Connection Info:
- Join from PC, Mac: Skype for Business Join online meeting
Attendees
- Aaron Collier (Stanford)
- Chris Diaz (Northwestern)
- Hannah Frost (Stanford)
- Brian McBride (Utah–host committee)
- Margaret Mellinger (Oregon State)
- Jennifer Moore (WUSTL)–regrets
- John H. Robinson, IV (UCSD)
- arouner (WUSTL)
- Emily Stenberg (WUSTL)
- David Wilcox (DuraSpace)
- Richard Green (Steering)
Agenda and Notes
- Welcome / Check attendees list (above)
- Thanks to Richard for leading the meeting last week, emailing proposers, and to all moving the content to the website!
- Volunteer for note taker:
- Facilitator arouner
- Additions/changes to agenda?
- General comments on where we are / progress?
- Any items critical to address in the next 2 weeks (we can list here and then add as actions items below)
Scholarship Committee/related issues?
who initiates this? what is the program committee's relationship and role? Richard Greene advises that we put out a call for volunteers to form a committee. Get the message out this week. Look up the text used last year.
- Utah is planning on offering scholarships, extent will depend on hotel registrations and overall attendance.
- Any items critical to address in the next 2 weeks (we can list here and then add as actions items below)
- Scheduling/future meetings (just for reference)
Committee members known time-off or missing for future meetings (can write in following meeting)
- Andrew: June 25-29; August 6-8; 22-27 (meeting conflict 8/7–see below, 6c)
- Margaret: July 13-23 , possibly missing 7/17 meeting
- Emily: July 30-August 3 (no meeting conflicts)
- Richard: September 4th & 18th
- Hannah: July 23-August 7 (will miss 8/7 meeting)
- John: August 13-16 (Will miss 14th)
- Other scheduling items?
- Workshops:
- Hands-on with the Bridge2Hyku Toolkit–labelled with "Problem!"
- What is issue here?
- For workshops with the tag, assume we need to email a prompt to get the description, or
- Should we first mass email all the workshop presenters, as them to review their
- Can we confirm room assignments for workshops?
- Workshop registration
- Brian McBride decided to use Eventbrite for workshop registration
- Currently 26 conference registrations--update?
- First week of August we should have email after Connect program meeting on the 31st–email to workshop registrants and all with final workshop times and room assignments
- Page listing workshops on Samvera wiki: SC18 - Workshops at Samvera Connect
- Spreadsheet with additional information: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811
- Facilities / Rooms available for conference - info provided by host committee
- Rooms have not been assigned for all workshops yet
- Utah spreadsheet with information about room capacity/capability:
https://docs.google.com/spreadsheets/d/1pTncHSl5JFXu8ORCReAyo0sbU-4MX7aangzr136SHrE/edit#gid=0
- Hands-on with the Bridge2Hyku Toolkit–labelled with "Problem!"
- Panels & Presentations Call
- There are 32 proposals submitted as of 7/31
- Any ideas on usual/typical total number?
- 10 hours with 3 parallel tracks=32 would be Thursday more
- Recommendations from the committee on additional panels/discussion sections?
- Do we want/need to extend call?
- CFP for Lightning Talks and other formats (besides unconference)?
- Richard: do we need to explain to people how they do that?
- Last year we let people make proposals right up uni the time people gave them, but we should have a "notional" deadline and
- Should NOT let people know we'll also be accepting them at the conference (to encourage them to do it ahead)
- We will need a sign-up page on the wiki, with a notional deadline of 24th of September
- Then if there are still empty slots, we can let people sign up at the conference
- We'll need to know first when and where in the schedule the lightning talks will take place–so this will be dependent on getting the panels and presentations set first
- Host Committee
- Conference site here: https://connect2018.lib.utah.edu
- Conference registration
- Number of registrations so far?
- Posters
- Deadline to submit/upload posters for printing? Wednesday October 3 @ 5:00 pm MST
- Info on how to submit posters will be made available–update?
- Scholarship Committee
- Richard Green sent out call–any additional responses?
- September 6 will be point @ which host committee will know how many scholarships will be available.
- GENERAL conference items
- Non-workshop/panel program items
- Plenary
- “State of the Samvera Community” address–20 minutes
- do we have keynote?
- What other non-panel items to we need to discuss/approve?
- WG/IG updates–we've had one inquiry from Benjamin Armintor wanting to give lightning talk if no WG/IG updates
- Do we want WG/IG updates at Connect?
- At one Connect, all WG/IGs were announced but several had no updates etc. Last year I think was OK.
- Option: replace this with updates at Virtual Connect and maybe one other time a year (b/c I thought it was so effective at VC)
- And maybe be replaced with simpler (brief) descriptions of the various WG/IGs and what they're pursuing and invitations to participate?
- Following brief initial discussion I anticipate others will want to keep WG/IG updates at Connect, which would be fine
- If we do have these updates at Connect, we should contact chairs ahead of time to ask for updates and assure someone will speak for the group
- Maybe we could ask for (brief) descriptions of the various WG/IGs combined with brief activities (so it's less like reading meeting minutes)
- Plenary
- Live-streaming–complete by 8/30 (defer discussion to next week)
- 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
- LPC have live-streamed conferences using cells; they get tripods and mics; and use twitter and periscope for sessions; then upload to youtube
- 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
- Emily says Periscope will give info on numbers of people
- Chris will follow up with Brian
- Video releases–complete by 8/30 (defer discussion to next week)
- Micah Zeller submitted a baseline release from for workshop & panel presenters; discuss concerns raised by Richard...
https://drive.google.com/open?id=1fj6DD7ZzyFOmlO-0aQY39su-fPuB48Vj - Richard: first, drop "project" from document
- Second what about lanyards and people might get accidentally into pictures
- Micah suggested our videos should get releases from just presenters and alert audience members who don't want to be photographed
- Room captains could be given a blurb
- We could also put up 2-3 BIG posters
- Richard suggests asking people handing out lanyards (at registration tables) to point out those posters and tell people sessions will be recorded
- Micah Zeller submitted a baseline release from for workshop & panel presenters; discuss concerns raised by Richard...
- Including everybody
- Richard Green initiated a Mentorship Committee (in part to assure no one is isolated at Connect)–thank you!
- Robin Lindley Ruggaber will head Mentorship Committee
- Non-workshop/panel program items
- Review communication timeline /
- Next communications:
- CFP for Lightning Talks
- communication with WG/IG leaders on updates
- Additional communications/issues upcoming?
- IN EVERY MESSAGE GOING OUT, REMIND PEOPLE OF ALL THE THINGS TO DO (with relevant links): registration, conference proposals, etc.
- Review tools and processes for planning–who is familiar with and/or has admin access to these?
- Next communications:
- Tools for organization
- Richard thinks we need to plan that there is a daily email for all the info for the day
- Off the normal program–like the photograph, sign lightning talks etc. every morning
- But we need a list of attendee emails
- Brian requested we start using Slack–yes
- "Samvera Connect" is a private slack channel
- Waffle board for organization and tracking of sessions and speakers
- https://waffle.io/samvera-labs
- Discussion/suggestions for moving info from Google form for panel proposals > Waffle board?
- Richard–gut feeling is we could copy & pasted probably as fast (as trying to do something programmatically)
- May have been asked & answered but: the board is still filled from last year–can we just write over it? Should we delete all first?
- Short answer: Yes; Andrew & Richard will try to sort waffle board
- Google drive
- Chris set up for 2018
- Link: program planning and structure of past Connect conferences
- Sessionizer for timetabling unconference sessions
- https://github.com/curationexperts/sessionizer
- Script run (originally created by Peter Binkley) to scrape wiki and put into GitHub repo (above)
- Aaron Collier inquired about Sessionizer and notes:
- Erin Fahy ran the sessionizer service on her own heroku account. Apparently it wasn’t very costly (like < $20-30 the whole time). I’m going to reach out to her shortly to see if we can continue to use that or need to set up our own.
- Richard thinks we need to plan that there is a daily email for all the info for the day
- ACTION STEPS from 7/17 meeting:
ACTION: arounerwillhas added calendar meeting for next Samvera program committee call (7/31)
ACTION: arounerwillhas corrected calendar meeting invitation/links for each Samvera program committee call (so link on page matches link in invitation)
ACTION: Brian McBridewillhas updated the tentative workshop schedule and the room assignments for each workshop–Thank you!
ACTION: Richard Greenwillhas follow-up with Robin Lindley Ruggaber and others re: mentor program (to assure people new to the conference don't get lost)–Thank you!
ACTION: Richard Greenwillhas emailed reminders (presentation proposals, registration reminders, etc.) last two Thursdays–Thank you!
ACTION: Emily Stenbergwillhas added draft language on recordings (for room captains to communicate at taped sessions) https://drive.google.com/drive/folders/1eGkhtd7jmGruYQgLgj7XuxHqDEJPoM0R?usp=sharing –Thank you! - IMMEDIATE ACTION STEPS:
ACTION: Brian McBride will email to workshop registrants (not registered via Eventbrite)
ACTION: arouner will check final workshop times and room assignments and contact late-breaking proposal organizers to confirm their workshops are accepted
ACTION: arouner will email all workshop leaders to make sure times are OK for presenters; ask them all to register for conference
ACTION: Richard Green and arouner will begin sorting out using waffle board and moving panel proposals to waffle board
ACTION: organize emailing WG/IGs for updates
ACTION: CFP for lightning talks?–for now, put up wiki page for lightning talks (Brian will) and link from conference page–then actual CFP / announcement at end of August
ACTION: set up Sessionizer for unconference and/or lightning talks? Aaron will have set up over next few days–just unconference not lightning
ACTION: need to do thematic mapping into waffle board–just need to close all issues from last year
EMAIL Richard on progress on waffle board; also workshops
mentorship–Robyn has previous mentorship program on wiki and use that
Richard suggests reviewing comments if we want a full morning plenary–Brian reviewed during meeting and indicated several comments did suggest plenary was too long in past
ACTION: arouner add meeting on 14th at 11:00 (for half hour) - LONGER-TERM ACTION STEPS:
ACTION: approve panels by 8/21 meeting
ACTION: arrange for daily email for all the info for the day
ACTION: arrange for video release items (posters informing people, copy to room captains, finalize release forms)