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2016-01-25 HC2016 Host meeting (with 2015 hosts)

2016-01-25 HC2016 Host meeting (with 2015 hosts)

Jun 16, 2017

Time

  • 3:00-4:00 PM EST (GMT-5)

Dialin

  • +1 605-562-3140, access code: 998712

Invitees

  • @sanderson (BPL)

  • @Mark Bussey (DCE; 2015 host)

  • @Karen Cariani (WGBH)

  • @Eben English (BPL)

  • @matienzo (DPLA)

  • @Alicia Morris (Deactivated) (Tufts)

  • @Mike Korcynski (Tufts)

  • @alexander.may (Tufts)

  • Nicholas Pollard (WGBH)

  • @Patrick Yott (Northeastern)

  • @Richard Green (Hull; Hydra Steering contact)

Agenda/Questions

  • What kind of costs did DCE have for staffing, etc.?

    • Host committee

      • Mark B

      • Rachel is DCE staff, handled registration and logistics. Sat all day at reg desk.

      • Colin (volunteer)

      • Justin

      • Alicia

      • Until day of, host committee was mostly just Mark and Rachel

    • Recommend having one dedicated person at registration desk each day.

    • Additional assistance from:

      • Samvera Community Helpers (knew key local people and how to get a hold of them - mostly connecting people)

      • Program Committee: helped ensure program started on time; that attendees knew how to get to sessions, etc

      • Host Committee: ensuring that everything needed (AV, connections, etc. were there on a daily basis)

  • Registration

    • 198 registered attendees (capped at 200 but a couple people dropped out)

    • Used Eventbrite, recommended for further use.

    • Remember - there will always be people who need refunds; need to switch from personal credit card to business credit card, etc.

    • Make sure someone has access to make those changes. Most of those are pretty easy

    • Determine how to figure out how to charge for/ticket dinners. That didn't go cleanly for HC2015.

      • Ended up having three different kinds of dinner fees. Try to avoid this if possible.

    • Is there a cap on registration fee w/ or w/o dinner?

      • No, but registration fee is something to go over with Hydra Steering.

      • General reg last year was $100; separate dinner was $55. 

    • On form, ask what day people plan to arrive - allows for more effective planning

  • Conference Dinner

    • Two issues:

      • What are you doing? Sit down dinner vs. buffet?

      • How do you handle registration numbers?

        • Has impact on numbers you to get to caterers

  • Breakdown of event costs

    • Mark B will share financial recap of the last two years to hydraconnect@googlegroups.com. Will show real breakdown.

    • Largest cost are facilities, catering (both day to day and dinner)

    • Previously, Stanford has printed t-shirts, and gets reimbursed out of the pool - this is nonetheless reflected in the overall budget

      • Stanford wants to do this again, just a heads up.

  • Timeline/milestones

    • Everything should be available shortly after Open Repositories (June 13-16 2016), preferably NO LATER than the end of June at the absolute worst. 

    • Concurrently opening reg w/ OR2016 would be advantageous.

    • Schedule 

      • Schedule is usually consistent from year to year; depends on availability of space.

      • 9-5 w/ provided breakfast; lunch OYO; and morning/afternoon breaks

      • Ensure there are good printed and online schedules. 

      • Only shifts should be at the breaks. 

      • Issue at HC2014 - lack of awareness that sessions were in two different buildings. 

  • A/V needs

    • Projector + screen needed in every room

    • Plenary session: audience mics?

    • Speaker mic at podium, possibly more than one if there is going to be a panel.

  • Social events

    • social dinners (first night) 

      • Google Docs signup for 6-8 people

      • Didn't do it last year; try to find a volunteer to help coordinate it

    • Alcohol-related events

      • Non-drinkers have raised issues re: HC2014 beer bust and perception that alcohol was included in HC2015 conference dinner

  • Catering (Breakfast)

    • Minimum would be nothing; slightly better than minimum is coffee, tea, etc..

    • Depends on what we can do w. caterers and facilities.

    • Day breakdown (HC2015) - skip first (i.e. workshop) day and last day; provide breakfast on middle two days

  • Welcoming atmosphere

    • This includes issues raised by women in the community

    • Considering this in context of ally skills workshop; much more to do

    • Some issues pulled in from Hydra Participant Guide (slide deck); also ensuring awareness of anti-harassment policy is important.

  • Registration desk staffing

    • Previously raised (HC2014): reg desk was too focused on "pushing people through" the registration process

    • People were available at key locations throughout the day (15 people through 2 days directing through the breaks)

    • Print the schedules for each day the day of, rather than in advance

    • Q: Can we investigate having Rachel work the reg desk (since BPL won't have staff; could reimburse costs)? A: Maybe; will check.

  • Next call Feb 11 at 11 AM