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* When talking to sales folks, get the REAL numbers on how many attendees will fit in a space (this means WITH A/V included, which could be 15% less or more than advertised capacities).
* Provide A/V info to speakers in advance (availability of computer, network availability, any additional software installs needed, etc.).
'''Internet'''
* Require in the contract that hotel or conference facility have a minimum of one (1) wireless access point per 75 attendees.
* Require in the contract that hotel or conference facility plan to support 2 wireless connections per attendee
* Require in the contract that hotel or conference facility have a minimum of 100 Mb per second bandwidth. Encourage hotel or conference facility to increase capacity to 1 Gb per second during conference. (Expect to pay more for this.)
'''Organizing Volunteers'''
*Pay attention to the IPs you are assigned, make sure they are not PRIVATE (eg. 10,172.4-31,192.168)
*Start the process to get the freenode limit raised a month before to plan for any kinks!
*Announce channel logging a month or more ahead of time * One benefit of not have great wireless was that people couldn't be distracted by IRC and were much more focused on the talks. Perhaps we need to re-consider the value of the IRC during the conference and encourage Twitter use instead.
'''Scholarships'''
* Ask folks to follow a file naming convention for any files they send. Using their full name in the filename.
* Make a note about how the committee ought to be addressed. Someone had a question about this and didn’t want to lose out because they weren’t formal enough. We can specify who the letter ought to be addressed to even if the packet is being sent to one person on the committee.
* Promote the sponsors and the scholarship winners more via social media during the conference.
* Automatically invite keynote speakers to the scholarship lunch.
'''Keynotes'''
* Lanyards for whether it is OK to take photographs
* Add chairs to the front of the room so that lightning talk presenters can sit before they talk
** This needs to be planned in advance. C4L2014 was at capacity for the room, so this was not possible.
* Do not place a conference goer near the hospitality suite! Maybe make the hang out place a different area in the hotel or conference.
** Another possibility could be to have the room next to the hospitality room be reserved for a "suite steward" or "host" volunteer - aka a person that can look after the room in terms of cleanliness, drink/food stock, etc.
* Most people use Mac laptops, so if there is only one podium computer, it should be a Mac.
** Ideally, both a Mac and a Windows computer should be available.
*** Almost all of the presentations this year used standard formats (PPT, PDF, and HTML). The podium computer needs to be under the control of the A/V and Streaming Committees for their functions. Presenters should use a presentation standard.
** Several presenters had trouble with not being able to see what was being presented -- the podium computer(s) should be mirrored by default.
*** No, the podium computer should be setup as required for streaming and A/V setup.* Consider precombining pre-combining lightning talks into a single slide deck to keep the flow going.** This is difficult when lightning talk presenters want to do a live demo
* Consider live closed captioning software for talks and streaming
* IRC channel shown Twitter feed of #c4lYY on screens when no presenter is up(was previously IRC, but twitter feed is safer, more professional, and more compliant to code of conduct
* Consider switches at the tables
** what kind of switches?
* Add a Code4Lib logo to the podium
* Have someone whose job it is to collect questions during a presentation and that can then ask them. Allowing for anonymous questions may lead to more folks asking.
