Meeting Times & Communication Channels

Time: Wed at Noon PST / 3:00 PM EST.

Call-In Info: 712-775-7035 (Access Code: 960009)

Attendees:

8 nights of rooms (so two rooms for 4 conference nights) are comped by the hotel contract.
- Each room is a Double. So... could have two people in a room potentially. Or could just do one person per room.
Registration for scholarship recipients is being factored into the budget currently.
Scholarship does not include travel, other expenses
Open Repositories 2015 used a form similar to what has just been emailed out to the group. Can't use it directly but can use it for inspiration to create something similar: https://docs.google.com/document/d/1ODDk99tJ_D-WV9m7sSJMxX_COfjN4nQFAUtxHt_IvYc/edit

How do we identify need?
- Potentially based on known contributions/lack of travel support from institution
Application form
- How do we collect information (e.g. via a web form)?
- Everyone seems to be fine with using Google Forms/Google Docs
- How soon do we need the form done?
  - Registration to open by 8 June; want to be able to link to form/scholarship documentation
  - Ideally have everything open by Open Repositories 2016
- Visa support (from OR 2015): is this something we want to include?
- Current OR 2015 form is long (22 questions); target 10 questions
- Registration will be capped at 290 people
- Form contents
  - Name
  - Country of residence
  - Email address
  - Name of employer/business
  - Nature of company
  - URL to company's site
  - Job title/role
  - Why is HC2016 important to you?
  - Contact of someone in Hydra community who knows you
  - [Nabeela Jaffer to adapt final questions for document]
Deadline for submissions: July 13
Deadline for acceptance: August 8
Other items?
- Announcements - where do we want it o be senrt out?

Assignee	Target Date	Item
Nabeela Jaffer	2016-06-06	Draft version of scholarship application using Google Forms and share with committee
matienzo and anusha.ranganathan	2016-06-08	Draft announcement messages and identify dissemination channels