2 October 2019

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Meeting ID: 253 930 403 
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Meeting ID: 253 930 403 

Attendees

• Brian McBride (Utah - Chair)
• Richard Green (regards)
• Karen Cariani (regards)
• Emily Stenberg (WUSTL - Host Co-Chair)
• Margaret Mellinger
• Adam J. Arling
• Aaron Collier

Note Taker: Adam J. Arling  - notes in (italics)

Program details on wiki here

Agenda

1. Changes to the agenda? 
   
   
2. Local Host Updates Emily Stenberg Mollie Webb
   
   1. Registration - 136 total as of 10/2/19; did have 1 cancellation
      
   2. T-shirt -ordering October 1 or 2
   3. Sponsorship - Ordering EBSCO bag this week or next. Awaiting checks from Ubiquity, Notch8. Getting logos, etc – Mollie Webb   (EBSCO doesn't need a table)
      
   4. Rooms - Olin room for Developer Congress is not a computer lab. Will confirm space ASAP.
      When to assign workshops to rooms? When to assign panels/presentations to rooms?
      Meeting with Knight Center October 3.
      
   5. Volunteers - have local volunteers. Will share sign-up to Connect page for attendees.  (Volunteer sign up page will be ready by next week, not tomorrow)
   6. Other items? 
   7. Speaker permission(s) form in Drive at https://docs.google.com/document/d/1HYqHLuH--k5YMKH8sxOblF6iv0VnpcEnl88x00BDTvo/edit (Print and make available for Wednesday morning speakers to sign)
      (Last year, most attendees registered Tuesday morning.  Pad the workshop counts, if people register for a workshop at registration?)
      
      
3. Closing plenary session Hilt, Jessica (Deactivated)
   1. What will this consist of? 
      1. retrospective, sharing and processing an event (liked, learned, lacked, longed for) - Jessica Hilt can facilitate
         
         1. Discussion
      2. Samvera Connect 2020 - Chrissy will present.

( Confirmed the 4 "L"s as structure of generating content. 
Organize into groups of 4-5 (small groups)?  How do people group up, self-organize, or random?   Probably self organize?
Everyone writes down ideas, then the group breaks up post-it notes into similar groupings.  
Participants have a full stack of note cards each.
Color coded for the 4 "L"s?
Give an introduction to clarify what the 4 "L"s mean and how they'll be used.
Address feedback from last year's conference, give newcomers an opportunity to ask questions?   "What is anyone 'lost' about"?
Needs:  Note takers?  People to help hand out items?  )

1. Unconference Scheduling Discussion 
   
   1. Starting Thursday afternoon?
      (Offering a one hour block Thursday would be helpful.  Working / Interest groups here?  How about 1-2 slots Thursday afternoon for Working / Interest Groups?  4pm slot start (after sessions).  If people need a Working / Interest group slot, it goes in Sessionizer.  )
   2. Extend time Friday AM, push back closing plenary?. Olin 142 (Plenary room) is reserved until 2 pm on Friday.
      (Friday session proposed start at 9am - room will open at 8am.  Assuming people will start filtering out after 12 noon on Friday to catch flights.  Unconference - keep all blocks same amount of time.  3 unconference sessions were scheduled last year.  Slot times are ~ 50 minutes, or have been in the past.  )
      How are unconference topics proposed?  Via software...so people know in advance.
      All unconference requests should be submitted by end of lunch (1:45pm) on Thursday. 
      
      (Everything goes into a bucket, and Sessionizer does the priorities based on signups)
      
      
2. WG/IG Wednesday session
   1. Status check - 4 submissions
      
      
3. Workshop registrations
   1. Status check - 62 submissions
      
      
4. Lightning talks
   1. Status check - 6 submissions
      
      
5. Poster Session
   1. Status check - 3 submissions
      
      ( Will emphasize this in future emailings.  Free printing ends in 2 weeks. )
      
      
6. Sessionizer Aaron Collier
   1. Status check
      
      1. Thoughts on making sessionizer available 1 week before conference? We have received some emails regarding scheduling WG/IG meetings
7. Mentor program
   1. Status check
      
      
8. Program Slides and Notes
   1. Encourage all participants to store their presentation/workshop slides/documents in the SC19 Google Drive share
   2. Workshop/presentation notes for each event
      
      (Set up Google doc for note taking in each session?   Helpful for future / historical reference.  If someone is willing to set up the Google docs, sounds like interest and benefit to it.)
9. Open discussion
   
   
10. Future Meetings: 
    
    1. October, 16 (absent Karen)
       
       (Meet next week to go over room assignments?  Or at least get some feedback on proposed room assignments by October 14th?)