...
- Welcome / Check attendees list (above)
- Volunteer for note taker:
- Facilitator arouner
- Additions/changes to agenda?
- General comments on where we are / progress?
- Andrew needs to read emails more carefully–(I promise to)
- Any items critical to address in the next 2 weeks (we can list here and then add as actions items below)
Scholarship Committee/related issues?
who initiates this? what is the program committee's relationship and role? Richard Greene advises that we put out a call for volunteers to form a committee. Get the message out this week. Look up the text used last year.
- Utah is planning on offering scholarships, extent will depend on hotel registrations and overall attendance.
- Scheduling/future meetings (just for reference)
- Additional meeting dates have been added (all meetings listed):
2018-04-03 Program Committee
2018-05-01 Program Committee
2018-06-13 Program Committee
2018-07-03 Program Committee
2018-07-17 Program Committee
2018-08-07 Program Committee
2018-08-21 Program Committee
2018-09-04 Program Committee
2018-09-18 Program Committee
- Committee members known time-off or missing for future meetings (can write in following meeting)
- Andrew: June 25-29; August 6-8, 22-27 (no meeting conflicts)
- Margaret: July 13 - 23 , possibly missing 7/17 meeting
- Emily: July 30-August 3 (no meeting conflicts)
- Richard: September 4th & 18th
- Hannah: July 23-August 7 (will miss 8/7 meeting)
- Other scheduling items?
- Additional meeting dates have been added (all meetings listed):
- Host Committee
- Conference site here: https://connect2018.lib.utah.edu
- Registration
- Open 6/4/2018; announced at OR
- Number of registrations so far?
- Posters
- Utah offering FREE poster printing?
- Deadline to submit/upload posters for printing? Wed Oct 3 @ 5:00 pm MST
- Scholarship Committee
- Richard sent out call–one response
- Sep 6 will be point @ which host committee will know how many scholarships will be available
- just one reply–Richar4d will follow up
- Finalizing workshops:
- FINAL submission deadline set for 7/15
- Are additional workshops confirmed?
- Still need final confirmations from workshop leaders (who may not have specifically responded)
- We could send to all and ask them to register and confirm back to us they are registered?
- Kevin Musiorski–"Hop, Skip, & a Jump: Sufia to Hyrax"
- submitted 7/14–should we consider this as a workshop?
- Kevin indicates, "Not sure if this is best as a workshop or a presentation...[but]...a workshop would be the best outcome so participants can begin the process hands-on"
- Stanford is still discussing one–was this the "TACO" proposal?
- proposals will be approved pending room availability–Andrew will reply back to proposers after Brian has confirmed room availability
- Introduction to Samvera (Newbies)
- Is there a final list of leaders for this?
- Richard has updated all info on speakers on the workshop wiki page
- Still need final confirmations from workshop leaders (who may not have specifically responded)
- Workshop registration
- Brian is taking workshop registrations manually for now. Once the workshop program is finalized, can move to a registration form.
- Any decision on how/when people can register for workshops?
- Thanks to whomever updated the workshops wiki page and spreadsheet! (Brian?)
- Page listing workshops on Samvera wiki: SC18 - Workshops at Samvera Connect
- Spreadsheet with additional information: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811
- Facilities / Rooms available for conference - info provided by host committee
- Rooms have not been assigned for all workshops yet
- Utah spreadsheet with information about room capacity/capability:
https://docs.google.com/spreadsheets/d/1pTncHSl5JFXu8ORCReAyo0sbU-4MX7aangzr136SHrE/edit#gid=0
- Panels & Presentations Call
- Initial call and deadline clarification sent
- There are 8 proposals submitted as of 7/16
- Recommendations from the committee on additional panels/discussion sections?
- CFP for Lightning Talks and other formats (besides unconference)?
- GENERAL conference items
- Chris Diaz read a paper that came out about individuals doing conference live-streaming and will summarize at our next meeting on 7/17/2018 and posted this paper to our Google Drive
- Micah Zeller submitted a baseline release from for workshop & panel presenters; discuss concerns raised by Richard...
https://drive.google.com/open?id=1fj6DD7ZzyFOmlO-0aQY39su-fPuB48Vj - Including everybody
- For my $0.02, I think Samvera does a really good job as a community of being welcoming and including everyone, including at the conference
- Despite that, there was still one person in the feedback that felt isolated/alone (admittedly could have done dinner sign-ups etc.)
- That said, are there any other functions were can put in place to try to get to zero on that kind of feedback this year?
- Have an email out to registrants to ASK if they want to identify as new to the community? With possible follow-up:
- Make suggestions for conference tracks?
- Assign program/host committee and other volunteers to 1-2 check-in along the way in the conference?
- Have an email out to registrants to ASK if they want to identify as new to the community? With possible follow-up:
- Review communication timeline /
- Next communications:
- When should next reminder CFP for presentations & panels go out?
- CFP for Lightning Talks
- additional communications/issues upcoming?
- IN EVERY MESSAGE GOING OUT, REMIND PEOPLE OF ALL THE THINGS TO DO (with relevant links): registration, conference proposals, etc.
- Review tools and processes for planning–who is familiar with and/or has admin access to these?
- Next communications:
- Tools for organization
- Brian requested we start using Slack--yes
- Waffle board for organization and tracking of sessions and speakers
- https://waffle.io/samvera-labs
- Dsicsussion/suggestions for moving info from Google form for panel proposals > Waffle board?
- I think this has been asked & answered but: the board is still filled from last year–can we just write over it? Should we delete all first?
- Google drive
- Chris set up for 2018
- Link: program planning and structure of past Connect conferences
- Sessionizer for timetabling unconference sessions
- https://github.com/curationexperts/sessionizer
- Script run (originally created by Peter Binkley) to scrape wiki and put into GitHub repo (above)
- Aaron Collier inquired about Sessionizer and notes:
- Erin Fahy ran the sessionizer service on her own heroku account. Apparently it wasn’t very costly (like < $20-30 the whole time). I’m going to reach out to her shortly to see if we can continue to use that or need to set up our own.
- ACTION STEPS from last meeting:
ACTION: Richard Green sent early bird deadline & reminders–Thank you!
ACTION: Richard Green sent REQUEST for Scholarship Committee volunteers for committee–Thank you!
ACTION: Aaron Collier has asked about Sessionizer (above)–Thank you! - NEXT ACTION STEPS:
ACTION: