Code4Lib - User contributions [en]

2016 Social Activities

2016-03-01T19:18:27Z

Anna3lc: /* Getting Around */

The Social Activities Group is working on several events and social opportunities for after conference hours. We will be adding more events as they come along. Watch this page!

Also, if you find a cool event to go to, and want to share the wealth with others, feel free to add the event to the page. :)

== Planned Events ==

=== Newcomer Dinner, Monday, March 7th ===

First time at code4lib? Join fellow c4l newbies and veterans for an evening of food, socializing, and stimulating <strike>discussions about</strike> demonstrations of the many uses of <strike>bacon</strike> <strike>XML</strike> <strike>EZProxy</strike> <strike>LibGuides alternatives</strike> spreadsheets.

Code4Lib veterans, you're invited too. Join us in welcoming the newcomers!

''' [https://docs.google.com/document/d/1TYZgZynp0e2q1Mqof_xMH1b-QbqOSmowhI4ms22LA8A/edit#heading=h.qvrpxlt089gj Sign Up Form]'''

'''Plans'''
* When: Monday, March 7th
* Time: 6 PM (ish) or whenever you can get your group together
* Mastermind (if you have any questions): [mailto:b.yoose@gmail.com Becky Yoose]

''Guidelines:''
*Max of '''6''' per group
**Please, no waitlisting
**Some restaurants can hold multiple groups of six. It is up to you to investigate the venue to see if this is possible.
*ID yourselves so we can get a good mix of new people and veterans in each group
**New folks - n
**c4l vets - v
*One leader needed for each location (declare yourself! - '''Vets are highly encouraged to lead the group''')
**Leader duties
***Make reservations if required; otherwise make sure that the restaurant can handle a group of 6 rowdy library tech type folks
***Herd folks from hotel to restaurant (know where you're going!)
*See a restaurant that's not listed? Feel free to add one, '''but please make sure that it is open that Monday evening.'''

=== Reception at the College of Physicians of Philadelphia / Mütter Museum , Tuesday, March 8th ===

All attendees are invited to join us for a "disturbingly informative" opening reception at the College of Physicians of Philadelphia, home of America’s finest museum of medical history. [http://muttermuseum.org/ The Mütter Museum] displays its beautifully preserved collections of anatomical specimens, models, and medical instruments in a 19th-century “cabinet museum” setting.

The reception includes an open bar and free access to the museum exhibits from 5:45PM through 7:45PM. We will also provide a selection of vegan, vegetarian, and omnivore friendly appetizers featuring: Pennsylvania flatbreads, a locally-sourced variety of sausages, and a Mediterranean spread that includes three different varieties of hummus and other plates.

=== LibTechWomen Meetup, Wednesday, March 9th ===

An informal meetup for women and their friends in library technology organized by [http://libtechwomen.org/ #libtechwomen]. No need to RSVP. We'll make sure there's an announcement ahead of time, and some of us will be in the hotel lobby at 5:15 to point people in the right direction.

When: Wednesday, March 9th - 5:30pm - 7pm

Where: TBD (If you have suggestions, contact [mailto:deibel@uw.edu Kate Deibel]

=== Play and Share in the Conference Hotel, Wednesday, March 9th ===
A large space in the conference hotel will be available for conference attendees to gather and socialize, play games and share goodies. We will be providing tables and chairs for Board Game Night ([https://docs.google.com/spreadsheets/d/1Y9Iz_tLu6j0gUAeq3iVWQTdSAIDOFaJryzswXF41tgs/edit#gid=0 list of games being brought]), and some attendees are planning to organize an acoustic jam session. You are also welcome to bring stuff to share, from craft sodas and beers to baked goods to local treats ([https://twitter.com/search?f=tweets&vertical=default&q=%23cannoli4lib&src=typd #cannoli4lib]).

== Social Map - Places of Interest==

== Ideas ==

* A trip to [http://barcadephiladelphia.com/food/ Barcade] for vintage arcade games, craft beer, and tacos. Only a ten minute train ride from the conference hotel.

== Local Food ==

=== Restaurants ===
{|class="wikitable sortable" style="text-align: left;"
|-
! scope="col" | Name
! scope="col" | Variety of Food
! scope="col" class="unsortable" | Address
! scope="col" | Distance from Hotel (miles)
! scope="col" class="unsortable" | Cost
! scope="col" | Take Reservations
! scope="col" | Veg*n Friendly
|-
| [http://www.khyberpasspub.com/ Khyber Pass Pub] || Gastropub/Cajun || 56 SW. 2nd Street || 0.1 || $$ || no || yes
|-
| [http://www.citytavern.com/ City Tavern] || 18th Century American (historical + founding father's beer recipes) || 138 S. 2nd Street || 0.1 || $$$ || yes || meh
|-
| [http://www.zahavrestaurant.com/ Zahav] || Israeli || 237 St. James Place || 0.2 || $$$ || yes || yes
|-
| [http://handynasty.net/oldcity/hours/ Han Dynasty] || Chinese || 123 Chestnut Street || 0.2 || $$ || meh || vegetarian
|-
| [http://www.2ndstorybrewing.com/ 2nd Story Brewing Co] || Brewpub || 117 Chestnut Street || 0.2 || $$ || yes || vegetarian
|-
| [http://www.franklinfountain.com/ Franklin Fountain] || Ice Cream || 116 Market Street || 0.2 || $$ || no- cash only || yes
|-
| [http://philadelphia.amadarestaurant.com/ Amada] || Tapas (Jose Garces) || 217 Chestnut Street || 0.2 || $$$ || yes || yes
|-
| [http://www.eulogybar.com/ Eulogy Belgian Tavern] || Belgian || 136 Chestnut Street || 0.2 || $$ || yes || vegetarian
|-
| [http://karmaphiladelphia.com Karma Indian Restaurant] || Indian || 114 Chestnut St || 0.2 || $$ || yes || vegetarian
|-
| [http://ploughstars.com/ The Plough & the Stars] || Irish Pub || 123 Chestnut Street || 0.2 || $$ || yes || meh
|-
| [http://farmiciarestaurant.com/ FARMiCiA] || Farm to Table || 15 S. 3rd Street || 0.3|| $$-$$$ || yes || yes
|-
| [http://www.mybierstube.com/ Bierstube] || German Beer Hall || 206 Market Street || 0.3 || $ || yes || vegetarian
|-
| [http://forkrestaurant.com/ Fork] || New American || 306 Market Street || 0.3 || $$$ || yes || yes
|-
| [http://highstreetonmarket.com/ High Street on Market] || New American || 308 Market Street || 0.3 || $$ || yes || yes
|-
| [http://www.capogirogelato.com/ Capofitto Pizza and Gelato] || Neapolitan pizza || 233 Chestnut Street || 0.3 || $$ || || yes
|-
| [http://www.buddakan.com/ Buddakan] || Asian Fusion || 325 Chestnut Street || 0.3 || $$$ || yes || yes
|-
| [http://macstavern.com/ Mac's Tavern] || Gastropub/New American || 226 Market Street || 0.3 || $$ || no || vegetarian
|-
| [http://www.thegaslightphilly.com/ The Gaslight] || New American || 120 Market Street || 0.3 || $$ || yes || vegetarian
|-
| [http://www.nationalmechanics.com/ National Mechanics] || Traditional American || 22 S. 3rd Street || 0.4 || $$ || yes || vegetarian
|-
| [http://www.pizzeriastella.net/ Pizzeria Stella] || Pizza/Italian || 215 Lombard Street || 0.5 || $$ || no || vegetarian
|-
| [http://www.talulasgarden.com/ Talula's Garden] || New American || 210 W. Washington Sq. || 0.5 || $$$ || yes || vegetarian
|-
| [http://www.cooperagephilly.com/ Cooperage] || Gastropub/New American || 123 S. 7th Street || 0.5 || $$ || yes || vegetarian
|-
| [http://www.tamarindsouthstreet.com/new/index.php?option=com_frontpage&Itemid=28 Tamarind] || Thai || 117 South St. || 0.5 || $$ || yes || vegetarian
|-
| [http://hikaruphilly.com/ Hikaru] || Japanese || 607 S 2nd St || 0.5 || $$ || yes || vegetarian
|-
| [http://www.bridgetfoys.com/ Bridget Foy's] || Traditional American || 200 South Street || 0.6 || $$ || yes || yes
|-
| [http://www.famous4thstreetdelicatessen.com/index_flash.html Famous 4th Street Delicatessen] || Sandwiches/Breakfast || 700 S. 4th Street || 0.6 || $$ || no || vegetarian
|-
| [http://www.morimotorestaurant.com/ Morimoto] || Japanese (YES Morimoto works the sushi bar some nights) || 723 Chestnut Street || 0.6 || $$$$ || yes || meh
|-
| [http://wedgeandfig.com/ Wedge + Fig] || New American/Cheese Bistro || 160 N. 3rd Street || 0.6 || $$$ || ||
|-
| [http://www.jones-restaurant.com/ Jones] || American comfort food (Stephen Starr) || 700 Chestnut St. || 0.6 || $$ || yes || yes
|-
| [http://www.blackbirdpizzeria.com/ Blackbird] || Pizza/Vegan || 507 S. 6th Street || 0.7 || $ || no || yes
|-
| [http://www.serpicoonsouth.com/ Serpico] || New American || 604 South Street || 0.7 || $$$ || yes ||
|-
| [http://tattooedmomphilly.com/menu Tattooed Mom] || Pub Grub || 530 South Street || 0.7 || $ || no || yes
|-
| [http://bistrotlaminette.com/ Bistrot La Minette] || French || 623 S. 6th Street || 0.8 || $$$ || yes || vegetarian
|-
| [http://www.brauhausschmitz.com/ Brauhaus Schmitz] || German || 718 South Street || 0.9 || $$ || yes || vegetarian
|-
| [http://catahoulaphilly.com/ Catahoula] || Cajun/Creole || 775 S. Front Street || 0.9 || $$ || no || no
|-
| [http://littlefishbyob.com/ Little Fish] || Seafood || 746 S. 6th Street || 0.9 || $$$ || yes || no
|-
| [http://strangelovesbeerbar.com/ Strangelove's] || New American / Craft Beer || 216 S. 11th Street || 0.8 || $$ || yes || veg*n friendly
|-
| [http://www.readingterminalmarket.org/ Reading Terminal Market] || Market/Grocery || 12th and Arch Street || 0.9 || $$ || ||
|-
| [http://strangelovesbeerbar.com/ Strangelove's] || Gastropub || 216 S. 11th St || 0.9 - 1 || $$ || yes || yes (veg*ns & carnivores welcome)
|-
| [http://www.triacafe.com/ Tria Cafe] || Wine & Cheese || 1137 Spruce St. || 1.0 || $$-$$$ || no || yes
|-
| [http://www.fooderybeer.com/ The Foodery] || Bottleshop/Sandwiches || 10th and Pine Streets || 1 || $-$$$ || ||
|-
| [http://www.capogirogelato.com/ Capogiro Gelato] || Gelato || 119 S. 13th Street || 1 || $$ || || yes
|-
| [http://www.percystreet.com/ Percy Street Barbecue] || Barbecue || 900 South Street || 1 || $$ || yes || no
|-
| [http://www.742vegantree.com/ Vegan Tree] || Vegan || 742 South St. || 1 || $ || no || yes
|-
| [http://www.blindpigphilly.com/The_Blind_Pig_Philadelphia-_Northern_Liberties_Restaurant_and_Bar_-_Home.html Blind Pig] || Pub food || 702 N 2nd Street || 1.1 || $$ || no || meh
|-
| [http://charliewasasinner.com/ Charlie was a sinner] || Vegan bar || 131 S. 13th St. || 1.1 || $$ || yes || yes
|-
| [http://www.silkcityphilly.com/ Silk City Diner] || New American || 435 Spring Garden St || 1.2 || $$ || no || meh
|-
| [http://www.suxinghouse.com/index.html Su Xing House] || Chinese || 1509 Sansom Street || 1.3 || $ || || vegetarian
|-
| [http://news.standardtap.com.s86406.gridserver.com/ The Standard Tap] || Pub Grub || 901 North 2nd Street || 1.3 || $$ || no || yes
|-
| [http://www.fooderybeer.com/ The Foodery] || Bottleshop/Sandwiches || 2nd and Poplar Streets || 1.3 || $-$$$ || ||
|-
| [http://www.coeurphilly.com/ Coeur] || Gastropub || 8th St. at Christian St. || 1.3 || $$-$$$ || yes || yes
|-
| [http://kennettrestaurant.multiscreensite.com/ Kennett] || Gastropub/New American || 848 S. 2nd Street || 1.4 || $$ || yes || yes
|-
| [http://honeyssitneat.com/ Honey's Sit 'n Eat] || Diner/Homestyle || 800 N. 4th St. || 1.4 || $ || no - CASH ONLY || yes
|-
| [http://www.jasminericebyob.com/ Jasmine Rice] || Thai || 306 S. 16th St. || 1.5 || $$ || yes || yes
|-
| [http://www.triacafe.com/ Tria Cafe] || Wine & Cheese || 123 S. 18th St. || 1.5 || $$-$$$ || no || yes
|-
| [http://www.monkscafe.com/ Monk's Cafe] || Belgian || 264 S 16th St || 1.8 || $$ || no || yes
|-
| [http://philadelphia.villagewhiskey.com Village Whiskey] || Whiskey pub (Jose Garces) || 118 S 20th St || 2 || $$ || no || vegetarian
|-
| [http://www.mamasvegetarian.com/ Mama's Vegetarian] || Kosher || 18 S 20TH STREET || 2.1 || $ || no- cash only || yes
|-
| [http://www.thebelgiancafe.com/ The Belgian Cafe] || Belgian/Pub (Great beer list) || 601 North 21st Street || 3.3 || $$ || no || yes
|-
| [http://garcesgroup.com/restaurants#pennsylvania Jose Garces Restaurants] || various || various || $$-$$$$ || yes || yes
|-
| [http://www.starr-restaurant.com/ Stephen Starr Restaurants] || various || various || various || $$-$$$$ || yes || yes
|}

=== Donuts ===

[http://www.federaldonuts.com/ Federal Donuts]

=== Desserts ===

* [http://www.franklinfountain.com/ Franklin Fountain] - Old City
* [http://shanecandies.com/blog/ Shane Confectionery] - Old City
* [http://www.capogirogelato.com/ Capogiro Gelato] - Center City; South Philly; West Philly
* [http://bassettsicecream.com/ Bassett's Ice Cream] - in Reading Terminal Market
* [http://www.flyingmonkeyphilly.com/ Flying Monkey] - in Reading Terminal Market
* [http://maxbrenner.com/ Max Brenner Chocolate Bar] - Rittenhouse
* [http://www.bestcannoli.com/ Isgro Pasticceria] - South Philly -- CANNOLI
* [http://www.iluvmagpie.com/ Magpie Artisan Pie Bakery & Boutique] - South Philly
* [http://johnswaterice.com/ John's Water Ice] - South Philly -- pronounced "wooder ice"
* [http://www.termini.com/ Termini Brothers] - Italian Market -- CANNOLI
* [http://www.varallobrothersbakery.com/store/ Varallo Bros. Bakery] - Italian Market -- CANNOLI
* [http://brownbettydesserts.com/ Brown Betty Dessert Boutique] - NoLibs (Northern Liberties)
* [http://www.lilpopshop.com/ Lil' Pop Shop] -- West Philly
* [http://www.littlebabysicecream.com/ Little Baby's Ice Cream] -- East Kensington and West Philly
* [http://www.ritasice.com/ Rita's Water Ice] - various -- pronounced "wooder ice"

=== Coffee ===
* [http://bodhicoffeephila.com/menu-2/ Bodhi Coffee]
* [http://greenlinecafe.com/ Green Line Cafe]
* [https://www.greenstreetcoffee.com/ Greenstreet Coffee Co.]
* [https://oldcitycoffee.com/ Old City Coffee]
* [http://www.menageriecoffee.com/ Menagerie Coffee]
* [http://www.saxbyscoffee.com/index.html Saxby's]
* [http://www.hubbubcoffee.com/ HubBub Coffee]
* [http://www.elixrcoffee.com/ Elixr]
* [http://www.rivalbros.com/ Rival Bros.]
* [http://cakeandthebeanstalk.com/ Cake and the Beanstalk]
* [http://www.shottowercoffee.com/ Shot Tower Coffee]

== Local Drinks ==

=== Bars ===

Everywhere.

=== Breweries ===

* [http://yardsbrewing.com/ Yards] -- NoLibs (Northern Liberties)
* [http://philadelphiabrewing.com/ Philadelphia Brewing] -- Fishtown
* [https://www.manayunkbrewery.com/ Manayunk Brewery] -- Manayunk (of course)
* [http://www.2ndstorybrewing.com/ 2nd Story] -- Center City East (Old City/Society Hill)
* [http://stbenjaminbrewing.com/ Saint Benjamin] -- North Philly
* [http://www.dockstreetbeer.com/ Dock Street] -- West Philly; also has great pizza! Take the 34 Trolley ("Green Line") out to Baltimore and 50th St.
* [http://crimeandpunishmentbrewingco.com/ Crime & Punishment] -- Brewerytown
* [http://earthbreadbrewery.com/ Earth Bread + Brewery] -- Mt. Airy
* [http://www.ironhillbrewery.com/chestnuthill/ Iron Hill Brewery] -- Chestnut Hill/Germantown
* [http://www.victorybeer.com/ Victory] -- Downingtown
* '''''Honorable mention''''': [http://www.tiredhands.com/cafe/ Tired Hands] -- Ardmore; a little bit of a hike but well worth it!
* '''''Regional''''': [http://www.slyfoxbeer.com/ Sly Fox]
* '''''Regional BUT America's Oldest Brewery!''''' [http://www.yuengling.com/ Yuengling]
* [http://www.ripsneakers.com/nodding/ Nodding Head Brewing] -- status unknown

=== Bottle Shops and Taprooms ===

* [http://www.fooderybeer.com/ The Foodery] || 10th and Pine Streets || 1 mile
* [https://www.facebook.com/BeerHeavenPhiladelphia/ Beer Heaven] || 1100 S. Columbus Blvd. || 1.1 miles
* [http://fooderyrittenhouse.com/ The Foodery Rittenhouse] || 1710 Sansom St. || 1.4 miles
* [http://www.hawthornecafe.com/about/ Hawthorne] || 738 S. 11th St. || 1.3 miles
* [http://bottleshopbeer.com/ Bottle Shop] || 1616 East Passyunk || 1.8 miles
* [http://mondemarket.blogspot.com/ Monde Market] || 100 S. 21st St. || 1.8 miles
* [http://bottlebareast.com/ Bottle Bar East] || 1308 Frankford Ave. || 2 miles
* [http://brewphiladelphia.com/ Brew, a beer boutique] || 1900 S. 15th St. || 2.3 miles -- shares space with [http://www.ultimocoffee.com/ Ultimo Coffee]
* [http://local44beerbar.com/bottleshop.htm Local 44 Bottle Shop] || 44th and Spruce Sts., West Philly || 3.6 miles -- SEPTA 42 bus stops right in front!

== Philadelphia Events ==

=== Saturday and Sunday, March 5 & 6 ===

Sunday
[http://www.barnesfoundation.org/visit/philadelphia/free-first-sundays First Free Sunday at the Barnes Foundation!]

[http://www.songkick.com/concerts/25150589-leon-bridges-at-fillmore-philadelphia Leon Bringes and Son Little] - Killer night of R&B/ Soul including Philly's own [http://sonlittlemusic.net/#sonlittle Son Little]

[http://www.songkick.com/concerts/25331894-blanck-mass-at-johnny-brendas Blanck Mass at Johnny Brendas] - Electronic /Drone show at a great Philadelphia venue

=== Monday, March 7 ===

=== Tuesday, March 8 ===

[https://www.fi.edu/event/2016-03-08/science-after-hours Party Like a Rock Star at the Science Museum Started by Ben Franklin] - 7:00pm to 10:00pm

Tune those axes and crank up the volume as Science After Hours travels into a world of lost inhibitions—we’ll take you from Woodstock to Punk Rock celebrating all things rock and roll!
Learn how instruments are designed to produce different sounds and the science of how those sounds reach your brain. Rock out to the science of pyrotechnics, ... an evening better than a trip to Bonnaroo (or, at least, more scientific). $15 (Purchase Tickets in advance)

=== Wednesday, March 9 ===

[http://www.songkick.com/concerts/25664299-french-horn-rebellion-at-milkboy-philly French Horn Rebellion, Mystery Skulls] - No French Horns were harmed in the making of these beats

[http://www.hive76.org/ South Philadelphia Hackerspace Open House 7-9 PM ] If interested, add name to list [https://oasis.sandstorm.io/shared/Lo-9k04s0C5En4qBtLKIGVFIbESEkilaD0_yBH5V_c8 Open house @ Hive 76 Ride Share list]

=== Thursday, March 10 ===

[https://www.fi.edu/event/2016-03-09/night-skies-observatory Sisters of the Stars: Women of Astronomy and Space Science ] 6:00pm to 9:00pm

Though not always in the limelight, throughout history women have shined as groundbreaking scientists and intrepid team members pursuing amazing discoveries and the daring exploration of space. Join us as we highlight the women behind some of the most extraordinary adventures in the universe. $5

=== All days ===
[http://www.visitphilly.com/events/philadelphia/philadelphia-international-flower-show/ The 2016 Philadelphia Flower Show], March 5 - 13, Pennsylvania Convention Center

[http://www.visitphilly.com/events/philadelphia/picasso-the-great-war-experimentation-and-change-at-the-barnes/ Picasso: The Great War, Experimentation and Change], Barnes Foundation - this museum uses timed tickets; strongly advised to book in advance

[http://www.visitphilly.com/museums-attractions/philadelphia/the-golden-age-of-king-midas-at-the-penn-museum/ The Golden Age of King Midas], Penn Museum

[http://www.visitphilly.com/events/philadelphia/international-pop-at-the-philadelphia-museum-of-art/ International Pop], Philadelphia Museum of Art

[http://www.visitphilly.com/events/philadelphia/headed-to-the-white-house-at-the-national-constitution-center/ Headed to the White House], National Constitution Center

[http://www.visitphilly.com/events/philadelphia/drapetomania-at-the-african-american-museum-in-philadelphia/ Drapetomania], African American Museum

[http://www.visitphilly.com/events/philadelphia/down-the-rabbit-hole-celebrating-alice-in-wonderland-at-the-rosenbach/ Down the Rabbit Hole: Celebrating 150 Years of Alice in Wonderland], The Rosenbach

==Getting Around==
All info on getting to the hotel is on the conference website: http://2016.code4lib.org/venue.html

[[Category:Code4Lib2016]]

Preconfs2016Guide

2016-02-25T15:24:48Z

Anna3lc: /* Before the workshops */

== Code4Lib 2016 Preconference Workshop Leaders Guide ==
Here is some information to help you make your Code4Lib 2016 Preconference Workshop a success.

=== Before the workshops ===
In the time leading up to Code4Lib 2016, please do the following:

* '''Prepare and pack USB drives with anything your participants may need to download'''. Have a plan for what will happen if WiFi goes down.
* '''Pack your dongle''' (display adapter)!! We cannot guarantee to have the one you need at the venues. Expect VGA connections, though some rooms will have HDMI as well.
* For all workshop leaders, please fill out our Code4Lib 2016 speakers profile form ASAP. Link: http://goo.gl/forms/JJDu1XlXHX This will display information about you on the Code4Lib 2016 Website.
* Help attendees prepare for your workshop by posting and emailing preparatory materials:
** Emails to those currently registered (lists will be emailed to workshop leaders separately)
** Link to your preparatory materials on the Code4Lib 2016 Website (for those who may have not registered yet so won't receive your email):
*** To do this, you can submit a pull request to the Code4Lib 2016 website on Github at https://github.com/code4lib/2016.code4lib.org
**** Navigate to _posts/ and find your session (will begin with '2016-03-0-7')
**** Please don't edit the structured data area, marked off with '---' above and below. Any content below the structured data can be edited as you desire!
*** Or, if you aren't comfortable submitting a pull request, you can send your preconference contact your changes or additions and we will take care of it for you

=== During the workshops ===
Please do the following during your workshop:

* Get a rough head count of attendees and share this with your Preconference contact or on site Code4Lib 2016 volunteer.
* Please remind people to only use the wifi with one device during the workshop.

We expect to update this page as new information is decided/emerges, so check back regularly and keep in touch with your preconference contacts.

And thank you again for taking part!

Preconfs2016Guide

2016-02-25T15:21:44Z

Anna3lc: Add dongle / USB drive reminders.

== Code4Lib 2016 Preconference Workshop Leaders Guide ==
Here is some information to help you make your Code4Lib 2016 Preconference Workshop a success.

=== Before the workshops ===
In the time leading up to Code4Lib 2016, please do the following:

* Prepare and pack USB drives with anything your participants may need to download. Have a plan for what will happen if WiFi goes down.
* Pack your dongles (display adapters)!! We cannot guarantee to have the one you need at the venues.
* For all workshop leaders, please fill out our Code4Lib 2016 speakers profile form ASAP. Link: http://goo.gl/forms/JJDu1XlXHX This will display information about you on the Code4Lib 2016 Website.
* Help attendees prepare for your workshop by posting and emailing preparatory materials:
** Emails to those currently registered (lists will be emailed to workshop leaders separately)
** Link to your preparatory materials on the Code4Lib 2016 Website (for those who may have not registered yet so won't receive your email):
*** To do this, you can submit a pull request to the Code4Lib 2016 website on Github at https://github.com/code4lib/2016.code4lib.org
**** Navigate to _posts/ and find your session (will begin with '2016-03-0-7')
**** Please don't edit the structured data area, marked off with '---' above and below. Any content below the structured data can be edited as you desire!
*** Or, if you aren't comfortable submitting a pull request, you can send your preconference contact your changes or additions and we will take care of it for you

=== During the workshops ===
Please do the following during your workshop:

* Get a rough head count of attendees and share this with your Preconference contact or on site Code4Lib 2016 volunteer.
* Please remind people to only use the wifi with one device during the workshop.

We expect to update this page as new information is decided/emerges, so check back regularly and keep in touch with your preconference contacts.

And thank you again for taking part!

Preconference2016Workspace

2016-02-23T16:21:24Z

Anna3lc: /* Agenda: */

== Working Documents ==
Working documents should be in the Preconf 2016 Google Folder shared with LPC and Preconf Committee Members at the start. Contact Anna or Christina if you don't have access.
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.

== Outstanding Actions Items and Timeframes ==
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before
** Know who support staff is at each location
** Know wifi password / encourage people to only use 1 device on wifi.
* Info for presenters
** Remind speakers to get a head count of attendees.
** Remind speakers to ask people to only use wifi with one device.
** Final list of attendees?
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.

== Confirmed Details for Preconference Workshops ==
* Agreed: workshop times: AM 9-12, PM 1:30-4:30
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.

== Last Meeting ==
Ferbaruy 23th, 11 EST, Google Hangouts

=== Agenda: ===
* Review of action items (see above)
* Are we okay with status of A/V requests? Any outstanding A/V issues should be noted in Main Working Document, emailed to group.
* When will we have numbers/updated lists from pre-conf only registration?
* Day of help/questions - clear on needs, volunteers?
* Slack channel
* what needs to be on tables? Name tags, restaurant handouts, maps/floorplans, wifi password, volunteer contact info, list of all locations, list of registrants, notepads, pens / markers
* what signage is needed? Room names with arrows for CHF. Hotel?
* Table volunteers: what coverage is required? - Anna will compile matrix
* Are members of this committee registered for preconferences? If so, which ones? (Eric: none, Andrea: publishing research data)
* ... (add yours here)

== Seventh Meeting ==
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0

=== Agenda: ===
* Review of action items (see above)
** Have all the workshop leaders registered (or decided not to attend)?
** What's the status for A/V review and meeting needs?
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?
* Next period for pre-conf (only) registration?
* Day of help/questions
* Shared space for documentation - Getting lists of registrants to the workshop leaders
* Website committee - still needing speaker info? Form?
* ... (add yours here)

=== Meeting Notes: ===

* Majority of presenter registrations have been confirmed
** handful of presenters still outstanding: will give them until Monday to get registered
** Christina will ping Erin, Dan?, & Jesse to iron out details
** a few pending cancellations
* Christina will create wiki page with registration numbers
* Franklin Hall East & West may change names on program

==== A/V Review and Workshop Needs ====
* Eric will review form responses and identify unreasonable A/V requests
* Space Logistics:
** Anna will compile contact info for on site logistics
** Confirm projector for each space
** Confirm Wifi details for each space
** Attendees need to know that they should only sign in to Wifi with one device
** Electrical outlets / extension cords / power strips
** Each space has an A/V contact for help day of
*** CHF has A/V support
*** Franklin Hall
**** developer (can provide support for A/V booth in hall)
**** local institutions will be providing projectors
*** Hotel has professional A/V staff
** Notify all presenters that they should supply their own dongles/adapters
==== Wait List ====
* has (mostly) been resolved
* send room confirmation info to Kathy to resolve outstanding problems
==== Room Switches ====
* make final switch
* room capacity will be the workshop sellout point
* Christina will update the main working document to reflect most current space situation
** doc will be divided into Christina's and Eric's contacts
** this will be the last version of the document
* none of the workshops are currently sold out
==== Participant Lists for Presenters ====
* advance lists help to facilitate a successful workshop
* Concentra has attendee lists
* Workshop registration will close 2 weeks before conference, send attendance lists then
* Attendance information should be posted to website for future workshop planners
* Create page with list of resources, send with list of attendees
* encourage presenters to link to resources in addition to email information
==== Day Of Volunteers ====
* potential volunteers from wiki signups
** http://wiki.code4lib.org/2016_Conference_Committees#Onsite_Volunteer_Committee
** http://wiki.code4lib.org/2016_Conference_Committees#Whatever_Committee
* Make sure people know where to go, shepherding to the right space
* Anna will talk to Luke about maps on the website
* Main registration table will be at hotel, smaller welcome tables at venue with name tags

== Sixth Meeting==
Google hangout, January 12th
No notes?
== Fifth meeting ==
Google hangout, December 7th, 1:30 PM Eastern
* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2016-02-23T16:15:40Z

Anna3lc: /* Agenda: */

== Working Documents ==
Working documents should be in the Preconf 2016 Google Folder shared with LPC and Preconf Committee Members at the start. Contact Anna or Christina if you don't have access.
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.

== Outstanding Actions Items and Timeframes ==
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before
** Know who support staff is at each location
** Know wifi password / encourage people to only use 1 device on wifi.
* Info for presenters
** Remind speakers to get a head count of attendees.
** Remind speakers to ask people to only use wifi with one device.
** Final list of attendees?
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.

== Confirmed Details for Preconference Workshops ==
* Agreed: workshop times: AM 9-12, PM 1:30-4:30
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.

== Last Meeting ==
Ferbaruy 23th, 11 EST, Google Hangouts

=== Agenda: ===
* Review of action items (see above)
* Are we okay with status of A/V requests? Any outstanding A/V issues should be noted in Main Working Document, emailed to group.
* When will we have numbers/updated lists from pre-conf only registration?
* Day of help/questions - clear on needs, volunteers?
* Slack channel
* what needs to be on tables? Name tags, restaurant handouts, maps, volunteer contact info, list of all locations, list of registrants, notepads, pens / markers
* what signage is needed? Room names with arrows for CHF. Hotel?
* Table volunteers: what coverage is required?
* Are members of this committee registered for preconferences? If so, which ones?
* ... (add yours here)

== Seventh Meeting ==
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0

=== Agenda: ===
* Review of action items (see above)
** Have all the workshop leaders registered (or decided not to attend)?
** What's the status for A/V review and meeting needs?
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?
* Next period for pre-conf (only) registration?
* Day of help/questions
* Shared space for documentation - Getting lists of registrants to the workshop leaders
* Website committee - still needing speaker info? Form?
* ... (add yours here)

=== Meeting Notes: ===

* Majority of presenter registrations have been confirmed
** handful of presenters still outstanding: will give them until Monday to get registered
** Christina will ping Erin, Dan?, & Jesse to iron out details
** a few pending cancellations
* Christina will create wiki page with registration numbers
* Franklin Hall East & West may change names on program

==== A/V Review and Workshop Needs ====
* Eric will review form responses and identify unreasonable A/V requests
* Space Logistics:
** Anna will compile contact info for on site logistics
** Confirm projector for each space
** Confirm Wifi details for each space
** Attendees need to know that they should only sign in to Wifi with one device
** Electrical outlets / extension cords / power strips
** Each space has an A/V contact for help day of
*** CHF has A/V support
*** Franklin Hall
**** developer (can provide support for A/V booth in hall)
**** local institutions will be providing projectors
*** Hotel has professional A/V staff
** Notify all presenters that they should supply their own dongles/adapters
==== Wait List ====
* has (mostly) been resolved
* send room confirmation info to Kathy to resolve outstanding problems
==== Room Switches ====
* make final switch
* room capacity will be the workshop sellout point
* Christina will update the main working document to reflect most current space situation
** doc will be divided into Christina's and Eric's contacts
** this will be the last version of the document
* none of the workshops are currently sold out
==== Participant Lists for Presenters ====
* advance lists help to facilitate a successful workshop
* Concentra has attendee lists
* Workshop registration will close 2 weeks before conference, send attendance lists then
* Attendance information should be posted to website for future workshop planners
* Create page with list of resources, send with list of attendees
* encourage presenters to link to resources in addition to email information
==== Day Of Volunteers ====
* potential volunteers from wiki signups
** http://wiki.code4lib.org/2016_Conference_Committees#Onsite_Volunteer_Committee
** http://wiki.code4lib.org/2016_Conference_Committees#Whatever_Committee
* Make sure people know where to go, shepherding to the right space
* Anna will talk to Luke about maps on the website
* Main registration table will be at hotel, smaller welcome tables at venue with name tags

== Sixth Meeting==
Google hangout, January 12th
No notes?
== Fifth meeting ==
Google hangout, December 7th, 1:30 PM Eastern
* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2016-02-23T15:42:33Z

Anna3lc: add agenda items

== Working Documents ==
Working documents should be in the Preconf 2016 Google Folder shared with LPC and Preconf Committee Members at the start. Contact Anna or Christina if you don't have access.
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.

== Outstanding Actions Items and Timeframes ==
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before
** Know who support staff is at each location
** Know wifi password / encourage people to only use 1 device on wifi.
* Info for presenters
** Remind speakers to get a head count of attendees.
** Remind speakers to ask people to only use wifi with one device.
** Final list of attendees?
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.

== Confirmed Details for Preconference Workshops ==
* Agreed: workshop times: AM 9-12, PM 1:30-4:30
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.

== Last Meeting ==
Ferbaruy 23th, 11 EST, Google Hangouts

=== Agenda: ===
* Review of action items (see above)
* Are we okay with status of A/V requests? Any outstanding A/V issues should be noted in Main Working Document, emailed to group.
* When will we have numbers/updated lists from pre-conf only registration?
* Day of help/questions - clear on needs, volunteers?
* Slack channel
* what needs to be on tables? Name tags, restaurant handouts, maps
* what signage is needed? Room names with arrows for CHF. Hotel?
* Table volunteers: what coverage is required?
* Are members of this committee registered for preconferences? If so, which ones?
* ... (add yours here)

== Seventh Meeting ==
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0

=== Agenda: ===
* Review of action items (see above)
** Have all the workshop leaders registered (or decided not to attend)?
** What's the status for A/V review and meeting needs?
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?
* Next period for pre-conf (only) registration?
* Day of help/questions
* Shared space for documentation - Getting lists of registrants to the workshop leaders
* Website committee - still needing speaker info? Form?
* ... (add yours here)

=== Meeting Notes: ===

* Majority of presenter registrations have been confirmed
** handful of presenters still outstanding: will give them until Monday to get registered
** Christina will ping Erin, Dan?, & Jesse to iron out details
** a few pending cancellations
* Christina will create wiki page with registration numbers
* Franklin Hall East & West may change names on program

==== A/V Review and Workshop Needs ====
* Eric will review form responses and identify unreasonable A/V requests
* Space Logistics:
** Anna will compile contact info for on site logistics
** Confirm projector for each space
** Confirm Wifi details for each space
** Attendees need to know that they should only sign in to Wifi with one device
** Electrical outlets / extension cords / power strips
** Each space has an A/V contact for help day of
*** CHF has A/V support
*** Franklin Hall
**** developer (can provide support for A/V booth in hall)
**** local institutions will be providing projectors
*** Hotel has professional A/V staff
** Notify all presenters that they should supply their own dongles/adapters
==== Wait List ====
* has (mostly) been resolved
* send room confirmation info to Kathy to resolve outstanding problems
==== Room Switches ====
* make final switch
* room capacity will be the workshop sellout point
* Christina will update the main working document to reflect most current space situation
** doc will be divided into Christina's and Eric's contacts
** this will be the last version of the document
* none of the workshops are currently sold out
==== Participant Lists for Presenters ====
* advance lists help to facilitate a successful workshop
* Concentra has attendee lists
* Workshop registration will close 2 weeks before conference, send attendance lists then
* Attendance information should be posted to website for future workshop planners
* Create page with list of resources, send with list of attendees
* encourage presenters to link to resources in addition to email information
==== Day Of Volunteers ====
* potential volunteers from wiki signups
** http://wiki.code4lib.org/2016_Conference_Committees#Onsite_Volunteer_Committee
** http://wiki.code4lib.org/2016_Conference_Committees#Whatever_Committee
* Make sure people know where to go, shepherding to the right space
* Anna will talk to Luke about maps on the website
* Main registration table will be at hotel, smaller welcome tables at venue with name tags

== Sixth Meeting==
Google hangout, January 12th
No notes?
== Fifth meeting ==
Google hangout, December 7th, 1:30 PM Eastern
* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2016-02-23T15:08:23Z

Anna3lc: /* Agenda: */

== Working Documents ==
Working documents should be in the Preconf 2016 Google Folder shared with LPC and Preconf Committee Members at the start. Contact Anna or Christina if you don't have access.
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.

== Outstanding Actions Items and Timeframes ==
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before
** Know who support staff is at each location
** Know wifi password / encourage people to only use 1 device on wifi.
* Info for presenters
** Remind speakers to get a head count of attendees.
** Remind speakers to ask people to only use wifi with one device.
** Final list of attendees?
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.

== Confirmed Details for Preconference Workshops ==
* Agreed: workshop times: AM 9-12, PM 1:30-4:30
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.

== Last Meeting ==
Ferbaruy 23th, 11 EST, Google Hangouts

=== Agenda: ===
* Review of action items (see above)
* Are we okay with status of A/V requests? Any outstanding A/V issues should be noted in Main Working Document, emailed to group.
* When will we have numbers/updated lists from pre-conf only registration?
* Day of help/questions - clear on needs, volunteers?
* Slack channel
* ... (add yours here)

== Seventh Meeting ==
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0

=== Agenda: ===
* Review of action items (see above)
** Have all the workshop leaders registered (or decided not to attend)?
** What's the status for A/V review and meeting needs?
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?
* Next period for pre-conf (only) registration?
* Day of help/questions
* Shared space for documentation - Getting lists of registrants to the workshop leaders
* Website committee - still needing speaker info? Form?
* ... (add yours here)

=== Meeting Notes: ===

* Majority of presenter registrations have been confirmed
** handful of presenters still outstanding: will give them until Monday to get registered
** Christina will ping Erin, Dan?, & Jesse to iron out details
** a few pending cancellations
* Christina will create wiki page with registration numbers
* Franklin Hall East & West may change names on program

==== A/V Review and Workshop Needs ====
* Eric will review form responses and identify unreasonable A/V requests
* Space Logistics:
** Anna will compile contact info for on site logistics
** Confirm projector for each space
** Confirm Wifi details for each space
** Attendees need to know that they should only sign in to Wifi with one device
** Electrical outlets / extension cords / power strips
** Each space has an A/V contact for help day of
*** CHF has A/V support
*** Franklin Hall
**** developer (can provide support for A/V booth in hall)
**** local institutions will be providing projectors
*** Hotel has professional A/V staff
** Notify all presenters that they should supply their own dongles/adapters
==== Wait List ====
* has (mostly) been resolved
* send room confirmation info to Kathy to resolve outstanding problems
==== Room Switches ====
* make final switch
* room capacity will be the workshop sellout point
* Christina will update the main working document to reflect most current space situation
** doc will be divided into Christina's and Eric's contacts
** this will be the last version of the document
* none of the workshops are currently sold out
==== Participant Lists for Presenters ====
* advance lists help to facilitate a successful workshop
* Concentra has attendee lists
* Workshop registration will close 2 weeks before conference, send attendance lists then
* Attendance information should be posted to website for future workshop planners
* Create page with list of resources, send with list of attendees
* encourage presenters to link to resources in addition to email information
==== Day Of Volunteers ====
* potential volunteers from wiki signups
** http://wiki.code4lib.org/2016_Conference_Committees#Onsite_Volunteer_Committee
** http://wiki.code4lib.org/2016_Conference_Committees#Whatever_Committee
* Make sure people know where to go, shepherding to the right space
* Anna will talk to Luke about maps on the website
* Main registration table will be at hotel, smaller welcome tables at venue with name tags

== Sixth Meeting==
Google hangout, January 12th
No notes?
== Fifth meeting ==
Google hangout, December 7th, 1:30 PM Eastern
* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

2016 Conference Volunteers

2016-02-02T18:36:40Z

Anna3lc: /* Preconference Setup Help */

Code4Lib 2016 Volunteers sign-up page. As roles are identified, the page will be periodically updated with new opportunities to volunteer. When you sign up please either include some way to contact you or send your contact information to Kathleen Haley (Chair for Volunteers) at KHaley AT mwa DOT org.

For general questions, or if you identify a volunteer need not covered in the list below, feel free to contact Kathleen or David Uspal (LPC Committee Contact for Volunteers) at david DOT uspal AT villanova DOT edu.

== Welcome Wagon/Concierge Committee ==

Helps with greeting newcomers, directing people to evening activities and local points of interest, etc. and being generally awesome to the community.
*
*

== Conference Logistics ==

Sets up registration table, signage and welcome packets, ensures proper power availability to conference attendees, etc.

Sunday:
* Katherine Lynch
* Lauren Gala

Monday:
* Lauren Gala
*

== Preconference Setup Help ==

Help manage preconference sessions, setting up projectors, etc.

Sheraton Society Hill (Conference Hotel):
* Lauren Gala

Chemical Heritage Foundation:
* Anna Headley (CHF contact)
* Michelle DiMeo (CHF contact)

Franklin Hall:
* Scott Ziegler (venue contact at APS)

== Social Networking ==

Answering general questions on Twitter and IRC:
*
*

Ask questions on mic on behalf of community (because of distance, mic aversion, etc)

Tuesday:
*

Wednesday:
*

Thursday:
*

== IRC (Technical) ==

Access:
Look into technology/procedures to make connecting to, and maintaining a connection to, IRC less painful. i.e. make sure wifi will allow connection, and someone needs to contact freenode about the sudden influx of people.
* Mx Matienzo (anarchivist)

Helper:
Demonstrate how to get onto #code4lib during Registration. Offer support for newcomers in #code4lib during the conference.
*

==Registration Desk Volunteers==
Assists with handing out registration materials to attendees.

Monday AM (8:00-9:30):
* Shaun Ellis
* Katherine Lynch

Monday PM (12:00-1:30):
*
*

Tuesday AM (7:00-9:30):
* Lauren Gala
*

==MCs==

Tuesday AM:
* David Lacy

Tuesday PM:
* Shaun Ellis

Wednesday AM:
* Anna Headley

Wednesday PM:
* Katherine Lynch

Thursday AM:
*

== Session Timer Volunteers ==

People who volunteer to sit up front, keep time (and bring timer equipment - i.e. a laptop or tablet with a stopwatch program). It's good to have two people in each slot to back each other up in case of machinery failure.

Tuesday AM:
*
*

Tuesday PM:
* Lauren Gala
* Katherine Lynch

Wednesday AM:
* Lauren Gala
*

Wednesday PM:
* Lauren Gala
*

Thursday AM:
* Lauren Gala
*

== The Whatever Crew ==
*
* Katherine Lynch
*
*

[[Category: Code4Lib2016]]

Preconference2016Workspace

2016-01-27T17:03:44Z

Anna3lc: consolidation

== Working Documents ==
Working documents should be in the Preconf 2016 Google Folder shared with LPC and Preconf Committee Members at the start. Contact Anna or Christina if you don't have access.
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.

== Outstanding Actions Items and Timeframes ==
* (2-3 outstanding) Confirm all workshop leaders are registered (or not attending) using Anna's lists from conference organizers. ASAP
* (done) Find space for blacklight workshop presenters who weren't included in registration calls. ASAP
* Review new round of registration numbers for final room changes/waitlist follow-ups. As soon as new registration numbers are made available to us.
* Discuss precon-only round of registration.
** How much capacity to leave for slippage?
** Capacity space-wise vs. wifi-wise
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before
** Contact info for organizers.
** Know who support staff is at each location
** Know wifi password / encourage people to only use 1 device on wifi.
* small AV update - projectors in APS side spaces.
* disseminating contact info for APS, CHF, LPC, and Concentra folks.
* Info for presenters
** Please fill out profile form to presenters. Link: http://goo.gl/forms/JJDu1XlXHX
** Please get a head count of attendees; these numbers will be helpful to future organizing committees.
** Please remind people to only use wifi with one device.
** Where / how to post links, other intro materials about their session.
*** Submit a pull request to the website. on github at https://github.com/code4lib/2016.code4lib.org
**** navigate to _posts/ and find your session (will begin with '2016-03-0-7')
**** Please don't edit the structured data area, marked off with '---' above and below. Any content below the structured data can be edited as you desire!
*** If you aren't comfortable submitting a pull request, please send us your changes or additions and we will take care of it for you!
** Assurance that we will get them a list of attendees / contact info (deadline? LPC discussed closing pre-con-only registration 2 weeks out. Is 1.5 weeks enough time for this?)
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.

== Confirmed Details for Preconference Workshops ==
* Agreed: workshop times: AM 9-12, PM 1:30-4:30
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.

== Next/Seventh Meeting ==
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0

=== Agenda: ===

* Review of immediate, open action items (see above)
** Have all the workshop leaders registered (or decided not to attend)?
** What's the status for A/V review and meeting needs?
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?
* Next period for pre-conf (only) registration?
* Day of help/questions
* Shared space for documentation - Getting lists of registrants to the workshop leaders
* Website committee - still needing speaker info? Form?
* ... (add yours here)

== Sixth Meeting==
Google hangout, January 12th
No notes?
== Fifth meeting ==
Google hangout, December 7th, 1:30 PM Eastern
* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2016-01-27T15:26:25Z

Anna3lc:

== Working Documents ==
Working documents should be in the Preconf 2016 Google Folder shared with LPC and Preconf Committee Members at the start. Contact Anna or Christina if you don't have access.
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.

== Outstanding Actions Items and Timeframes ==
* (2-3 outstanding) Confirm all workshop leaders are registered (or not attending) using Anna's lists from conference organizers. ASAP
* (done) Find space for blacklight workshop presenters who weren't included in registration calls. ASAP
* Review new round of registration numbers for final room changes/waitlist follow-ups. As soon as new registration numbers are made available to us.
* Discuss precon-only round of registration.
** How much capacity to leave for slippage?
** Capacity space-wise vs. wifi-wise
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before
** Contact info for organizers.
** Know who support staff is at each location
** Know wifi password / encourage people to only use 1 device on wifi.
* small AV update - projectors in APS side spaces.
* disseminating contact info for APS, CHF, LPC, and Concentra folks.
* Info for presenters
** Please fill out profile form to presenters. Link: http://goo.gl/forms/JJDu1XlXHX
** Please get a head count of attendees; these numbers will be helpful to future organizing committees.
** Please remind people to only use wifi with one device.
** Where / how to post links, other intro materials about their session.
*** Submit a pull request to the website. on github at https://github.com/code4lib/2016.code4lib.org
**** navigate to _posts/ and find your session (will begin with '2016-03-0-7')
**** Please don't edit the structured data area, marked off with '---' above and below. Any content below the structured data can be edited as you desire!
*** If you aren't comfortable submitting a pull request, please send us your changes or additions and we will take care of it for you!
** Assurance that we will get them a list of attendees / contact info (deadline? LPC discussed closing pre-con-only registration 2 weeks out. Is 1.5 weeks enough time for this?)

== Confirmed Details for Preconference Workshops ==
* Agreed: workshop times: AM 9-12, PM 1:30-4:30
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.

== Upcoming Meeting Agenda items ==
* Speaker form to send to presenters for website committee
* Sharing attendees lists with leaders
* Shared space for workshop preparation materials
* AV help needed at APS.
* Contacts at APS and CHF, and Concentra.
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.

== Next/Seventh Meeting ==
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0

=== Agenda: ===

* Review of immediate, open action items (see above)
** Have all the workshop leaders registered (or decided not to attend)?
** What's the status for A/V review and meeting needs?
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?
* Next period for pre-conf (only) registration?
* Day of help/questions
* Shared space for documentation - Getting lists of registrants to the workshop leaders
* Website committee - still needing speaker info? Form?
* ... (add yours here)

== Sixth Meeting==
Google hangout, January 12th
No notes?
== Fifth meeting ==
Google hangout, December 7th, 1:30 PM Eastern
* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2016-01-27T14:47:48Z

Anna3lc: /* Outstanding Actions Items and Timeframes */

== Working Documents ==
Working documents should be in the Preconf 2016 Google Folder shared with LPC and Preconf Committee Members at the start. Contact Anna or Christina if you don't have access.
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.

== Outstanding Actions Items and Timeframes ==
* (2-3 outstanding) Confirm all workshop leaders are registered (or not attending) using Anna's lists from conference organizers. ASAP
* (done) Find space for blacklight workshop presenters who weren't included in registration calls. ASAP
* Review new round of registration numbers for final room changes/waitlist follow-ups. As soon as new registration numbers are made available to us.
* Discuss precon-only round of registration.
** How much capacity to leave for slippage?
** Capacity space-wise vs. wifi-wise
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before
* small AV update - projectors in APS side spaces.
* disseminating contact info for APS, CHF, LPC, and Concentra folks.
* Info for presenters
** Please fill out profile form to presenters.
** Please get a head count of attendees; these numbers will be helpful to future organizing committees.
** Please remind people to only use wifi with one device.
** Where / how to post links, other intro materials about their session.

== Confirmed Details for Preconference Workshops ==
* Agreed: workshop times: AM 9-12, PM 1:30-4:30
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.

== Upcoming Meeting Agenda items ==
* Speaker form to send to presenters for website committee
* Sharing attendees lists with leaders
* Shared space for workshop preparation materials
* AV help needed at APS.
* Contacts at APS and CHF, and Concentra.
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.

== Next/Seventh Meeting ==
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0

=== Agenda: ===

* Review of immediate, open action items (see above)
** Have all the workshop leaders registered (or decided not to attend)?
** What's the status for A/V review and meeting needs?
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?
* Next period for pre-conf (only) registration?
* Day of help/questions
* Shared space for documentation - Getting lists of registrants to the workshop leaders
* Website committee - still needing speaker info? Form?
* ... (add yours here)

== Sixth Meeting==
Google hangout, January 12th
No notes?
== Fifth meeting ==
Google hangout, December 7th, 1:30 PM Eastern
* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

2016 Conference Volunteers

2016-01-27T14:29:03Z

Anna3lc:

Code4Lib 2016 Volunteers sign-up page. As roles are identified, the page will be periodically updated with new opportunities to volunteer.

For general questions, or if you identify a volunteer need not covered in the list below, feel free to contact David Uspal (LPC Committee Contact for Volunteers) at david DOT uspal AT villanova DOT edu.

== Welcome Wagon/Concierge Committee ==

Helps with greeting newcomers, directing people to evening activities and local points of interest, etc. and being generally awesome to the community.
*
*

== Conference Logistics ==

Sets up registration table, signage and welcome packets, ensures proper power availability to conference attendees, etc.

Sunday:
* Katherine Lynch
*

Monday:
*
*

== Preconference Setup Help ==

Help manage preconference sessions, setting up projectors, etc.

Sheraton Society Hill (Conference Hotel):
*

Chemical Heritage Foundation:
*

Franklin Hall:
*

== Social Networking ==

Answering general questions on Twitter and IRC:
*
*

Ask questions on mic on behalf of community (because of distance, mic aversion, etc)

Tuesday:
*

Wednesday:
*

Thursday:
*

== IRC (Technical) ==

Access:
Look into technology/procedures to make connecting to, and maintaining a connection to, IRC less painful. i.e. make sure wifi will allow connection, and someone needs to contact freenode about the sudden influx of people.
* Mx Matienzo (anarchivist)

Helper:
Demonstrate how to get onto #code4lib during Registration. Offer support for newcomers in #code4lib during the conference.
*

==Registration Desk Volunteers==

Monday:
* Shaun Ellis
* Katherine Lynch

Tuesday:
*

Wednesday:
*

==MCs==

Tuesday AM:
* David Lacy

Tuesday PM:
* Shaun Ellis

Wednesday AM:
* Anna Headley

Wednesday PM:
* Katherine Lynch

Thursday AM:
*

== Session Timer Volunteers ==

People who volunteer to sit up front, keep time (and bring timer equipment - i.e. a laptop or tablet with a stopwatch program). It's good to have two people in each slot to back each other up in case of machinery failure.

Tuesday AM:
*
*

Tuesday PM:
*
* Katherine Lynch

Wednesday AM:
*
*

Wednesday PM:
*
*

Thursday AM:
*
*

== The Whatever Crew ==

*
* Katherine Lynch

[[Category: Code4Lib2016]]

2017 Host Proposals

2016-01-20T17:23:24Z

Anna3lc: Add text of CFP

==Links to Proposals Go Here==
*

==Schedule==

Proposal period opens: January 19th 2016

Proposal period ends: March 1st 2016

Voting opens: March 3rd, 2016

Voting closes: March 15th, 2016

==Text of CFP==
Host Code4Lib 2017 in your city!

The deadline for proposals is midnight PT Tuesday 1 March 2016.

To apply please email the Code4Lib Conference Planning list [0] and link to your proposal on the 2017 Host Proposals wiki page [1]

The decision will be made by popular vote. Voting will begin on or around Thursday March 3rd, 2016 and will continue until midnight PT March 15th, 2016. The results of the vote will be announced Friday March 16th via listserv.

Prior to submitting a proposal we recommend reviewing the conference hosting web page [2] and How To Plan a Code4LibCon on the wiki [3] to learn more about the kind of venue the community seeks and the responsibilities involved with hosting the conference.

Here's a sample of past successful proposals:

2016: http://c4l-phl.github.io/

2015: http://osulp.github.io/code4lib-pdx/

2014: https://docs.google.com/document/d/1amxzn4xs26ILszZek5nIEEfd4qHNfLjp1BAc5CU5YKw/edit

2013: http://tigger.uic.edu/~kayiwa/code4lib.html

2012: https://sites.google.com/site/code4lib2012seattle/

Thank you and good luck!!

Anna Headley

On behalf of the 2016 Planning Committee

[0] code4libcon@googlegroups.com

[1] http://wiki.code4lib.org/2017_Host_Proposals

[2] http://code4lib.org/conference/hosting

[3] http://wiki.code4lib.org/index.php/How_To_Plan_A_Code4LibCon

[[Category:Code4Lib2017]]

Preconference2016Workspace

2016-01-20T16:40:51Z

Anna3lc: add agenda items

== Working Documents ==
Working documents should be in the Preconf 2016 Google Folder shared with LPC and Preconf Committee Members at the start. Contact Anna or Christina if you don't have access.
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.

== Outstanding Actions Items and Timeframes ==
* Confirm all workshop leaders are registered (or not attending) using Anna's lists from conference organizers. ASAP
* Find space for blacklight workshop presenters who weren't included in registration calls. ASAP
* Review new round of registration numbers for final room changes/waitlist follow-ups. As soon as new registration numbers are made available to us.
* Discuss precon-only round of registration.
* Send profile info form to presenters.
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before
* small AV update - projectors in APS side spaces.
* disseminating contact info for APS, CHF, LPC, and Concentra folks.

== Confirmed Details for Preconference Workshops ==
* Agreed: workshop times: AM 9-12, PM 1:30-4:30
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.

== Upcoming Meeting Agenda items ==
* Speaker form to send to presenters for website committee
* Sharing attendees lists with leaders
* Shared space for workshop preparation materials
* AV help needed at APS.
* Contacts at APS and CHF, and Concentra.
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.

== Next Meeting==
Late January. Poll here: http://doodle.com/poll/cg59dt6tfqdd7hyg

== Fifth meeting ==
Google hangout, December 7th, 1:30 PM Eastern
* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

2017 Host Proposals

2016-01-18T22:20:34Z

Anna3lc: new page to collect 2017 host proposals

'''Schedule'''

Proposal period opens: January 19th 2016

Proposal period ends: March 1st 2016

Voting opens: March 3rd, 2016

Voting closes: March 15th, 2016

Please list your proposal below:

[[Category:Code4Lib2017]]

How To Plan A Code4LibCon

2016-01-18T20:15:28Z

Anna3lc: /* Calls for Hosting */ add call for host timeline 2016

== General Process ==
* Apply to be a host; see also the page on [http://code4lib.org/conference/hosting Conference Hosting] at [http://code4lib.org code4lib.org]
** '''Identify venues''' for both the conference and the hotel (if different). Get some cost estimates from each. Make sure the hotel will give you a room block.
*** 2006/Corvallis: the campus provided the conference space at a low cost, and this made running the conference much more affordable.
*** 2016/Portland: we held everything in a single hotel and we had to acquire 2x the amount of sponsorship than what appears to be normal.
** '''Prepare a sample / generalized budget'''
*** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.
*** Get data from previous years to estimate minimums and maximums, and fill in as much as you can ahead of time.
*** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
*** Also, when you get cost estimates, don't forget to include food costs.
*** Wireless: If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs.
** '''Consider using a conference planner'''
*** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
*** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to join committees
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.
* [[Code4Lib Conference Lessons Learned]]

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* [[T-ShirtCommittee|T-Shirt Committee]]
* [[Voting|Voting]]
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== Planning ==

=== Budgeting ===
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

=== Hotels ===
* You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton
* IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
* Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
* prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012

TODO: get actual room uptake numbers into a chart here. (NB totals are only useful in the context of how many attendees there were.)

=== Wireless ===
* make sure VPN is allowed

TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

Aspiration Tech (an org doing unconference facilitation) has developed a [http://facilitation.aspirationtech.org/index.php?title=Logistics:Wireless_Best_Practices great list for assessing and negotiating event wifi].

=== Policies ===
A record of [[Conference_Policies]] of all kinds!

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

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

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.
** Portland/2015 had color-coded lanyards:
*** Green = it's ok to take my picture
*** Yellow = please ask before taking my picture
*** Red = don't take my picture

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline. Consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

{| class="wikitable"
! Year of proposal
! Text of call
! Call issued
! Deadline for submission
! Weeks to submit
! Voting start
! Voting end
! Weeks to vote
! Announcement
|-
|2010
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;tBeDRg;201002051132430800 Code4Lib 2011 Hosting Proposals Solicited]
|5 Feb
|5 Mar
|4 weeks
|
|
|
|
|-
|2011
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;R8d%2FBw;20101210153936%2B0000 Code4Lib 2012 Call for Host Proposals]
|10 Dec, 2010
|23 Jan (Sun)
|6 weeks + 3 days
|25 Jan (Tue)
|9 Feb (3rd day of conf)
|2 weeks + 2 days
|10 Feb (last day of conf)
|-
|2012
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;9k0n8A;20111201184554%2B0000 Code4Lib 2013 Call for Host Proposals]
|1 Dec, 2011
|22 Jan (Sun)
|7 weeks + 4 days
|25 Jan (Wed)
|8 Feb (3rd day of conf)
|2 weeks + 1 day
|9 Feb (last day of conf)
|-
|2013
|
|
|
|
|
|
|
|15 April?
|-
|2014
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;f5d2e9cb.1401 Call for proposals to host Code4Lib Conference in 2015]
|29 Jan
|12 Mar (Wed)
|6 weeks + 1 day
|14 Mar (Fri)
|26 Mar
|1 week + 6 days
|27 Mar (Thursday; last day of conf)
|-
|2015
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;1b38757a.1501 Call for proposals to host Code4Lib Conference in 2016]
|8 Jan
|20 Feb (Fri)
|6 weeks + 2 days
|23 Feb (Mon)
|6 Mar
|1 week + 5 days
|9 Mar (Mon)
|-
|2016
|
|19 Jan (Tue)
|1 Mar (Tue)
|6 weeks
|3 Mar (Thu)
|15 Mar (Tue)
|1 week + 5 days (note conf is Mar 7-10)
|16 Mar (Fri)
|}

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

How To Plan A Code4LibCon

2016-01-18T20:07:21Z

Anna3lc: /* Calls for Hosting */

== General Process ==
* Apply to be a host; see also the page on [http://code4lib.org/conference/hosting Conference Hosting] at [http://code4lib.org code4lib.org]
** '''Identify venues''' for both the conference and the hotel (if different). Get some cost estimates from each. Make sure the hotel will give you a room block.
*** 2006/Corvallis: the campus provided the conference space at a low cost, and this made running the conference much more affordable.
*** 2016/Portland: we held everything in a single hotel and we had to acquire 2x the amount of sponsorship than what appears to be normal.
** '''Prepare a sample / generalized budget'''
*** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.
*** Get data from previous years to estimate minimums and maximums, and fill in as much as you can ahead of time.
*** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
*** Also, when you get cost estimates, don't forget to include food costs.
*** Wireless: If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs.
** '''Consider using a conference planner'''
*** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
*** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to join committees
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.
* [[Code4Lib Conference Lessons Learned]]

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* [[T-ShirtCommittee|T-Shirt Committee]]
* [[Voting|Voting]]
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== Planning ==

=== Budgeting ===
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

=== Hotels ===
* You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton
* IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
* Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
* prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012

TODO: get actual room uptake numbers into a chart here. (NB totals are only useful in the context of how many attendees there were.)

=== Wireless ===
* make sure VPN is allowed

TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

Aspiration Tech (an org doing unconference facilitation) has developed a [http://facilitation.aspirationtech.org/index.php?title=Logistics:Wireless_Best_Practices great list for assessing and negotiating event wifi].

=== Policies ===
A record of [[Conference_Policies]] of all kinds!

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

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

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.
** Portland/2015 had color-coded lanyards:
*** Green = it's ok to take my picture
*** Yellow = please ask before taking my picture
*** Red = don't take my picture

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline. Consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

{| class="wikitable"
! Year of proposal
! Text of call
! Call issued
! Deadline for submission
! Weeks to submit
! Voting start
! Voting end
! Weeks to vote
! Announcement
|-
|2010
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;tBeDRg;201002051132430800 Code4Lib 2011 Hosting Proposals Solicited]
|5 Feb
|5 Mar
|4 weeks
|
|
|
|
|-
|2011
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;R8d%2FBw;20101210153936%2B0000 Code4Lib 2012 Call for Host Proposals]
|10 Dec, 2010
|23 Jan (Sun)
|6 weeks + 3 days
|25 Jan (Tue)
|9 Feb (3rd day of conf)
|2 weeks + 2 days
|10 Feb (last day of conf)
|-
|2012
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;9k0n8A;20111201184554%2B0000 Code4Lib 2013 Call for Host Proposals]
|1 Dec, 2011
|22 Jan (Sun)
|7 weeks + 4 days
|25 Jan (Wed)
|8 Feb (3rd day of conf)
|2 weeks + 1 day
|9 Feb (last day of conf)
|-
|2013
|
|
|
|
|
|
|
|15 April?
|-
|2014
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;f5d2e9cb.1401 Call for proposals to host Code4Lib Conference in 2015]
|29 Jan
|12 Mar (Wed)
|6 weeks + 1 day
|14 Mar (Fri)
|26 Mar
|1 week + 6 days
|27 Mar (Thursday; last day of conf)
|-
|2015
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;1b38757a.1501 Call for proposals to host Code4Lib Conference in 2016]
|8 Jan
|20 Feb (Fri)
|6 weeks + 2 days
|23 Feb (Mon)
|6 Mar
|1 week + 5 days
|9 Mar (Mon)
|}

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

How To Plan A Code4LibCon

2016-01-18T20:06:54Z

Anna3lc: /* Calls for Hosting */ add links to text of CFPs

== General Process ==
* Apply to be a host; see also the page on [http://code4lib.org/conference/hosting Conference Hosting] at [http://code4lib.org code4lib.org]
** '''Identify venues''' for both the conference and the hotel (if different). Get some cost estimates from each. Make sure the hotel will give you a room block.
*** 2006/Corvallis: the campus provided the conference space at a low cost, and this made running the conference much more affordable.
*** 2016/Portland: we held everything in a single hotel and we had to acquire 2x the amount of sponsorship than what appears to be normal.
** '''Prepare a sample / generalized budget'''
*** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.
*** Get data from previous years to estimate minimums and maximums, and fill in as much as you can ahead of time.
*** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
*** Also, when you get cost estimates, don't forget to include food costs.
*** Wireless: If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs.
** '''Consider using a conference planner'''
*** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
*** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to join committees
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.
* [[Code4Lib Conference Lessons Learned]]

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* [[T-ShirtCommittee|T-Shirt Committee]]
* [[Voting|Voting]]
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== Planning ==

=== Budgeting ===
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

=== Hotels ===
* You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton
* IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
* Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
* prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012

TODO: get actual room uptake numbers into a chart here. (NB totals are only useful in the context of how many attendees there were.)

=== Wireless ===
* make sure VPN is allowed

TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

Aspiration Tech (an org doing unconference facilitation) has developed a [http://facilitation.aspirationtech.org/index.php?title=Logistics:Wireless_Best_Practices great list for assessing and negotiating event wifi].

=== Policies ===
A record of [[Conference_Policies]] of all kinds!

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

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

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.
** Portland/2015 had color-coded lanyards:
*** Green = it's ok to take my picture
*** Yellow = please ask before taking my picture
*** Red = don't take my picture

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline. Consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

{| class="wikitable"
! Year of proposal
! Text of call
! Call issued
! Deadline for submission
! Weeks to submit
! Voting start
! Voting end
! Weeks to vote
! Announcement
|-
|2010
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;tBeDRg;201002051132430800 Code4Lib 2011 Hosting Proposals Solicited]
|5 Feb
|5 Mar
|4 weeks
|
|
|
|
|-
|2011
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;R8d%2FBw;20101210153936%2B0000 Code4Lib 2012 Call for Host Proposals]
|10 Dec, 2010
|23 Jan (Sun)
|6 weeks + 3 days
|25 Jan (Tue)
|9 Feb (3rd day of conf)
|2 weeks + 2 days
|10 Feb (last day of conf)
|-
|2012
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;9k0n8A;20111201184554%2B0000 Code4Lib 2013 Call for Host Proposals]
|1 Dec, 2011
|22 Jan (Sun)
|7 weeks + 4 days
|25 Jan (Wed)
|8 Feb (3rd day of conf)
|2 weeks + 1 day
|9 Feb (last day of conf)
|-
|2013
|
|
|
|
|
|
|
|15 April?
|-
|2014
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;f5d2e9cb.1401 Call for proposals to host Code4Lib Conference in 2015]]
|29 Jan
|12 Mar (Wed)
|6 weeks + 1 day
|14 Mar (Fri)
|26 Mar
|1 week + 6 days
|27 Mar (Thursday; last day of conf)
|-
|2015
|[https://listserv.nd.edu/cgi-bin/wa?A2=CODE4LIB;1b38757a.1501 Call for proposals to host Code4Lib Conference in 2016]
|8 Jan
|20 Feb (Fri)
|6 weeks + 2 days
|23 Feb (Mon)
|6 Mar
|1 week + 5 days
|9 Mar (Mon)
|}

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

How To Plan A Code4LibCon

2016-01-18T19:57:13Z

Anna3lc: /* Calls for Hosting */ timeline matrix

== General Process ==
* Apply to be a host; see also the page on [http://code4lib.org/conference/hosting Conference Hosting] at [http://code4lib.org code4lib.org]
** '''Identify venues''' for both the conference and the hotel (if different). Get some cost estimates from each. Make sure the hotel will give you a room block.
*** 2006/Corvallis: the campus provided the conference space at a low cost, and this made running the conference much more affordable.
*** 2016/Portland: we held everything in a single hotel and we had to acquire 2x the amount of sponsorship than what appears to be normal.
** '''Prepare a sample / generalized budget'''
*** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.
*** Get data from previous years to estimate minimums and maximums, and fill in as much as you can ahead of time.
*** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
*** Also, when you get cost estimates, don't forget to include food costs.
*** Wireless: If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs.
** '''Consider using a conference planner'''
*** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
*** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to join committees
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.
* [[Code4Lib Conference Lessons Learned]]

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* [[T-ShirtCommittee|T-Shirt Committee]]
* [[Voting|Voting]]
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== Planning ==

=== Budgeting ===
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

=== Hotels ===
* You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton
* IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
* Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
* prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012

TODO: get actual room uptake numbers into a chart here. (NB totals are only useful in the context of how many attendees there were.)

=== Wireless ===
* make sure VPN is allowed

TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

Aspiration Tech (an org doing unconference facilitation) has developed a [http://facilitation.aspirationtech.org/index.php?title=Logistics:Wireless_Best_Practices great list for assessing and negotiating event wifi].

=== Policies ===
A record of [[Conference_Policies]] of all kinds!

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

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

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.
** Portland/2015 had color-coded lanyards:
*** Green = it's ok to take my picture
*** Yellow = please ask before taking my picture
*** Red = don't take my picture

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline. Consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

{| class="wikitable"
! Year of proposal
! Text of call
! Call issued
! Deadline for submission
! Weeks to submit
! Voting start
! Voting end
! Weeks to vote
! Announcement
|-
|2010
|
|5 Feb
|5 Mar
|4 weeks
|
|
|
|
|-
|2011
|
|10 Dec, 2010
|23 Jan (Sun)
|6 weeks + 3 days
|25 Jan (Tue)
|9 Feb (3rd day of conf)
|2 weeks + 2 days
|10 Feb (last day of conf)
|-
|2012
|
|1 Dec, 2011
|22 Jan (Sun)
|7 weeks + 4 days
|25 Jan (Wed)
|8 Feb (3rd day of conf)
|2 weeks + 1 day
|9 Feb (last day of conf)
|-
|2013
|
|
|
|
|
|
|
|15 April?
|-
|2014
|
|29 Jan
|12 Mar (Wed)
|6 weeks + 1 day
|14 Mar (Fri)
|26 Mar
|1 week + 6 days
|27 Mar (Thursday; last day of conf)
|-
|2015
|
|8 Jan
|20 Feb (Fri)
|6 weeks + 2 days
|23 Feb (Mon)
|6 Mar
|1 week + 5 days
|9 Mar (Mon)
|}

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

How To Plan A Code4LibCon

2016-01-18T19:35:30Z

Anna3lc: /* Calls for Hosting */

== General Process ==
* Apply to be a host; see also the page on [http://code4lib.org/conference/hosting Conference Hosting] at [http://code4lib.org code4lib.org]
** '''Identify venues''' for both the conference and the hotel (if different). Get some cost estimates from each. Make sure the hotel will give you a room block.
*** 2006/Corvallis: the campus provided the conference space at a low cost, and this made running the conference much more affordable.
*** 2016/Portland: we held everything in a single hotel and we had to acquire 2x the amount of sponsorship than what appears to be normal.
** '''Prepare a sample / generalized budget'''
*** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.
*** Get data from previous years to estimate minimums and maximums, and fill in as much as you can ahead of time.
*** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
*** Also, when you get cost estimates, don't forget to include food costs.
*** Wireless: If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs.
** '''Consider using a conference planner'''
*** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
*** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to join committees
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.
* [[Code4Lib Conference Lessons Learned]]

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* [[T-ShirtCommittee|T-Shirt Committee]]
* [[Voting|Voting]]
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== Planning ==

=== Budgeting ===
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

=== Hotels ===
* You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton
* IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
* Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
* prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012

TODO: get actual room uptake numbers into a chart here. (NB totals are only useful in the context of how many attendees there were.)

=== Wireless ===
* make sure VPN is allowed

TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

Aspiration Tech (an org doing unconference facilitation) has developed a [http://facilitation.aspirationtech.org/index.php?title=Logistics:Wireless_Best_Practices great list for assessing and negotiating event wifi].

=== Policies ===
A record of [[Conference_Policies]] of all kinds!

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

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

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.
** Portland/2015 had color-coded lanyards:
*** Green = it's ok to take my picture
*** Yellow = please ask before taking my picture
*** Red = don't take my picture

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline. Consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

* 2008:
* 2009:
* 2010:
* 2011: March 5, 2010
* 2012:
* 2013: Jan 22, 2012
* 2014: January 27, 2013
* 2015: January 29, 2014
* 2016:

{|
! style="text-align:left;"
! Year of call
! Call issued
! Deadline for submission
! Weeks to submit
! Voting start
! Voting end
! Weeks to vote
! Announcement
|-
|2010
|5 Feb
|5 Mar
|-
|2011
|10 Dec
|23 Jan (Sun)
|25 Jan (Tue)
|9 Feb (3rd day of conf)
|10 Feb (last day of conf)
|-
|2012
|1 Dec
|22 Jan (Sun)
|25 Jan (Wed)
|8 Feb (3rd day of conf)
|9 Feb (last day of conf)
|-
|2013
|
|
|
|
|15 April?
|-
|2014
|29 Jan
|12 Mar (Wed)
|14 Mar (Fri)
|26 Mar
|Thursday; last day of conf
|-
|2015
|8 Jan
|20 Feb (Fri)
|23 Feb (Mon)
|6 Mar
|9 Mar (Mon)
|}

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

Preconference2016Workspace

2016-01-18T18:13:28Z

Anna3lc: agenda: registration tables

== Upcoming Agenda items ==
* Speaker form to send to presenters for website committee
* AV help needed at APS.
* Contacts at APS and CHF, and Concentra.
* Agreed: workshop times: 9-12, 1:30-4:30
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.

== Fifth meeting ==

Google hangout, December 7th, 1:30 PM Eastern

* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2016-01-17T23:03:15Z

Anna3lc: edit agenda items

== Upcoming Agenda items ==
* Speaker form to send to presenters for website committee
* AV help needed at APS.
* Contacts at APS and CHF, and Concentra.
* Agreed: workshop times: 9-12, 1:30-4:30

== Fifth meeting ==

Google hangout, December 7th, 1:30 PM Eastern

* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

2016 Conference Committees

2016-01-14T18:54:40Z

Anna3lc: /* Code4Lib 2017 Host Voting Committee */

= Code4Lib 2016 Committees =

''Many hands make for light work.''

Hosting a conference is incredibly complex, and it cannot be done without the help of the entire community. If you are interested in being an awesome person and applying your skills to a particular part of the Code4Lib 2016 conference, create an account on this wiki and sign-up for one or more of the groups below (please provide a contact). Each committee must have a Primary Contact (chair), Secondary Contact (co-chair), and Documentarian (secretary). The role of the Documentarian is to transcribe key information to future conference committees, such as timelines, costs, process, etc. 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 will assign a local contact (LPC) to each committee.

== Location and Dates ==

* Location: Old City District of Philadelphia, PA
* Dates: March 7-10, 2016
** Pre-conferences -
** Main meeting -
** Post conference activities?

== Local Planning Committee ==
This committee is charged with running the show such as overall timeline, budgeting, coordinating of locations and logistics, wrangler of committees, and communicating with the community.

* David Lacy (Villanova) - Primary Contact (v)
* Chad Nelson - Secondary Contact (v)
* Anna Headley (Chemical Heritage Foundation) - Documentarian (v)
* [[User:Sdellis|Shaun Ellis]] (Princeton) (v)
* Katherine Lynch (U Penn) (v)
* Stephen Ng (Temple)
* Brett Bonfield (Collingswood Public)
* Lauren Gala (UPenn)
* David Uspal (Villanova) (v)
* Chris Clement (Drexel)

== Website Working Group ==
This group will focus on content strategy (in collaboration with the Documentation Committee) and feature implementations to improve the overall user experience for users (i.e., on-site and remote attendees, speakers, potential sponsors, post-conference users).

[[Website Working Group Documents|Website Working Group Documents]]

* Shaun Ellis (Princeton) - Primary Contact
* [[User:LukeAeschleman| Luke Aeschleman]] (UNC - Chapel Hill | Health Sciences Library) - Secondary Contact
* [[User:jtidal|Junior Tidal]] (New York City College of Technology)
* [[User:BillMcMillin|Bill McMillin]] (Pratt Institute) - Documentarian
* [[User:Sdellis|Shaun Ellis]] (Princeton) - LPC Contact (v)
* [[User:Phette23|Eric Phetteplace]] (Cal College of the Arts)
* [[User:Sarahshealy| Sarah Shealy]] (Greenville (SC) County Public Library)
* [[User:JennC| Jennifer Colt]] (Cornell University Library)
* [[User:LaurenAjamie| Lauren Ajamie]] (University of Notre Dame Library)
* [[User:MichaelSchofield| Michael Schofield]] ( @schoeyfield )
* [[User:Wickr|Ryan Wick]]
* [[User:cbeer|Chris Beer]]
* [[User:Cdmo|Charlie Morris]] (Penn State)

== Sponsorship Committee ==
This group will focus on making sure all who want to support the conference have the opportunity to do so. Sponsorship Committee work involves working with the LPC to close budget gaps and talking to potential sponsors to find the level that is right for them.

The Sponsorship committee meets every other Tuesday at 2pm EST (11am PST) via [https://plus.google.com/hangouts/_/gwibrfqhzxe23uto4me3tktbnia Google hangout].

* [[User:Sdellis|Shaun Ellis]] (Princeton) (v)
* David Uspal (Villanova) - LPC Contact (v)
* Chad Nelson
* Morgan McKeehan
* Ray Schwartz
* Sharon Whitfield (Rowan University)
* Brett Bonfield (Collingswood Public) (v)
* Rachel Trent (George Washington University)

== Keynote Committee ==
This group will: gather nominations from Code4Lib community; contact nominees to confirm their willingness and availability; collect bios from the available nominees and add them to the Diebold-o-Tron; support the voting process; work with the community's top nominees to schedule their keynotes; and collaborate with other committees and the community to ensure everything is communicated appropriately and logistical matters are given suitable attention.

* Brett Bonfield (Collingswood Public)
* John Mignault (ESDN/METRO)
* Emily Morton-Owens
* [[User:Phette23|Eric Phetteplace]]
* Whitni Watkins (Analog Devices, Inc.)
* Beatrice Pulliam (Providence Public)

== 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.
* Anna Headley - Chemical Heritage Foundation (Local Contact)
* [[User:ChristinaHarlow|Christina Harlow]] - convener
* Eric Lease Morgan - Librarian-At-Large
* Andrea Schurr - Univ. of TN at Chattanooga
* [[User:AndyWeidner|Andy Weidner]] - Univ. of Houston

[[Preconference2016Workspace]]

== 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.
* David Lacy - Villanova (Local Contact)
* Kevin Beswick - NCSU
* Peter Murray - Cherry HIll Company
* Chris Beer - Stanford University Libraries
* Matt Sherman - University of Bridgeport
* Whitni Watkins - Analog Devices, Inc.
* Ben Armintor - Columbia University
* Ranti Junus - Michigan State University
* Katherine Lynch - U Penn
* Tod Olson - University of Chicago

== Scholarship 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.
* Chad Nelson (Local Contact)
* [[User:jtidal|Junior Tidal]] (New York City College of Technology)
* Linda Ballinger (Penn State)
* Mairelys Lemus-Rojas (University of Miami Libraries)
* Spencer Lamm (Drexel University)
* Lauren Gala (U Penn)
* Bohyun Kim (U Maryland, Baltimore)
* [[User:dkerchner|Dan Kerchner]] (George Washington University)
* Jason Ronallo (NCSU Libraries)

== Childcare Committee ==
This group assess the need for childcare at the conference, organizes childcare options, determines cost, and liaises with parents and chilcare providers
* Chad Nelson (Local Contact)

== 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.
* Lauren Gala (Local Contact)
* [[User:ChristinaHarlow|Christina Harlow]]
* Katherine Lynch (U Penn)

== Onsite Volunteer Committee ==
This committee wrangles <s>tributes</s> people to volunteer for the following duties:
** MC
** Registration
** Session Timers
** Etc.

* (Local Contact)
* (Documentarian)
* (Chair)

== Social Activities ==
This committee works closely with the local programming committee in organizing events outside of conference hours. This committee is in charge of organizing the Newcomer Dinner (traditionally held the night before the first day of the main conference) as well as ensuring that there is a variety of different events to cater to different interests (alcoholic/non-alcoholic, carnivore/vegan, mainstream/niche, and everything in between).

* Becky Yoose (The Seattle Public Library; benevolent dictator for life)
* Chad Nelson (Temple University, Local Planning Committee contact)
* (Documentarian)
* [[User:LisaShiota|Lisa Shiota]]
* Katherine Lynch (U Penn)
* (Chair)
* Nabil Kashyap (Swarthmore College)

== Streaming Video Committee ==
With the local program committee(as appropriate), organize the streaming and archiving of presentations at the conference. This could include securing A/V equipment, working with the conference venue w/r/t AV needs, choosing streaming and archiving providers, post-production editing and posting of videos, securing speaker releases for recording talks (?), and, of course, actually running the camera during the conference.

* [[User:StevenNg|Steven Ng]] (Local Contact)
* Ashley Blewer
* (Documentarian)
* [[User:DataGazetteer|Peter Murray]] (Chair)
* Jeffrey Sabol

== Code4Lib 2017 Host Voting Committee ==
This committee organizes the call for hosts for the next annual code4lib conference as well as the voting process.

* Anna Headley (Local Contact)
* (Documentarian)
* (Chair)

== Wifi/Electrical ==
Arguably the most important committee. Coordinates with the local programming committee and the conference venue to ensure that wifi will be functioning for 450 people x 3 to 4 wifi enabled devices per person... as well as ensuring that there is ample power for folks to plug said devices in at the conference.

* (Local Contact)
* (Documentarian)
* (Chair)

== Book Giveaway Committee ==
This committee solicits free copies of books from various publishers or free keys/copies of programs from various companies (for example, free private repo from Github or license for oXygen). They also handle the raffle at the conference (with a randomizer to do the drawing of names).

* (Local Contact)
* (Documentarian)
* (Chair)

== IRC Committee ==
Coordinate with freenode to ensure that the #code4lib IRC channel can handle the extra traffic during the conference. Also responsible for recruiting and advertising IRC helpers at the conference.

* (Local Contact)
* (Documentarian)
* Mx A. Matienzo (anarchivist on IRC, Slack, Twitter, etc.) (Chair)

== Accessibility Committee ==
A new committee for 2016 - document and address major points of the conference that are not accessible for conference attendees (physical and virtual).

* Katherine Lynch (Local Contact)
* (Documentarian)
* (Chair)
* [[User:Coral|Coral Sheldon-Hess]] ([https://twitter.com/web_librarian @web_librarian] or coral on IRC/Slack)

== Whatever Committee ==
Not a committee per se. This is a list of people who are willing to help the above committees with various tasks.

* Alison Hitchens ([https://twitter.com/ahitchens @ahitchens])
* ...
* ...

== Additional Committees... Coming Soon! ==
* Reception?

[[Category:Code4Lib2016]]

MediaWiki:Sidebar

2016-01-11T19:36:25Z

Anna3lc: Update link to this year's conference site

* SEARCH
* navigation
** mainpage|mainpage-description
** [http://2016.code4lib.org Code4Lib 2016]
** recentchanges-url|recentchanges
** randompage-url|randompage
** helppage|help
* TOOLBOX

Preconference2016Workspace

2016-01-11T18:20:24Z

Anna3lc: adding agenda items

== Upcoming Agenda items ==
* Room capacities -- shuffling for Wednesday.
* Volunteers? What would they do, where would they be? Would tech support just be handled by individual venues?
* workshop times: 9-12, 1:30-4:30? 3 hours?

== Fifth meeting ==

Google hangout, December 7th, 1:30 PM Eastern

* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2015-12-07T20:05:18Z

Anna3lc: future agenda item.

== Upcoming Agenda items ==
workshop times: 9-12, 1:30-4:30? 3 hours?

== Fifth meeting ==

Google hangout, December 7th, 1:30 PM Eastern

* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time

=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2015-12-03T21:26:04Z

Anna3lc:

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens. We will make every effort to ensure a registration spot for your first two presenters.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Christina will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2015-12-03T21:24:43Z

Anna3lc:

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be held in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, please register as usual when registration opens and follow up with us if you have any problems.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Christina will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2015-12-03T21:22:36Z

Anna3lc:

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it. Your session is currently scheduled to be hold in the [AM|PM|Full day] of Monday, March 7th, 2016.

To proceed, we need you to confirm by December 7th, 5 PM Pacific, that you and your co-presenters will be leading this pre-conference workshop. You do not need to attend the Code4Lib Conference to lead your pre-conference session. If you do wish to attend, spots will be held for your first 2 workshop leaders. Please register as usual when registration opens and follow up with us if you have any problems.

Please confirm by responding to this email as soon as you are able. Once we receive your confirmation, there will be further details shared with you.

If you have any questions, feel free to contact me - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Christina will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2015-12-03T20:34:20Z

Anna3lc:

== Fourth meeting agenda ==

Google hangout, December 3rd, 3:30 PM Eastern time

# Voting Results
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Do we keep the overflow sessions?
## Approve draft schedule/room assignment?
## Where/how do we need to put this data so website guys will be happy?
# Contact session leaders
## (new) Max held spots
## Divide list
## Email session leaders for confirmation of participation by December 7th
## Confirmation part of filling out form?
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV
## Ask if 2 geospatial morning workshops would join?
## Say we're working on core space for documentation and they will be notified.
# Shared Documentation Space
# Day of duties
# To do going forward

Draft email to session leaders:

Good afternoon:

We're happy to say that your pre-conference session, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it.

We currently have you in the [building], room [room name], though this may change between now and the conference. We will alert you to any changes, and you can expect the room assignment to be confirmed at least two weeks before the conference, if not earlier. We are also working on a shared space for pre-conference leaders to share documentation for their sessions - including installation and preparation guidelines - and we will let you know where that is by the end of January, 2016. We will also keep you up-to-date on the number and names of participants for your session, with a final list sent out two weeks before the conference.

To proceed, however, we need you to confirm that you and your co-presenters will be leading this pre-conference session by December 7th, 5 PM Pacific. You do not need to attend the Code4Lib Conference to lead your pre-conference session.

Please confirm by filling out this form, which will ask also for additional information 1. about your pre-conference session needs and requests and 2. about the presenters, to be displayed on the Code4Lib 2016 website. Note, all of the presenter profile information is optional beyond name.

If you have any questions, feel free to respond to this email - I will be your pre-conference contact for any issues between now and the conference.

Thank you again for your participation.

Best,
[name]

Code4Lib 2016 Preconference Committee

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Christina will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2015-11-16T19:32:30Z

Anna3lc: Preconference 2016 committee 3rd meeting notes

== Third meeting agenda ==

Google hangout, November 16th, 1 PM Eastern time

# Voting mechanism
## Move forward with choices
## Assign to someone for working with Chris or other to get that set up
# Review proposals
## Decide if more space available or can accept all
## Get framework in place for moving preconferences to spaces as voting/interest measures come in
# Contact point people
## Assign folks to particular sessions for contact/follow-up purposes
# Other?

== Third meeting Notes ==

Google hangout, November 16th, 1 PM Eastern time

=== Review proposals ===
==== Decide if more space available or can accept all ====
* We would like more rooms to accommodate most / all proposals. This needs to go through LPC, budget-wise. Anna will bring it to that meeting. Will act on assumption that we won't have extra space at the hotels.
* We will also base this decision on voting.
* We can also look at topic area duplication if anything seems egregious.

==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====
Christina showed us the spreadsheet she was using.

=== Voting mechanism ===

We will not use the dieboldatron. We will use a google form, with the following organization:
* 2 questions, only one answer on each.
* Duplicate "either AM or PM" entries into both questions.
* Duplicate full-day sessions with a note to vote in both time slots.
* Explain the form in pretty significant detail on the form itself.
* specify that we won't be able to take all proposals.
* We will try to open voting noon tomorrow.

==== Move forward with choices ====
Detailed timeline:
(It's tight)
* Voting ends December 2nd (5pm Pacific).
* Notification on the 4th.
* Confirmation by the 7th .
* Final confirmed list ready by end of day on the 7th.

=== Contact point people ===
==== Assign folks to particular sessions for contact/follow-up purposes ====
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)

=== Other? ===
* Future agenda item: Central page on website where we / organizers can post links and instructions.
* What are we responsible for day-of?
** Make sure everyone knows where they're going (between different buildings)
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.

=== Action items ===

* Eric will start putting together our follow-up / confirmation form.
** This can probably be combined with the "speaker profile" form that the website committee desires:
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Christina will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2015-10-07T17:43:01Z

Anna3lc: Not entirely clear yet what LPC's next steps are

== Second meeting agenda ==

Google hangout, October 7th, 1 PM Eastern time

# Voting mechanism
## Get responses from LPC
# Allyship Preconference Question
## Get responses from LPC

== Second Meeting Notes ==

=== Updates from Christina ===
* Form was sent out - hooray!
* Taking responses until November 11/15
* Request from Luke to share email generation script

=== Voting Mechanism ===
* We can do whatever we want in this regard (Anna)
** Multiple systems available for vote counting
** Decide what is most useful for the committee and go with that
** Can't just do voting based on what is most popular because of concurrent sessions
** Data does not need to be distributed, does not need to be in a structured format
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest
* Options: wiki sign up, Google Form, etc.
** Wiki is a backup plan
** Explore Google form option through testing
** Look at other possible voting mechanisms and communicate via email
* Christina will set up a test Google Form

=== Allyship Preconference ===
* Anna communicated that the LPC is responsible for making this decision
* General sense that we'd like it to happen but that logistics are a problem
* Drupal pre-con in Raleigh that required a registration fee?
* Background Info
** Pull request to create specific policies for Code of Conduct
** comment thread had a suggestion for training that would be useful to committees
** LPC began to explore options
* Sponsorship committee will continue to solicit potential sponsors
* LPC will contact presenter
* Wait to see what the main committee decides

=== Other Items ===
* Send pre-conference proposal reminder one week ahead of deadline: 11/9
** Everyone will send to the same email lists as for the inital CFP
* Meet again shortly after deadline: 11/16 1PM Eastern

== First meeting notes ==
# Group documentarian
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)
# Timeframe
## '''Registration Opening Date''': Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are. This should not change our plans to have ready list of pre-conferences by December 10th. See the main trello for more info: trello 'master schedule' and other information workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## '''Proposal Form:''' Proposals to be accepted this year via Google Form. Google form instructions forthcoming from Anna. The Google Form will be structured following the wiki page proposal format seen here http://wiki.code4lib.org/2016_Preconference_Proposals , with an additional space for presentation needs, and that wiki page will be deleted once the form is made. Christina will make a draft and give to the group for review before putting updated link in the Call text. The updated Call text will also be shared with the group at that time for review. Once proposals form and call are reviewed and approved by group, we will each claim a listserv to email the call to. This will be that person's listserv for further emails throughout rest of organizing work.
## '''Voting:''' Mechanism to be determined. The Dieboldatron had some issues with structure of preconference proposals - wanted to have broken into AM/PM/Full day; need yes/no voting (or pick top AM, top PM, or top all-day) instead of 0-3 ranking. We will need at least a business week (5 days) of voting to gauge interest, make decisions if there are space constraints. At present, the default is to take the Proposals from the Google form backend and put in some structured way into the wiki, then have people add their names there.
## '''Accepted timeframe:'''
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.
### '''11/15''': Proposals deadline - Midnight PST.
### '''11/16-11/24''': Current plan: migrate proposals from Google form backend to structure on the wiki, have voting occur there through 'add your name to what you want to attend'.
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders
### '''12/5''': Have pre-conference schedule in place for public view
# '''Preconference spaces'''
## Overview of space will equal how many sessions can we accept: Looking primarily as using a volunteered small conference center (CHF?) a few blocks from the hotel. This conference center offers free A/V. The hotel has some rooms, but we will need to pay for A/V. Finally, there is a (1) lecture hall a few more blocks away at the American Philosophical Society that is available for use too. Anna will get us details on the spaces for helping sort proposals as they start to come in. Depending on space issues and the number of proposals, we will see if we need to actually not accept any proposals.
## Will we need registration limits (and how to determine this in registration page) - see above. Confirmed that there will be spaces held for all preconference leaders to register.
## What will presenters need to bring (projects, computers, etc.) - will be added to the google form (see above) then touched on further in confirmation process.
# '''Allyship session - Ada Initiative Ally Training'''
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, we are okay with that. Uncertainty however about us officially sending out an email asking about interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement amongst ourselves that is it impossible to tell definite interest in this session until there is a full list of pre-conferences available, as people will change their minds/move aboue. Will defer to the main organizing committee.
## '''Extra fee / Sponsorship''' - we are fine with charging an extra fee for this session if the proposal is accepted/LPC decides to hold as code4lib sponsored or special event. Will need to fall to the registration team.
## '''Overall preference:''' if the organizer of this event was to get sponsorship to cover costs, then put in a proposal following the normal route above, that would be easiest. Additionally, putting in a proposal then asking extra money be charged in the registration, that's okay but not preferred (as it runs the possibility that the Code4lib org will be stuck paying the remainder if turnout doesn't hit a certain number). However, the preconf group is ready to defer on this question to the decision of the main organizing committee.

'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''

'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals

'''Text:'''
Code4Lib 2015 Pre-Conference Proposals:

We are now accepting pre-conference proposals for the 2016 Code4Lib in Philadelphia, Pennsylvania - read more about the conference here: http://2016.code4lib.org/. These pre-conferences can either be a 1-day or a 1/2-day session and will occur on Monday, March 7, 2016.

To propose a session, please add the proposal to this wiki page directly, following the proposal formatting guidelines: http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do not wish to edit the wiki directly, you can email one of us listed below your proposal and we will add it for you.

We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.

If there are any questions, please do not hesitate to email us.

Best,
Names, Emails of pre-conf committee

Action Items:
# Anna:
## send google forms information
## send list of spaces, other space info
## take this group's thought re: allyship preconf, voting issues, back to LPC
# Christina:
## Post notes
## Get proposal form made based off of wiki, share with group
## Get updated call for proposals text, share with group
# All:
## review above info, form, call for proposals this week
## tell group which listservs you'll be contact person for

[[Category:Code4Lib2016]]

Preconference2016Workspace

2015-09-18T13:28:07Z

Anna3lc: more details on allyship item

== First meeting agenda ==
# Group documentarian
# Timeframe
## trello 'master schedule' workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are.
## Week of 'voting' to gauge interest
# Preconference space
## Overview of space
## How many sessions can we accept
## Will we need registration limits
## What will presenters need to bring (projects, computers, etc.)
# Allyship session
## Participation interest
## Extra fee / Sponsorship
# Text of call for proposals
# Voting method

[[Category:Code4Lib2016]]

Preconference2016Workspace

2015-09-18T13:10:50Z

Anna3lc: Add category, agenda item to select documentarian

== First meeting agenda ==
# Group documentarian
# Timeframe
## trello 'master schedule' workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are.
## Week of 'voting' to gauge interest
# Preconference space
## Overview of space
## How many sessions can we accept
## Will we need registration limits
## What will presenters need to bring (projects, computers, etc.)
# Allyship session
# Text of call for proposals
# Voting method

[[Category:Code4Lib2016]]

Preconference2016Workspace

2015-09-18T13:09:22Z

Anna3lc: Create page; add agenda for first meeting

== First meeting agenda ==
# Timeframe
## trello 'master schedule' workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule
## Target date to open registration is Dec 10th. However that may be pushed back to early January depending on how firm the budget numbers are.
## Week of 'voting' to gauge interest
# Preconference space
## Overview of space
## How many sessions can we accept
## Will we need registration limits
## What will presenters need to bring (projects, computers, etc.)
# Allyship session
# Text of call for proposals
# Voting method

2016 Conference Committees

2015-09-18T12:42:02Z

Anna3lc: /* Pre-conference Committee */

2016 Invited Speakers Nominations

2015-09-09T17:36:07Z

Anna3lc: Add Aliyah Rahman

Nominations for invited speakers/keynotes for Code4Lib 2016 in Philadelphia. Please include a description and any relevant links and try to keep the list in alphabetical order.

Please follow the formatting guidelines:

<pre>

== Nominee's Name ==

Description of no more than 250 words.

[[Link(s) with contact information for nominee]]

</pre>

__TOC__

==Mike Bostock==
Interactive Graphic Design for The New York Times and the author of D3.js, a popular open-source library for visualizing data using web standards.

Prior to The New York Times, Mike was a visualization scientist for Square and a computer science PhD student at Stanford University. Mike received the BSE degree in computer science in 2000 from Princeton University.
ere's his [https://twitter.com/mbostock Twitter]; and his [http://bost.ocks.org/mike/ site]

== danah boyd ==

dana boyd is a Principal Researcher at Microsoft Research and the founder of [http://www.datasociety.net/ Data & Society Research Institute]. She's also a Visiting Professor at New York University's Interactive Telecommunications Program and a faculty affiliate at Harvard's Berkman Center. For over a decade, her research focused on how young people use social media, which resulted in two books: Hanging Out, Messing Around, and Geeking Out (2009) and It's Complicated (2014). More recently, she has focused on the social and cultural dimensions of big data, especially privacy and publicity, data(mis)interpretation, and the civil rights implications of data analytics. She often works closely with librarians, and was the keynote speaker at the Reference and User Services Association President’s Program at ALA Annual in San Francisco in 2015.

[http://www.zephoria.org/thoughts/ blog] [https://twitter.com/zephoria Twitter] [http://www.danah.org/papers/#essays Essays]

== Mandy Brown ==

Mandy Brown builds systems to help writers and editors to work together. She co-founded and served as CEO of [http://editorially.com/ Editorially], a platform for collaborative writing and editing; Editorially was acquired by Vox Media where she is now director of platform. She is also co-founder and was editor-in-chief of [http://abookapart.com/ A Book Apart], was a contributing editor for [http://alistapart.com/ A List Apart], and edited many books, including [http://shapeofdesignbook.com/ The Shape of Design], by Frank Chimero. She previously served as communications director and product lead at [http://typekit.com/ Typekit] and as creative director at [http://wwnorton.com/ W. W. Norton & Company]. She blogs at [http://aworkinglibrary.com/ A Working Library] and has spoken at [http://2014.dconstruct.org/ dConstruct], [http://2012.buildconf.com/ Build], [http://confab2011.com/ Confab], [http://typotalks.com/sanfrancisco/ TYPO SF], and [http://2013.beyondtellerrand.com/ Beyond Tellerrand ]. Additionally, [http://aworkinglibrary.com/coffee/ she mentors and advises people from underrepresented groups in the tech industry]. She lives in Philadelphia.

== Kimberly Bryant ==

Kimberly Bryant is a Biotechnology/Engineering professional who founded [http://www.blackgirlscode.com/ BlackGirlsCode] in 2011, to meet the needs of young women of color who are underrepresented in the currently exploding field of technology. Bryant received her first taste of computer programming when Fortran and Pascal were still the popular languages in the computing world and the 'Apple Macintosh' was the new kid on the block. Much has changed since those days and the mission of BlackGirlsCode is to introduce programming and technology to a new generation of coders (girls aged 7 - 17) who will become the leaders and creators of tomorrow.

== Maciej Cegłowski ==

Maciej Cegłowski, is a programmer, [http://idlewords.com/art/ painter], [http://www.idlewords.com/ essayist], [https://www.kickstarter.com/projects/431908798/send-idle-words-to-antarctica travel writer], and [http://idlewords.com/talks/ speaker]. He has been running Pinboard, a bookmarking site, since 2009. He has worked at Yahoo!, the Andrew W. Mellon Foundation, and the National Institute for Technology and Liberal Education, and has done contract work for Twitter and SixApart. He's funny on Twitter, whether he's representing [https://twitter.com/baconmeteor himself] or his company, [https://twitter.com/pinboard Pinboard].

== Brigitte Daniel ==

Brigitte Daniel is a digital access advocate with experience in telecommunications and social entrepreneurship.

In May 2006, she became the executive vice president of Wilco Electronic Systems, a small telecommunications firm founded in 1977 by her father that has primarily done installations for the Philadelphia Housing Authority.

In that role, she became a frequent speaker on digital divide and web literacy issues, particularly in the Philadelphia technology community. She was part of the 2011 class of Eisenhower Fellows.
[https://twitter.com/brigittedaniel]

== Catherine Farman ==

Philadelphian Catherine Farman is a developer, a Technology & Innovation Fellow Consumer Finance Protection Bureau, and a self-described "responsive design fanatic, feminist, Chicana, Texpat, cat lady, and teacher at [https://www.girldevelopit.com/chapters/philadelphia Girls Develop It's Philadelphia Chapter]"; she recently left HappyCog (the prestigious studio founded by A List Apart's Jeffrey Zeldman). More information on Catherine Farman is available at [http://cfarman.com/ her website, cfarman.com], and on [https://twitter.com/cfarm Twitter], and several of her recent speeches are listed on [http://lanyrd.com/profile/cfarm/past/speaking/ Lanyrd], though absent from that list is her 2014 presentation at OSCON, "[https://www.safaribooksonline.com/library/view/oscon-2014-complete/9781491910795/part96.html Lessons from Girl Develop It: Getting More Women Involved in Open Source]" (link goes to a video of the talk, which she co-presented with Corinne Warnshuis, Girls Develop It's excutive director).

== Paul Ford ==

Paul Ford is a Brooklyn-based writer and web technologist. He often writes about [https://medium.com/message/how-paper-magazines-web-engineers-scaled-kim-kardashians-back-end-sfw-6367f8d37688 the web], [http://www.npr.org/templates/story/story.php?storyId=6241967 archives] [http://www.bloomberg.com/graphics/2015-paul-ford-what-is-code/ programming], [http://www.ftrain.com/wwic.html the nature of information], and [https://medium.com/message/networks-without-networks-7644933a3100 living in the information age]. Past projects include [https://medium.com/message/tilde-club-i-had-a-couple-drinks-and-woke-up-with-1-000-nerds-a8904f0a2ebf tilde.club] and the [http://www.ftrain.com/AWebSiteForHarpers.html semantic web-ified harpers.org] (back in 2003). His ~30,00-word article [http://www.bloomberg.com/graphics/2015-paul-ford-what-is-code/ What Is Code?] was the entire June 11, 2015 issue of Bloomberg BusinessWeek.

[http://ftrain.com Website] [http://twitter.com/ftrain Twitter] [https://www.youtube.com/watch?v=WSL5qVL3Mng His talk at XOXO 2014] [http://www.inthelibrarywiththeleadpipe.org/2012/an-interview-with-paul-ford-and-gina-trapani/ An interview, along with Gina Trapani, at In the Library with the Lead Pipe]

== Amelia Greenhall ==

Amelia Greenhall is the Chief Creative Officer of [http://magicvibes.co/ Magic Vibes Corporation]. Previously, she cofounded and served as Executive Director and board chair of [http://doubleunion.org/ Double Union], a non-profit feminist hacker/maker space in San Francisco with the mission of being a safe and comfortable space for women to work on their projects. She also cofounded the publication Model View Culture, and designed things for companies including [http://futureadvisor.com/ FutureAdvisor] and [http://www.ameliagreenhall.com/pieces/budge Habit Labs]. She is the publisher of the [http://openreviewquarterly.com/ Open Review Quarterly] literary journal, and the entries at [http://ameliagreenhall.com/blog her personal blog] are usually made available as episodes of [http://ameliagreenhall.com/pieces/amelia-explains-it-all Amelia Explains It All], a "podcast for men in tech."

== Andrew Hoppin ==

Andrew Hoppin is the co-founder and president of [http://nucivic.com NuCivic], a technology innovator, and open source advocate. An Ex-NASA scientist who brings his theories of collaboration, open-source technologies to create open civic platforms. As president of NuCivic, his mission is to improve the efficacy of civic organizations and governments, by making innovative knowledge management solutions accessible. Namely Nucivic's DKAN open data platform DKAN provides an open source solution for government organizations, libraries and civic organizations for data cataloging, publishing and visualizing.
Andrew was awarded the 2010 New York State Public Sector CIO of the Year by GovTech Magazine, and was named one of the top 50 government CIOs in the United States by Information Week magazine, for his successful effort to deploy the first major New York State government website, NYSenate.gov, which won “Best of New York” awards for Project Excellence.

== Helen Horstmann-Allen ==

Pobox.com promised its customers a lifetime email address, and found a loyal following immediately. In addition to email addresses and accounts, their customers requested reliable email-based discussion forums, mailing lits, and newsletters, so they created Listbox.com. Philadelphian Helen Horstmann-Allen has been president of IC Group, the home of Pobox.com and Listbox.com, since 2000; prior to that, she was its director of operations, and she's been in charge of Pobox.com since 1997. She's in love with Philadelphia and food -- thus [http://phillyfoodie.com/ Philly Foodie] -- and can be found on [https://twitter.com/philliefoodie Twitter], too.

== Jess Klein ==
Open Web Designer at Bocoup

If you ask about her passions, Jess will draw you a venn diagram with the words community, freedom, and learning, and point to the sweet spot where all three overlap. She is dedicated to connecting people and ideas through new technologies and interactive experiences. Before Bocoup, Jess worked at the Mozilla Foundation, where she served as Creative Lead for such projects as the X-Ray Goggles, Hackasaurus (which became part of the larger Webmaker platform), Thimble and the Hive. She also served as the Creative Director for Mozilla Open Badges, where she helped develop an ecosystem of tools for learners to earn, assess, issue and display digital micro-credentials. A Rockaway Beach native, Jess co-founded Rockaway Help in the wake of Hurricane Sandy to empower the community to find solutions for emergency response, preparedness and rebuilding through hyperlocal open news and the development of innovative community-designed technologies. She was named a White House Champion of Change for her civic hacktivism. Here is her [http://jessicaklein.com/ website].

== Alison Macrina ==

Alison Macrina is the founder and director of the Library Freedom Project (LFP), an initiative that helps libraries fulfill the the promise of intellectual freedom by teaching librarians and their local communities about surveillance threats, privacy rights and law, and privacy-protecting technology tools that help safeguard digital freedoms. She is passionate about connecting surveillance issues to larger global struggles for justice, demystifying privacy and security technologies for ordinary users, and resisting an internet controlled by a handful of intelligence agencies and multinational corporations. She cowrote the Radical Reference Collective’s zine, "[http://radicalreference.info/content/we-are-all-suspects-guide-people-navigating-expanded-powers-surveillance-21st-century We Are All Suspects]," which gives advice and tools for preventing surveillance, and has written or co-written articles for [http://boingboing.net/2014/09/13/radical-librarianship-how-nin.html Boing Boing] and [http://www.slate.com/blogs/future_tense/2014/10/20/adobe_s_digital_editions_e_book_software_and_library_patron_privacy.html Slate]. LFP has been featured in [https://libraryfreedomproject.org/press/ numerous prominent publications], including [http://www.thenation.com/article/librarians-versus-nsa/ The Nation] magazine and NPR's [http://www.onthemedia.org/story/librarians-vs-patriot-act/ On the Media], and LFP's partners include the Electronic Frontier Foundation, the American Civil Liberties Union, the Freedom of the Press Foundation, and the Tor Project.

In February 2015, LFP won a ~$250,000 two-year grant through the Knight Foundation’s News Challenge, which enabled her to work on LFP full-time. Prior to that, she was the technology librarian/IT manager at the Watertown (Massachusetts) Free Public Library.

== Lauren Pressley ==

Lauren Pressley became the University of Washington Tacoma Library Director and Associate Dean of University Libraries on September 15, 2015. Her professional interests include formal and informal learning, design in library services, the evolving information environment, organizational change, and the future of libraries. She is the author of [https://unglue.it/work/76348/ So You Want to Be a Librarian] and [http://www.alastore.ala.org/detail.aspx?ID=3969 Wikis for Libraries], a co-chair of [https://www.librarypipeline.org/ Library Pipeline], and holds an elected position on the American Library Association Council. She has also served on the Library Information Technology Association board of directors and the [http://www.nmc.org/nmc-horizon/ Horizon Project] advisory board.

Prior to joining UW, she was the Director of Learning Environments and Associate Professor at Virginia Tech University Libraries, where she led a team of thirty people who were responsible for enhancing situated learning by connecting services and spaces, including Reference, Circulation, Roving Services, Learning Spaces, Online Learning, academic programming, and community engagement. [http://www.slideshare.net/laurenpressley/presentations Several dozen of her presentations] are posted online.

== Aliyah Rahman ==

Tech and social justice activist. Engineer.

]http://www.techrepublic.com/article/aliya-rahman-former-code-for-progress-director-tech-and-social-justice-activist-martial-artist/]

[https://twitter.com/AliyaRahman]

== Jenica Rogers ==

Jenica Rogers is Director of Libraries at the State University of New York at Potsdam. Her current professional interests include interrogating the ways our information economy is breaking down and reforming now that the internet changed everything, figuring out what the role of a library is in a reality in which warehousing books is sort of passé, and informing, mentoring, and supporting new library professionals as they hit the real world face first and at full speed. She has written at length about library issues on her blog, [http://www.attemptingelegance.com Attempting Elegance], represented SUNY Potsdam as the subject of [http://chronicle.com/article/As-Chemistry-Journals-Prices/134650/ an article in the Chronicle of Higher Education about journal prices], and has given numerous invited keynote speeches at library conferences around the United States, Canada, Australia, and New Zealand. In 2014, she was chosen to receive the American Library Association’s ALCTS HARRASSOWITZ Award for Leadership in Library Acquisitions.

To get a sense of her presentation style, watch her deliver the [https://www.youtube.com/watch?v=5vy0Kv4eqeg plenary speech at the 2013 Charleston Conference] (in which she discusses her refusal to pay the extortionate fees being charged by a professional association for its journals) as well as [https://www.youtube.com/watch?v=PhMXClsue9w the Vision speech at NASIG's 2014 Annual Conference].

== Jenn Schiffer ==

[http://jennmoney.biz/ Jenn Schiffer] ([https://twitter.com/jennschiffer Twitter]), aka jennmoneydollars, is an open web engineer at [http://bocoup.com/ Bocoup] and lives in New Jersey (a relatively easy commute from Philadelphia). She's good at making art with code and great at telling jokes. She was previously a senior front-end developer for the National Basketball Association and, before that, taught and evaluated computer science education at Montclair State University, her alma mater (BS and MS in Computer Science). She also organizes JerseyScript, a developer meetup based in New Jersey, which is just one of several ways she's working to attract and retain more people in the web development community. She's made a lot of [http://jennmoney.biz/talks/ recent podcast appearances and presentations at conferences].

==Audrey Watters==

Audrey Watters is an education writer with a focus on ed-tech. She is the author of [http://monsters.hackeducation.com/ The Monsters of Education Technology], a collection of her lectures and she is currently working on two more books, [http://teachingmachin.es/ Teaching Machines] and [Claim Your Domain http://reclaim.hackeducation.com/], both due out in 2015. According to [http://audreywatters.com/cv/travel.html her upcoming talks page] she could be available to share her insights with code4lib.
== Gabriel Weinberg ==

Gabriel Weinberg is the CEO and Founder of [https://duckduckgo.com/ DuckDuckGo], "the search engine that doesn't track you," and the co-author of [ Traction], "the book that helps startups get customers." He is also an active [ angel investor], and he lives and works in the Philadelphia suburbs.

[http://ye.gg/app/twitter Twitter] [http://ye.gg/app/medium Medium] [http://www.inthelibrarywiththeleadpipe.org/2010/marketing-search-an-interview-with-pete-bell-of-endeca-and-gabriel-weinberg-of-duckduckgo/ Interview, along with Pete Bell, at In the Library with the Lead Pipe] [https://vimeo.com/68099450 Speech at Gel 2013] [https://www.youtube.com/watch?t=59&v=TvfGJgzBeH0 Appearance on Conversations with Great Minds]

==David Weinberger==

David Weinberger, PhD, is one of the world's most respected thought leaders at the intersection of technology, business, and society. He is the author of ''Everything Is Miscellaneous: The Power of the New Digital Disorder'', which charts how as business, politics, science, and media move online, the rules of the physical world—in which everything has a place—are upended, and the critically acclaimed book ''Small Pieces Loosely Joined'', a highly original and accessible reflection on the impact of the Internet on human behavior. He holds a PhD in philosophy from the University of Toronto and taught philosophy for five years at New Jersey's Stockton State College. Since 2004, he has been a fellow at Harvard University's prestigious Berkman Center, gag writer for Woody Allen, NPR commentator for "All Things Considered" and "Here and Now," technology columnist for KMWorld and Darwin Magazine, blogging pioneer, and dot-com entrepreneur.

==Brock Whitten==
Making front-end development easier by the second. Co-creator of Surge, Harp, and Cordova/PhoneGap. Mozilla-WebFWD Alumni and advocate of a free and open web. A friend of the community. Read about Surge [https://surge.sh/tour here] and [https://medium.com/surge-sh/introducing-surge-the-cdn-for-front-end-developers-b4a50a61bcfc here].
Here is Brock's [http://sintaxi.com/ website]

==Kam Woods==
Research Associate & Adjunct Faculty at University of North Carolina at Chapel Hill.

Kam is currently developing modified open source digital forensics tools for digital archivists. He works with archivists, librarians, forensics researchers, and other development groups to identify core needs in analyzing and preparing digital content for preservation -- specifically needs that can be addressed using existing high-performance forensic technologies (with a little tweaking). He is also interested in developing datasets and teaching technologies to support education and professional training in digital archiving. He gave a great talk at 2014 ALA & I'll bet would have some great tech & social insights for Code4Lib. [http://www.digpres.com/ Kam Woods]
[http://www.apbspeakers.com/speaker/david-weinberger this] seems to be how to book him; here's his [https://twitter.com/dweinberger Twitter]; and his [http://www.hyperorg.com/blogger/ blog]

==Jeffrey Zeldman==
HappyCog/A List Apart (Philly/NYC-based)

Dubbed “King of Web Standards” by Business Week, Jeffrey Zeldman founded and is chairman of Happy Cog™ and has published A List Apart Magazine “for people who make websites” since 1998. He has written two books, notably the foundational text, Designing With Web Standards,currently in a 3rd Edition coauthored with Ethan Marcotte. It has been translated into 15 languages and is credited with converting the web design industry from tag soup and Flash to semantics and accessibility.
[http://happycog.com/zeldman Zeldman's page] on HappyCog.com.

[[Category:Code4Lib2016|Invited Speakers Nomination]]
[[Category:Code4Lib Keynotes]]

2016 Invited Speakers Nominations

2015-09-09T17:02:14Z

Anna3lc: Add Brigitte Daniel

Nominations for invited speakers/keynotes for Code4Lib 2016 in Philadelphia. Please include a description and any relevant links and try to keep the list in alphabetical order.

Please follow the formatting guidelines:

<pre>

== Nominee's Name ==

Description of no more than 250 words.

[[Link(s) with contact information for nominee]]

</pre>

__TOC__

==Mike Bostock==
Interactive Graphic Design for The New York Times and the author of D3.js, a popular open-source library for visualizing data using web standards.

Prior to The New York Times, Mike was a visualization scientist for Square and a computer science PhD student at Stanford University. Mike received the BSE degree in computer science in 2000 from Princeton University.
ere's his [https://twitter.com/mbostock Twitter]; and his [http://bost.ocks.org/mike/ site]

== danah boyd ==

dana boyd is a Principal Researcher at Microsoft Research and the founder of [http://www.datasociety.net/ Data & Society Research Institute]. She's also a Visiting Professor at New York University's Interactive Telecommunications Program and a faculty affiliate at Harvard's Berkman Center. For over a decade, her research focused on how young people use social media, which resulted in two books: Hanging Out, Messing Around, and Geeking Out (2009) and It's Complicated (2014). More recently, she has focused on the social and cultural dimensions of big data, especially privacy and publicity, data(mis)interpretation, and the civil rights implications of data analytics. She often works closely with librarians, and was the keynote speaker at the Reference and User Services Association President’s Program at ALA Annual in San Francisco in 2015.

[http://www.zephoria.org/thoughts/ blog] [https://twitter.com/zephoria Twitter] [http://www.danah.org/papers/#essays Essays]

== Mandy Brown ==

Mandy Brown builds systems to help writers and editors to work together. She co-founded and served as CEO of [http://editorially.com/ Editorially], a platform for collaborative writing and editing; Editorially was acquired by Vox Media where she is now director of platform. She is also co-founder and was editor-in-chief of [http://abookapart.com/ A Book Apart], was a contributing editor for [http://alistapart.com/ A List Apart], and edited many books, including [http://shapeofdesignbook.com/ The Shape of Design], by Frank Chimero. She previously served as communications director and product lead at [http://typekit.com/ Typekit] and as creative director at [http://wwnorton.com/ W. W. Norton & Company]. She blogs at [http://aworkinglibrary.com/ A Working Library] and has spoken at [http://2014.dconstruct.org/ dConstruct], [http://2012.buildconf.com/ Build], [http://confab2011.com/ Confab], [http://typotalks.com/sanfrancisco/ TYPO SF], and [http://2013.beyondtellerrand.com/ Beyond Tellerrand ]. Additionally, [http://aworkinglibrary.com/coffee/ she mentors and advises people from underrepresented groups in the tech industry]. She lives in Philadelphia.

== Kimberly Bryant ==

Kimberly Bryant is a Biotechnology/Engineering professional who founded [http://www.blackgirlscode.com/ BlackGirlsCode] in 2011, to meet the needs of young women of color who are underrepresented in the currently exploding field of technology. Bryant received her first taste of computer programming when Fortran and Pascal were still the popular languages in the computing world and the 'Apple Macintosh' was the new kid on the block. Much has changed since those days and the mission of BlackGirlsCode is to introduce programming and technology to a new generation of coders (girls aged 7 - 17) who will become the leaders and creators of tomorrow.

== Maciej Cegłowski ==

Maciej Cegłowski, is a programmer, [http://idlewords.com/art/ painter], [http://www.idlewords.com/ essayist], [https://www.kickstarter.com/projects/431908798/send-idle-words-to-antarctica travel writer], and [http://idlewords.com/talks/ speaker]. He has been running Pinboard, a bookmarking site, since 2009. He has worked at Yahoo!, the Andrew W. Mellon Foundation, and the National Institute for Technology and Liberal Education, and has done contract work for Twitter and SixApart. He's funny on Twitter, whether he's representing [https://twitter.com/baconmeteor himself] or his company, [https://twitter.com/pinboard Pinboard].

== Brigitte Daniel ==

Brigitte Daniel is a digital access advocate with experience in telecommunications and social entrepreneurship.

In May 2006, she became the executive vice president of Wilco Electronic Systems, a small telecommunications firm founded in 1977 by her father that has primarily done installations for the Philadelphia Housing Authority.

In that role, she became a frequent speaker on digital divide and web literacy issues, particularly in the Philadelphia technology community. She was part of the 2011 class of Eisenhower Fellows.
[https://twitter.com/brigittedaniel]

== Catherine Farman ==

Philadelphian Catherine Farman is a developer, a Technology & Innovation Fellow Consumer Finance Protection Bureau, and a self-described "responsive design fanatic, feminist, Chicana, Texpat, cat lady, and teacher at [https://www.girldevelopit.com/chapters/philadelphia Girls Develop It's Philadelphia Chapter]"; she recently left HappyCog (the prestigious studio founded by A List Apart's Jeffrey Zeldman). More information on Catherine Farman is available at [http://cfarman.com/ her website, cfarman.com], and on [https://twitter.com/cfarm Twitter], and several of her recent speeches are listed on [http://lanyrd.com/profile/cfarm/past/speaking/ Lanyrd], though absent from that list is her 2014 presentation at OSCON, "[https://www.safaribooksonline.com/library/view/oscon-2014-complete/9781491910795/part96.html Lessons from Girl Develop It: Getting More Women Involved in Open Source]" (link goes to a video of the talk, which she co-presented with Corinne Warnshuis, Girls Develop It's excutive director).

== Paul Ford ==

Paul Ford is a Brooklyn-based writer and web technologist. He often writes about [https://medium.com/message/how-paper-magazines-web-engineers-scaled-kim-kardashians-back-end-sfw-6367f8d37688 the web], [http://www.npr.org/templates/story/story.php?storyId=6241967 archives] [http://www.bloomberg.com/graphics/2015-paul-ford-what-is-code/ programming], [http://www.ftrain.com/wwic.html the nature of information], and [https://medium.com/message/networks-without-networks-7644933a3100 living in the information age]. Past projects include [https://medium.com/message/tilde-club-i-had-a-couple-drinks-and-woke-up-with-1-000-nerds-a8904f0a2ebf tilde.club] and the [http://www.ftrain.com/AWebSiteForHarpers.html semantic web-ified harpers.org] (back in 2003). His ~30,00-word article [http://www.bloomberg.com/graphics/2015-paul-ford-what-is-code/ What Is Code?] was the entire June 11, 2015 issue of Bloomberg BusinessWeek.

[http://ftrain.com Website] [http://twitter.com/ftrain Twitter] [https://www.youtube.com/watch?v=WSL5qVL3Mng His talk at XOXO 2014] [http://www.inthelibrarywiththeleadpipe.org/2012/an-interview-with-paul-ford-and-gina-trapani/ An interview, along with Gina Trapani, at In the Library with the Lead Pipe]

== Amelia Greenhall ==

Amelia Greenhall is the Chief Creative Officer of [http://magicvibes.co/ Magic Vibes Corporation]. Previously, she cofounded and served as Executive Director and board chair of [http://doubleunion.org/ Double Union], a non-profit feminist hacker/maker space in San Francisco with the mission of being a safe and comfortable space for women to work on their projects. She also cofounded the publication Model View Culture, and designed things for companies including [http://futureadvisor.com/ FutureAdvisor] and [http://www.ameliagreenhall.com/pieces/budge Habit Labs]. She is the publisher of the [http://openreviewquarterly.com/ Open Review Quarterly] literary journal, and the entries at [http://ameliagreenhall.com/blog her personal blog] are usually made available as episodes of [http://ameliagreenhall.com/pieces/amelia-explains-it-all Amelia Explains It All], a "podcast for men in tech."

== Andrew Hoppin ==

Andrew Hoppin is the co-founder and president of [http://nucivic.com NuCivic], a technology innovator, and open source advocate. An Ex-NASA scientist who brings his theories of collaboration, open-source technologies to create open civic platforms. As president of NuCivic, his mission is to improve the efficacy of civic organizations and governments, by making innovative knowledge management solutions accessible. Namely Nucivic's DKAN open data platform DKAN provides an open source solution for government organizations, libraries and civic organizations for data cataloging, publishing and visualizing.
Andrew was awarded the 2010 New York State Public Sector CIO of the Year by GovTech Magazine, and was named one of the top 50 government CIOs in the United States by Information Week magazine, for his successful effort to deploy the first major New York State government website, NYSenate.gov, which won “Best of New York” awards for Project Excellence.

== Helen Horstmann-Allen ==

Pobox.com promised its customers a lifetime email address, and found a loyal following immediately. In addition to email addresses and accounts, their customers requested reliable email-based discussion forums, mailing lits, and newsletters, so they created Listbox.com. Philadelphian Helen Horstmann-Allen has been president of IC Group, the home of Pobox.com and Listbox.com, since 2000; prior to that, she was its director of operations, and she's been in charge of Pobox.com since 1997. She's in love with Philadelphia and food -- thus [http://phillyfoodie.com/ Philly Foodie] -- and can be found on [https://twitter.com/philliefoodie Twitter], too.

== Jess Klein ==
Open Web Designer at Bocoup

If you ask about her passions, Jess will draw you a venn diagram with the words community, freedom, and learning, and point to the sweet spot where all three overlap. She is dedicated to connecting people and ideas through new technologies and interactive experiences. Before Bocoup, Jess worked at the Mozilla Foundation, where she served as Creative Lead for such projects as the X-Ray Goggles, Hackasaurus (which became part of the larger Webmaker platform), Thimble and the Hive. She also served as the Creative Director for Mozilla Open Badges, where she helped develop an ecosystem of tools for learners to earn, assess, issue and display digital micro-credentials. A Rockaway Beach native, Jess co-founded Rockaway Help in the wake of Hurricane Sandy to empower the community to find solutions for emergency response, preparedness and rebuilding through hyperlocal open news and the development of innovative community-designed technologies. She was named a White House Champion of Change for her civic hacktivism. Here is her [http://jessicaklein.com/ website].

== Alison Macrina ==

Alison Macrina is the founder and director of the Library Freedom Project (LFP), an initiative that helps libraries fulfill the the promise of intellectual freedom by teaching librarians and their local communities about surveillance threats, privacy rights and law, and privacy-protecting technology tools that help safeguard digital freedoms. She is passionate about connecting surveillance issues to larger global struggles for justice, demystifying privacy and security technologies for ordinary users, and resisting an internet controlled by a handful of intelligence agencies and multinational corporations. She cowrote the Radical Reference Collective’s zine, "[http://radicalreference.info/content/we-are-all-suspects-guide-people-navigating-expanded-powers-surveillance-21st-century We Are All Suspects]," which gives advice and tools for preventing surveillance, and has written or co-written articles for [http://boingboing.net/2014/09/13/radical-librarianship-how-nin.html Boing Boing] and [http://www.slate.com/blogs/future_tense/2014/10/20/adobe_s_digital_editions_e_book_software_and_library_patron_privacy.html Slate]. LFP has been featured in [https://libraryfreedomproject.org/press/ numerous prominent publications], including [http://www.thenation.com/article/librarians-versus-nsa/ The Nation] magazine and NPR's [http://www.onthemedia.org/story/librarians-vs-patriot-act/ On the Media], and LFP's partners include the Electronic Frontier Foundation, the American Civil Liberties Union, the Freedom of the Press Foundation, and the Tor Project.

In February 2015, LFP won a ~$250,000 two-year grant through the Knight Foundation’s News Challenge, which enabled her to work on LFP full-time. Prior to that, she was the technology librarian/IT manager at the Watertown (Massachusetts) Free Public Library.

== Lauren Pressley ==

Lauren Pressley became the University of Washington Tacoma Library Director and Associate Dean of University Libraries on September 15, 2015. Her professional interests include formal and informal learning, design in library services, the evolving information environment, organizational change, and the future of libraries. She is the author of [https://unglue.it/work/76348/ So You Want to Be a Librarian] and [http://www.alastore.ala.org/detail.aspx?ID=3969 Wikis for Libraries], a co-chair of [https://www.librarypipeline.org/ Library Pipeline], and holds an elected position on the American Library Association Council. She has also served on the Library Information Technology Association board of directors and the [http://www.nmc.org/nmc-horizon/ Horizon Project] advisory board.

Prior to joining UW, she was the Director of Learning Environments and Associate Professor at Virginia Tech University Libraries, where she led a team of thirty people who were responsible for enhancing situated learning by connecting services and spaces, including Reference, Circulation, Roving Services, Learning Spaces, Online Learning, academic programming, and community engagement. [http://www.slideshare.net/laurenpressley/presentations Several dozen of her presentations] are posted online.

== Jenica Rogers ==

Jenica Rogers is Director of Libraries at the State University of New York at Potsdam. Her current professional interests include interrogating the ways our information economy is breaking down and reforming now that the internet changed everything, figuring out what the role of a library is in a reality in which warehousing books is sort of passé, and informing, mentoring, and supporting new library professionals as they hit the real world face first and at full speed. She has written at length about library issues on her blog, [http://www.attemptingelegance.com Attempting Elegance], represented SUNY Potsdam as the subject of [http://chronicle.com/article/As-Chemistry-Journals-Prices/134650/ an article in the Chronicle of Higher Education about journal prices], and has given numerous invited keynote speeches at library conferences around the United States, Canada, Australia, and New Zealand. In 2014, she was chosen to receive the American Library Association’s ALCTS HARRASSOWITZ Award for Leadership in Library Acquisitions.

To get a sense of her presentation style, watch her deliver the [https://www.youtube.com/watch?v=5vy0Kv4eqeg plenary speech at the 2013 Charleston Conference] (in which she discusses her refusal to pay the extortionate fees being charged by a professional association for its journals) as well as [https://www.youtube.com/watch?v=PhMXClsue9w the Vision speech at NASIG's 2014 Annual Conference].

== Jenn Schiffer ==

[http://jennmoney.biz/ Jenn Schiffer] ([https://twitter.com/jennschiffer Twitter]), aka jennmoneydollars, is an open web engineer at [http://bocoup.com/ Bocoup] and lives in New Jersey (a relatively easy commute from Philadelphia). She's good at making art with code and great at telling jokes. She was previously a senior front-end developer for the National Basketball Association and, before that, taught and evaluated computer science education at Montclair State University, her alma mater (BS and MS in Computer Science). She also organizes JerseyScript, a developer meetup based in New Jersey, which is just one of several ways she's working to attract and retain more people in the web development community. She's made a lot of [http://jennmoney.biz/talks/ recent podcast appearances and presentations at conferences].

==Audrey Watters==

Audrey Watters is an education writer with a focus on ed-tech. She is the author of [http://monsters.hackeducation.com/ The Monsters of Education Technology], a collection of her lectures and she is currently working on two more books, [http://teachingmachin.es/ Teaching Machines] and [Claim Your Domain http://reclaim.hackeducation.com/], both due out in 2015. According to [http://audreywatters.com/cv/travel.html her upcoming talks page] she could be available to share her insights with code4lib.
== Gabriel Weinberg ==

Gabriel Weinberg is the CEO and Founder of [https://duckduckgo.com/ DuckDuckGo], "the search engine that doesn't track you," and the co-author of [ Traction], "the book that helps startups get customers." He is also an active [ angel investor], and he lives and works in the Philadelphia suburbs.

[http://ye.gg/app/twitter Twitter] [http://ye.gg/app/medium Medium] [http://www.inthelibrarywiththeleadpipe.org/2010/marketing-search-an-interview-with-pete-bell-of-endeca-and-gabriel-weinberg-of-duckduckgo/ Interview, along with Pete Bell, at In the Library with the Lead Pipe] [https://vimeo.com/68099450 Speech at Gel 2013] [https://www.youtube.com/watch?t=59&v=TvfGJgzBeH0 Appearance on Conversations with Great Minds]

==David Weinberger==

David Weinberger, PhD, is one of the world's most respected thought leaders at the intersection of technology, business, and society. He is the author of ''Everything Is Miscellaneous: The Power of the New Digital Disorder'', which charts how as business, politics, science, and media move online, the rules of the physical world—in which everything has a place—are upended, and the critically acclaimed book ''Small Pieces Loosely Joined'', a highly original and accessible reflection on the impact of the Internet on human behavior. He holds a PhD in philosophy from the University of Toronto and taught philosophy for five years at New Jersey's Stockton State College. Since 2004, he has been a fellow at Harvard University's prestigious Berkman Center, gag writer for Woody Allen, NPR commentator for "All Things Considered" and "Here and Now," technology columnist for KMWorld and Darwin Magazine, blogging pioneer, and dot-com entrepreneur.

==Brock Whitten==
Making front-end development easier by the second. Co-creator of Surge, Harp, and Cordova/PhoneGap. Mozilla-WebFWD Alumni and advocate of a free and open web. A friend of the community. Read about Surge [https://surge.sh/tour here] and [https://medium.com/surge-sh/introducing-surge-the-cdn-for-front-end-developers-b4a50a61bcfc here].
Here is Brock's [http://sintaxi.com/ website]

==Kam Woods==
Research Associate & Adjunct Faculty at University of North Carolina at Chapel Hill.

Kam is currently developing modified open source digital forensics tools for digital archivists. He works with archivists, librarians, forensics researchers, and other development groups to identify core needs in analyzing and preparing digital content for preservation -- specifically needs that can be addressed using existing high-performance forensic technologies (with a little tweaking). He is also interested in developing datasets and teaching technologies to support education and professional training in digital archiving. He gave a great talk at 2014 ALA & I'll bet would have some great tech & social insights for Code4Lib. [http://www.digpres.com/ Kam Woods]
[http://www.apbspeakers.com/speaker/david-weinberger this] seems to be how to book him; here's his [https://twitter.com/dweinberger Twitter]; and his [http://www.hyperorg.com/blogger/ blog]

==Jeffrey Zeldman==
HappyCog/A List Apart (Philly/NYC-based)

Dubbed “King of Web Standards” by Business Week, Jeffrey Zeldman founded and is chairman of Happy Cog™ and has published A List Apart Magazine “for people who make websites” since 1998. He has written two books, notably the foundational text, Designing With Web Standards,currently in a 3rd Edition coauthored with Ethan Marcotte. It has been translated into 15 languages and is credited with converting the web design industry from tag soup and Flash to semantics and accessibility.
[http://happycog.com/zeldman Zeldman's page] on HappyCog.com.

[[Category:Code4Lib2016|Invited Speakers Nomination]]
[[Category:Code4Lib Keynotes]]

Conference Policies

2015-09-08T16:42:30Z

Anna3lc: Created page with "Let's create policies for the conference that we can use from year to year! Here are ideas for policies: * Return / credit policy * Code of Conduct ** Lock this down at regis..."

Let's create policies for the conference that we can use from year to year! Here are ideas for policies:

* Return / credit policy
* Code of Conduct
** Lock this down at registration time?
* Whether / how to enforce registration for preconferences
* Sponsorship rights / responsibilities
** e.g. vector graphics required from sponsors
* Photography / recording policy and waiver
* Speaker agreement
* Privacy Policy

How To Plan A Code4LibCon

2015-09-08T16:37:39Z

Anna3lc: Add link to policies page

== General Process ==
* Apply to be a host; see also the page on [http://code4lib.org/conference/hosting Conference Hosting] at [http://code4lib.org code4lib.org]
** '''Identify venues''' for both the conference and the hotel (if different). Get some cost estimates from each. Make sure the hotel will give you a room block.
*** 2006/Corvallis: the campus provided the conference space at a low cost, and this made running the conference much more affordable.
*** 2016/Portland: we held everything in a single hotel and we had to acquire 2x the amount of sponsorship than what appears to be normal.
** '''Prepare a sample / generalized budget'''
*** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.
*** Get data from previous years to estimate minimums and maximums, and fill in as much as you can ahead of time.
*** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
*** Also, when you get cost estimates, don't forget to include food costs.
*** Wireless: If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs.
** '''Consider using a conference planner'''
*** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
*** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to join committees
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* [[T-ShirtCommittee|T-Shirt Committee]]
* [[Voting|Voting]]
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== Planning ==

=== Budgeting ===
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

=== Hotels ===
* You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton
* IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
* Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
* prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012

TODO: get actual room uptake numbers into a chart here. (NB totals are only useful in the context of how many attendees there were.)

=== Wireless ===
* make sure VPN is allowed

TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

Aspiration Tech (an org doing unconference facilitation) has developed a [http://facilitation.aspirationtech.org/index.php?title=Logistics:Wireless_Best_Practices great list for assessing and negotiating event wifi].

=== Policies ===
A record of [[Conference_Policies]] of all kinds!

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

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

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.
** Portland/2015 had color-coded lanyards:
*** Green = it's ok to take my picture
*** Yellow = please ask before taking my picture
*** Red = don't take my picture

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline, so for 2014 planning, consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

* 2008:
* 2009:
* 2010:
* 2011: March 5, 2010
* 2012:
* 2013: Jan 22, 2012
* 2014: January 27, 2013
* 2015: January 29, 2014
* 2016:

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

Category:Code4LibCon Planning

2015-06-08T15:04:45Z

Anna3lc:

Pages relevant to planning a code4lib conference

[[Category:Conferences]]

How To Plan A Code4LibCon

2015-06-08T14:49:38Z

Anna3lc:

== General Process ==
* Apply to be a host
** '''Identify venues''' for both the conference and the hotel (if different). Get some cost estimates from each. Make sure the hotel will give you a room block.
*** 2006/Corvallis: the campus provided the conference space at a low cost, and this made running the conference much more affordable.
*** 2016/Portland: we held everything in a single hotel and we had to acquire 2x the amount of sponsorship than what appears to be normal.
** '''Prepare a sample / generalized budget'''
*** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.
*** Get data from previous years to estimate minimums and maximums, and fill in as much as you can ahead of time.
*** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
*** Also, when you get cost estimates, don't forget to include food costs.
*** Wireless: If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs.
** '''Consider using a conference planner'''
*** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
*** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to join committees
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* [[T-ShirtCommittee|T-Shirt Committee]]
* Voting
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== Planning ==

=== Budgeting ===
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

=== Hotels ===
* You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton
* IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
* Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
* prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012

TODO: get actual room uptake numbers into a chart here. (NB totals are only useful in the context of how many attendees there were.)

=== Wireless ===
* make sure VPN is allowed

TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

=== Conference ===
# power - everyone would like to plug in their laptop
# IRC Monitor for podium during speaker changes?

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline, so for 2014 planning, consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

* 2008:
* 2009:
* 2010:
* 2011: March 5, 2010
* 2012:
* 2013: Jan 22, 2012
* 2014: January 27, 2013
* 2015: January 29, 2014
* 2016:

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

How To Plan A Code4LibCon

2015-06-08T14:40:05Z

Anna3lc: Reorganize notes and general timeline

== General Process ==
* Apply to be a host
** '''Identify venues''' for both the conference and the hotel (if different). Get some cost estimates from each. Make sure the hotel will give you a room block.
*** 2006/Corvallis: the campus provided the conference space at a low cost, and this made running the conference much more affordable.
*** 2016/Portland: we held everything in a single hotel and we had to acquire 2x the amount of sponsorship than what appears to be normal.
** Prepare a sample / generalized budget
*** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.
*** Get data from previous years to estimate minimums and maximums, and fill in as much as you can ahead of time.
*** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
*** Also, when you get cost estimates, don't forget to include food costs.
*** Wireless: If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs.
*** make sure VPN is allowed
** Consider using a conference planner
*** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to join committees
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* [[T-ShirtCommittee|T-Shirt Committee]]
* Voting
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== Planning ==

=== Budgeting ===
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

=== Hotels ===
* You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton
* IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
* Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
* prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012

TODO: get actual room uptake numbers into a chart here. (NB totals are only useful in the context of how many attendees there were.)

=== Wireless ===
TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

=== Conference ===
# power - everyone would like to plug in their laptop
# IRC Monitor for podium during speaker changes?

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline, so for 2014 planning, consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

* 2008:
* 2009:
* 2010:
* 2011: March 5, 2010
* 2012:
* 2013: Jan 22, 2012
* 2014: January 27, 2013
* 2015: January 29, 2014
* 2016:

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

T-ShirtCommittee

2015-06-08T14:27:36Z

Anna3lc: Created page with "== T-shirt Committee == Responsible for organizing the call, vote, print, etc. for conference t-shirts. Need to coordinate with sponsorship committee for what goes on the back..."

== T-shirt Committee ==
Responsible for organizing the call, vote, print, etc. for conference t-shirts. Need to coordinate with sponsorship committee for what goes on the back of the shirt.

Example: [[2013 t-shirt design proposals]]

Propose to add additional restrictions:
* should not be a designed used previously (do we have an archive of previous designs somewhere?)
* unique (cannot be bought online already)
* design should include "code4lib" and conference year in design, city optional

[[Category:Code4LibCon_Planning]]

How To Plan A Code4LibCon

2015-06-08T14:27:17Z

Anna3lc: Move t-shirt committee to its own page

== General Timeline ==
* Apply to be a host
* Consider your action plan
** Identify your venues for both the conference and the hotel (if different). This is critical, as you'll want to get some cost estimates from each. When we hosted in Corvallis, the campus provided the conference space at a low cost, and this made running the conference much more affordable. When we hosted the conference in Portland, and held everything in a single hotel, we had to acquire 2x the amount of sponsorship than what appears to be normal.
** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
** Also, when you get cost estimates, don't forget to include food costs.
** WIRELESS: Always an issue it seems. If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs. IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
*** make sure VPN is allowed
** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
** Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
*** prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012
** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.

* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to help with
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* [[T-ShirtCommittee|T-Shirt Committee]]
* Voting
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== Budgeting==
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

== Hotels ==
You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton

TODO: put actual room uptake numbers in a chart here. (NB totals are only useful in the context of how many attendees there were.)

== Wireless ==
TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

=== Conference ===
# power - everyone would like to plug in their laptop
# IRC Monitor for podium during speaker changes?

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline, so for 2014 planning, consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

* 2008:
* 2009:
* 2010:
* 2011: March 5, 2010
* 2012:
* 2013: Jan 22, 2012
* 2014: January 27, 2013
* 2015: January 29, 2014
* 2016:

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

BookGiveawayCommittee

2015-06-08T14:26:14Z

Anna3lc: Created page with " == Book Giveaway Committee == Responsible for contacting publishers to see if they will donate books to the conference so we can raffle them off. Take a look at [[BookRaffle]..."

== Book Giveaway Committee ==
Responsible for contacting publishers to see if they will donate books to the conference so we can raffle them off. Take a look at [[BookRaffle]] for ideas.

Please coordinate with Program committee as to when book raffle is to happen during the conference (as in part it depends on how many things there are to give away).

Will also need to coordinate with sponsorship/host committee about adding logos and what not to the sponsorship list if necessary.

[[Category:Code4LibCon_Planning]]

How To Plan A Code4LibCon

2015-06-08T14:25:53Z

Anna3lc: Move Book Giveaway committee to its own page

== General Timeline ==
* Apply to be a host
* Consider your action plan
** Identify your venues for both the conference and the hotel (if different). This is critical, as you'll want to get some cost estimates from each. When we hosted in Corvallis, the campus provided the conference space at a low cost, and this made running the conference much more affordable. When we hosted the conference in Portland, and held everything in a single hotel, we had to acquire 2x the amount of sponsorship than what appears to be normal.
** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
** Also, when you get cost estimates, don't forget to include food costs.
** WIRELESS: Always an issue it seems. If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs. IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
*** make sure VPN is allowed
** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
** Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
*** prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012
** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.

* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to help with
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* T-Shirt
* Voting
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== T-shirt Committee ==
Responsible for organizing the call, vote, print, etc. for conference t-shirts. Need to coordinate with sponsorship committee for what goes on the back of the shirt.

Example: [[2013 t-shirt design proposals]]

Propose to add additional restrictions:
* should not be a designed used previously (do we have an archive of previous designs somewhere?)
* unique (cannot be bought online already)
* design should include "code4lib" and conference year in design, city optional

== Budgeting==
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

== Hotels ==
You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton

TODO: put actual room uptake numbers in a chart here. (NB totals are only useful in the context of how many attendees there were.)

== Wireless ==
TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

=== Conference ===
# power - everyone would like to plug in their laptop
# IRC Monitor for podium during speaker changes?

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline, so for 2014 planning, consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

* 2008:
* 2009:
* 2010:
* 2011: March 5, 2010
* 2012:
* 2013: Jan 22, 2012
* 2014: January 27, 2013
* 2015: January 29, 2014
* 2016:

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

SponsorshipCommittee

2015-06-08T14:21:55Z

Anna3lc: Add new page for Sponsorship committee

== Sponsorship Committee ==
===Sample Sponsorship Request Letter===
As you know, Code4Lib is a group of library technologists, programmers, system administrators, web designers, and librarians. Started in 2003, the group continues to grow--with a journal, a mailing list, and an active IRC channel. Since 2005, Code4Lib has sponsored an annual conference, which has attracted programmers and librarians from around the world.

Topics at past conferences have included library information systems, new directions in library research, semantic web applications, and
information technology standards, among many others. More details about the conference, including schedules of previous conferences, can be found from
http://www.code4lib.org/conference/

Our <> conference will be held in <> from <>. Be a part of this library success story by underwriting the conference!

We have several sponsorship levels:

<>
I look forward to hearing from you, and can be reached at <>.

Best,

<>
http://code4lib.org/

[[Category:Code4LibCon_Planning]]

How To Plan A Code4LibCon

2015-06-08T14:20:58Z

Anna3lc:

== General Timeline ==
* Apply to be a host
* Consider your action plan
** Identify your venues for both the conference and the hotel (if different). This is critical, as you'll want to get some cost estimates from each. When we hosted in Corvallis, the campus provided the conference space at a low cost, and this made running the conference much more affordable. When we hosted the conference in Portland, and held everything in a single hotel, we had to acquire 2x the amount of sponsorship than what appears to be normal.
** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
** Also, when you get cost estimates, don't forget to include food costs.
** WIRELESS: Always an issue it seems. If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs. IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.
*** make sure VPN is allowed
** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
** Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
*** prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012
** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.

* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to help with
* Have a timeline
*[[Useful information from 2012]]

== Important Public Resources ==
* Past calls for host sites: [http://code4lib.org/node/275 2010] -
* [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv]
* [http://groups.google.com/group/code4libcon Code4LibCon listserv]
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.

== Important Private Resources ==
* Code4LibCon-hostsite listserv
* Budgets from previous years
* Sponsorship info (private)

== Committee List ==
* Book Give-Away
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Preconference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* T-Shirt
* Voting
* Whatever
* Wifi/Electrical/IRC
* Duty Officers

== Book Giveaway Committee ==
Responsible for contacting publishers to see if they will donate books to the conference so we can raffle them off. Take a look at [[BookRaffle]] for ideas.

Please coordinate with Program committee as to when book raffle is to happen during the conference (as in part it depends on how many things there are to give away).

Will also need to coordinate with sponsorship/host committee about adding logos and what not to the sponsorship list if necessary.

== T-shirt Committee ==
Responsible for organizing the call, vote, print, etc. for conference t-shirts. Need to coordinate with sponsorship committee for what goes on the back of the shirt.

Example: [[2013 t-shirt design proposals]]

Propose to add additional restrictions:
* should not be a designed used previously (do we have an archive of previous designs somewhere?)
* unique (cannot be bought online already)
* design should include "code4lib" and conference year in design, city optional

== Money==
* [[Conference_Financial_History_At_A_Glance]]
* private conlist has budget info

== Hotels ==
You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.
* 2014 -- Raleigh Downtown Sheraton

TODO: put actual room uptake numbers in a chart here. (NB totals are only useful in the context of how many attendees there were.)

== Wireless ==
TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.

== Shortly before the Conference ==

=== Keynotes ===
# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc

=== Email Boilerplates / templates ===
* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...
* [[FreenodeIrcConnection|Freenode IRC connection]]
** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.

== At the Conference ==

===Keynotes===
# Water at the podium
# Speaker gifts
# Dinner plans

=== Timers ===
* Sit in the front of the room
* Have several people
* You may want to use an extra machine
* Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details)
* Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/

=== Lightning Talks ===
* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )

===PreConf===
# make sure projector avail for each session
# whiteboards or reasonable facsimile thereof
# everyone wants a power outlet

=== Conference ===
# power - everyone would like to plug in their laptop
# IRC Monitor for podium during speaker changes?

===Photography===

* Consider different colored lanyards to articulate personal photography preferences.

=== Video ===
# live stream is awesome
# join.me ??
# YouTube Live, youtube.com/code4lib

=== Live Blogging ===
Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.

=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )

===Book Raffle===
* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

=== Flipcharts ===
Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/

=== Hospitality Suite ===
# having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
# making sure the mess left for cleaning staff is an appropriate mess
# making sure the noise made near other hotel guests is an appropriate noise
# having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite

== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters

===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline, so for 2014 planning, consider having this task as the host committee, the voting committee, or perhaps the whatever committee.

* 2008:
* 2009:
* 2010:
* 2011: March 5, 2010
* 2012:
* 2013: Jan 22, 2012
* 2014: January 27, 2013
* 2015: January 29, 2014
* 2016:

== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.

[[Category: Code4Lib2010]]
[[Category: Code4Lib2011]]
[[Category: Code4Lib2012]]
[[Category: Code4Lib2013]]
[[Category: Code4LibCon Planning]]

ProgramCommittee

2015-06-08T14:19:54Z

Anna3lc: Add new page for Program committee

== Program Committtee==
The program committee is a self-selected group that manages talk proposals and other aspects of the program.
The process works something like this:

# Draft the call for proposals (searching the mailing list archives should provide some good templates) and send it out.
# People put their proposals on the Code4Lib wiki (see the [[2013 talks proposals]] page as a template)
#* One idea that's been thrown around to help diversity is for people to self-identify as female/minority/first-timer/first-time presenter, etc. (see the Guidelines below)
# After the proposal period ends, contact Ross Singer (rsinger) to get voting set up.
# After the voting closes, we talk about where to place the dividing line between accepted and declined proposals. There is a bit of negotiation between us and the host committee on scheduling depending on how many talks we want to accept and any scheduling juggling that is required.

===Program Voting===
Pre-conf voting may need to take place if there are more proposals than spaces.

Based on past discussions (such as the [http://serials.infomotions.com/code4lib/archive/2011/201111/thread.html pandering votes thread]), for next year, consider a notification for voters 'briefly
explaining how the ballot works and to reiterate the voting criteria that's on the proposal page.

There has also been discussions about whether voting should be done without names, but it was inconclusive as there are pros and cons to each.

If possible, it has been suggested that talks be grouped by topic so there is more consideration by people on giving too many votes to a single topic.

===Guidelines===
For 2014, you may want to make this a bit more clear on the talk proposals page, but this is what the community agreed on through mailing list discussion:
* Max 2 presenters per talk (this should be checked at the proposal stage)
* Max 1 talk per person
* (at least) 15% talks to be decided by the program committee with "diversity" in mind. Diversity may be any of these (not an exhaustive list):
** first-time presenter (should be major consideration)
** gender
** visible minority
** technology/tool

Based on [http://serials.infomotions.com/code4lib/archive/2012/201211/thread.html Proposed Changes thread].

Based on the comments from the 2013 feedback, the program committee may also consider proposing limiting the number of talks on a particular topic or technology used (e.g. Hydra, Solr) unless the next conference host proposes to turn the conference into a multi-track conference.

===Schedule===
While always posted on the website, consider putting it on lanyrd like in 2013. Worked great of adding links to sessions, which can then be copied to the website if needed.

===Keynoter logistics===

See [[Keynote Committee Duties]].

===Talk Acceptance Letter (samples)===

<pre>
Dear <<first name last name>>,

On behalf of the Code4Lib Program Planning Committee, I am pleased to
notify you that your proposal, <<proposal title>> has been accepted for
the Code4Lib <<year>> in <<location>>. Please reply to this message to
confirm your intention to present the approved session at the Conference.
If at any time in the future you need to bow out or have any program
changes, please notify us immediately. You will be sent a letter of
agreement soon.

The schedule for the conference is here:

http://code4lib.org/conference/2011/schedule

You will have 20 minutes for your talk, including questions and answers.
A quick transition between speakers will be necessary.

It is very important that you focus your presentation on the more unique
and technical aspects of your topic whenever possible. Although Code4Lib
attendees come from many different work environments, they attend Code4Lib
events for information technology education.

Experts like you are the heart of Code4Lib. We really appreciate your contribution
and look forward to working with you.

Sincerely,

</pre>

===Talk Rejection Letter (sample)===
<pre>
I'm sorry, but your prepared talk proposal for the 2010 Code4Lib Conference in Asheville, NC did not receive enough votes to make it into the program. But here are a couple things you should know:

- The field of presentations was very large (probably the largest we have had so far) and very strong, so you should not take it too hard.
- Please remember that there are many additional opportunities for participating, including lightning talks (open to anyone), breakout sessions (open to anyone to suggest and/or participate), and a special "Ask Anything" (or reply anything) open session. Also, the evening socializing opportunities are considered some of the most rewarding times of the event.

Again, my condolences on not having your talk proposal accepted, but I hope we still see you in Asheville, NC in February.
Roy
</pre>

[[Category:Code4LibCon_Planning]]