2024-07-15 Midwest Program Committee Meeting notes

 Date

Jul 15, 2024

 Participants

• @Jon Dunn

• @Chris Colvard

• @Amanda Hurford

• @Heather Greer Klein

https://drive.google.com/drive/folders/1tcvBylJ91yqCMUe-aG6-5bonCNzjKD3H?usp=sharing - Regional meeting folder

 Goals

• Establish general parameters for program and call for proposals

 Discussion topics

1. Introductions

2. Notetaker: @Heather Greer Klein

3. Review event details - see Samvera Midwest Regional Meeting 2024

   1. Rooms: (see Conference and Meeting Room Descriptions | University Library for photos and more details)

      1. UL 0110 (capacity 50)

      2. UL 1116 (capacity 30)

      3. UL 1126 (capacity 40)

4. Program structure

   1. See survey results

   2. Half first day, Full Day second

   3. Organizing Committee ideas:

      1. First day, broad demo/ share-fair and an un-conference activity.

      2. first day

         1. structured (what components?) - sharefair with emphasis on challenges

            1. What does your repository look like, what are your goals, what are your challenges, what would you like to do next. Across all products.

            2. Other session components - Product updates (Avalon, Hyku, Hyrax), community update that is shaped by the audience (Samvera Shared Spaces: Understand the Samvera communities and ways of collaborating), unconference planning. Could provide sticky notes and collect ideas from participants, and could organize those into themes and share in unconference planning the next morning

      3. second day - less structured, can focus on what we learn in sharefair

         1. dev break outs

         2. community road mapping

         3. user-feedback sessions

         4. plenary/ report out

         5. Provide feedback to the board / Some loose way/ learn more about the Samvera Community/ How can I contribute

         6. Will need a call for blocking full schedule, but this is a good framework

5. Call for proposals - rather do a sheet for sharefair signup, to prevent duplication. Communicates that it is low stakes/informal. Really encourage sharing. 5-10 min time limit. Suggested questions - What does your repository look like, what are your goals, what are your challenges, what would you like to do next.

   1. Close share fair in mid August, can leave registration longer

6. Communication channels - set up Slack channel or use existing #mw24-planning?

   1. Will use the single channel

7. Any other business

   1. Dev congress - where in the schedule would depend on the number of interested developers. Would that be part of day 1/morning of day 1? Could be optional developer time. We have the rooms all day both days. What do we call it? Developer meetup, open developer meeting time.

   2. Open work room, for developers or others, could be really helpful for both days if we have a 4th room.

8. Next steps

9. Future meeting schedule

   1. async review of the registration and sharefair sign up, with goal to send out on week of the 22nd, share fair due aug 23rd

   2. will meet next for week of August 26th

 Action items

 Decisions