A workshop host contacts the Carpentries staff about running a workshop. He or she will work with the Carpentries Program Manager and Workshop Administration Team to plan and implement the workshop.
Before the workshop, the host will
Fill out the workshop request form
Work with the Carpentries Program Manager and Workshop Administration Team to set dates and location for your workshop
Be sure to account for other events and programs at your site that may affect room availability and participant availabilty
Ensure your location is accessible
Recruit helpers to join your workshop. They don’t need to be directly connected with us. They do need basic knowledge of the tools we teach and enthusiasm to help others learn. We recommend 1 helper for every 8-10 students, not counting the two instructors.
Advertise your workshop. The Workshop Administration Team can help by creating an Eventbrite registration page.
Decide if you want to charge a workshop fee. Even a small fee can greatly reduce the no-show rate. If the Workshop Administration Team creates an Eventbrite registration page, the Carpentries can collect this fee via Eventbrite and use it to offset your workshop fee.
Work with the Carpentries Program Manager and Administrative Support Specialist to make arrangements to pay the workshop fee (only for centrally organized workshops). This includes being sure vendor forms or other documentation are in place. The actual invoice will be issued after the workshop is complete.
Make travel arrangements for visiting instructors (or communicate process to reimburse them for expenses)
Get emergency contact information for instructors in case of last minute changes
Arrange for required materials and equipment
Arrange for coffee, snacks, and/or lunch. We all learn better with fuel!
Email learners to remind them of workshop location, timing, and software installation requirements
Organize a meetup with the instructors the day before the workshop. While this is not always possible, it’s useful for the host and instructors to get to know each other. This can be over coffee, dinner, or anything else that works for your team.
During the workshop, the host will
Meet the instructors and learners
Ensure that the room is set up with all necessary materials and equipment
Periodically check in on the class to be sure things are running smoothly
After the workshop, the host will
Collect workshop attendance
Send attendance and any other feedback to the Carpentries Workshop Administration Team
Pay the workshop fee (only for centrally organized workshops)
Reimburse the instructors
Payment for workshops is generally due 30 days after the invoice is issued.
Invoices overdue 4 or more months may lead to the cessation of work on current activities involving the organization to whom the overdue invoice was issued until the payment process is addressed.
The Program Manager or Workshop Administration Team will introduce workshop hosts and instructors.
Before the workshop, instructors will
Decide on the order of the lessons and who will teach what modules
Create an Etherpad for the workshop
Assist the host in recruiting helpers if possible
Assist the host in ensuring the workshop location is accessible
Share emergency contact information with host in case of last minute changes
Practice teaching the material
Remind the host of the necessary equipment
Join a community discussion
Confirm criteria for reimbursement (per diem or save receipts)
During the workshop instructors will
Review Code of Conduct with learners
Remind learners to use sticky notes to give feedback
Get feedback at lunch and end of each day using minute cards
Support host in collecting attendee names and emails
Send out the post-workshop survey at the very end of the workshop
After the workshop instructors will
Remind the host to send workshop attendance data to the Carpentries Workshop Administration Team
Submit receipts for reimbursement
Send their own feedback to the Workshop Administration Team including any configuration problems
Take part in a community discussion
Report any lesson errors or suggest improvements on GitHub or by email to the Carpentries Workshop Administration Team
Helpers are often recruited from the local community at the host site to support Carpentries workshops. Helpers support learners one-on-one if they are stuck installing software, understanding a certain line of code, or any other parts of the learning process.
Before a workshop helpers will
Introduce themselves to the instructors, letting them know any particular areas of expertise
Review the curriculum the instructors will be teaching
Review the software installation instructions to be prepared to troubleshoot with learners
Make sure the instructors have listed you on the workshop website
During the workshop helpers will
Help learners with setup problems or anywhere else they get stuck
Monitor room for anyone who may need help. Learners may put up a red sticky note or indicate in other ways that they are stuck.
Monitor any questions that come up on the etherpad and answer them or remind the instructor about them during a break.
After the workshop helpers will
Send their own feedback to the instructors and the Workshop Administration Team including any configuration problems
Consider applying to become a certified Carpentries instructor