Samvera Community Wiki
Hydra Connect 2014 Planning Team
The 2014 Hydra Connect Planning Team will help determine the structure and agenda for the event, solicit input & materials from Partners, and help run the logistics while on site.
Planning Team members:
Mark Bussey
Karen Cariani
Tom Cramer
Richard Green
Robin Ruggaber
Bess Sadler
Declan Fleming
Mark Notess
your name here
Local Hosts:
Declan Fleming (UCSD)
Matt Critchlow (UCSD)
Key Topics
get estimate on numbers of attendees - see Hydra Connect 2014 Attendee/Needs Estimation
get a hotel block in SD
identify rooms needed in SD for library
2+2 or 3+1
make a call for proposals
for demos
for posters
for tutorials
for working groups / BOFs
social program
Straw Schedule for Hydra Connect 2014
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Planning Team Kickoff Meeting - Wednesday, October 30, 2013
Meeting Notes
Logistics
Estimate of attendees - Robin to setup attendee list
Cap attendance at 100
Partner (& Adopter) Invites - Robin to setup partners list, this committee to self-organize and personally invite contacts at each institution
Institution Name, person making invite, person invited, date of invite
Lodging
Stanford (Ava) to investigate room blocks
DCE (Eddie & Mark) to investigate house rental options
Conference Schedule
Demos, Posters, Birds-of-a-feather, Lightning Talks, Pre-conference workshop
Day #1 (Tuesday) - Breakouts + Workshops
4 conference rooms (accommodate approximately 100 people)
Potential pre-conference workshops - Bess will send out an email asking about what workshops people want
RailsBridge
Dive into Hydra
GIS for Hydra
Hydra for Managers
Open Track planning
Day #2 (Wednesday) - Plenary (+ Breakouts)
Ballroom + potentially keep conference rooms
Day #3 (Thursday) - Plenary (+ Breakouts)
Ballroom + potentially keep conference rooms
Day #4 (Friday) - Breakouts
4 conference rooms
FRIDAY AGENDA
Decide on Conference fees (& swag)
ACTION ITEMS
Robin - put up attendee (registration page) Hydra Connect 2014 Attendee/Needs Estimation
Robin - put up invite list - see Hydra Connect 2014 Outreach
Stanford - Ava to investigate hotel blocks near UCSD campus
DCE - Mark / Eddie - investigate B&B / House rental options
Mark - draft invite and schedule e-mail, distribute for review prior to Friday's call
Mark - provide sample EventBrite prior to Friday's call / DLF? - see https://hydra-connect-2014.eventbrite.com/
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Planning Team Meeting - Friday, October 30, 2013
ATTENDEES
Tom C., Robin R., Richard G. Mark B., Bess S.
FRIDAY AGENDA
Review Previous Action Items
Attendee signup -
Decide on Conference fees (& swag)
Charge $40 per attendee - DCE to collect and redistribute as determined
Tom to check on whether additional shirts needed
Stickers & Bookmarks
Draft conference agenda
Identify & solicit potential presenters
Other
ACTION ITEMS
Mark - Check-in with Declan regarding refreshments during meeting days
Morning coffee & pastries - at breaks
Afternoon snacks - afternoon break
Chris & Richard - check inventory of stickers & bookmarks
Tom - check on T-Shirt inventory
All - solicit potential presenters
Ask all partners to prepare at least one 'Poster' or 'Live Demo' for Wednesday Poster Session
Solicit demos for Curate/Sufia/Shared-IR; Avalon; DIL; HydraDAM
24x7s - coordinated with Poster session if possible
Mark - finalize conference agenda - draft here: HydraConnect - Conference Agenda
Robin - set up Nov & Dec planning meetings
Mark - check on Event Brite name badges - 12/2 update: can be done easily from Eventbrite
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