Changes

If your campus or town has a conference center, that is a logical starting point. Large hotels are also an option. In recent years, the conference has been smaller (a little over 200 attendees). If you are unsure how many attendees to plan for, look at [[Conference_Financial_History_At_A_Glance|historical attendance]] figures or ask in the code4libcon channel in Slack. In general, 200-400 attendees is a good range.

A couple of isolated rooms for the conference but away from the main space are important for both the Community Support Squad to hold private discussions and to private a place of quiet respite for weary conference -goers.

Workshops have been held before and after the conference. They are often referred to as "pre-conferences" or "post-conferences" in planning and publicity materials. There should be space to facilitate 10-20 workshops. It is helpful if they can be located in the same building but not necessary.

These can be class or meeting rooms but should have a projector and ideally a whiteboard. Electricity for every attendee attendees is also important.

A nice reception venue can be appealing to many attendees. In the past, we have gone to museums, libraries, and more fun venues. If Philadelphia, we went to The Mütter Museum. In D.C., we went to the Library of Congress. In Michigan, we went to a "fowling" (football bowling) place.

A nice reception at a separate location is not stricly strictly necessary. It might be possible to do catering at the conference venue in the evening, for instance.

Most years, we need to pay for a bus to the reception venue, as it tends to be in a different location.

Successful proposals in the past tend to include included local spots that folks attendees will be interested in: cultural institutions, tourist attractions, book stores, libraries, restaurants, and night lifenightlife. The Social Activities committee plans around these venues. It is nice to have a nighttime location where Game Night can be held (which might can be one of the a workshop roomsroom).

There is nothing wrong with doing a conference in a location we've been to before, or in a location that is close to last year's location. In the past, Code4Lib tended to bounce between the East coastCoast, West coastCoast, and Midwest , but that is not a requirement and should not dissuade any location from submitting a proposal.

Each year we copy the prior year's list of committees (see [[:Category:Conference Committees]]) to a new wiki page. If you are looking for information on a committee or new volunteers, looking at prior years can sometimes give you provide some names, but know that not all committees keep their membership on the wiki up to date.

Here are brief Brief descriptions of some of the primary committees:

* Community Support Squad (CSS) - enforces the Community [https://github.com/code4lib/code-of-conduct Code of Conduct]* T-Shirt - solicit solicits T-Shirt designs* Social Activities - plans social events at the conference such as Board Game Night

* Host Voting - solicit solicits proposals for next year* Accessibility - consult consults on physical and digital accessibility, e.g. of venues and the conference websites

Some committees are quite small, even a single person. Each year Some years may have some unique committees not present in the list above. For more information on any particular committee, look in their Drive folder or on the wiki.

# * Speaker gifts# * Small honorarium* Dinner plans

* Everybody lines Sign up ahead of time on papers in the venue* Load slides onto the podium in the break before* Everybody lines during the time slot (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

# * Power - everyone would like to plug in their laptop (and possibly their phone)# IRC Monitor for podium during speaker changes?

# Provide an a stand (apple box ?) for presenters who would like to use one.