2024-05-02 Midwest Planning Meeting
Date
May 2, 2024
Participants
@Heather Greer Klein
@Jon Dunn
@Kirsten Leonard
@david.schober
Discussion topics
Item | Notes |
---|---|
Objective/Audience for the session |
|
| 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 ItemsReview 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