2025-11-19

[ns-rse]

Steps to take when setting up a new meeting. Ideally setup and announcements should be made at least two weeks in
advance. The longer the notification period the more likely it is that people will be able to attend.

Setup

• Date : 2025-11-19
• Time : 17:30-19:00
• Venue : The Diamond
• Book a Room : Room G0{4,5} requested via the provided portal. (Submitted : SHEF 2510 11040
  ), but
  assigned Lecture Theatre 8
• Request details from speaker 1 : Robert Smith
  • Ask Speaker if they consent to having their pictures taken while presenting.
• Request details from speaker 2 : Oliver Dolin
  • Ask Speaker if they consent to having their pictures taken while presenting.
• Complete external
  speaker form
  if speakers are external to the University (requires room booking reference before submission). SHEF 2510 11044
  Go to Home Page
• Create Calendar Event : Create a calendar event in Google Calendar. (Calendar Link can be found under More
  Actions > Publish Event). https://calendar.google.com/calendar/event?action=TEMPLATE&tmeid=NzAzaGJiYnFkYm41NGt2c24yZGVyN2V0OTYgbi5zaGVwaGFyZEBzaGVmZmllbGQuYWMudWs&tmsrc=n.shephard%40sheffield.ac.uk
  • Google Meet Settings : Meeting access type set to Open
  • Google Meet Link : https://meet.google.com/sns-yqak-nhy
  • Calendar Link : https://calendar.google.com/calendar/event?action=TEMPLATE&tmeid=NzAzaGJiYnFkYm41NGt2c24yZGVyN2V0OTYgbi5zaGVwaGFyZEBzaGVmZmllbGQuYWMudWs&tmsrc=n.shephard%40sheffield.ac.uk
• Website Post : Create a new post (see README for
  instructions) with details of the talk(s) and speaker(s) biographies. Include both the Google Meet and Calendar Link in the web-page.

Announcements

Announcements of forthcoming events can be made in a number of places, at a bare minimum the Meetup Mailing List
should be used as it is the primary source for organising the group. These should be made at least two weeks in advance
to maximise the notification period and increase attendance but reminders can be sent out closer to the time if required
(e.g. to the Meetup Mailing List).

• Meetup Mailing List : Announce the meeting on the Meetup SheffieldR User Group mailing list including both the Google Meet and Calendar links.
• RSE Mailing List : Announce the meeting on the RSE Sheffield Mailing
  List) mailing list including both the Google Meet and Calendar links.
• University Website - What's On : Submit a form with details of the event to announce on the University's What's on public page. This should be done at least two weeks in advance.
• NHS-R Slack : If you are a member you can announce the event on the NHS-R
  Slack.
• Sheffield Digital Slack : If you are a member you can announce the event on the Sheffield Digital Slack.
• Royal Statistical Society Sheffield Local Group Contact the RSS Sheffield Local group and ask them to disseminate details of the meeting (contacts are currently Esther Herbert but may change over time).

During the Event

During the event, a couple of tasks are needed and it would be helpful if organisers can share tasks. If you'd like to help out, tick the task and put you name next to it.

• Update Schedule Slides: Modify the schedule and add the speaker's slides if they send it before hand
• Pre Set up: Arrive to the room a bit earlier to make sure the projectors are all working
• Facilitator: Introduce speakers, facilitate Q&A, and mention feedback form and volunteer form.
• Hybrid: Log into the Google Meet and make sure the slides and voice are in order for online attendees. Also monitor the chat and relay the questions to the speakers
• Media: Snap a couple of pictures of the speakers with their consent to upload on the meetup page.

Post Event

• Add material to web-page: Add a link to slides to the post under SheffieldR.github.io/posts/yyyy-mm-dd/index.qmd. If the speaker hosted the slides on GitHub pages or Google Slides this can just be a standard link to the URL (although it may be desirable to make a PDF of Google Slides and include it on the site). If the speakers had slides as a PDF of PowerPoint slides request a copy and place them in the same directory as the web-page adding a link to index.qmd.
  /date of meet up/"
• Send post event message: Send a post event message to thank the presenters and everyone who came.
  • Choose: All members
  • Write the Subject and Message
  • Link the slides that were previously uploaded to the folder of the event