MeetingCS8

#IEEEDay#IEEEXTREME#CS#INSAT#IEEE

Topics
A DISCUSSION ABOUT A COLLABORATION

Meeting Notes and Decisions:
The collaboration proposal:

We got this suggestion from the Tunisia Section along with a private company called Medin VC. They want us to organize a training session for intermediate competitive programmers to help them rank well in the International Xtreme competition. The idea is to hold this session on October 12, and they’ve asked us to handle the technical content and choose the mentors. (They will cover the costs for the mentors).

The session should be around 4 to 6 hours long, and we're expecting about 200 to 300 participants.
Then, a week later on October 19, they want us to organize a White Xtreme, which is basically a practice round before the main event. We’ll be responsible for creating the problem sets, and the event will be held online.

After that, there’s an advanced training session planned for October 23, but only for the top performers from the first session. And here’s the kicker: participants who rank in the top 10 of the
International Xtreme will get a reward of 10 million, and the first team to rank in the top 20 will get 3 million.

Discussion:

• Makki: Can we really handle providing the White Xtreme, the problem sets, and everything else? They said we could even use last year’s problems or anything available online.
• Iyed: Is it even worth exhausting ourselves over this? The reward doesn’t seem to match the effort we’ll have to put in.
• Eya: We need to think about the people invited, the costs, and the Xtreme costs. We’re already struggling with sponsorship, and the media plan will be tough too. We have such little time to come up with a media plan for all four events: the training session, the White Xtreme, the advanced session, and the Xtreme itself. Plus, we’ve got other sb’s events around the same time. The risk seems high, but the reward isn’t that great.
• Iyed (Suggestion): What if we list out all our expenses and, if they agree to cover them, we move forward If they don’t, we decline the offer.
• Emna (SG): If we hold it at INSAT, the number of members could increase, and the administration would likely give us permission for the SL. They’d probably be happy to help. If
  people hear about the prize pool, they’ll definitely want to participate. Even the sponsors will get encouraged if they see an international organization is involved.
• Iyed: Participant numbers weren’t an issue in previous editions of Xtreme. The bigger issue is that we’re losing valuable prep time before exams. Also, we shouldn’t forget that we might have to handle the ACM IDs, which could involve some risk, especially with distributing prizes hand-to-hand.
• Makki: They want to present Tunisia on the international stage, so they should be prepared for the costs. They’ll be seen as the organizers, and we won’t get much credit for all our work. But, if they agree to take on all the sponsorship responsibility, it might be worth it.
• Emna: If we create a budget plan and they cover all the sponsorship, plus help with 50-60% of the Xtreme budget, it could work.
• Badis: It’s impossible to reach the level we expect. We risk messing up the actual Xtreme, and that could hurt our reputation.
• Makki: We can’t just focus on sponsorship. It’s important, but we also need to think about how well the whole thing will be organized.
• Eya: We’re doing all the organizing, but they came up with the idea. Even if it’s successful, we won’t get any credit, even though we’re the ones getting exhausted putting it together.
• Emna: We’d only be responsible for the SL, the mentors, and managing the events. The real
• challenges are the media plan and the sponsorship.
• Iyed: The technical work is hard, but it’s doable. The question is whether we feel like all this effort is worth it.
• Eya: If they follow our conditions, we can make it work. Otherwise, it’s not happening. It’s too late to reach out to other universities anyway, especially since they’ve already started working on the xtreme.
• Emna: We could work on the media plan with the other chapters’ media managers. The training
  session doesn’t require too much logistics anyway.

VOTING:

The team------> Should we do it?

Ahmed /YES

Emna (SG)/ not sure

Eya /NO:

We cannot rely too much on the SB because they are also managing other events. Our time is really limited, and if we keep piling on events, the Xtreme won’t turn out as we hoped. Plus, the
attendance could suffer since people might get bored with so many events happening in such a short timeframe.

Iyed /YES (with conditions)

Badis /NO

Makki

We should wait for their response to our conditions. It requires a lot of sacrifices, but I believe it’s doable if we get the support we need

Salma/ NO

Sarra /NO:
can we do it ? yes
should we do it ? no

If we kick off the year with such a big event, it could overshadow the other events we have planned later on

Souheib /YES (with conditions)

yessine /NO

Nardine /NO

Yessine proposed a compelling idea: what if we turn this into a TCPC (Top Competitive Programming Contest)? We could really make a big deal out of it since the prize pool is significant and shouldn’t go to waste. There are definitely participants who could rank in the top 10 internationally. We could collaborate with ISI and Supcom to create 30 teams—10 from each school, including 10 from INSAT. This way, we’d have the elite of competitive programming involved.
Plus, the media theme (Abdou in the multiverse) won’t get diluted. We could use the prize pool to help convince everyone to participate, and the event could be held in the conference room of a hotel.
Emna: That’s a great idea! If they decide to limit the deal to just INSAT, they can still propose it to any SB.
Eya: However, the deadline is October 12, so it seems like this can’t be accomplished in time.
Another point: regarding the training, it doesn’t really make sense to hold it. If the participants are already intermediate, they likely don’t need that additional training.

FINAL DECISION :
After discussing everything, we’ve decided that Emna will contact them to propose keeping the
prize pool while eliminating the training sessions.

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• 676 Centre Urbain nord BP, Tunis
• tunis, Tunis
• Tunisia

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END OF MEETING

GENERAL SECRETARY
Mejri Nardine