Even if registration is targeted, it is important to promote the Data Science Clubs and Clinics locally. Accordingly, we recommend promotional material such as stand-up banners to put around your institution - these banners should include the title of your workshop, the dates, the locations, and logos of both TGHN and your institution. They may also include names of facilitators, if relevant. . We also recommend promoting online, through your institutional website and newsletters, but also through TGHN’s platform and newsletters. This will disseminate interest in Data Clubs and Clinics locally and globally, and can generate interest in future related work. We also recommend continuing to share successes online once Data Clubs or Clinics and clinics take place. You may post summaries on your region’s Hub on TGHN’s online platform, for example: https://fiocruz.tghn.org/health-topics/neuroinfeccoes/grupo-neuroinfeccoes.
Leading up to the Data Club and/or Data Clinic sessions, participants should be contacted via email to explain the logistics and format for the day. This should include an introduction to the topics that will be covered (particularly for the Data Club sessions), the sessions’ timetable, and a map of your institution if you have people joining in-person from outside your institution. To that effect, visitor passes might need to be created for guests visiting your institution.
For those joining online (if you are conducting an online or hybrid session), a virtual meeting platform (Zoom, Microsoft Team, Google Meet or other) link should be issued and emailed to participants beforehand. The link should be set up using an institutional or personal account that has full access, meaning it will allow you to have meetings that are longer than 40 minutes. In the case of Zoom, we also recommend creating the link as a “meeting” rather than a “webinar” – this will allow online participants to really be a part of the sessions, rather than just watching the sessions.
For all types of sessions, you should identify a suitable room within your institution. If you are running online or hybrid sessions, audio-visual testing should be done in advance, to ensure the room has adequate features. Of note, having system cameras and speakers that capture room-wide audio and video are ideal, as this allows facilitators to move around the room while still having audio and video captured for online participants. For all types of sessions, your room should have some way of displaying presentations on a big screen from your computer, particularly for Data Clubs. We recommend carrying out two tests in advance of your sessions to ensure your room has all the necessary equipment. Some additional considerations may be:
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Do you have a stable electricity supply?
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Does your institution have closing hours wherein internet access and/or electricity shuts down?
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If your participants are bringing laptops, are there adequate wall plugs for power? And does your institution have open internet access? Or will participants need login credentials?
As well, if your sessions require some sort of software (e.g. R, Python), all participants should be asked to install this software ahead of your sessions. If using package-based software, we also recommend installing packages beforehand if needed for a session to save time. To facilitate this, you may send out installation instructions a week or so before your sessions.
You may wish to record your sessions even if they’re entirely in-person – in that case, you should check for audio-visual requirements as well, as in the paragraph above. To this effect, we recommend working with TGHN’s webinar coordinator. This ensures that you have the necessary set-up to facilitate good quality recording. It also ensures that you follow guidelines for TGHN webinars (see examples here: https://globalhealthtrainingcentre.tghn.org/webinars/), including the design and use of posters as well as presentation slide templates featuring collaborators’ logos. You may reach out to your TGHN regional coordinator to get details of the webinar coordinator and other staff that can lend a helping hand.
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