2018-08-21 Program Committee

Welcome / Check attendees list (above)

Volunteer for note taker: 

Facilitator @arouner

Additions/changes to agenda?  

Scheduling/future meetings (just for reference)

1. Committee members known time-off or missing for future meetings (can write in following meeting)

   1. Andrew: June 25-29; August 6-8; 22-27 (meeting conflict 8/7–see below, 6c)

   2. Margaret: July 13-23 , possibly missing 7/17 meeting 

   3. Emily: July 30-August 3 (no meeting conflicts)

   4. Richard: September 4th & 18th

   5. Hannah: July 23-August 7 (will miss 8/7 meeting)

   6. John: August 13-16 (Will miss 14th)

2. Other scheduling items?

Overall program

1. Can we have a  volunteer make a spreadsheet of the conference week?

   1. To include items like 10 minute breaks

   2. When we'll have WG/IG updates

   3. When we'll have Lightning Talks

   4. Timetable for Plenary, group photo, etc.

   5. Brian has created a draft spreadsheet of overall conference, here:
      https://docs.google.com/spreadsheets/d/10TAaBBxP95cdrRnt_AhuHYOxbUy0LHxj45DiHJfjc7g/edit#gid=0
      
      

2. Is there anything not on wiki/conference site we're now ready to publish?

Workshops:

1. Andrew sent mass-email all the workshop presenters, asking them to

   1. Review their workshop information on the wiki

   2. Supply a description if missing

   3. Agree/decline recording

   4. Confirm am/pm times (hold off for now; reiterate these times not final) 

   5. Ask again about specific needs for dev env (Brian will send along 2-3 clarifying questions)

   6. Andrew will send follow-up emails 8/29-31 to anyone missing any information on workshops

2. Can we confirm am/pm times and room assignments for workshops?

   1. Rooms have been assigned for all now...can we put room numbers on wiki?

   2. Brian indicates some rooms are limited to 21; he and Richard think we should hold off on assigning rooms (making them public) til we know which ones are smaller

   3. Agreed we do not need to raise this issue yet with proposers 

   4. Workshops spreadsheet: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811

   5. Utah spreadsheet with information about room capacity/capability:
      https://docs.google.com/spreadsheets/d/1pTncHSl5JFXu8ORCReAyo0sbU-4MX7aangzr136SHrE/edit#gid=0

3. Workshop registration
   
   

   1. @Brian McBride using Eventbrite for workshop registration

   2. Updates on workshop registrations? Only 29 workshop registrations so far

   3. Only 3 have no one signed up for them yet

   4. Again–later if no one signs up, give them option to offer as unconference session
      
      

4. Page listing workshops on Samvera wiki: SC18 - Workshops at Samvera Connect

5. Spreadsheet with additional information: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811

Panels & Presentations

1. What's missing for subjects or audience in panels etc.?

   1. Ask committee to review and send in suggestions?

   2. Recommendations from the committee on additional panels/discussion sections?

2. Can we create tracks now (or should we also have people review and send in suggestions)?

3. All proposals OK'ed at 8/7 meeting. 

4. Richard HAS contacted ALL presentation/panel proposers.

   1. What is needed in follow-up? (send replies and update Waffle board as they come in?)

5. Chris volunteered to put all panels and presentations into room/time table...is that available?

6. AGREED we will organize panels and presentations into 3 parallel tracks: 

7. Program committee members will review and move waffleboard issues into the 3 tracks

8. Richard noted still 12 panel leaders not yet registered

9. Andrew will email them individually week of 9/4

Plenary

1. Core plenary content

   1. State of Samvera Community address–20 minutes

   2. Samvera Governance–Steering will select and inform us

      1. Will this also be 20 minutes?

   3. Other plenary content

   1. All 3 proposals for presentation moved to plenary have been contacted and agreed to do this:

      1. Hyrax Roadmap

      2. Valkyrie: An Introduction and Update

      3. Avalon Update

   2. Further thoughts on WG/IG updates at Connect?
      
      

      1. Agreed they should not go in the plenary–no decision yet where they should go

      2. STILL undecided where WG/IG updates should go...just not as plenary 

      3. AFTER the parallel tracks are sorted we'll circle back to this

      4. Andrew's suggestion: have 2 sections go together–lightning talks and WG/IG updates–do the latter as identifiable group though

      5. If we decide to have them, we have to initiate communication with WG/IG leaders confirming they will give updates

      6. We had one inquiry from @Benjamin Armintor wanting to give lightning talk if no WG/IG updates

   3. Is any other plenary content needed?

CFP for Lightning Talks and other formats (besides unconference)?

1. AGREED: Lightning Talks will occur within each of the parallel tracks

2. but at DIFFERENT TIMES so people can see them all

3. and in SAME LOCATION to make it easier to navigate

4. Lightning Talks CFP can go out today–Andrew 

5. What is anticipated time limit? (some reaction to virtual connect that 5 minutes not long enough)

6. SIGN-UP page says "approximately 5 minutes and definitely no more than 7"–that seems fine to me...or extend to 10 minutes?

7. Where will Lightning Talks occur in the schedule?

8. (see above) what about idea to group Lightning Talks and WG/IG updates?

9. We will let people make proposals right up until the time people gave them, but not publicize that in CFP

10. We will have a deadline in the CFP–9/28?

Unconference

1. Aaron and Brian have been working on Sessionizer

2. When do we think we need that ready?

Host Committee

1. Conference site here: https://connect2018.lib.utah.edu 

2. Conference registration

   1. Number of conference registrations so far?  

3. Posters

   1. Deadline to submit/upload posters for printing? Wednesday October 3 @ 5:00 pm MST

4. Scholarship Committee–update on committee?
   
   

   1. September 6 will be point @ which host committee will know how many scholarships will be available.

GENERAL conference items

1. Defer live-streaming questions again

2. Live-streaming (defer discussion to 9/11 meeting)

   1. Chris Diaz read a paper that came out about individuals doing conference live-streaming and will summarize at our next meeting on 7/17/2018 and posted this paper to our Google Drive 

   2. LPC have live-streamed conferences using cells; they get tripods and mics; and use twitter and periscope for sessions; then upload to youtube 

   3. Chris thinks its very do-able; Richard wonders who pays for cell data?  Chris suggesting using a library tablet with wifi; wifi better for bandwidth

   4. Emily says Periscope will give info on numbers of people 

   5. Chris will follow up with Brian 

3. Video releases (defer discussion to 9/11 meeting)

   1. Micah Zeller submitted a baseline release from for workshop & panel presenters; discuss concerns raised by Richard...
      https://drive.google.com/open?id=1fj6DD7ZzyFOmlO-0aQY39su-fPuB48Vj

   2. Richard: first, drop "project" from document

   3. Second what about lanyards and people might get accidentally into pictures

   4. Micah suggested our videos should get releases from just presenters and alert audience members who don't want to be photographed 

   5. Room captains could be given a blurb 

   6. We could also put up 2-3 BIG posters 

   7. Richard suggests asking people handing out lanyards (at registration tables) to point out those posters and tell people sessions will be recorded 

   8. @Emily Stenberg has added draft language on recordings (for room captains to communicate at taped sessions) https://drive.google.com/drive/folders/1eGkhtd7jmGruYQgLgj7XuxHqDEJPoM0R?usp=sharing 

4. Including everybody

   1. @Richard Green initiated a Mentorship Committee (in part to assure no one is isolated at Connect).

      1. @Robin Lindley Ruggaber will head Mentorship Committee

      2. Andrew will contact Robin when back, 8/29-31

Tools for organization

1. Additional communications/issues upcoming?

   1. IN EVERY MESSAGE GOING OUT, REMIND PEOPLE OF ALL THE THINGS TO DO (with relevant links): registration, conference proposals, etc.

   2. Review tools and processes for planning–who is familiar with and/or has admin access to these?

2. Daily email for all the info for the day each day of Connect

   1. Off the normal program–like the photograph, sign lightning talks etc. every morning 

   2. But we need a list of attendee emails

   3. Richard can write daily email at Connect

3. GitHub/Waffle board for organization and tracking of sessions and speakers

   1. Everyone accept invitations to samvera-connect team, and samvera labs?  Anyone not invited who sent in GitHub IDs?

   2. Aaron has indicated it would be good for everyone to complete a CLA who's on samvera labs...

   3. https://waffle.io/samvera-labs

4.  Google drive

   1. Link: program planning and structure of past Connect conferences

5. Sessionizer for timetabling unconference sessions

   1. https://github.com/curationexperts/sessionizer

   2. @Aaron Collier inquired about Sessionizer–any updates?

IMMEDIATE ACTION STEPS:
ACTION:  Andrew will email program committee members, asking to sort proposals in waffleboard into 3 parallel tracks
ACTION:  Andrew will contact Robin when back, 8/29-31, re: Mentorship Committee
ACTION:  Andrew will email committee asking members offline to look over panels to see what's missing, develop tracks
ACTION:  a volunteer will draft spreadsheet of overall conference schedule

LONGER-TERM ACTION STEPS:
ACTION: arrange for video release items (posters informing people, copy to room captains, finalize release forms)