Participant Applications

Participant Application Guidelines

Main Responsibilities:

• Prepare the participant application form. The 2018 form can be found in the hackseq drive here. (Note, you need to be logged in to the hackseq account to view the form, since applications are now closed).
• Set an opening and closing date for applications
• Advertise the participant applications
• Form a sub-committee to sort through the applications and assign participants to teams. Please see the Participant Sorting and RSVP page for more details.
• Send out emails with RSVPs for the accepted participants (coordinate with the communications lead). RSVPs are important to reduce the number of unexpected no-shows (affects catering order, and prevents others that applied from receiving a seat)
• Send team leads a list of their participants with contact information

Important Considerations for Application Period:

• We received more applications than we could accept for this year. If interest remains high for the event in future years, do not open the registration for longer than we did unless a larger space and expanded funding is available (Opened for one month in 2018 extending from August 16 - September 21).
• The team lead selection/projects must be finalized before participant applications can open up. Make sure to advocate and enforce a deadline for the team lead applications set a few weeks before you want to open participant applications
• Incoming graduate students will not start until September, so keep the applications open at least 1-2 weeks into September to give them a chance to enter

Advertising:

• Ask a student from UBC/SFU (whichever you are not affiliated with) to help with advertising at that university
• Keep track of where the participant applications have already been sent in a spreadsheet accessible to all organizers (keeps things from being sent somewhere twice)
• Ideas for where to send the application information:
  • hackseq mailing list
  • Bioinformatics program at UBC-SFU (via Sharon([email protected]) currently)
  • Departments at both SFU and UBC to send to their mailing lists
  • Omics @ SFU group and other relevant students groups at SFU and UBC
  • VanBUG - they will advertise at the September monthly meeting
  • R Ladies Vancouver
  • Send to professors with bioinformatics courses in the fall to advertise to their classes