2024-05-02 Midwest Planning Meeting

Owned by
Heather Greer Klein
, created
Last updated: Jun 14, 2024 by
Jon Dunn
3 min read

 Date

May 2, 2024

 Participants

  • @Heather Greer Klein

  • @Jon Dunn

  • @Kirsten Leonard

  • @david.schober

 Discussion topics

Item

Notes

Item

Notes

Objective/Audience for the session

  • Is it for developers or primarily users

  • call out for planning committee of people can make it to set content that is of interest.

  • Avalon and Hyku

  • Hands on or content that is helped by in person

  • Community build too

  • What about inviting folks interested in Samvera solutions?

  • Plenary - Share fair about what people are doing, components of Samvera stack and individual code add-ons

  • Survey of what people are interested in, with options we come up with

  • unconference elements and tracks as well

  • Midwest regional meeting and context of Princeton, anyone can attend who is interested

  • output of the regional meetings will be reported and maybe virtual

  • Not a hybrid - only in-person - focused on workshopping to help with logistics and to focus on discussion rather than just pushing information one way


What do we need to send with a save the date

do survey about interest and topics, then call out for the planning committee, meet 3 times, put your name here. Local logistics team is already formed.

Start a page where we can put in a google form

https://docs.google.com/forms/d/14Za-Ug4m-STVwYvMcdav6ADGjPKENHdowaTjL234MxI/edit

Inclusion actions

There is no cost for the conference and perhaps less travel costs, reaching new audiences and we have many community and potential community members in the Midwest. No decisions are being made here. We may be able to record presentation. IU Indianapolis inclusion statements and safe area guidance? Trying to be as inclusive as possible while recognizing that some wouldn’t be able to travel to this location.

Funding for catering and support to keep costs

Sponsors hard. IU and PALNI can cover some meal and catering costs. Can other organizations pick up any costs or at least fund their people to attend?

Dinner are on their own

Sponsors - Amazon, tech services providers that we are all users of,

Meeting notes (AI created)

Samvera Midwest planning meeting - May 02
Meeting Purpose:

Discuss planning for a Samvera regional meeting in Indianapolis in September 2024

Key Takeaways

  • The meeting will be in-person only, not hybrid, to facilitate more interactive sessions and workshops

  • A survey will be created to gauge interest in topics and planning committee volunteers

  • Potential sessions include Haiku/Avalon user discussions, developer unconference, and sessions on Samvera components and new developments

  • Logistics are coming together with venue and some funding secured

Topics:

Planning Logistics

  • Dates are September 25-26, 2024

  • Venue is IUPUI in Indianapolis with rooms for 50-100 people secured

  • $3,000 available from IU Bloomington for costs like catering, PALNI will help

  • No sponsors anticipated but could ask AWS since many partners use AWS

Meeting Format

  • The meeting will be in-person only, not hybrid, to facilitate more interactive sessions/workshops

  • Can record some sessions to share more broadly after the fact

  • Will have an unconference element and tracks for different audiences

  • A survey will be created to gauge interest from potential attendees

Location Concerns

  • There was discussion around whether the Indianapolis location would present accessibility issues or be seen as exclusionary by some partners

  • The group felt they could respond openly if concerns were raised, explain the reasoning, and acknowledge no solution will be perfect

Potential Sessions

  • Hyku/Avalon user discussions and implementation share fair

  • Developer unconference

  • Workshops on Avalon or other Samvera components

  • Sessions on new Samvera developments and roadmap

Next Steps:

  • Create a topic/interest survey for potential attendees

  • Ask for planning committee volunteers in the survey

  • Review survey draft and finalize before next week's virtual connect

  • Share survey and do some planning updates at virtual connect

  • Form a program committee to start planning details
    Action Items

  • Review Google Form survey responses and compile list of potential programming topics

  • Create Google Form survey with draft topics

  • Reach out to local AWS representative to inquire about potential sponsorship

  • Edit and review Google Form survey based on call discussion