2018-07-03 Program Committee

• Copied by arouner.

Connection Info:

• Join from PC, Mac: Skype for Business Join online meeting 

Attendees

• Aaron Collier (Stanford)
• Chris Diaz (Northwestern) regrets
• 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)  regrets
• Richard Green (Steering) 

Agenda and Notes 

1. Welcome / Check attendees list (above)
2. Volunteer for note taker: 
3. Facilitator arouner
4. Additions/changes to agenda? None 
5. General comments on where we are / progress?
   1. Anything criticisms etc. on what we've done so far?
   2. Any items critical to address in the next 2 weeks (we can list here and then add as actions items below)
6. Scheduling/future meetings (just for reference)
   
   1. Additional meeting dates have been added (all meetings listed):

      1. 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

   2. 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 (no meeting conflicts)
      2. Margaret: July 13 - 23 , possibly missing 7/17 meeting 
      3. Emily: July 30-August 3 (no meeting conflicts)
   3. Other scheduling items?
7. Host Committee
   1. conference site up: https://connect2018.lib.utah.edu 
   2. registration
      1. open 6/4/2018; announced at OR
      2. Brian sent registration announcement
   3. issues with workshops unavailable at registration launch?
      1.   There needs to be a note on the conference site noting that the workshop schedule is not final and that some workshops might be moved from afternoon to morning or vice versa.  
   4. number of registrations so far?  
8. Finalizing workshops:
   1. Are additional workshops confirmed?
      1. i.e. Tom Johnson and DCE will lead
   2. page (unlinked) listing workshops: SC18 - Workshops at Samvera Connect
   3. spreadsheet with additional information: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811
   4. Facilities / Rooms available for conference - info provided by host committee
   5. https://docs.google.com/spreadsheets/d/1pTncHSl5JFXu8ORCReAyo0sbU-4MX7aangzr136SHrE/edit#gid=0
   6. host committee: how will workshop info be incorporated into registration form?
   7. last-minute possible additions: intro and advanced Hyrax workshops from DCE
9. Panels & Presentations Call
   1. initial call and deadline clarification sent
   2. What is access to Margaret's Google form?
   3. Has anyone had a chance to see how many submissions so far?
   4. Recommendations from the committee on additional panels/discussion sections?
10. Review communication timeline
    1. Next communications:
       1. REMINDER CFP for presentations & panels in two weeks?
    2. additional communications upcoming?
11. Review tools and processes for planning–who is familiar with and/or has admin access to these?
    
    1. Waffle board for organization and tracking of sessions and speakers
       1. https://waffle.io/samvera-labs
    2.  Google drive
       1. Chris set up for 2018
       2. Link: program planning and structure of past Connect conferences
    3. Sessionizer for timetabling unconference sessions
       1. https://github.com/curationexperts/sessionizer
       2. Script run (originally created by Peter Binkley) to scrape wiki and put into GitHub repo (above)
       3. Aaron Collier will check with Justin Coyne and Erin Fahy about sessionizer use and scripts–any information on this?
12. ACTION STEPS from last meeting:
    ACTION:  Brian McBride will send out the next registration communication NEXT Monday 6/18.–DONE 
    ACTION:  arouner will send out proposal information soon after–DONE 
    ACTION:  Chris Diaz will read a paper that came out about this (?) and summarize at our next meeting on 7/3/2018
    Does anyone recall the paper Chris referenced?
    ACTION:  Margaret Mellinger will draft a google form for program proposals–DONE 
    ACTION:  Aaron Collier  wil check in about Sessionizer. 
13. NEXT ACTION STEPS: