At Hydra Connect #2 in Cleveland, a group met to discuss the idea of holding regional Hydra meetings. It was suggested that it would be useful to have a set of guidelines to try and ensure that organizers got the benefit of experience from previous events and that the wider community would hear about the discussions etc that took place. These are not required meetings but voluntary as the need arises within the community.
The notes below represent work by Karen Cariani, Linda Newman and Richard Green. Please feel free to comment!
If the group can find a host institution willing to donate space, you can keep costs down. The lower the cost to attend, generally the higher the attendance. Food is one the considerations. A host institution may be willing to provide food and it is appreciated, but not required to meet!
You do not need to ask anyone's permission to organize a regional meeting, however it will be a courtesy to send an email to firstname.lastname@example.org so that Partners and Board can be aware of, and promote, the event.
Calling these events "regional meetings" is a useful common approach but other names might be appropriate in some circumstances. Please do not call one of these events "Samvera Connect" or anything that could cause confusion with Samvera’s annual, international get-together.
You will almost certainly want to use official the Samvera logo on your publicity material.
Will you have a “keynote speaker”? Someone from Steering Committee? Other?
2) Set the Date
Send a note out to find potential date – try to have it midway between Hydra Connects - say between January and June - potentially use it to help plan unconference sessions for the next HydraConnect - so maybe not half way in between potential for virtual regional mtgs piggy back on other regional mtgs attracting the same group of people
Avoid the period around LibDevConX (traditionally in late March or in April) and any other conferences likely to attract Hydranauts
This can be difficult with code4lib in February, LDCX in March, CNI in April, and Open Repositories in June.
Determine how long the meeting will be 1 day, 2 days?
Determine what you want to accomplish in order to figure out how long it should be
Determine roughly how many people might attend
Is this an opportunity for a co-located Hydra Camp, either end-to-end or overlapping time-wise?
3) Find a Location and Space
If you need to hire a space, and/or there are other costs, what will you charge the attendees?
How will you deal with booking? (EventBrite? Other?)
What arrangements will you make for dealing with a profit/loss?
If also a Hydra Camp, likely need a separate booking process for that
Don't forget that there may be sales taxes and/or compulsory gratuities to account for.
If planning an all day or multi-day meeting, think about how people will eat
Promote / announce date and space
to likely Hydra folks, including – if appropriate – “new and prospective adopters”
The wiki will not necessarily serve all purposes - from your group’s page you may decide to link to other systems (for example, EventBrite for registration, Google Drive for content actively in multi-author development). But still use the wiki page to aggregate important information and links, including links to registration, the meeting agenda or Un-Conference plans.