Connect

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Access Code: 651025#

Attendees

Tom Cramer
Rick Johnson
Linda Newman
Adam Wead
Richard Green
Mark Bussey
Chris Awre
Patrick Feeley
Ginnie Dressler

Agenda

Chair: Rick Johnson
Note taker: Richard Green
Additions/changes to agenda
Minutes of the last meeting August 28th, 2014
Logistics reports
1. Booking.
  In view of size of conference and number of NPAs need a social team to encourage mixing Action: TBD
2. Essential logistics page at Essential logistics facts
3. Status of t-shirt supplies investigated (OK)
  Stanford need size/gender information as soon as we have a good feel for it ~~Action Mark (attendance list)/Richard August 30~~
4. Need to reorganize main wiki page to emphasize program and links for fill-in pages ~~Action: Richard~~
5. Urgently need to resolve the availability of a large space (100+) on Tuesday (or not). Currently have a wait list dependent on space. Action: Patrick 9/8
6. Need to get an accurate quote from refreshment caterers and then, if OK, order Action: Patrick (who has details)
7. Need to collate special requirements and order food from Jolly Scholar Action Patrick once list is finally closed and we have a good feel for preferences (100+ replies?) via the survey document
8. Need to work on rooming once approximate attendance at elective sessions becomes clear - see 5b below

Program milestones and progress

Review of response from assigned speaker/panelists
~~Rick will contact Karen C about her involvement in the workshop Action: Rick~~
~~Richard will change name of Hydramata-Works workshop throughout Action: Richard~~
~~Hydra Lessons Learned: Shared Development vs Shared Code Action: Rick~~
Review Final Program Action Items

- Finalize Rooms for Program
  - Review Survey Results - go to "Responses (nn)" in top menu > "Summary of responses" on the Google form at https://docs.google.com/forms/d/1I4bwJCGxgOPspW-6m0UcGbjSVl8bHEBtEJZRnt5UZFw/edit?usp=sharing ***Live form please do not change! ***
  - Estimate Attendee Count for per track and/or session
  - Match scheduled sessions (plenary, workshops, LT, etc) to rooms and accommodations
    Set a deadline for doing this during the call 9/11 Action: all
  - Have variety of rooms available for unconference portion to assign as appropriate
- Online Session Descriptions
- Welcome Remarks
  - Need to get speakers lined up and briefed
- Unconference Sessions
  - Unconference scheduling execution (during conference) (Action: Mark - Rick to follow up with him)
  - Move "must cover" topics to unconference list The UNCONFERENCE -- Brainstorming~~(Action: TBD, Target Date: Sept. 4~~)
  - Call for more unconference topics Action: Richard
  - Gather up until 2 weeks before Event (Target Date: September 15)
  - Agreed to ask Jeremy Friesen to use his "Dungeon Master" gift to chair the unconference planning session Action: Rick
  - May want to take Linda's seed items out of the list prior to the conference Action: Linda
    Note that proposing a topic does not infer a requirement to lead it Action: Richard to note in next email
- Lightning Talks and Presentations
  - ~~Send request to community for general interest and track specific talks (Target Date?)~~
  - We need a target date for finalizing this list (Target Date: September 15th?)
  - Lightning talks for Wednesday morning Weds lightning talksAction: all (Target Date: Sept 15?)
  - Thursday Lightning Talks Suggestions for Thursday Lightning talks
  - Send out another lightning talk email on 9/4 ~~Action: Richard~~ Tucked into 9/2 email
  - Richard to email proposed speakers for Wednesday lightning talks, explain the context (increased emphasis on WGs) and get agreement to speak Action: Richard
  - Are there any gaps in our program coverage that would benefit from commissioning a short or lightning talk here? Action: all
  - The work of Steering and Power Steering should be covered in Tom's State of the Hydrasphere talk Action: Tom
  - Linda should add an LT on Cincinnati's new head if it's up and running by then Action: Linda
  - ~~Comb our existing lists for items that should be lightning talks~~ ~~Action: Linda~~
- Posters
  - ~~Ideally posters for printing need to go to Patrick no later than 22nd September (off the record, we can accept them up to the last minute).~~
  - ~~Email about posters on or by 29th August Action: Richard~~
  - Invite "must include" poster topics (Action: Tom)
  - Need poster registration page. Seed with names of institutions attending: ~~Action: Richard~~ The list ( Poster show and tell contributions) makes interesting reading
- Organize Spotlight on new attendee and some veteran institutions
- Conference Wrap-up
  - Need to get speakers lined up and briefed
- Farewell and Sendoff
  - Need to get speakers lined up and briefed
- Emails to go (see Email to attendees ):
  - ~~August 11th: two weeks only to get discount hotel rates etc~~
  - ~~August 15th: less than two weeks to get hotel rate (to incorporate daft program)~~
  - ~~August 20th: one week only to get discount hotel rate~~
  - 2nd September: Email to signed-up attendees - requirements/tracks/workshop attendance/workgroup attendance/posters etc ~~Action: Richard~~
    Google form ~~under development~~ at: https://docs.google.com/forms/d/1I4bwJCGxgOPspW-6m0UcGbjSVl8bHEBtEJZRnt5UZFw/edit?usp=sharing
    Please check urgently: ~~Action: all~~
    Accessible page of program details to go with this ~~Action: Richard~~
    Reminder about posters, questionnaire, talks etc Also Beer bus? (September 8th) Action: Richard
- Send Survey to community after event on program and overall success of event

~~Draft Program Outline Created (Target Date: August 7th August 14th, Distribute by Aug. 11th Aug 15th)~~

~~Share important thoughts by email on or before Tuesday 12th (Action: all)~~
~~August 14th call to finalise content of the draft program to be published on 15th~~

~~Get High Level Tracks Set~~

~~Define Categories of Talks and Activities: WS = workshop, PL = plenary, LT = lightning talk, PR = presentation (say 20 mins), WG = Work group (Friday), PS = Poster, SOC = Social Events~~
~~Define various audiences: NPA = New and prospective adopters, MGR = established managers, DEV = established developers, DEVOPS = Developer Operations, OTH = other'~~

~~Set high level schedule and match to audience~~

~~Transfer all items below to Connect 2 Planning matrix~~

Day	Track	Audience
Mon	Specific working groups (eg Fedora committers) SOC: Sign up dinner groups especially to welcome newcomers	N/A SOC
Tues	WS; SOC: Beer Bus, Other	NPA, DEV, MGR? All
Wed	Plenary (PR, LT, PS) SOC: Conference dinner	All
Thurs	1/2 day Continue Plenary; 1/2 day Unconference Separate Tracks; End Plenary SOC: Unconference Style	All DEV/MGR/NPA/DEVOPS All
Fri	Workgroups, Current Projects, Specialized Topics	MGR/DEV/DEVOPS

~~Define Plenary and Invited Topics~~
- ~~Last look on Brainstorming page at~~ Subject matter brainstorming
  - ~~Please add any further items to list before next call (Action: all)~~
- ~~Draft email to community asking what we should definitely cover in Connect #2; response deadline before next call~~
- ~~Determine place for community to add topics (create public accessible wiki page)~~
- ~~Review Must Cover Topics for Hydra Connect 2~~
- ~~Integrate community supplied topics into organizer list~~
- ~~Need item about Hydra's technical direction; Robin has firm views, Richard will ask specifically what she would like to include in the discussion~~
- ~~Richard to add high level program planning page to wiki. It can now be found here~~ Connect 2 Planning matrix
- ~~Identify primary themes for plenary (derive from Objectives and Targets for Hydra Connect)~~
- ~~Committee will group brainstormed topics into categories for similar topics and tracks~~
- ~~Review Themes listed on: Connect 2 Planning matrix (old)~~
- ~~Identify and reach out to invited speakers~~
  - ~~Reach out to Plenary topic speakers (Action: Rick)~~
  - ~~Reach to Manager topic speakers (Action: Linda)~~
  - ~~Reach out to Dev topic speakers (Action: Adam)~~
  - ~~Follow up Mark Bussey about Intro to Rails and Dive into Hydra Timing Content, Prequisites (Action: Adam)~~
  - ~~Hydra and Blacklight UX workshop length (Action: TBD) (Identified as 90 minutes by Chris Awre)~~
- Confirmation of all invited speakers (Target Date: August 22nd)
  Check current status!
~~Need to start developing a program page for the wiki ( HC2014 Schedule v1.4.pdf) (See planning matrix)~~
~~Schedule and create separate tracks~~
- ~~Define Separate Tracks in~~ Connect 2 Planning matrix
  - ~~Maintain 60/40 split between conference/unconference on Wed and Thurs~~
- Each category of attendee needs to get a coherent program within their track. Linda (managers), Adam (devs), Rick (NPAs) will attempt to map the suggested topics onto the tracks prior to our 7/31 call (Action: Linda, Adam, Rick)
- ~~Break NPA and MGR workshops into NPA DEV, NPA MGR, and MGR tracks (Action: Linda)~~
  - ~~Provide specifically for devops only during workshops and working groups?~~
- ~~Match audience to track(s) and number of tracks at different times defined~~
- Need to establish criteria for content, program and tracks. Tom has created a page at Objectives and Targets for Hydra Connect . Please comment, add to, etc. (Action: all)
- ~~Richard to try and get the nice program master template used in January from Mark (Action: Richard)~~
- ~~Workshops~~
- ~~Need Separate Track Specific Topics (regular conference time on Thursday)~~
  - ~~NPA (Action: Rick)~~
  - ~~DEV (Action: Adam)~~
  - ~~MGR (Action: Linda)~~
  - ~~DEVOPS (Action: TBD)~~
  - ~~Posters: (Action: Tom)~~
  - ~~List of "must cover" topics should be reviewed (Action: all)~~
  - ~~Rick will look at aspects of flow and transition through the program (Action: Rick)~~
- ~~Fill out Working Group Topics (Action: All)~~
~~Request and Gather feedback on draft program (2-3 weeks, August 11 15 - 29)~~

~~Workshops~~
- ~~Need to commission those on our list without presenters (Target Date: Aug. 22nd) see Subject matter brainstorming)~~
~~Program Finalized (Target Date: August 15th for workshops, August 29 main program )~~
- ~~Call out to developers for other development topics (ACTION: Adam)~~
- ~~Dependency for funding for some? Travel plans?~~

AOB
Next meeting Thursday 11th September usual timeslot
Please highlight on the draft agenda items that must be resolved in the call (Action: all)

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