2014-01-15 Hydra Connect Planning Meeting Notes

Venue

Declan

• 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

Tom/Mark N.

• 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

Anti-harrassment Outstanding Needs

Bess

• 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?

Budget & Registration Checkin

• 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