Guide to organizing an Agda meeting

• Pick the dates
  • Usually from Wednesday until Tuesday, but Monday until Sunday works too.
  • Avoid overlap with conferences (ICFP, TYPES, ...)
  • Check proposed dates with main developers.
• Book a room
  • Often on campus, but also consider a nice spot in the countryside away from distractions
  • One room for at least ~30 people with a projector
  • If possible: one or two smaller breakout rooms close by
  • Attention: also book a room for Saturday (if possible)
• Create a wiki page
  • URL: https://wiki.portal.chalmers.se/agda/Main/AIM???
  • Include the following sections: important dates, registration, participants, location, accommodation, programme, talks, discussions, code sprints, excursion (you can leave the body of each section as "tba" for now)
  • Add a link to the page on https://wiki.portal.chalmers.se/agda/Main/AgdaMeetings and https://wiki.portal.chalmers.se/agda/Main/HomePage
  • Add contact information of the organizer(s)
  • Include recommendations for accommodation
• Make a schedule (and add it to the wiki page)
  • Daily schedule from 9:30 to 18:00
  • First day: schedule 1 hour for introductions and code sprint proposals
  • One or two talks in the morning (30-60 minutes per talk)
  • Leave afternoon open for code sprints and discussions
  • Don't forget breaks for coffee and lunch!
  • End each day with a wrap-up meeting (30 minutes)
• Invite people to attend
  • Send mails to Agda mailing list and TYPES mailing list
  • Ask for an announcement on Haskell Weekly
  • Invite local people who might be interested
  • Send individual invitations to new contributors
• Invite people to give a talk
  • Include an open call in the invitation mail
  • Ask someone from a neighbouring community (Idris/Coq/Lean/Haskell/RedTT/Andromeda/Arend/Cedille/...) to give a talk
  • If you don't yet have enough talks ~4 weeks before the start, send some reminders to the usual suspects
• Organize coffee breaks (morning + afternoon)
  • This can often be funded by the university or from a project
• Provide extension cords and power strips so everyone can plug their laptop
• Make sure everyone can connect to wifi
  • Often there are one or two people without Eduroam access
• Consider finding a sponsor for travel funding for underprivileged attendants
• Organize an excursion for Sunday
  • Often a hike in a nice nature spot, but can be anything.

After the meeting, please update this document with the lessons you learned so future organizers can learn from them!