Protocol for organising events

Steps to organise events:

• Create a ticket to share information about the event with the team.
• Check if the Zoom account is free on the date. If guest speakers will be invited, check if the date is suitable for everyone at least 3 months in advance.
• Create the event in Eventbrite (include a question to participants: are they OK with the event being recorded?)
• Create a TinyURL for the event's Eventbrite link
• Produce a blurb about the event and an image with event details to be shared on social media. In the Programing Historian Canva account there is a set of images with the title "promo-images" to be used as the basis of promotional images for Programming Historian events. These images should be adapted to suit the colour of the relevant publication
• When sharing images on social media, add alt-text to give in writing the details written in the image
• Always ensure the web accessibility for the visuals
• The Programming Historian colours and fonts are available in the Brand Guidelines
• Programming Historian's existing imagery can be found in the following pages: https://www.flickr.com/photos/britishlibrary/ or https://www.flickr.com/photos/e-codices or http://www.loc.gov/maps/collections
• Send guest speakers a Google Calendar invite with the link to the Zoom call (10 minutes before the announced time) and the questions / points to be discussed during the event
• At least 3 weeks in advance, start to communicate the event

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Communicating the event

All languages: Patreon, Twitter/Mastodon and events section in the Programming Historian website

Language-specific:

Spanish: ask for the support of the Spanish team to spread the word among their contacts and students Past events have been shared to: Humanidades Digitales Hispánicas (Spain) and Asociación Argentina de HD [Jenn]; LatamHD mailing list that is managed by the Red de HD http://humanidadesdigitales.net/ in Mexico [mariajoafana]; and tweeted by @HDHispanicas [Humanidades Digitales Hispánicas]

English: ask for the support of the English team to spread the word among their contacts and students; Royal Historical Society newsletter, H-net, H-Soz-Kult, Digital Humanities channel in Slack https://sites.google.com/view/ai4lam Europeana Research Community (via Rebecca Kahn) https://pro.europeana.eu/page/europeana-research whatever we think of it, dh-humanist is still going https://dhhumanist.org/ https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=DIGITALSCHOLARSHIP

Possibly sending information to some of the listservs listed here and here

Digital Humanities Summer Institute mailing list - email event to institute@lists.uvic.ca

Portuguese:

Laboratório de Humanidades Digitais: dhlab@fcsh.unl.pt [Daniel's group] Associação das Humanidades Digitais: ahdig.portugues@gmail.com História da Historiografia: historiadahistoriografia@hotmail.com ANPUH: secretaria@anpuh.org Rede Brasileira de História Pública: rebrahip@gmail.com Associação Brasileira de Humanidades Digitais / Jair Martins de Miranda: jairmm@unirio.br Ana Isabel Ribeiro (Coimbra): aribeiro@fl.uc.pt [asked for a group email] Sílvia Lima Gonçalves Araújo (Minho): saraujo@elach.uminho.pt [asked for a group email] Thiago Lima Nicodemo (Centro de Humanidades Digitais / Unicamp): tnicodem@unicamp.br Bruno Leal (UnB): bruno.leal@unb.br Vanessa Martins do Monte (Grupo de Pesquisas Humanidades Digitais / USP): vmmonte@usp.br [asked for group email]

French:

quanti@groupes.renater.fr mate-shs@services.cnrs.fr dh-request@groupes.renater.fr accesouvert-request@groupes.renater.fr Matthias Gille Levenson: matthias.gille-levenson@casadevelazquez.org DHAfricaNetwork on Twitter

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On the day of the event

• Send an email to those who have registered to attend the event with the Zoom link

• Check video and audio settings on hosting computer and guest speakers. Ensure one more person is co-host

• Edit the video and upload it to YouTube - edit out the Q&A at the end of the session

• Close the event's particular issue with a comment containing the link to the session on YouTube

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After the event

Communicate the YouTube link:

• send the link to registered attendants
• post it on Twitter and Mastodon
• post it on the Programing Historian website (under "past events")