TDD 2025 tasks

[hadley]

So we remember all the tasks that we assigned to folks and can repeat in future years:

• [ ] Find a location
• [ ] Create eventbrite page
• [ ] Write the blog post
• [ ] Commission token of appreciation
• [ ] Find a barista (https://github.com/tidyverse/tidy-dev-day/issues/34) Possibly https://www.livewire.coffee/
• [ ] Buy snacks (https://github.com/tidyverse/tidy-dev-day/issues/46)
• [ ] Order food
• [ ] Polish ice breaker activity
• [ ] Polish PR worksheet
• [ ] Polish opening and closing slides
• [ ] Host an online Git workshop
• [ ] Plan social time
• [ ] Plan issue labelling extravaganza (https://github.com/tidyverse/tidy-dev-day/issues/36)
• [ ] Elect the adhesive czar (https://github.com/tidyverse/tidy-dev-day/issues/35)
• [ ] Elect the photographer
• [ ] Elect the welcomer (https://github.com/tidyverse/tidy-dev-day/issues/50)
• [ ] Package upkeep (https://github.com/tidyverse/tidy-dev-day/issues/46)
• [ ] Write a round up blog post

[jennybc]

Re: catering survey: make this more constrained than a free text box.

[hadley]

If it's not clear what you're doing, please make a PR to the README that describes it.

[topepo]

blog post PR: tidyverse/tidyverse.org#742

preview with several TODOs to fill in the details.

[hfrick]

The snack run to CostCo should also include anything necessary for lunch beyond the sandwiches themselves, so beverages, possibly dessert, as well as disposable plates, cutlery, napkins, and cups.

[hfrick]

For the beverages: We have access to a full-size fridge in the catering space (that comes with our reservation of the Reception Hall) according to https://cas.gsu.edu/eventcenter/#catering-space cc @jennybc

[hfrick]

A heads-up: unfortunately, we don't have fridge access at the new venue

We don’t have a fridge available. We’re happy to provide beverages with a beverage package but our back of house areas are not available to access to guests, clients, or outside vendors.

[jennybc]

For next time, remember to get nametags and sharpies.

[DavisVaughan]

@jennybc i just added a bullet to the sections above about this in case we copy-paste the tasks for 2026

[EmilHvitfeldt]

For next time, bring backup adhesive and scissors in case of bad walls

[lionel-]

Keep in touch 6 weeks and 2 weeks before event with venue to make sure they're still good for it (at tdd-2025 our venue cancelled 1 week before the event)

Edit: Or just consider it's a freak event we shouldn't guard against

[mine-cetinkaya-rundel]

Git office hours should be no more than 2 weeks prior, ideally 1 week prior

[hfrick]

Lunch order: next year with a contact who is there in person

[DavisVaughan]

Avoid the classroom layout.

Circular tables work best if possible because they encourage collaboration (feedback from attendees)

[DavisVaughan]

Don't make cheat sheets a tidy-dev-day issue, too complex to "finish" in a day, and it's hard to get in the cheat sheet author's head and make changes

Same with "make a whole vignette" issues, for similar reasons

[lionel-]

Set up a slack channel early to coordinate beforehand.

Someone in charge to follow up with everyone's responsibilities one week before event

[lionel-]

80 people (60 + helpers) is a good size. Originally we aimed for 100 (80 + helpers)

[DavisVaughan]

Make sure end of venue time overlaps a little with start of social time

[DavisVaughan]

Only provide 1 drink ticket per person, expect that some people drop out by the end of the day so some people can get 2 if they want, but we don't need to order >1 per person.

The key is to tell a bar it is a "public event" with 80 people, that seems to help avoid them thinking we need a private room with a minimum fee and required food ordering