Code4Lib 2014 Conference Planning Volunteers

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Code4Lib 2014 Committees

If you are interested in helping out with a particular part of the Code4Lib 2014 conference, create an account on this wiki and sign-up for one or more of the groups below (called 'committees' for lack of a better term). Each committee should select a committee lead that will coordinate the activities of the committee and its work with the hosting site. Discussions of a non-sensitive nature should take place on the Code4LibCon mailing list for transparency and future reference. Please feel free to improve the summary statements for each of the committees. When adding your name, please indicate 'v' if you are a veteran on the committee so that we ensure committees are not made up entirely of newbies.

We hope to include at least one local person on each committee.

A Code4Lib 2014 Google Calendar is available with all proposed deadlines if you would like to add it to your personal calendar. It has been shared with code4libcon and code4lib2014 google groups.

The Code42014 Conference Committee meets bi-weekly on Tuesdays at 11am EDT. If you would like to join the calls or have an agenda item, email one or both of the co-Leads: Emily Lynema (NCSU) and Tim McGeary (UNC).

Book Give-Away Committee

This committee solicits books and other prizes to be given away in raffles during the conference. This committee is responsible for identifying some means of performing the actual raffle (aka, a random picker app or other tool for selecting winners). Drawing names out of a hat could be low-tech entertaining.

Need about 2 months to get books shipped to the conference location. So, efforts should aim to wrap up by say January 20, 2014.

  • Kevin S. Clarke (Manning) and general wrangling (nominated as lead) - no luck with books from Manning
  • Michael B. Klein (Pragmatic) and winner-picker app
  • Sarah Shealy (Packt) and general wrangling if/when needed - no luck with books from Packt
  • Shaun Ellis (Rosenfeld Media and O'Reilly eBooks)

Current Status:

  • O'Reilly is also offering a free ebook to all attendees. This is in the form of a printed voucher that should be bundled with the t-shirt and other swag. Shaun Ellis is responsible for the printing of the vouchers.
  • Rosenfeld Media is shipping a number of giveaway titles directly to Tim McGeary a couple weeks before the conference.
  • Pragmatic responds: "Thank you for thinking of us and contacting us again about providing give-away items. We are actually in the Raleigh area, and would be happy to coordinate a drop off of books for use as door prizes at the time of the conference." I will follow up with them closer to the conference date to coordinate a drop-off.

Shaun also mentioned that we have a prospectus this year that would be great to send along with our requests to the publishers. You can find it at: http://code4lib.org/files/Code4LibProspectus.pdf

Keynote Speakers Committee

This committee plans who to invite for the keynote speakers. They gather possibilities (including soliciting from the community), organize voting, and work with the speakers to arrange their travel.

Call for Keynote Speaker nominations - August 5, 2013 - August 30, 2013
Keynote speaker voting - September 9, 2013 - September 20, 2013
Have speakers finalized by November 15, 2013

  • Jason Casden (NCSU) -- lead
  • Tom Johnson (Johnson.tom@gmail.com)
  • Bret Davidson (NCSU)
  • Jeff Campbell (UNC)
  • Joyce Chapman (State Library of NC)
  • Dre (NCSU)
  • Peter Murray (LYRASIS)

Onsite Volunteer Committee

This committee solicits volunteers to do whatever tasks are needed in person at the conference. Could be a help to the program committee to solicit MCs, timers, mike runners (if needed), IRC volunteers, registration helpers (if needed), etc.

  • Kevin S. Clarke
  • Kevin Beswick (NCSU)
  • Yan Wang (NCCU)
  • Kelly Leong (Duke)
  • Dre (NCSU)
  • Jason Raitz (NCSU)

Pre-conference Committee

This committee plans the pre-conference day. It keeps strong lines of communications open with the Program Committee. It also helps shepherd events on the day itself.

Call for pre-conf proposals -- October 14, 2013
Deadline for pre-conf proposals -- December 6, 2013
Finalize pre-confs before registration opens -- January 3, 2014
Send rosters to pre-conf organizers -- by February 21, 2014

  • Adam Constabaris (NCSU) -- nominated as lead
  • Tim Shearer (UNC)
  • Kevin Reiss (Princeton University) -- kr2 [at] princeton dot edu

Program Committee

This committee plans the structure of the program, arranges the voting on presentations, etc. This includes soliciting regular talks. These folks will also manage the flow of the program at the conference -- introducing speakers or soliciting other volunteers to MC.

Call for talk proposals -- October 14 - November 8, 2013
First draft of program schedule verified with Keynote Committee (# keynotes) - November 15, 2013
Voting on talks -- November 18, 203 - December 6, 2013
Full program draft (talks vs. keynotes vs. breakouts vs. lightning talks) - early December, say December 9, 2013
Notify accepted talk proposers -- complete by January 3, 2014 (or earlier!)
Post final program schedule with talks - January 13, 2014

  • Tom Johnson (Johnson.tom@gmail.com) -- lead
  • Kevin Beswick (NCSU)
  • Ranti Junus (ranti.junus@gmail.com)
  • Roy Tennant (OCLC)
  • Trevor Thornton (hellotrevorthornton@gmail.com)
  • Lucas Mak (makw@mail.lib.msu.edu)
  • Peter Murray (LYRASIS)
  • Tod Olson (tod at uchicago dot edu)

Scholarships Committee

This committee works with funding institutions to arrange the scholarships offered. They solicit submissions and select winners of the scholarship(s). They also work with the winners to plan their travel and arrangements.

Call for applicants -- November 18, 2013 - December 13, 2013
Determine winners -- December 14, 2014 - January 5, 2014
Notify winners -- January 6, 2014 (must be before registration)

  • Jason Ronallo (NCSU) -- lead
  • Cory Lown (NCSU)
  • Bohyun Kim (FIU)
  • Santi Thompson (University of Houston) sathompson3@uh.edu
  • Sarah Shealy (sarah.shealy@outlook.com)

Social Activities Committee

The committee plans, proposes, and organizes the evening activities.

  • Jason Raitz
  • Rosalyn Metz
  • Dre
  • Becky Yoose
  • Bohyun Kim

Sponsorships Committee

This committee organizes the sponsorship activities. For 2014, this responsibility will include evaluating new levels of sponsorship that provide new types of benefits to sponsors (ex: vendor tables in the conference area, handouts / flyers, etc.). Usually it includes people within the Code4Lib community who think their institution or company might be interested in sponsoring the conference. These folks may not be the decision makers at the sponsors, but they are Code4Lib's contacts.

  • Tim McGeary (UNC, Lead, tim.mcgeary@unc.edu)
  • Roy Tennant (OCLC)
  • Shaun Ellis (shaune@princeton.edu)
  • Robert H. McDonald (Indiana)
  • Sean Chen (Duke)
  • Thomas Dowling (Wake Forest)
  • Will Sexton (Duke)
  • Jeff Campbell (UNC)
  • Brett Bonfield (Collingswood Public)

Streaming Video Committee

As of 12-18-2013 this committee has been combined with the Wifi/Electrical/IRC committee

T-Shirt Committee

This committee organizes the t-shirt contest, collecting submissions, and putting out the call for votes. This committee is also responsible for helping the local planning committee identify a vendor that will fit within the budget constraints for the conference. User sizes and preferences will be obtained as part of the registration process.

Call for T-shirt designs - December 2, 2014 - January 3, 2014
Voting on T-shirt designs - January 13, 2014 - January 24, 2014
Get bids based on sizes and design - January 27, 2014 - February 14, 2014
Order t-shirts by February 17, 2014

  • Charlie Morris (NCSU) -- lead
  • Josh Wilson, State Library of NC (joshwilsonnc at gmail)

Voting Activities Committee

This committee organizes the voting process and works with the other committees that involve voting (keynote, program, T-shirt) to ensure a relatively smooth process.

  • Adam Constabaris (NCSU)

Whatever Committee

This committee does whatever the organizers can't talk anyone else into doing.

  • Francis Kayiwa
  • Kevin S. Clarke
  • Dre
  • Ranti Junus

Wifi / Electrical / IRC / Streaming Video Committee

This committee is responsible for working with local planners to ensure that wifi will be able to support the needs of the code4lib community, figuring out how much electrical will be needed and ensuring it is available, and making sure that the IRC will run smoothly at the conference. These folks may be called on during the conference to help CONCENTRA remedy problems that occur, in addition the committee is responsible to work with the local hosts to figure out the requirements for video / streaming video and work to get final A/V estimates by late November 2013 to use for the final budget

  • Cary Gordon, cgordon@chillco.com
  • Peter Murray, Peter.Murray@lyrasis.org
  • Riley Childs, Riley@TFSGEO.com
  • Francis Kayiwa
  • Greg Klaiber - Media Resources Center, UNC Libraries, (klaiberg AT email DOT unc DOT edu)
  • Jeff Campbell - UNC - CH

Documentation

To help with documention, no need to sign up, just start editing.

Documentation Interest Group

Promote ongoing documentation efforts.

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