Introduction
This document is intended to serve both as an aide-memoire for the Samvera Steering Group Board and a loose guide for Partners or others who may be involved in organising organizing an annual Samvera Connect event. It is assumed that it will be a continual work in progress and that it should be updated each year in the light of new needs and new experience. It is offered as guidance only and is provided "as is" without any warranty as to accuracy or completeness.
Versioning
Throughout these pages, text in green has been added following experience with Connect 2015 and text in purple since Connect 2016.
Items listed below with a have been thoroughly revised in spring 2019 to reflect previous years' experience. It should be stressed that Samvera is grateful to any host who takes on this significant task for the Community and that the Samvera Board will endeavor to help a host resolve any particular problems that may arise. As noted above, these pages are a 'loose guide', not a prescription and local circumstances may call for a tailored response.
These pages have most recently been edited following Connect 2019 at Washington University in St Louis. Covid-19 resulted in a virtual conference in 2020 and so only very minor changes to these pages.
Overview
Samvera Connect is an opportunity to connect with other Samvera users, find out what Samvera is all about, and get involved; for established Samveranauts Samverans it is an opportunity to share experience with friends old and new, and to see what is going on across the Samverasphereour Community.
We encourage SamveranautsSamverans: "as a Samvera Partner or user, if you can only make it to one Samvera meeting this academic year, this is the one to attend!"
For the hosting institution the event enables local staff to immerse themselves in the Samvera community Community to assist with local training, engagement and awareness, it gives them the opportunity the opportunity to showcase local Samvera and related developments and it provides an opportunity to engage senior engage senior staff, where useful, to help them understand the benefit of participating in the Samvera community.Community.
Past, present and future conference statistics
Samvera (previously Hydra) Connect meetings, past, present and future
The meeting cycle
Organising Organizing the event
Organising Organizing and dealing with booking
Organising Organizing the meeting content
Registration and day-to-day concerns
Appendices and links to related content
Connect #1 - January 2014
Invitation letter January 2014
Follow-up email for January 2014 meeting
Connect #2 - Fall 2014
Letter to prospective Connect #2 hosts (14 Feb 2014)
Save the dates for Connect #2 (24 March 2014)
Invitation to submit workshop proposal (17 April 2014)
Reminder email (11 August 2014)
Draft program available (15 August 2014)
Hotel rate about to close (21 August 2014)
Lightning talks needed (22 August)
Posters needed (26 August)
Email to attendees and August advertizing
Draft Email Confirming Speaker Commitment to Session (25 August)
Draft Email to Workshop Facilitators 2 weeks before event (15 Sept 2014)
Connect 2015 - Fall 2015
Working documents
HC2015 working program draft (google doc)
HC2015 Conference Room bookings
HC2015 suggestions for the program
Communications
2014-10-20 Call for expressions of interest
2014-12-04 Formal bid from DCE on behalf of Minneapolis
Call for program suggestions 2015-5-28
Reminder about program suggestions 2015-06-04
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