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
    • Karen : https://wiki.duraspace.org/x/3IIfAg
  • 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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Planning team meeting 2013-12-02