2018-04-03 Program Committee

Copied by arouner from last years' template by Karen Estlund.

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)
John H. Robinson, IV (UCSD)
arouner (WUSTL)
Emily Stenberg (WUSTL)
David Wilcox (DuraSpace)

Agenda

Welcome and introductions
Note taker and facilitator arouner
Additions/changes to agenda?
Why are we all here?
1. Richard, Steering Group liaison
2. Brian as Host Committee liaison
3. Review communication timeline
Review program planning and structure of past Connect conferences
1. Monday - partner meeting
2. Tuesday morning - workshops: parallel themed or targeted tracks
3. Tuesday afternoon - plenary
4. Wednesday morning - parallel themed or targeted presentations
5. Wednesday afternoon and
6. Thursday - unconference and WG/IG meetings
7. Friday
Facilities / Rooms available for conference - info.provided by host committee
Getting under way
1. Soliciting and commissioning content (see Suggestions for Samvera Connect 2017 Program)
2. Waffle board for organization and tracking of sessions and speakers (https://waffle.io/samvera-labs/samvera-connect)
3. Sessionizer for timetabling unconference sessions
4. Useful documents from last year
Review of Review of logistics/tools
o Samvera wiki
o Google docs-agenda/minutes
o Google listserv (for program committee)
o GitHub/Waffle-for session scheduling
o Sessionizer
" Call for workshop proposals
o When should we have them due?
o What workshops were valuable/well-attended in the past?
o Do we reach beyond Samvera for proposals?
Review feedback from past Connects (documents in Drive) - Q&A
Slack channel
Next steps
1. Solicit proposals
2. Set types of events with rooms

Meeting Notes

Welcome and introductions
Note taker and facilitator arouner
Additions/changes to agenda?
1. (not asked)
Why are we all here?
1. Richard, Steering Group liaison
  1. Brian as Host Committee liaison
2. Everyone else, to design and commission the program for an excellent SC2017!
1. Karen created the timeline based on previous notes.
2. Call for Mentors and Mentee is new and is moved earlier in the timeline. Last year was the first time.
Review of Connect week schedule—Brian McBride
program planning and structure of past Connect conferences ( use waffle board to plan)
1. Monday - workshops: parallel themed or targeted tracks
  1. Last year we did not have to recruit people to submit proposals
  2. Finalize the workshops first, so people can make travel plans
  3. Last year, we added an intro to community
  4. Fedora workshop is popular every year
2. Tuesday morning - plenary
  1. feedback suggests: people love the lightning talks
3. Tuesday afternoon - poster session
  1. We ask all the partners to bring a poster
  2. There was some negative feedback about the noise and space
4. Wednesday morning - parallel themed or targeted presentations
  1. concurrent lightning talks - how many concurrent tracks can we have? 6 rooms are available - doesn't mean we have to have 6 tracks. The rooms are on 2nd and 9th floor.
  2. Plan out lightning talks ahead of time or let people sign up on that day?
5. Wednesday afternoon and Thursday - un-conference and WG/IG meetings
  1. We will have to contact the IG and WG. Last year, some committees did not have any updates. At virtual connect, we used a template and asked chairs to put update based on 3 questions: What has been done, what is the future and who are the chairs and meeting times.
  2. Recruit people for presenting
  3. Un-conference is for providing an opportunity to work any cool ideas/topics.
  4. Not sure if everyone has a good idea about what un-conference session is. We need to better advertise it
Soliciting for workshops
1. Richard requested (previously) we address this first (presumably so people can make travel plans etc.)
2. Topics to suggest in CFP:
  1. Intro to Hyrax
  2. Fedora
  3. RSpec rspec.info
  4. Software Carpentry
  5. Valkyrie
  6. Collections Extensions Collection Extensions Requirements Working Group
  7. (Library) Publishing with Samvera
  8. Contributing to Samvera documentation
  - - (especially using jekyll https://jekyllrb.com)
3. Timeline for workshop CFP messaging:
- - Draft CFP for workshops / send to committee–4/03
  - EMAIL CFP for workshops (Partners, Community & Tech?) 4/4
  - EMAIL REMINDER 4/15
  - DEADLINE for submissions 4/27
1. more
Review of meeting times for this committee (Samvera program committee)
1. Will need to go to meeting alternate weeks beginning in July
2. Scheduled meetings (first Tuesday, 10-11 am CST):
- - April 3
  - May 1
  - June 5–will need to reschedule due to conflict with OR 2018 conference (June 4-7, http://www.or2018.net)
  - July 3
  - August 7
  - September 4
Facilities / Rooms available for conference - info.provided by host committee
Getting under way
1. Soliciting and commissioning content (see Suggestions for Samvera Connect 2017 Program)
2. Waffle board for organization and tracking of sessions and speakers (https://waffle.io/samvera-labs/samvera-connect)
3. Sessionizer for timetabling unconference sessions
4. Useful documents from last year
Progress so far: call for suggestions (2)
Scholarships?
1. one program committee member can be liaison for the scholarship committee
Review feedback from past Connects (documents in Drive) - Q&A
1. Feedback suggests: Full conference dinner is not necessary
2. Host committee is planning some dine arounds
3. Opt-in for first time badge ribbons
Slack channel
1. do we want to have a slack channel - yes! Question is where to host it?
Next steps
1. CFP for workshops
  1. Draft CFP for workshops and send to committee for review 4/03–Andrew
  2. EMAIL CFP for workshops 4/4
2. Review communication timeline –All
3. Review recommendations from last year's Samvera Connect program committee (from committee members and from attendee feedback)
  for (see Suggestions for Samvera Connect 2017 Program)