Last updated 7 March 2016.

It is suggested to print this out and have it in your hands on sprint day!

Table of contents

# Small sprint - attendee checklist

  1. begin
  2. log in to drupal.org
  3. fill out your d.o profile
  4. turn on email notification for issues you follow (notifications setting in user profile)
  5. join #drupal and #drupal-contribute in IRC. say hi (in IRC) to others at your sprint.
  6. find tasks
  7. click follow button on issue(s)
  8. make a comment on the issue saying what you are about to do
  9. work on task
  10. make a comment on the issue with questions or partial work
  11. lunch
  12. work on task
  13. make a comment on the issue with questions or partial work
  14. show someone else your work
  15. fill out your d.o profile (with mentors)
  16. dinner!

See Small sprint - organizer checklist.

# Large sprint - attendee timeline

  1. begin
  2. name tags, use a thick marker to write your name on a sticker name tag that can be placed on your shirt (the badges hang below the table edge and people cannot see them)
  3. workshop
  4. find table/mentor
  5. get stack of task cards
  6. log in to drupal.org
  7. fill out your d.o profile
  8. turn on email notification for issues you follow (notifications setting in user profile)
  9. join #drupal and #drupal-contribute in IRC. say hi (in IRC) to your mentor and others at the table.
  10. find tasks
  11. click follow button on issue(s)
  12. make a comment on the issue saying what you are about to do
  13. work on task
  14. make a comment on the issue with questions or partial work
  15. lunch
  16. work on task
  17. make a comment on the issue with questions or partial work
  18. show someone else your work
  19. fill out your d.o profile (with mentors)
  20. live commit
  21. back to work
  22. meet others in an area of interest
  23. break
  24. dinner!

See Large sprint - organizer checklist.

# Small sprint - organizer checklist

  1. Have signage so people know they are in the right location.
  2. Be really nice to new folks.
  3. Welcome each person who comes, introduce yourself, introduce everyone else. Say IRL (in real life) names and usernames. Write down names where people can all see them.
  4. Tell people if there will be lunch. (Write it down, where you are writing down other announcements, cause people will come in late and they will be able to catch up.)
  5. Write down WiFi and password.
  6. Get people on irc in #drupal and #drupal-contribute. Because, even when working in-person, irc is handy to share links and use the bot. And remotely, you get to coordinate, get help, and get to joke with Drupalers. Also, when participants get used to irc, then after the sprint they can continue to stay connected. Write down the irc channels.
  7. Get to know the attendees, asking them questions, and then help them choose tasks that are good matches to them.
  8. Match participants with simple tasks. Especially their first task should be simple, so they have success and give them confidence to stay engaged and keep trying.
  9. Tell participants when they begin to work on issues, to make a comment on the issue saying what they are about to do. This helps to avoid duplicate work.
  10. Advise participants to reload issue pages before making a comment to see if someone else has commented since the last time they loaded the page.
  11. Ask participants to paste links to issues they are going to start work on into IRC. (This helps communicate with people around the world, and also makes a record for the organizer of who is working on what.)
  12. Tell participants that it is encouraged make comments on Drupal.org issues to: ask questions, give intermediate results, etc.
  13. Have participants work in groups, it encourages collaboration in the community and can help mentors if there are many participants.
  14. Show participants their d.o profile page. Have them add information about themselves and their mentors. Show them their "dashboard" and how to turn on email notifications for issues they follow.
  15. Take pictures (ask permission), and write down who is there.
  16. Thank everyone. Celebrate successes, especially small ones.

See Small sprint - attendee checklist.

# Large sprint - organizer timeline

  1. arrive early
  2. locate supplies
  3. place supplies and signs (make any missing signs)
  4. mentors put on sticker name tags: use a thick marker to write your name on a sticker name tag that can be placed on your shirt (the badges hang below the table edge and people cannot see them)
  5. pre-event mentor huddle
  6. pick people for workshop vs mentored sprint room and greetings
  7. begin event
  8. have participants get sticker name tags (badges hang below the table edge and people cannot see them)
  9. have each participant get a stack of all the task cards
  10. make announcement to the whole room
    • with what the day will be like in general
    • get in irc. say hi to mentor in #drupal-contribute
    • expectations setting
    • take a while to find an issue
    • want participant to do the finding, not be handed an issue and why
    • many people 3-5 working on one issue (bug, needs work or needs review) use tags (novice, topical)
    • explain use of task cards (we should get words for this ahead of time. cathy not totally clear on how they practically work with how we try to get people working on issues right away at the sprint. maybe we ask mentors how they use the cards and find out. maybe we tell people they are to take home, and to help them run their own sprint at home?)
  11. take attendance. record time, room, attendance counts in sprint signup google spreadsheet. tweet attendance and photo.
  12. instruct photographers
    • remind to ask permission
    • get close ups with diversity and happy people (not all serious)
    • post to flickr, get their flickr profile ids of photographers
  13. move people from workshop to core sprint room. Explain they have graduated from set-up and now they can go to the other room to contribute to the project.
  14. room announcement:
    • fill out profile
    • work together
    • when lunch will be
  15. mentor huddle
  16. confirm with committer estimated time of live commit (make a google calendar invite)
  17. check on participants
    • make sure they post a comment
    • encourage partial/WIP patches/reviews.
  18. add rtbc candidates to google spreadsheet
  19. introduce sprint sponsor so they can thank the sprinters and mention their company name many times.
  20. lunch
  21. review rtbc candidate issues
  22. introduce sprint sponsor so they can thank the sprinters and mention their company name many times.
  23. mentor huddle
  24. have mentor and participants go to an experienced mentor and say what all they did (mentors hand out stickers)
  25. triple check rtbc candidates
  26. remind people to update their profile (with mentor info)
  27. make sure people post their partical work, make comments with questions (is ok to later make another comment answering own questions)
  28. take attendance (again)
  29. show participants their d.o dashboard
  30. room announcement (repeat things that their table mentors have likely said or demonstrated):
    • review accomplishments (expectations, partial work)
    • update profile
    • post partial work
    • dashboard
    • going forward: irc office hours, extended sprints, at home, set expectations for issues getting "fixed"
    • live commit
  31. pick live commit issue. make sure at least one new contributor who worked on the issue will stay for the live commit
  32. show live commit issue to committer 30 mins before live commit
  33. announce in all the rooms there will be a live commit at XX:YY
  34. hand out stickers
  35. at XX:YY re-announce and encourage people to move to live commit area
  36. take mentor picture before live commit
  37. XX:YY live commit. get *all* participants in live commit issue on stage (new contributors, experienced contributors, mentors)
  38. lots of folk will leave at this point. totally fine.
  39. remaining participants and mentors go back to tables
  40. introduce participants to topical tables/maintainers/experienced contributors
  41. help people "finish"
  42. end. kick people out of room. check room for power cords or other valuables.
  43. break
  44. dinner (mentor thank you dinner)

See Large sprint - attendee timeline.

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