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 (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
    - was about 5 people (see Organizers' pages for Connect 2015 for list)
  - 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

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