Update cultural-analytics.md

.github/ISSUE_TEMPLATE/cultural-analytics.md

@@ -8,6 +8,10 @@ assignees: ''
 The Cultural Analytics Group, led by TT, invites guests to campus to lead a talk at the I School and a discussion at AI Futures Lab. Following is a list of standard tasks that should be edited to reflect the needs of the specific event/invited guest.
 
 
+## Resources
+[Main spreadsheet](https://docs.google.com/spreadsheets/d/13cYgJOi4tL7iq04LxK_xxc8VAC3ikgQW4RM1NegWLjM/edit?gid=1083396824#gid=1083396824)
+[Email drafts](https://docs.google.com/document/d/1olB38PY9gWuqXn0vEUXU8aKkYtuOyZmG5mZmvu896qs/edit?usp=sharing)
+
 ## Speaker Information
 - Speaker Name and Email:
 - Event Date:
@@ -22,20 +26,21 @@ The Cultural Analytics Group, led by TT, invites guests to campus to lead a talk
 - [ ] Reserve room for guest speaker at Hotel Shattuck
 
 ## Invitations
-- [ ] Draft formal invitation
+- [ ] Invite TT, KW, event staff to bCal events
+- [ ] Invite event staff to [setup] bCal events
+- [ ] Draft formal invitation ([template](https://drive.google.com/open?id=1SohZJLIGqpRLZC6-_3tFpZ3rcCSR32Pxo0I9eSGGJMc&usp=drive_copy))
 - [ ] Create PDF version of the invitation
-- [ ] Share email draft & PDF with Tim for review
+- [ ] [Share email draft](https://docs.google.com/document/d/1olB38PY9gWuqXn0vEUXU8aKkYtuOyZmG5mZmvu896qs/edit?pli=1&tab=t.9343ntqfgeqd) & PDF with Tim for review
 - [ ] Send formal invitation (with PDF attached) to speaker
-- [ ] Send travel email (Choose one: “air travel - hotel” OR “local travel - hotel”)
-- [ ] Complete speaker vendor registration (Must be done before travel)
-- [ ] Send “Speaker Release Request” (Once title/abstract are received)
+- [ ] Send travel email ([Choose one](https://docs.google.com/document/d/1olB38PY9gWuqXn0vEUXU8aKkYtuOyZmG5mZmvu896qs/edit?pli=1&tab=t.al7juetvmell): “air travel - hotel” OR “local travel - hotel”)
+- [ ] Complete speaker vendor registration (preferably completed before travel)
+- [ ] Send [Speaker Release Request](https://docs.google.com/document/d/1olB38PY9gWuqXn0vEUXU8aKkYtuOyZmG5mZmvu896qs/edit?pli=1&tab=t.mqwj6zqxnccd) (Once title/abstract are received)
 
 ## Coordination
-- [ ] Make a copy of the Application Form and update for this event
+- [ ] Make a copy of the [Application Form](https://drive.google.com/open?id=1cyG0Ufe8kQmA7zkIEJKQ0yJcQfET94VdzGo163rOx6o&usp=drive_copy) and update for this event
 - [ ] Send title/abstract to Jonathan (Web) to add Zoom to the event
 - [ ] Send copy of the Application Form to Jonathan (Web)
-- [ ] File signed speaker request on Drive
-- [ ] Send copy of signed request to Jonathan (Web)
+- [ ] File signed speaker request on Drive (will need to provide it to I School for video release)
 - [ ] Send registration update to [Admin Name TBD] (Determine if >40 lunches needed)
 - [ ] Get speaker details and expense list from TT, and add the expenses that will be covered to this issue
 standard: Lodging (Hotel Shattuck, 2 nts), Airfare, Ground Transportation, No meal reimbursements (lunch and dinner typically provided)
@@ -44,28 +49,30 @@ standard: Lodging (Hotel Shattuck, 2 nts), Airfare, Ground Transportation, No me
 - [ ] Request images from Emily (Social Media); Cc Caitlin (Comms)
 - [ ] Send event announcements (Talk and Discussion)
 - [ ] Add event to the newsletter
-- [ ] Invite Tim’s identified list to the discussion (No application required)
+- [ ] [Invite](https://docs.google.com/document/d/1olB38PY9gWuqXn0vEUXU8aKkYtuOyZmG5mZmvu896qs/edit?pli=1&tab=t.w39em8gla8ve) Tim’s identified list to the discussion (No application required)
 - [ ] Add invited guests to bCal
 
 ## Registrations
-- [ ] Get registration list from Jonathan (Web) (1 week before event)
-- [ ] Update tracking spreadsheet with registration list
-- [ ] Check Application Form responses (1 week before event)
+- [ ] Check registration list on I School event page (1 week before event)
+- [ ] Update [attendee tracking spreadsheet](https://docs.google.com/spreadsheets/d/1dKFwWvwBLj3xNM7GMLjV1Z0SPOgpWuMzjxmnBq1Q1MU/edit?usp=sharing) with I School registration list
+- [ ] Check Application Form responses and link to [attendee tracking spreadsheet](https://docs.google.com/spreadsheets/d/1dKFwWvwBLj3xNM7GMLjV1Z0SPOgpWuMzjxmnBq1Q1MU/edit?usp=sharing) (1 week before event)
 - [ ] Ask Kirstie to review borderline applications
-- [ ] Send acceptance emails to applicants
+- [ ] Send [acceptance emails](https://docs.google.com/document/d/1olB38PY9gWuqXn0vEUXU8aKkYtuOyZmG5mZmvu896qs/edit?pli=1&tab=t.irvnlfmh7u5v) to applicants
 - [ ] Add accepted applicants to bCal
 
 ## Day of Event
 - [ ] Purchase food for AI Futures Lab discussion
 - [ ] Set up food
 - [ ] Lobby duty: Let people in 15 mins prior to start
-- [ ] Set out name tags and crowd release sign
+- [ ] At I School and AIFL events, check people of and add walk-ins to [attendee tracking spreadsheet](https://docs.google.com/spreadsheets/d/1dKFwWvwBLj3xNM7GMLjV1Z0SPOgpWuMzjxmnBq1Q1MU/edit?usp=sharing)
+- [ ] Set out name tags and crowd release sign - make clear notes for anyone who does not want to be captured in the photos
 - [ ] Take photos
 - [ ] Clean up after the discussion event
 
 ## Post-Event 
-- [ ] Send speaker “Post Event - Payment” thank you and instructions
+- [ ] Send speaker [Post Event - Payment](https://docs.google.com/document/d/1olB38PY9gWuqXn0vEUXU8aKkYtuOyZmG5mZmvu896qs/edit?pli=1&tab=t.v1iqdrvsd6ej) thank you and instructions
 - [ ] Upload photos to Drive
+- [ ] Submit details to Jonathan (Web) so that I School can release the recording
 - [ ] Write blog post
 - [ ] Send blog post to speaker for review
 - [ ] Reminder: Send reimbursement reminder 28 days after trip concludes