June 18, 2020

Date

18 Jun 2020

Connection Info:

Samvera Slack #connect2020pc

Attendees

Agenda Items

Welcome
Additions/changes to agenda
Conference Calendar (draft)
Outline agreed
Guest Speaker Discussion: document
KK will draft an email to the Community soliciting ideas for a speaker who can talk about the impact of what we do in an interesting context (as last year's was set in a local context). ALL requested to review the draft in time that it can be sent out on Monday. Aim to make a decision about a name next call. RG to check that the Google Group for Connect is set up to receive the replies. (connect@samvera.org) - it is and all the current PC have been added to it..
Qualtrics survey data for Virtual Connect 2020
Briefly reviewed
Workshops
1. Leaders from 2016-2019
  If we don't get a lot of workshop proposals in response to the CfP we might reach out to some on the list and ask if they would put something on. In the CfP ask also for peoples' ideas on what workshops they'd like to see put on and then see if we might arrange that.
Social Events
1. History of social events/dinners
  There is a clear enthusiasm for some social events. JF will write up a proposal for dealing with them. Encourage the Community to arrange some but good if the list is seeded by the PC. If there should emerge a separate social organizing team there should be a point of contact with the PC. If take up is sluggish we might contact some people on this list to see if they would arrange some events. Mention in the CfP that there will be information coming about this.
Mentoring Program
We should try to offer this again. Need to envision how such a program might work for a virtual event. The program is deliberately not heavily structured, but what might we do to 'oil the wheels'. Pairings are usually made about two weeks before the conference. Mention in the CfP that there will be information coming about this. Discuss next call.
Conference Registration System
1. Sched.com?
2. Others?
  Sched seems good for timetabling info and may help with social contacts. RG to seek permission from Steering to buy Sched licence for the conference.
Call for Proposal Discussion
1. Communication strategies
2. Dates
  1. Connect 2018 (Second Week of October)
    1. Workshops: April 4
    2. Presentations & Panels: June 14
    3. Posters: Aug 16
    4. Lightning Talks
  2. Connect 2019
    1. Workshops: April 22
    2. Presentations & Panels: June 24
    3. Posters: August 4
    4. Lighting Talks
  3. Connect 2020
    1. Proposal to send out a single CFP (call for proposals)
      Yes. Single CfP covering all content. Agree deadlines for the various conference components on our 7/2 call with a view to sending out the CfP on Monday 7/20 after agreeing a draft etc. RG will propose a set of deadlines on our next call. CfP should indicate that there will be further emails about social events and a mentor scheme (see #7 and #8 above).
3. Management Systems
  1. Google Forms
  2. Github & Zenhub
    No better alternatives suggested - run with these.
Conference Program format discussion - draft calendar
1. Workshops (1 day)(if possible, before/after plenary)
2. Plenary (3hrs?)
  1. Guest Speaker
  2. CoC - there may be a new CoC to talk about and explain following a significant update and improvement.
  3. Steering Updates
  4. Other...
    May be a new Community Manager to be introduced and welcomed
    May be a presentation on a new vision for the work of the Roadmap Council
3. Poster Session discussion (not time bound) https://docs.google.com/document/d/1JHXb92feYHfSSJ39lkPjN-iYG7RVLWPcGSBWtoveCpM/edit?usp=sharing
4. Presentations
  1. How many days/hrs?
5. Lightning Talks
  1. How many hours
6. Unconference
  1. How many days/hrs?
7. Social Events
  1. .How many days/hrs?
8. WG/IG updates
  1. The conjecture is this could be done in an hour
Open discussion

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