2018-09-18 Program Committee
Connection Info:
- Join from PC, Mac: Skype for Business Join online meeting
Attendees
- Aaron Collier (Stanford)
- Chris Diaz (Northwestern)
- Hannah Frost (Stanford)
- Brian McBride (Utah–host committee)
- Margaret Mellinger (Oregon State)
- Jennifer Moore (WUSTL)
- John H. Robinson, IV (UCSD)
- arouner (WUSTL)
- Emily Stenberg (WUSTL)
David Wilcox (DuraSpace)regrets- Richard Green (Hull–Steering)
Agenda and Notes
- Welcome / Check attendees list (above)
- Facilitator arouner
- Additions/changes to agenda?
- Scheduling/future meetings (just for reference)
Committee members known time-off or missing for future meetings (can write in following meeting)
- Richard: September 4th & 18th
- Other scheduling items?
- Additional meeting Wednesday 10/3?
- WG/IG updates
- Distinguish WG/IG meetings on schedule from WG/IG updates on schedule:
- Need to communicate with WG/IG conveners
- We will have WG/IG updates first session of Thursday morning general interest session
- need to move two slots form General Track into available Manager or Dev tracks
- Where do we get list of conveners
- We had one inquiry from Benjamin Armintor wanting to give lightning talk if no WG/IG updates
- We will have WG/IG updates first session of Thursday morning general interest session
- Plenary
- Code of Conduct update–Hannah Frost & John Robinson
- State of Samvera Community address––Steering will select speaker/s and inform us
- Samvera Governance–Steering will select speaker/s and inform us
- Other plenary content
All 3 proposals for presentation moved to plenary have been contacted and agreed to do this:
Hyrax Roadmap
Valkyrie: An Introduction and Update
- Avalon Update
- Panels & Presentations
- Do we want to announce schedule as-is (wiki site) or wait for Sessionizer?
- Aaron almost done with Sessionizer–AR will move items on spreadsheet Wed, and forward to Aaron, then make announcement Wed
- Brian will forward additional items to add to message to go out Wed
- AR also needs to cross-check for possible speaker conflicts with schedule as-is
- https://wiki.duraspace.org/display/samvera/SC-18+Thursday+-+Parallel+Tracks
- Andrew contacted any remaining on Brian's list not yet registered
- Only 1-2 (I think) presentation/panel leaders may not have registered/replied
- Follow-ups this week (send replies and update Waffle board as they come in)
- Also need to get recording agreement on several–most have agreed
- Workshops:
- Rooms have been assigned for all now...can we put room numbers on wiki?
- Workshops on wiki: SC18 - Workshops at Samvera Connect
- Workshops spreadsheet: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811
- Utah spreadsheet with information about room capacity/capability:
https://docs.google.com/spreadsheets/d/1pTncHSl5JFXu8ORCReAyo0sbU-4MX7aangzr136SHrE/edit#gid=0
- Workshop registration
- Updates on workshop registrations? Only 29 workshop registrations so far
- Page listing workshops on Samvera wiki: SC18 - Workshops at Samvera Connect
- Spreadsheet with additional information: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811
- Rooms have been assigned for all now...can we put room numbers on wiki?
- Lightning Talks and other formats (besides unconference)
- Unconference
- Aaron and Brian have been working on Sessionizer
- Host Committee
- Conference site here: https://connect2018.lib.utah.edu
- Scholarship Committee–update on committee
- GENERAL conference items
- Room captains and time-keeper sign-up
- call for volunteers
- distribute copy about video for posting at rooms
- should go in this week's messages
- need to have wiki sign-up page (with a link back to schedule page to cross reference for people)
- Logistics for posting information
- Live-streaming (defer discussion to 9/11 meeting)
- 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
- LPC have live-streamed conferences using cells; they get tripods and mics; and use twitter and periscope for sessions; then upload to youtube
- 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
- Emily says Periscope will give info on numbers of people
- Are there tripods available that could hold phones?
- Video releases
- Micah Zeller submitted updated release from for workshop & panel presenters addressing Richard's concerns
https://drive.google.com/open?id=1fj6DD7ZzyFOmlO-0aQY39su-fPuB48Vj - drop "project" from document
- We could also put up 2-3 BIG posters
- 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
- Micah Zeller submitted updated release from for workshop & panel presenters addressing Richard's concerns
- Including everybody
- Richard Green initiated a Mentorship Committee (in part to assure no one is isolated at Connect).
- Robin Lindley Ruggaber will head Mentorship Committee
- Andrew was in contact with Robin but need to follow-up
- Richard Green initiated a Mentorship Committee (in part to assure no one is isolated at Connect).
- Room captains and time-keeper sign-up
- Tools for organization
- Additional communications/issues upcoming?
- IN EVERY MESSAGE GOING OUT, REMIND PEOPLE OF ALL THE THINGS TO DO (with relevant links): registration, conference proposals, etc.
- Review tools and processes for planning–who is familiar with and/or has admin access to these?
- Daily email for all the info for the day each day of Connect
- Off the normal program–like the photograph, sign lightning talks etc. every morning
- But we need a list of attendee emails
- Richard can write daily email at Connect
- GitHub/Waffle board for organization and tracking of sessions and speakers
- Everyone accept invitations to samvera-connect team, and samvera labs? Anyone not invited who sent in GitHub IDs?
- Aaron has indicated it would be good for everyone to complete a CLA who's on samvera labs...
- https://waffle.io/samvera-labs
- Google drive
- Sessionizer for timetabling unconference sessions
- Additional communications/issues upcoming?
- IMMEDIATE ACTION STEPS:
- Finalizing schedule
- Chris & Margaret volunteered to review current spreadsheet listing panels and presentations to check for any conflicts for speakers (Thank you!)
- They will also add in space in morning in the General Track for WG/IG Updates to community
- They will also find other available space in the schedule to move displaced sessions from the General Track
- NB–there was a special request to have one session ("Building on Hyrax and Avalon1 for the American Archive of Public Broadcasting" #190) occur during first hour of Thursday morning as presenter will need to fly out immediately following (this cannot be moved)
- Spreadsheet should also be updated to
- re-label what's listed now in the schedule just as "WG/IG" as "WG/IG meeting"
- include workshops
- WG/IG
- A list of WG/IG chairs/co-chairs needs to be generated to alert them to possibility of presenting updates
- Sessionizer
- Aaron expects to have Sessionizer ready today
- Other additions to wiki:
- Make sign-up sheet for Room Captains and Time Keepers for sessions
- Make sign-up sheet for WG/IG updates?
- Make sign-up sheet to schedule WG/IG meetings?
- Make sign-up sheet for dinners?
- Mentorship committee:
- arouner needs to follow-up with Robin
- We will need access to registrants
- Thursday email to go out 9/20 will include
- Announcement that (fingers crossed) the program with scheduling and room assignments is available
- Brian McBride will send copy to include in email about registrants needing to select t-shirt sizes (to finalize Friday)
- and information asking people to either bring their eduroam wifi information or register in advance with guest account
- (because the unauthenticated guest wifi is very limited)
- Call for volunteers for Room Captains and Time Keepers for rooms (sign-up sheet must be ready to go)
- Other communication
- per Brian McBride, reach out the presenters for the plenary track to let them know of the slight change in schedule
- Thursday email to go out 10/04 will include
- Information about video
- 2 rooms will be set for fixed video
- For those sessions without recording capability, we're calling for anyone willing to use a cell phone to record a session,
- asking them to follow guidelines about recording only those who've signed releases, and only presenters (not audience members)
- guidelines will also have information about where to upload video following conference
- As a pilot, not all sessions will end up being recorded; we will report back on the feasibility of this for possible implementation at SC 2019
- Finalizing schedule
- Other