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Hydra Connect 2014 Planning Team

Hydra Connect 2014 Planning Team

Owned by Bill Branan
Jun 16, 2017

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

 

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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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Planning team meeting 2013-12-02

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