2017-09-20 Program Committee

Connection Info:

• Join from PC, Mac, Linux, iOS or Android: https://psu.zoom.us/j/435451607
• Or iPhone one-tap (US Toll): +16465588656,435451607# or +14086380968,435451607#
• Or Telephone:
  • Dial: +1 646 558 8656 (US Toll) or +1 408 638 0968 (US Toll)
  • Meeting ID: 435 451 607
  • International numbers available: https://psu.zoom.us/zoomconference?m=c9SVi_qwFGIowCuELLxcxekYg0oefEud

Attendees

• kestlund (Penn State; Steering Group liaison and admin)
• Aaron Collier (Stanford)
• scossu (Art Institute of Chicago)
• justin (Stanford)
• Chris Diaz (Northwestern; host liaison)
• Hannah Frost (Stanford) 
• Nabeela Jaffer (U Michigan) 
• Brian McBride (Utah) 
• John H. Robinson, IV (UCSD) 
• arouner (WUSTL) 
• David Wilcox (DuraSpace) 

Agenda and Notes

1. Note taker and facilitator  kestlund
2. Additions/changes to agenda?
3. Updates / Questions from Local Host Committee - Chris Diaz

1. 1. Start and end times confirmed each day and add to room spreadsheet
   2. Break times insert into room spreadsheet
   3. Confirm if recording is happening, and which room
      1. Recording
   4. Does Northwestern have a standard agreement that they use for recordings that we will use?
   5. Instructions for printing posters or date when that info will be available
   6. Will someone be doing the welcome? If so who, and how long?
   7. Is it possible to get LAN connections for remote presenters?  If a cost, how much?
      1. $250 / room/day for ethernet
   8. Registration update: 92 (hoping around 250)
   9. Hotel update: 
2. Review plenary: https://waffle.io/samvera-labs/samvera-connect 

1. 1. Room view: https://docs.google.com/spreadsheets/d/1-KkzIPmX6ieY5tW5oXpJ4LX0SKwqoj_tMzCcN8bS7IQ/edit#gid=481725725
   2. Set or to be set (2 hr 40 min with 20 min break?)
      1. Welcome (20 min)
         1. Northwestern dignitary?
         2. Local host rep (and program committee rep?) - announcements / logistics
      2. Code of Conduct (15 min)
      3. State of Community (broken up) - (45 min)
      4. WG/IG lightning talks (5 at 15-20 min); may want to keep 1-2 slots open for more IG/WGs or also offer them to give updates at lightning talks during Wed
   3. TBD
      1. 1-2 sessions that resonate for all (20 min/each)
      2. 6 Additional lightning talks? (5 min each) or additional 20-30 min session)
      3. Any Q&A or ask anything session?
2. Review panels and presentations for Wed
   1. 12 60-min sessions (panels)
   2. 20-25 30-min sessions (presentations)
   3. Confirm with presenters, get finalized descriptions
   4. Send out final program next week 
3. Lightning Talk Sign-up for Wed
   1. Volunteer to talk the lead for lightning talks - justin
   2. Number to have ahead of time
   3. Sign-up process for at conference
4. Workshops
   1. Thank you, Hannah Frost 
   2. 21 registrants already
5. Program format
   1. wiki / sched?
6. Action Items
   1. Confirm presenters and descriptions for parallel sessions, panels, and plenary - Karen
   2. Draft session list - Karen
   3. Draft schedule - Karen
   4. Draft announcement - ALL to edit
   5. Agenda items for next time
      1. Look into best online tool
      2. Sessionizer lead
      3. Fill in final to-do's

Resources

1. Final to-do's
2.  https://waffle.io/samvera-labs/samvera-connect
3. Schedule room view: https://docs.google.com/spreadsheets/d/1-KkzIPmX6ieY5tW5oXpJ4LX0SKwqoj_tMzCcN8bS7IQ/edit#gid=481725725
4. 2016 schedule