2016-02-11 HC2016 Host Committee Meeting

Date/Time/Dialin

11 Feb 2016 11:00 AM EST (GMT-5)
+1 605-562-3140, access code: 998712

Attendees

matienzo (DPLA)
~~Richard Green (Hull; Hydra Steering liaison)~~
sanderson (BPL)
Eben English (BPL)
Karen Cariani (WGBH)
Alicia Morris (Tufts)
Mike Korcynski (Tufts)
alexander.may (Tufts)
Patrick Yott (Northeastern)

Discussion items

Please feel free to add items

Time	Item	Who	Notes
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: 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
Alicia Morris: Will look into other options.
matienzo: Will ask colleagues at DPLA about space ideas for dinner
matienzo: Inquiring about DPLA handling Eventbrite transactions
matienzo: Will look into DPLA staff handling registration shifts
Karen Cariani: Investigating whether WGBH staff can handle registration shifts
matienzo: discuss sponsorship on tomorrow's partners' call
sanderson: will reach out to Richard/program committee to ask for earlier charge, to get feedback on stuff like scholarships
Patrick Yott: Investigate whether NEU A/V staff can record sessions
Karen Cariani: Identify additional social activities options.

Samvera

2016-02-11 HC2016 Host Committee Meeting

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