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: 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
Action items
Patrick Yott: check into Northeastern Student Center