Connect

Dial: +1 (530) 881-1400
Access Code: 651025#

Attendees

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

Agenda

Chair: Rick Johnson
Note taker: Chris Awre
Additions/changes to agenda
Minutes of the last meeting September 11th, 2014
Logistics reports
1. Booking.
2. Essential logistics page at Essential logistics facts
  1. Registration people needed, to start from 8:00am on Tuesday 30th
  2. Beer bus T-shirts to be handed out at registration Action: Patrick to liaise with Ginnie on list of those who are on the beer bus and should get a T-shirt
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. Need to get an accurate quote from refreshment caterers and then, if OK, order Action: Patrick (who has details)
  1. Variety of pastries preferred, as available at same price, final decision on inclusion of fruit to be made following budget review
6. 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
  1. Some preferences expressed, but not many
7. Need to work on rooming once approximate attendance at elective sessions becomes clear - see 6b below
Logistics needs outstanding at 18 September
1. Program
  1. version of program with rooms included online Action: Richard (Workshops day and Wednesday )
    1. Action: Linda to create HTML version that mimics PDF
    2. Include link to list of Wednesday lightning talks/presentations and Thursday lightning talk lists Action: TBD
  2. Finalize Thursday rooms Connect 2 Planning matrix Action: all
    1. First column is Ballroom all day, second column is Dampeer all day, column three is LL06 all day
    2. Action: Rick to give Jeremy Friesen access to page with room and their sizes for Unconference planning (Done: Created page Public Room and Facilities Information)
  3. Review room and equipment requirements for each session (Ballroom) Scheduled Session Descriptions Action: all
    1. Action: Patrick to check sessions to see if any clashes with rooms they are scheduled to be in and required equipment, etc.
  4. Get room requirements for each workshop and session lined up
    1. Action: All to confirm requirements are in place by meeting on 9/25
  5. Create plan for coordinating room configurations during conference Action: Patrick, with CWRU colleagues
  6. Spotlight on attendee during conference. Create list for each session (veterans and newbies) Action: Rick to give a first stab Set a chair Action: Rick
  7. Instructions for various chairs of sessions Action: TBD
    1. Introducing speakers
    2. Brief bio from speakers
    3. Keeping on time
  8. Welcome Remarks drafted and speakers lined up Action: Rick
  9. Conference Wrap-up: Need to get speakers lined up and briefed. Set chair Action: Tom (with Steering Committee)
  10. Farewell and Sendoff: Need to get speakers lined up and briefed Set chair Action: Rick
  11. Put session chairs in program Action: Linda (in creating the HTML program)
  12. Set session chairs for Thursday Action: Chris (coordination with Linda and Tom)
  13. Large day-by-day program signs with rooming posted at key locations Action: Patrick
2. Printed attendance list with email addresses Action: Patrick
3. Book refreshments Action: Patrick
4. Book Jolly Scholar Action: Patrick
5. Name badges (Program committee should be identifiable somehow) - Action: need final list from Mark, printing Adam
  Need Hydra logo Action: Richard
  CWRU will man the registration table - at least at peak times. Action: Patrick to arrange
6. Sign-up page on wiki for Monday evening dinners - folks to gather at Courtyard Marriott reception? Action: Adam
7. On-call person for Tuesday sessions Action: TBD
8. Create Master list of helpers, facilitators (different chairs, desk helpers, etc.) Action: TBD
9. Map of "drop-in" spaces Action: Patrick
10. Organize social team to support newbies Action Adam
11. Note: Tom, Mark and Rick can add members to and post to hc2-announces@googlegroups.com
12. Email to attendees a w/b 9/22 with final info - like light rail link from airport to hotel Action: Rick
13. Pull together list of emails for session attendees from survey for facilitators Action: Linda
14. Create general logistics summary for introductions at conference (wifi, location of program, location information, drop-in spaces, etc.) Action: TBD
Action Items during conference
1. Confirm plan for coordinating room configurations during conference
2. Confirm room and session setups
3. Equipment needs (projectors, adaptors, etc)
After Event
1. Send Survey to community after event on program and overall success of event Action: TBD

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
  - Transfer workshop rooms to program PDF and get to Patrick for printing Action: Richard
- Online Session Descriptions
- Finalize Online Program Action: TBD
- Welcome Remarks
  - Need to get speakers lined up and briefed - and a chair for this Rick will Chair - need a scree with running order, links etc (Target Date: September 23rd)
- 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
  - Need a Chair for this session - Jeremy
- 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 Brainstorming page here Action: 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~~
  - Need a Chair for the Wednesday Lightning talks - Action: Rick to ask Mark (and also ask about the unconference scheduler?)
- 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
  - Need an appropriately "jovial" Chair for the minute madness Action: Rick to ask Declan if he will do it
- Organize Spotlight on new attendee and some veteran institutions
- Conference Wrap-up
  - Need to get speakers lined up and briefed. Set chair Action: TBD
- Farewell and Sendoff
  - Need to get speakers lined up and briefed Set chair Action: TBD
- 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 (Like Mark's last one) (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 25th September usual timeslot
Please highlight on the draft agenda items that must be resolved in the call (Action: all)

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