Explore

Lab Meeting Coordinator (Security Lab)

📝 Inyoung Cheong

3/28/2023

⁠

Scheduling

Collect people’s preferred dates for the next quarter’s meetings around the end of the quarter:

https://www.when2meet.com⁠

⁠

Planning

1. Create a Google sheet to plan. (
`Sample`⁠
)

Indicate the dates, lunch orders, types of meetings, topics, presenters.

Types of meetings: Practice talk, Barnstorming, Lightning Talk, Hangouts, Feedback, Joint Meeting, Guest Speaker, and TBD. (can be added)

Create separate meeting notes and link them on a sheet.

I used it Google docs for compatibility.

Meeting notes can be used as a collaborative document to give feedback to presenters.

⁠

Screen Shot 2023-03-28 at 3.21.53 PM.png

⁠

2. Enable members to make a request for speaking at the meeting.

I used a second sheet in the planning sheet above to collect demands for records but it can be via an email or a Slack channel.

⁠

Screen Shot 2023-03-28 at 3.28.09 PM.png

⁠

Food Order

RSVP : 10 days ahead.

Food Order : 7 days ahead.

Cancellation/Changes : 2 days ahead

1. Get RSVPs.

Sample:

March 27 RSVP Deadline: Security Lab Lunch on April 3, 2023 (google.com)⁠

⁠

March 27 RSVP Deadline: Security Lab Lunch on April 3, 2023 Please RSVP for lab lunch on April 3

What is your full name? (Or at least first and last) (We need to past first and last names into the order form, for government accounting purposes or something)

Will you join for the lab lunch?

Yes/No/Maybe

Do you have any dietary restrictions?

Do you have any preferences (not restrictions) for food orders that we should consider?

2. Log in on Food Order System with your cs account.

⁠

https://norfolk.cs.washington.edu/admin/food-ordering/create⁠

⁠

Screen Shot 2023-03-28 at 3.05.25 PM.png

⁠

3. Fill the blank.

General Info

Event Name: Security Lab Meeting

Group Name: Security & Privacy Research Lab

Order Type: Lunch

Building: Gates Center

Event Purpose: Lab Meeting

Attendees: from the Google form results

Write the full names of attendees with commas.

e.g., Michael Smith, Inyoung Cheong, Sam Bolster

Who will pay?

PIs: Yoshi, Franzi, and David

Payment Instructions: BN 68-1090 (security lab general budget) (otherwise indicated)

Choose your menu.

If you choose the number of attendees, the options of Standard Menu will appear like the right image.

Select anything you’d like based on the attendees’ interests.

Put people’s personal request in a “Menu Special Request” box.

e.g., “2 people are vegetarian. 3 people can’t eat fish. 1 person is allergic to shell fish.”

Want Beverages? If yes, check the box.

Additional Contact

Put your cs account.

It’s done!!! 👏

⁠

Screen Shot 2023-03-28 at 3.13.35 PM.png

⁠

Want to print your doc?
This is not the way.

Try clicking the ⋯ next to your doc name or using a keyboard shortcut (

CtrlP

) instead.