups to the email. What I would do then is to, every once in while, manually add the those signups as a Gmail contact and add hackseq-mailing-list label to them.
Another thing that I had to do was to always check the email and address any questions that people might have. This was especially important during the RSVP period in the last two weeks before the event.
We sent emails to our mail list for team lead applications in late April. A draft of the email is here. We sent out announcements regarding opening the participant applications in late August. A draft of the email for participant applications are here.
Among the places we advertised to:
- Our own hackseq mailing list
- UBC/SFU Bioinformatics Program ([email protected])
- UBC MedGen
- UBC Physics
- UBC Computer Science
- UBC Masters of Data Science
- SFU Computing Science Grad mail list
- SFU Math
- SFU Omics
- VanBug
- ECOSCOPE mailing list
- Professors:
- Max Libbrecht (SFU)
- Kay C Wiese (SFU)
- Faraz Hack (VPC)
- ChallengeRocket
- (Others)[https://github.com/hackseq/hackseq18/issues/13]
After participant sorting, I wrote and sent emails to all projects sorted participants. We sent out the first batch of RSVP's the day after sorting the participants (26th of Sept). That was about a week after closing the participant applications (21st of Sept). A sample RSVP email is here.
Right before participant applications were closed, and before we sorted out participants into teams, we sent out an update email to team leads (mid Sept). The email reminder is here.
I also sent out the emails the day before the event to the participants and to the team leads. The email is here.
Note I: We have not anticipated that we get the high number of participant applications relative to the small number of projects we had this year. We probably should have noted that applying does not guarantee a spot if we think that we can't accommodate that many participants.
Note II: I think we should have sent out team lead and participant reminder at least 3-5 days before the event, not a day before.
You are going to be handed the email with an empty inbox. Any email that is sorted out is archived right away.
Gmail email Snooze feature is awesome, make use it.
You are not the only person using the email. People like to know the name of the person they are talking to. Personally, the only exception I had for this were mass emails (like mail list announcements and participant RSVP).