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Attendees

• Aaron Collier (Stanford)
• Chris Diaz (Northwestern)
• Hannah Frost (Stanford)
• Brian McBride (Utah–host committee)
• Margaret Mellinger (Oregon State)
• Jennifer Moore (WUSTL)
• John H. Robinson, IV (UCSD)
• arouner (WUSTL)
• Emily Stenberg (WUSTL)
• David Wilcox (DuraSpace)
• Richard Green (Hull–Steering)

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1. Welcome / Check attendees list (above)
2. Facilitator arouner
3. Additions/changes to agenda?
4. Scheduling/future meetings (just for reference)
   

   1. Committee members known time-off or missing for future meetings (can write in following meeting)

      1. Andrew: June 25-29; August 6-8; 22-27 (meeting conflict 8/7–see below, 6c)
      2. Margaret: July 13-23 , possibly missing 7/17 meeting 
      3. Emily: July 30-August 3 (no meeting conflicts)
      4. Richard: September 4th & 18th
      5. Hannah: July 23-August 7 (will miss 8/7 meeting)
      6. John: August 13-16 (Will miss 14th)
   2. Other scheduling items?
   3. Additional meeting Wednesday 10/3?
5. WG/IG updates
   1. Distinguish WG/IG meetings on schedule from WG/IG updates on schedule:
   2. Need to communicate with WG/IG conveners
      
      1. Where do we get list of conveners
      2. We had one inquiry from Benjamin Armintor wanting to give lightning talk if no WG/IG updates
6. Plenary
   1. Code of Conduct update–Hannah Frost & John Robinson
   2. State of Samvera Community address––Steering will select speaker/s and inform us
   3. Samvera Governance–Steering will select speaker/s and inform us
   4. Other plenary content
      

      1. All 3 proposals for presentation moved to plenary have been contacted and agreed to do this:

         1. Hyrax Roadmap

         2. Valkyrie: An Introduction and Update

         3. Avalon Update
7. Workshops:
   
   1. Andrew will send follow-up emails 8/29-31 to anyone missing any information on workshops
   2. Rooms have been assigned for all now...can we put room numbers on wiki?
      
      1. Agreed we do not need to raise this issue yet with proposers Workshops on wiki: SC18 - Workshops at Samvera Connect 
      2. Workshops spreadsheet: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811
      3. Utah spreadsheet with information about room capacity/capability:
         https://docs.google.com/spreadsheets/d/1pTncHSl5JFXu8ORCReAyo0sbU-4MX7aangzr136SHrE/edit#gid=0
   3. Workshop registration
      1. Brian McBride using Eventbrite for workshop registration
      2. Updates on workshop registrations? Only 29 workshop registrations so far
      3. Only 3 have no one signed up for them yet
      4. Again–later if no one signs up, give them option to offer as unconference session
   4. Page listing workshops on Samvera wiki: SC18 - Workshops at Samvera Connect
   5. Spreadsheet with additional information: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811
8. Panels & Presentations
   1. https://wiki.duraspace.org/display/samvera/SC-18+Thursday+-+Parallel+Tracks 
   2. Only 1-2 (I think) presentation/panel leaders may not have registered.
      1. Follow-ups this week (send replies and update Waffle board as they come in)
   3. Also need to get recording agreement on several–most have agreed
9. Lightning Talks and other formats (besides unconference)
10. Unconference
    1. Aaron and Brian have been working on Sessionizer
11. Host Committee
    1. Conference site here: https://connect2018.lib.utah.edu Conference registration
    2. Number of conference registrations so far?  
    3. Posters
       1. Deadline to submit/upload posters for printing? Wednesday October 3 @ 5:00 pm MST
    4. Scholarship Committee–update on committee?
       
       1. September 6 will be point @ which host committee will know how many scholarships will be available.
12. GENERAL conference items
    
    1. Defer live-streaming questions againRoom captains and time-keeper sign-up
       1. call for volunteers
       2. distribute copy about video for posting at rooms
    2. Logistics for posting information
    3. Live-streaming (defer discussion to 9/11 meeting)
       
       1. 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 
       2. LPC have live-streamed conferences using cells; they get tripods and mics; and use twitter and periscope for sessions; then upload to youtube 
       3. Chris thinks its very do-able; Richard wonders who pays for cell data?  Chris suggesting using a library tablet with wifi; wifi better for bandwidth
       4. Emily says Periscope will give info on numbers of people 
       5. Chris will follow up with Brian 
       Video releases (defer discussion to 9/11 meeting)
       1. Are there tripods available that could hold phones?
    4. Video releases 
       1. Micah Zeller submitted a baseline updated release from for workshop & panel presenters ; discuss concerns raised by Richard...addressing Richard's concerns
          https://drive.google.com/open?id=1fj6DD7ZzyFOmlO-0aQY39su-fPuB48Vj
       2. Richard: first, drop "project" from document
       3. Second what about lanyards and people might get accidentally into pictures
       4. Micah suggested our videos should get releases from just presenters and alert audience members who don't want to be photographed 
       5. Room captains could be given a blurb 
       6. We could also put up 2-3 BIG posters 
       7. Richard suggests asking people handing out lanyards (at registration tables) to point out those posters and tell people sessions will be recorded 
       8. Emily Stenberg has added draft language on recordings (for room captains to communicate at taped sessions) https://drive.google.com/drive/folders/1eGkhtd7jmGruYQgLgj7XuxHqDEJPoM0R?usp=sharing 
    5. Including everybody
       1. Richard Green initiated a Mentorship Committee (in part to assure no one is isolated at Connect).
          1. Robin Lindley Ruggaber will head Mentorship Committee
          2. Andrew will was in contact Robin when back, 8/29-31with Robin but need to follow-up
13. Tools for organization
    
    1. Additional communications/issues upcoming?
       1. IN EVERY MESSAGE GOING OUT, REMIND PEOPLE OF ALL THE THINGS TO DO (with relevant links): registration, conference proposals, etc.
       2. Review tools and processes for planning–who is familiar with and/or has admin access to these?
    2. Daily email for all the info for the day each day of Connect
       1. Off the normal program–like the photograph, sign lightning talks etc. every morning 
       2. But we need a list of attendee emails
       3. Richard can write daily email at Connect
    3. GitHub/Waffle board for organization and tracking of sessions and speakers
       1. Everyone accept invitations to samvera-connect team, and samvera labs?  Anyone not invited who sent in GitHub IDs?
       2. Aaron has indicated it would be good for everyone to complete a CLA who's on samvera labs...
       3. https://waffle.io/samvera-labs
    4.  Google drive
       1. Link: program planning and structure of past Connect conferences
    5. Sessionizer for timetabling unconference sessions
       1. https://github.com/curationexperts/sessionizer
       2. Aaron Collier inquired about Sessionizer–any updates?
14. IMMEDIATE ACTION STEPS:
    ACTION:  Andrew will contact Robin when back, 9/4-5, re: Mentorship Committee
    ACTION:  Andrew will draft spreadsheet of overall conference schedule