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2016-08-11 HC2016 Host Committee

2016-08-11 HC2016 Host Committee

Jun 16, 2017

Attendees

Discussion

  • Poster printing at nearby FedEx
    FedEx was not willing to give us a discount. Information about printing posters (where to send orders, prices, file requirements) should be put on the public wiki. @Patrick Yott will look into prices. @Mike Korcynski will bring the stand-alone poster easels from Tufts. They do not have to be removed the same day. 


  • Deadlines for registration (ie. hotel rate valid until 9/6 and need to have tshirt order in by 9/12)
    Added to pending e-mail which will go out immediately following our call.  RG.
    After discussion, it was decided that the tshirt order will also have to be placed by 9/6 in order to allow enough time for production and shipping. The question of ordering extra for late registrants arose, but those who register after the deadline just may not get a shirt.

  • Activities to do in Boston (and other blank sections on the wiki page)/ Informational flyer formatting 
    BPL staff are compiling a list of nearby lunch options, which will also be available as a handout. @Patrick Yott volunteered to do the same for Northeastern. @Karen Cariani had volunteered to compile the list of things to see and do and may work on a dinner restaurant list. There may also be a dinner sign-up sheet. 


  • A/V and streaming issues
    BPL staff will test a/v equipment the first week of September. @Mike Korcynski already has a YouTube account set up for Hydra Partner calls and will add @sanderson to it so we can stream sessions.


  • Staffing and room issues
    BPL would like a Hydra point person. BPL staff will be at the registration desk and can answer all directional questions but won't know about the program. The Program Committee will nominate a point person but if all else fails @Richard Green has volunteered. 
    The Host Committee will start collecting the names of volunteers to be room monitors, etc., soon.
    The Program Committee is putting together a Google form for people to sign up for workshops. There is some concern that if registration approaches 300, with a potential 75% workshop attendance rate, the workshops could be too large. Another room has been reserved at Northeastern if needed, but as of now everything but the all-day Fedora workshop is scheduled at the BPL.

  The next meeting will be held on Thursday, August 25, at 11 a.m.