2016-02-11 HC2016 Host Committee Meeting

1 min

Identify notetaker

Mark

1 min

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

Karen

• Got information from Mark Bussey and Richard Green about cost

10 min

Agenda building

Karen

• Work assignments

• Identify permanent person to staff desk between sessions

• Where are the meeting rooms?

  • Workshops (first day): 1-2 at NEU, rest would be at BPL

  • Rest of conference: most sessions at BPL, but breakout space at Northeastern.

• Identify good venue(s) for conference dinner

Identify good venue(s) for conference dinner

Karen

• @Karen Cariani: WGBH has space in the library in the new cafe at BPL. Conference dinner would be prohibitively expensive ($100-150 per person for dinner).

• @Alicia Morris (Deactivated): I could identify 3-5 places after talking to others at Tufts.

• ?: Have looked into this similarly for NEA/MARAC joint conference.

• @Patrick Yott: Can look into student center space w/ catering at Northeastern.

• ?: ~400 person reception at Aquarium was ~$7500

• @Eben English: Ideally we want something that's easily accessible via public transportation.

• ?: VIVO conference is in Boston/Cambridge - can we identify where they're meeting?

Registration

• When can we open registration?

  • Shoot for late May

• Eventbrite management

  • DPLA has experience; @matienzo will check w/ staff at DPLA if they can manage transactions.

• Blocker on registration costs:

  • Security staffing at BPL

  • Dinner costs

• Need shared document for budget

• Registration desk staffing

  • Who can offer staff?

  • Do we need to staff an NEU registration desk? (Yes, probably for limited hours).

Sponsorship

• Have there been sponsorships in the past?

• Potentially bring up at partner call or with Hydra Steering

Scholarship

• How do we want to organize this? Do we need a separate commitee?

• Reminder: have 2 rooms available; could subsidize registration.

• Question to ask program committee is to see whether there's value in the scholarships.

A/V

• Wireless?

  • Eduroam & guest accounts at NEU

  • BPL: still in discussion

• Recording sessions

  • Assumed that we can only record 1-2 simultaneous sessions

  • Recording needs staffing.

  • BPL (ideally) would like to livestream but bandwidth available may prohibit that.

Social activities

• BPL tours are a possible

• Newcomer dinner sounds like a good idea; provide list of recommended restaurants; responsibility for coordinating groups/reservations/etc. relies on volunteers.

• Red Sox/Bluejays game on 10/2?

• Karen to add further ideas