People and finance
Organizing a Samvera Connect conferences requires a great deal of planning. It is recommended that the venue for each Connect should be established prior to the preceding conference so that it can be announced there. At least six months should be allowed for the actual planning process. Over the years we have arrived at the notion of having two planning teams: the Host Committee who are responsible for the detailed planning at and around the conference venue, and a Program Committee who are responsible for soliciting, selecting and programming the meeting's content. Each group will ideally have a representative on the other for liaison purposes. The work of the two groups has, in the past, been assisted by a member of the Samvera Steering Group who has dealt with a lot of the routine administration in relation to the Samvera Community. It is hoped that this assistance will be continued by a staff Community Manager if, and when, appointed.
...
One of the earliest tasks for the host committee will be to arrive at a figure for the conference fee - one which is realistic in terms of covering the hire of rooms, refreshments, equipment hire, conference give-aways, printing and signage, badges and admin fees etc. Matters financial are dealt with on the next page.
Dates and timing
Every effort should be made to ensure that the dates for the Connect meeting do not clash with other events that might draw on the pool of potential delegates. In particular, the DLF Forum takes place at a similar time of year and its proximity on the calendar can be a problem for potential attendees. It has been pointed out that late September and into October is the time of several Jewish high holidays which may prevent some of our colleagues attending.
From 2017, or thereabouts, the conference has fallen into a pattern: Monday of the conference week is a Partner Meeting which, although nothing directly to do with the conference, requires a space with remote access facilities to take place. Partners attending will expect to make their own lunch arrangements but would likely be grateful for pre-meeting coffee and perhaps a top-up later in the day if that can be arranged easily. Tuesday is a workshop day, Wednesday is a plenary session in the morning with a poster reception in the afternoon, Thursday is largely devoted to presentations and panels, Friday morning is an unconference session. The conference usually finishes at lunchtime on Friday because so many people head to the airport at that point that timetabling afternoon events may be pointless.
Facilities
From the beginning, the organizers need a clear view of the structure and outline content of the meeting because this has an impact on facilities needs.
...