How to Run a Bootcamp

This post originally appeared on the Software Carpentry website.

With so many people setting up and running Software Carpentry workshops, I thought it was time to put together a more complete how-to. If I've forgotten anything, please let me know. (Later: please also see this PLoS paper"Ten Simple Rules for Developing a Short Bioinformatics Training Course".)

Assumptions

• bootcamp is 2-3 days long
• For 20-50 learners...
• ...who are typically grad students in science and engineering
• There is 10:1 ratio of helpers to learners (or better)

Goals

• Learners leave with a basic set of skills...
• ...and a big-picture view of how to apply them
• A handful of learners/helpers are ready to run workshops on their own
• We have feedback on how to improve content/format

Venue

• Prefer flat seating to banked seating (makes it easier for helpers to reach people)
• Power, network, and air conditioning
  • 40 people plus laptops generate a lot of heat
• Prefer places where people can drink coffee/eat snacks while they're working
• Note: make sure venue is accessible to people with disabilities

Dates

• Weekends, weekdays, and splits have all worked (adjust to local needs)
• Start of term works better at universities than end of term
• Start of second/subsequent term works better for grad students than start of first term
  • Too many other things going on at the start of a new academic year
  • By second term, people know whether they need this or not
• Mid-term breaks (reading weeks) have not worked well: very high no-show rate
• Can also schedule bootcamps right before/right after major conferences
  • Usually means extra accommodation expenses for participants...
  • ...but can be easier to teach when all learners are from the same community

Times

• We typically run 9:00-4:30, but this will vary to meet local needs
• Note: remember to take childcare needs into account

Instructors and Helpers

• Recruit instructors beforeannouncing event
  • We're happy to help
• Recruit helpers locally
  • Typically grad students who already know this stuff...
  • ...who might be thinking about becoming instructors themselves
• Remember:one person can't talk eight hours straight for two or three days
  • Not coherently, anyway

Registration

• Your institution/venue may insist you use their system
• Otherwise, we use EventBrite
• We're happy to host registration (just ask us for access)
• Make sure to allow a waiting list
• Note: usually best notto charge even a nominal amount for registration
  • As soon as any money is changing hands, academic institutions will often charge for space

Advertising

• Create a page with bootcamp details
  • Usually separate from the registration page (to give more control over content and style)
  • We're happy to host this...
  • ...or to link to your page if you'd rather host it yourself
• Tweet and blog about the event
• Send mail to departmental mailing lists, disciplinary mailing lists, and specific specific people (e.g., lab directors)
• Note: remember to include links to the advertising page and the registration page!
• Note:notify participants if the event is being broadcast or recorded
  • A signed photo release will be required from each participant if pictures are being taken

Catering

• Decide whether to provide coffee/snacks at breaks and/or lunch
  • Typically budget $5 per person per snack, $12-15 per person for lunch...
  • ...which adds up quickly
• Note:remember to take dietary restrictions into account
  • Vegetarian/kosher/halal
  • Nut/dairy allergies

The Week Before

• Request confirmation from participants
• Notify people on the wait list if they're going to be able to attend
  • May invite 10 or so people from wait list to show up
  • If there are still empty seats at mid-morning on the first day, they're welcome to stay
  • If not, they're welcome to come back for the next one
  • Note: make this clear to wait listed people you invite before they come
• Send software/network setup instructions
  • Include instructions on how to check that things have installed properly
  • Include a contact address for people who are having trouble
• Send pre-workshop questionnaire (if any)

The Day Before

• Are the building and room going to be unlocked on the day of the event?
• Do you know where the washrooms are?
• Is there any noisy construction/cleaning going on?
• Is the projector working? Do you have a spare bulb?
• Is the network working?
• Do you have enough power cords?
• Do you have a contact number for maintenance/tech support?
• Have you double-checked with catering (if you're having snacks/lunch brought in)?
• Have you emailed a reminder to participants?
• Have you set up any accounts/web sites/repositories you will need?
• Do you have sticky notes in two different colors to hand out?
  • Use these instead of clickers to answer yes/no questions, signal need for help/completion of exercises, etc.

On The Day

• Give people a few minutes to plug in, get on the network, etc.
  • Put network connection instructions on handouts, on the projected screen, etc.
• Tell people what Twitter hash tag you're using (if any)
• Circulate the attendance sheet/photo release form
• Hand out multi-colored sticky notes

Follow-up

• Collect attendance sheet/photo release forms
• Create mailing list for contacting participants after the event
• Send post-workshop questionnaire (if any)
• Wrote blog post summarizing event