Date

28 Apr 2016

Attendees

Budget link

Budget spreadsheet

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

Patrick got quotes for poster printing from FedEx and Northeastern's campus printing shop:
- FedEx: $12.25 per sq. ft.
  - FedEx is a block away from BPL.
- Northeastern: $11 per sq. ft.
  - Problem of how to transport posters to BPL.
The printing cost will not be part of the registration, institutions will be responsible for this cost.
Tufts has easels available
- Logistics of getting them to the BPL not yet evaluated.

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.

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