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

Owned by Bill Branan
Jun 16, 2017

Time

  • 3:00-4:00 PM EST (GMT-5)

Dialin

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

Invitees

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