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Connection Info:

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kestlund (Penn State; Steering Group liaison and admin)
Aaron Collier (Stanford)
scossu (Art Institute of Chicago)
justin (Stanford)
Chris Diaz (Northwestern; host liaison)
Hannah Frost (Stanford)
Nabeela Jaffer (U Michigan)
Brian McBride (Utah)
John H. Robinson, IV (UCSD)
arouner (WUSTL)

Absent

David Wilcox (DuraSpace)

Agenda and Notes

Note taker __________ and facilitator Chris Diaz
Additions/changes to agenda?
Updates / Questions from Local Host Committee - Chris Diaz

1. Room update: removing room vs food/coffeeWe are cancelling the Bonbright room originally for the Hackspace in order to have more money for food, coffee, tea. There are plenty of common areas in the hotel for groups to meet and hack.
2. Streaming/recording: plenary room and morning only; still affordable?Streaming and recording is not affordable. We will post slides.
3. Registration update: 130 registered, 85 short of budgeted, 125 short of 2016
4. Hotel update: 409 out of 620 rooms booked, 66%
5. Floor maps for online schedule
  1. Looks fuzzy. Stefano will try to make it look better using the floor diagram.
6. Which rooms need projectors and screens? Mark on schedule.
  1. The Hackspaces do not need projectors or screens.
  2. If needed, cut projector screens in one or two unconference room (not ideal)
  3. Is 90 minutes enough time for lunch? Online list of recommendations
Review timing on room spreadsheet
Note additions
1. Plenary additions: Avalon and expanded governance (beyond state of community)20 min plenary
2. Into to Hyrax Workshop Monday morning, community orientation + managers workshop in the afternoon.
3. Imposter syndrome breakout workshop (1 hr) Thursday 9 am
Governance community pre-partner meeting discussion; where to put?
1. Lunch Wed.
2. Theme dinners
3. Hackspace Wed. againgst parallel sessions
4. No space allocated; leave with informal feedback during conference; survey from group and partner meeting Th-Fr
  1. (tension between prepping for partner discussion and pre-empting it)
5. 60 minute session Thursday morning
6. Optional informal lunch session or theme
Review for any conflicts on Wed and revise
1. Should lightning talks just be in one room or mixed by theme like previous years?
2. If one room, I just a larger room.
3. Chris will double-check the program schedule for speaker conflicts. No conflicts!
Lightning Talk Sign-up for Wed - justin
1. Create lighting-talk sign-up by Friday
2. Since so few lightning talks proposed ahead thus far, just ask presenters to sing-up online with others onsite and not do a pre-load? see c
3. Send out info to listservs with note about when will be confirmed (1 to 2 weeks); this week
4. Sign-up process for at conference
  1. Google Doc by time slops, numbered list
5. Justin will work on it this week.
Mentoring committee update
1. 0 mentees3 mentees, 4th pending, keep open for on-site signups
Theme and Newcomer dinners
1. What themes do we want?
  1. New comers
  2. Women in tech
  3. Migrations
  4. Propose your own!
2. What nights?
  1. Tuesday and Wednesday nights
  2. Women in tech both nights
3. Create sign-up mechanism mechanism
  1. Local committee will do.
4. Suggestions for eating from local host committee
  1. Online link to this
Samvera Connect Prospectus for Potential Sponsors
1. Chris D. and David S. (Northwestern) are writing this
2. Target people with budgetary control
Action Items
1. Send out schedule and descriptions (only three voted on poll and split)
  1. Copy and past from Github into Wiki (as in past) -
  2. Copy and past from Github into Sessionizer (online tool) - kestlund and ....
2. Create lighting talk sign-up
3. Send out lightning talk Sign-up
4. Resend poster sign-up and info
5. Organize sign-up for theme and newcomer dinners
6. Local Volunteer signup
  1. See 2016
  2. Local Host badges for attendees to ask questions

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