2018-08-14 Program Committee

Copied by @arouner.

Connection Info:

Join from PC, Mac: Skype for Business Join online meeting

Attendees

@Aaron Collier (Stanford)–regrets
@Chris Diaz (Northwestern)
@Hannah Frost (Stanford)–regrets
@Brian McBride (Utah–host committee)
@Margaret Mellinger (Oregon State)–regrets
@Jennifer Moore (WUSTL)–regrets
@John H. Robinson, IV (UCSD)–regrets
@arouner (WUSTL)
@Emily Stenberg (WUSTL)
@David Wilcox (DuraSpace) apologies, I have a meeting conflict
@Richard Green (Steering)

Agenda and Notes

Welcome / Check attendees list (above)
Thanks to Richard for leading the meeting last week, emailing proposers, and to all moving the content to the website!
Volunteer for note taker:
Facilitator @arouner
Additions/changes to agenda?
General comments on where we are / progress?
1. Any items critical to address in the next 2 weeks (we can list here and then add as actions items below)
  1. Scholarship Committee/related issues?
    1. who initiates this? what is the program committee's relationship and role? Richard Greene advises that we put out a call for volunteers to form a committee. Get the message out this week. Look up the text used last year.
    2. Utah is planning on offering scholarships, extent will depend on hotel registrations and overall attendance.
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?
Workshops:
1. "Samvera as an API" and "Keeping your Samvera application up to date" are both taught by Rob Kaufman, and both are currently listed in the afternoon (alerted by email from Chris Colvard this morning)
  1. Any issues with moving one to morning?
  2. Andrew will move one to the morning
2. Hands-on with the Bridge2Hyku Toolkit–labelled with "Problem!"
  1. This proposal came in via the presentation proposal; but they've been contacted and issue resolved
3. Richard explained tags; Yes, Andrew will
4. first mass-email all the workshop presenters, ask 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)
5. Can we confirm am/pm times and room assignments for workshops?–No, not on the wiki yet
  1. Rooms have been assigned for all but 2 workshops (on the spreadsheet)
  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. We can assign them on the spreadsheet
  4. 5 people registered
  5. Chris raised question about the large number (15) workshops (vs. 10 last year) and hopes none have zero sign-ups
  6. Agreed we do not need to raise this issue yet with proposers
  7. Workshops spreadsheet: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811
  8. Utah spreadsheet with information about room capacity/capability:
    https://docs.google.com/spreadsheets/d/1pTncHSl5JFXu8ORCReAyo0sbU-4MX7aangzr136SHrE/edit#gid=0
6. Workshop registration
  1. 1. @Brian McBride using Eventbrite for workshop registration -
  - Workshop Registration Link
  1. Currently 26 conference registrations--update?
  2. First week of August we should have email after Connect program meeting on the 31st–email to workshop registrants and all with final workshop times and room assignments
7. Page listing workshops on Samvera wiki: SC18 - Workshops at Samvera Connect
8. Spreadsheet with additional information: https://docs.google.com/spreadsheets/d/1F0R3bWU4rD3LhjOfLIsBQw2mlQXfGwWsSZYdw1NYmOA/edit#gid=624287811
Panels & Presentations
1. There are 35 proposals submitted (by my count, from Google form)
2. All proposals OK'ed last meeting?–YES
3. Richard HAS contacted ALL presentation/panel proposers.
  1. Volunteers to contact remaining?
4. What's missing for subjects or audience?–Raise this next meeting 8/21
5. Chris volunteered to put all panels and presentations into room/time table
6. Brian will provide available room list to Chris - Room List
  1. Nothing in track for managers yet.
  2. Recommendations from the committee on additional panels/discussion sections?
7. Do we want/need to solicit any particular content from anyone (to fill gaps)?
Plenary
1. Obvious plenary content
  1. State of Samvera Community address–20 minutes
  2. Samvera Governance–need to contact committee
2. 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 – Chris will reach out
    3. Avalon Update
  2. Further thoughts on WG/IG updates at Connect?
  3. Consensus on idea they should not go in the plenary
    1. no decision yet on where they should go
    2. Andrew's suggestion: have 2 sections go together–lightning talks and WG/IG updates–do the latter as identifiable group though
    3. If we decide to have them, we have to initiate communication with WG/IG leaders confirming they will give updates
    4. Another option is to have WG/IG updates but just not as part of plenary
    5. We had one inquiry from @Benjamin Armintor wanting to give lightning talk if no WG/IG updates
CFP for Lightning Talks and other formats (besides unconference)?
1. Should we send out a "coming soon" CFP for lightning talks (if we haven't set the rest of program yet)? No
2. What should our target date be for lightning talks CFP?
3. We'll need to know first when and where in the schedule the lightning talks will take place–so this will be dependent on getting the panels and presentations set first.
  1. No, Richard only meant we needed to have the call for panels and presentations concluded, so we can go ahead with lightning CFP now
4. Should we do this via page on wiki or other means? with a notional deadline of 24th of September
5. What is anticipated time limit? (some reaction to virtual connect that 5 minutes not long enough)
6. Last year we let people make proposals right up until the time people gave them, but we should have a "notional" deadline and
7. Agreed: we should not let people know we'll also be accepting them at the conference (to encourage them to do it ahead)
8. Then if there are still empty slots, we can let people sign up at the conference
Host Committee
1. Conference site here: https://connect2018.lib.utah.edu
2. Conference registration
  1. Number of registrations so far?
3. Posters
  1. Deadline to submit/upload posters for printing? Wednesday October 3 @ 5:00 pm MST
  2. Info on how to submit posters will be made available...
4. Scholarship Committee
  1. @Richard Green sent out call–any additional responses?
  2. September 6 will be point @ which host committee will know how many scholarships will be available.
GENERAL conference items
1. Time frames
  1. We can generally go according to last years'
  2. But should have 10 minute breaks between (if we didn't already last year)
2. Live-streaming–complete by 8/30 (defer discussion to 8/21 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–complete by 8/30 (defer discussion to 8/21 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 (defer discussion to 8/21 meeting)
  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
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 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: @Brian McBride will email to workshop registrants (not registered via Eventbrite)
ACTION: @arouner will do final communications with workshop presenters (points, see above)
LONGER-TERM ACTION STEPS:
ACTION: arrange for daily email for all the info for the day
ACTION: arrange for video release items (posters informing people, copy to room captains, finalize release forms)