2014-01-15 Hydra Connect Planning Meeting Notes

Venue

• Schedule here: https://docs.google.com/a/stanford.edu/spreadsheet/ccc?key=0AitolfRBVL3rdDUyX19pWmVFaHJIX3BXRmp4RDhIYmc&usp=drive_web#gid=0
• We are keeping 2 rooms in addition to the ballroom on Wednesday (down from 4) This leaves space for a hacker's lounge or breakroom, but we don't need 4 of these.

Format

• time allocation for lightning talks
• invited vs spontaneous
• time for un-conference planning in schedule
• Ambiquity

• 20 min: Welcome & Logistics
• 30 min: everyone introduces themselves (with 3 words or a haiku)
• 45 min: The Hydra Way: 45 minute panel where people talk about why they participate in Hydra & what they get out of it
  • Facilitator: Karen K.
  • Adam / Justin / Michael K.
  • Bess
  • Linda (Bess will invite her)
  • Chris A.

Communication

• final email Wednesday?
• link to schedule/maps
• venue information - rooms, setup particularly for Wed afternoon which will help with sign creation, equipment, etc
• specific information on what is expected/allowable for Wed in particular
• information about social events Tues, Wed and Thursday

• We need an authoritative page about the conference info. Declan will work on this.
  • San Diego information
  • Dinner signups for Tuesday & Thursday
  • final schedule
  • lightning talk schedules + links to signup sheets for more
• Robin will put up sign up sheets for lightning talks.
• Mark & Bess will send out final invite in next 24 hours

Handouts vs Electronic

• meeting rooms/schedule
• map of campus
• signage for location of scheduled events & registration

• Can we give people a physical map of campus
• We will put up signs the day of the event

Post Event Activities

• Post-meeting retrospective; When is the next HydraConnect?
• Mark N. will draft a post-conference survey

• Tom made a hydra-helpers google group; Bess will add names to it & update the policy statement with the new address and then send it to the community. 
• Mark B. & Bess will send the email to hydra-partners & update websites.
• For the conference, come up with some visible way of identifying "helpers" – ribbon? purple bow tie?

• DCE will pay for Porter's Wednesday night out of conference registration fees
• Bess will find out how much it cost to get the t-shirts printed