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2016-04-28 HC2016 Host Committee Meeting notes

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2016-04-28 HC2016 Host Committee Meeting notes

Jun 16, 2017

Date

Apr 28, 2016

Attendees

  • @Alicia Morris (Deactivated)

  • @Karen Cariani

  • @Patrick Yott

  • @sanderson

  • @Eben English

  • @Mike Korcynski

  • Adrienne Pruitt

  • @Richard Green

Budget link

Discussion

Dinner

  • Adrienne got prices from the Sheraton, which were added to the dinner spreadsheet. Prices are prohibitive.

  • District Hall can only seat 100 for dinner, so that's out.

  • Waterworks Museum: cheapest option, but far away, and current quotes (~$80/person) are only for appetizers.

The group agreed that dinner options are not working out, costs are too high, so we will not offer a dinner as part of the ticket price/program, and will go with the reception idea instead.

  • Adrienne is willing to organize dine-arounds or dinner signups for dinner options.

 

Reception

  • Eben re-estimated the cost based on 290 attendees, and updated budget spreadsheet. Price is around $85/person.

  • Might be possible to get sponsors to defray some of the reception cost?

  • BPL cannot contribute $$ for this.

  • WGBH likely does not have any $$ available for this.

  • Tufts and Northeastern may have some funds – Alicia and Patrick will look into this.

  • Some tech/corporate sponsors might be available – Steering is not opposed to having sponsors for the reception.

 

Registration

  • With the reception, this will push the registration cost around $200. Steering is comfortable with this amount.

  • BPL will set up the Eventbrite account to handle conference registration.

  • The hotel registration link is ready to go whenever this is needed.

 

Signage

  • BPL folks have not gotten together to discuss this yet. Eben will set up a meeting.

  • Currently estimating about $2,500 for this, which has been added to the budget spreadsheet.

 

Poster Printing

 

Program Committee report

  • Program committee meetings are underway.

  • Possible facilities needs are still shaping up, but here is a preliminary look:

    • Monday

      • All day: all available rooms

    • Tuesday

      • AM: pleneary in main space

      • PM: poster sessions

    • Wednesday

    • AM: parallel tracks, all available rooms

    • PM: unconference, all available rooms

    • Thursday

    • AM: unconference, all available rooms

 

Action Items

  • BPL will have a meeting to determine how much signage will be needed

  • BPL will finalize budget draft

  • Northeastern, Tufts, and WGBH will explore sponsorship $$ for reception.

  • Tufts will look into obtaining easels – Update:  Tufts is able to secure 60 easels.

 

Next Conference Calls:

  • Thursday May 5 at 11am.

  • Thursday May 19 at 11am.