https://wiki.code4lib.org/api.php?action=feedcontributions&user=ChristinaHarlow&feedformat=atomCode4Lib - User contributions [en]2024-03-19T12:24:32ZUser contributionsMediaWiki 1.26.2https://wiki.code4lib.org/index.php?title=2018_Conference_Volunteers&diff=457512018 Conference Volunteers2018-02-01T06:24:48Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib 2018 Conference Volunteers =<br />
<br />
Call for volunteers during the actual conference, as opposed to the conference planning committees.<br />
<br />
== Concierge/Local Guides ==<br />
Available after sessions to direct people to evening activities and local points of interest, etc.<br />
<br />
If you're local to the DC area (or know it very well), you can pick up a white "LOCAL" ribbon at check-in. Conference hosts will direct attendees to seek out Local Guides for directions, restaurant recommendations, etc.<br />
<br />
== Conference Logistics ==<br />
Sets up registration table, signage and welcome packets, ensures proper power availability to conference attendees, etc.<br />
<br />
Monday 2/12:<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
<br />
Tuesday 2/13:<br />
* Time TBD:''Your Name Here''<br />
<br />
Wednesday 2/14:<br />
* Time TBD: [mailto:mhughes@library.ucla.edu Maggie Hughes]<br />
<br />
Thursday 2/15:<br />
* Time TBD:''Your Name Here''<br />
<br />
Friday 2/16:<br />
* Time TBD: [mailto:durden@umd.edu David Durden]<br />
<br />
== Preconference Setup & Sessions==<br />
Help manage preconference sessions, setting up projectors, etc.<br />
<br />
Preconference Setup and sessions Tuesday 2/13:<br />
* Time TBD: [mailto:mwaugh2@lsu.edu Mike Waugh] (I can help early morning Tuesday before sessions, or Monday afternoon/evening)<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
<br />
== Social Networking ==<br />
Answering general questions on Twitter, IRC, and Slack and passing questions to the Mic-minders.<br />
<br />
Tuesday 2/13:<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
<br />
Wednesday 2/14:<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
<br />
Thursday 2/15:<br />
* Time TBD:''Your Name Here''<br />
<br />
Friday 2/16:<br />
* Time TBD: ''Your Name Here''<br />
<br />
== Mic-minders ==<br />
Ask questions on mic on behalf of community (because of distance, mic aversion, etc)<br />
<br />
Wednesday 2/14:<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
<br />
Thursday 2/15:<br />
* Time TBD:''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
<br />
Friday 2/16:<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
<br />
== Livestream Assistants (Onsite) ==<br />
Livestream assitants will help the livestream technicians in the presentation room, troubleshooting video and audio connections at the podium, and monitoring the encoding computer. Two people are needed for each shift. You are welcome to sign up for multiple shifts!<br />
<br />
Wednesday 2/14:<br />
* Time TBD: [[User:Khaley|Kathleen Haley]]<br />
* Time TBD: ''Your Name Here''<br />
<br />
Thursday 2/15:<br />
* Time TBD: [[User:Khaley|Kathleen Haley]]<br />
* Time TBD: ''Your Name Here''<br />
<br />
Friday 2/16:<br />
* Time TBD: [mailto:michael@dp.la Michael Della Bitta]<br />
* Time TBD: ''Your Name Here''<br />
<br />
== Livestream QA (Remote) ==<br />
Volunteers for livestream QA will be remotely watching the conference and can notify us if there are any issues with the feed. We'd prefer two or three volunteers per shift, located in different parts of the US/world. All times below are Pacific Standard Time (PST).<br />
<br />
Wednesday 2/14:<br />
* Time TBD: ''Your Name Here'' (East); ''Your Name Here'' (West);<br />
* Time TBD: ''Your Name Here'' (East); ''Your Name Here'' (West);<br />
<br />
Thursday 2/15:<br />
* Time TBD: ''Your Name Here'' (East); ''Your Name Here'' (West);<br />
* Time TBD: ''Your Name Here'' (East); ''Your Name Here'' (West);<br />
<br />
Friday 2/16:<br />
* Time TBD: ''Your Name Here'' (East); ''Your Name Here'' (West);<br />
* Time TBD: ''Your Name Here'' (East); ''Your Name Here'' (West);<br />
<br />
== IRC/Slack (Technical) ==<br />
Access: Look into technology/procedures to make connecting to, and maintaining a connection to, IRC/Slack less painful. i.e. make sure wifi will allow connection, and someone needs to contact freenode about the sudden influx of people.<br />
<br />
* Before the conference: [[User:Anarchivist|Mark Matienzo]]<br />
* Time TBD: ''Your Name Here''<br />
<br />
Helper: Demonstrate how to get onto #code4lib during Registration. Offer support for newcomers in #code4lib during the conference.<br />
<br />
* Time TBD: ''Your Name Here''<br />
* Time TBD: ''Your Name Here''<br />
<br />
==MCs==<br />
<br />
Wednesday 2/14:<br />
* Time TBD (AM?): Becky Yoose<br />
* Time TBD: ''Your Name Here''<br />
<br />
Thursday 2/15:<br />
* Time TBD (AM, but not if that's when my talk is): Dre<br />
* Time TBD: Christina Harlow<br />
<br />
Friday 2/16:<br />
* AM Session: Mary Jinglewski<br />
<br />
== Session Timers ==<br />
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.<br />
<br />
Wednesday 2/14:<br />
* Time TBD: Primary: ''[mailto:liblna@emory.edu Laura Akerman]'' ; Backup: ''Your Name Here''<br />
* Time TBD: Primary: ''Your Name Here'' ; Backup: [mailto:durden@umd.edu David Durden]<br />
<br />
Thursday 2/15:<br />
* Time TBD: Primary: ''Whitni'' ; Backup: [mailto:mhughes@library.ucla.edu Maggie Hughes]<br />
* Time TBD: Primary: [mailto:durden@umd.edu David Durden] ; Backup: ''Your Name Here''<br />
<br />
Friday 2/16:<br />
* Time TBD: Primary: ''Your Name Here'' ; Backup: ''Your Name Here''<br />
* Time TBD: Primary: ''Your Name Here'' ; Backup: ''Your Name Here''<br />
<br />
== The Whatever Crew ==<br />
Volunteers who are willing to help with various tasks as needed during the conference. <br />
<br />
* [mailto:bomanca@miamioh.edu Craig Boman]<br />
* [mailto:tennantr@oclc.org Roy Tennant] Can also text or call 707-287-5580<br />
* ''Your Name Here''<br />
* ''Your Name Here''<br />
* ''Your Name Here''<br />
* ''Your Name Here''<br />
<br />
[[Category: Code4Lib2018]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45449Code4Lib Norcal 20172017-08-07T18:26:06Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib NorCal Summer 2017 Meeting =<br />
August 10th, 2017 || 9 AM to 5 PM || Lathrop Library on the Stanford University campus<br />
<br />
Link to this page: http://bit.ly/C4LNorCal2017<br />
<br />
== About ==<br />
<br />
We're holding a free Code4Lib Northern California (NorCal) regional meeting & unconference on '''August 10, 2017'''. This meeting will be held at '''Lathrop Library, Room 282, Stanford University''' (518 Memorial Way, Stanford, CA 94305). <br />
<br />
The day will be a mix of sessions, workshops, lightning talks, and break-outs. We welcome all participants and folks with any interest in Code4Lib Community and/or library technology.<br />
<br />
== Schedule & Call for Sessions ==<br />
<br />
We want this event to be a mix of both unconference-influenced sessions. This can help bring folks together to work, learn and play, but also frame the work (and play) being done.<br />
<br />
Below is our general schedule for the Code4Lib NorCal 2017 Event, but you’re encouraged to read and add your ideas, proposals, interest, or comments to [https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing our interactive Schedule Google Doc]<br />
<br />
* 8 - 9 AM: Space Setup<br />
* 9 - 9:45 AM: Breakfast (on your own) / General Free Time<br />
* 9:45 - 10 AM: Full Group: Introductions<br />
* 10 - Noon: Full Group: Lightning Talks<br />
* Noon - 1:30 PM: Lunch (on your own)<br />
* 1:30 - 2:45 PM: Break-outs<br />
* 2:45 - 3 PM: Transition / Break<br />
* 3 - 4:15 PM: Break-outs<br />
* 4:15 - 4:30 PM: Transition / Break<br />
* 4:30 - 5 PM: Full Group: Wrap-up & Planning Code4Lib NorCal Going Forward<br />
* 5 - 6 PM: Tear down<br />
<br />
We are currently calling for folks to propose lightning talks, workshops, or informal breakout sessions. You can propose any of these in our schedule document, linked to below. The interactive schedule will have any proposed sessions, a place to express interest in breakouts, and our list of lightning talks! Explanations of the format and mix of sessions can be found in that interactive schedule. There will be a chance to propose a few limited sessions at the event as well.<br />
<br />
[https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing Interactive Schedule Google Doc]<br />
<br />
== Registration Link ==<br />
<br />
We still have plenty of room for the event, so will be leaving the registration open until the day before. Join us!<br />
<br />
Please register [https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform here]. Note that registration is free, but we do have a few requests:<br />
<br />
# you will be expected to follow the Code4Lib NorCal Code of Conduct;<br />
# if you are unable to attend, please let us know so we can keep our numbers up to date.<br />
<br />
{{#widget:Google Form<br />
|key=1MTFMQx3LNja3IsQ00SaDFuwJa-ZWtBuJMZjHkjWn284<br />
|width=600<br />
|height=500<br />
}}<br />
<br />
== Getting to + around Stanford == <br />
<br />
There are helpful maps, travel directions, parking options, and public transit options for getting to the Stanford University campus listed here: https://visit.stanford.edu/plan/index.html Some parking-specific information is also here: https://transportation.stanford.edu/parking/purchase-a-parking-permit/visitors<br />
<br />
In particular, note that the Stanford University campus has a free campus bus system: the [http://transportation.stanford.edu/marguerite/ Marguerite Shuttle], which also connects with the Palo Alto Transit Center (the Palo Alto Caltrain stop), a few stops in front of Lathrop Library, as well as other places on campus. Use the link to find maps, timetables, and other information on this free shuttle.<br />
<br />
Stanford University's Parking and Transportation Services office recommends Zoute ([https://itunes.apple.com/app/zoute/id836348718?ign-mpt=uo%3D5 iPhone/iPad], [https://play.google.com/store/apps/details?id=me.zoute&hl=en Android]) for integrated, offline access to schedules for BART, Caltrain, Muni, SamTrans, VTA, and the Stanford Marguerite Shuttle. <br />
<br />
=== Map of the Stanford Campus & Lathrop Library: ===<br />
<br />
We are meeting in room 282 of Lathrop Library (518 Memorial Way, Stanford, CA 94305). See a map that also has a few food options and transportation spots listed here: <br />
<br />
https://drive.google.com/open?id=10k2vW0_FPuAnQsCYHzxcK-iKfdw&usp=sharing<br />
<br />
== Other Logistics ==<br />
<br />
We will only be serving some coffee and tea during the morning or afternoon breaks of the event. Breakfast, Lunch, and other food options are own your own. Check the map for recommendations nearby for coffee and food.<br />
<br />
Stanford offers guests Eduroam as well as Stanford Visitor wifi. You can see more details about that here: https://uit.stanford.edu/service/wirelessnet/access<br />
<br />
For the lightning talks and break-outs, we will try to have projectors, screens, whiteboards, and common project<=>laptop (mostly hdmi) connections available for folks to use. Please bring your own adapter if you have something odd and may want to project your screen.<br />
<br />
== NorCal Event & Planning Contacts ==<br />
<br />
If you have any questions or concerns about this meeting, you can contact us:<br />
<br />
* on the #norcal channel on the [http://code4lib.org/slack Code4Lib Slack];<br />
* on the [https://groups.google.com/forum/#!forum/code4lib-norcal Code4Lib NorCal Google Group];<br />
* or email [mailto:cabeer@stanford.edu Chris Beer] and [mailto:cmharlow@stanford.edu Christina Harlow] directly.<br />
<br />
If you would like to help with planning, thank you! We are keeping all planning information, confirmed details, and participation steps is in this open Google document:<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Planning Working Document in Google Drive]<br />
<br />
Feel free to add a comment or volunteer to take a task on. And thank you!<br />
<br />
== Expectation of Code4Lib NorCal Participants and Code4Lib NorCal Event Code of Conduct ==<br />
<br />
Code4Lib Norcal is an inclusive, friendly and safe collaboration opportunity. Code4Lib Norcal was conceived and executed as a collaborative, community focused effort from its beginnings, committed to openness and transparency in all that it does: code, designs, discussions. We are equally committed to helpful and respectful communication.<br />
<br />
Code4Lib Norcal and Stanford University are dedicated to providing a harassment-free conference experience for everyone regardless of gender, gender expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of event participants in any form. Sexual or discriminatory language and imagery is not appropriate for any event venue, including talks and associated social events. Participants at an event violating these rules may be sanctioned or expelled at the discretion of the organizers, and their details provided to partner institutions and events.<br />
<br />
Harassment includes offensive verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, sexual and or discriminatory images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.<br />
<br />
Participants asked, by anyone, to stop any harassing behavior are expected to comply immediately.<br />
<br />
If a participant engages in harassing behavior, the organizers may take any action they deem appropriate, including warning the offender or immediate expulsion from the event. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the event staff immediately.<br />
<br />
Event staff can be identified by their name badges, and will help participants contact security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference.<br />
(This code of conduct is adapted from the LDCX, Digital Library Federation and Project Hydra)<br />
<br />
== About Code4Lib NorCal ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45448Code4Lib Norcal 20172017-08-07T18:19:10Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib NorCal Summer 2017 Meeting =<br />
August 10th, 2017 || 9 AM to 5 PM || Lathrop Library on the Stanford University campus<br />
<br />
Link to this page: http://bit.ly/C4LNorCal2017<br />
<br />
== About ==<br />
<br />
We're holding a free Code4Lib Northern California (NorCal) regional meeting & unconference on '''August 10, 2017'''. This meeting will be held at '''Lathrop Library, Room 282, Stanford University''' (518 Memorial Way, Stanford, CA 94305). <br />
<br />
The day will be a mix of sessions, workshops, lightning talks, and break-outs. We welcome all participants and folks with any interest in Code4Lib Community and/or library technology.<br />
<br />
== Schedule & Call for Sessions ==<br />
<br />
We want this event to be a mix of both unconference-influenced sessions. This can help bring folks together to work, learn and play, but also frame the work (and play) being done.<br />
<br />
Below is our general schedule for the Code4Lib NorCal 2017 Event, but you’re encouraged to read and add your ideas, proposals, interest, or comments to [https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing our interactive Schedule Google Doc]<br />
<br />
* 8 - 9 AM: Space Setup<br />
* 9 - 9:45 AM: Breakfast / General Free Time<br />
* 9:45 - 10 AM: Full Group: Introductions<br />
* 10 - Noon: Full Group: Lightning Talks<br />
* Noon - 1:30 PM: Lunch (on your own)<br />
* 1:30 - 2:45 PM: Break-outs<br />
* 2:45 - 3 PM: Transition / Break<br />
* 3 - 4:15 PM: Break-outs<br />
* 4:15 - 4:30 PM: Transition / Break<br />
* 4:30 - 5 PM: Full Group: Wrap-up & Planning Code4Lib NorCal Going Forward<br />
* 5 - 6 PM: Tear down<br />
<br />
We are currently calling for folks to propose lightning talks, workshops, or informal breakout sessions. You can propose any of these in our schedule document, linked to below. The interactive schedule will have any proposed sessions, a place to express interest in breakouts, and our list of lightning talks! Explanations of the format and mix of sessions can be found in that interactive schedule. There will be a chance to propose a few limited sessions at the event as well.<br />
<br />
[https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing Interactive Schedule Google Doc]<br />
<br />
== Registration Link ==<br />
<br />
We still have plenty of room for the event, so will be leaving the registration open until the day before. Join us!<br />
<br />
Please register [https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform here]. Note that registration is free, but we do have a few requests:<br />
<br />
# you will be expected to follow the Code4Lib NorCal Code of Conduct;<br />
# if you are unable to attend, please let us know so we can keep our numbers up to date.<br />
<br />
{{#widget:Google Form<br />
|key=1MTFMQx3LNja3IsQ00SaDFuwJa-ZWtBuJMZjHkjWn284<br />
|width=600<br />
|height=500<br />
}}<br />
<br />
== Getting to + around Stanford == <br />
<br />
There are helpful maps, travel directions, parking options, and public transit options for getting to the Stanford University campus listed here: https://visit.stanford.edu/plan/index.html Some parking-specific information is also here: https://transportation.stanford.edu/parking/purchase-a-parking-permit/visitors<br />
<br />
In particular, note that the Stanford University campus has a free campus bus system: the [http://transportation.stanford.edu/marguerite/ Marguerite Shuttle], which also connects with the Palo Alto Transit Center (the Palo Alto Caltrain stop), a few stops in front of Lathrop Library, as well as other places on campus. Use the link to find maps, timetables, and other information on this free shuttle.<br />
<br />
Stanford University's Parking and Transportation Services office recommends Zoute ([https://itunes.apple.com/app/zoute/id836348718?ign-mpt=uo%3D5 iPhone/iPad], [https://play.google.com/store/apps/details?id=me.zoute&hl=en Android]) for integrated, offline access to schedules for BART, Caltrain, Muni, SamTrans, VTA, and the Stanford Marguerite Shuttle. <br />
<br />
=== Map of the Stanford Campus & Lathrop Library: ===<br />
<br />
We are meeting in room 282 of Lathrop Library (518 Memorial Way, Stanford, CA 94305). See a map that also has a few food options and transportation spots listed here: <br />
<br />
https://drive.google.com/open?id=10k2vW0_FPuAnQsCYHzxcK-iKfdw&usp=sharing<br />
<br />
We will only be serving some coffee and tea during the morning or afternoon breaks of the event. Breakfast, Lunch, and other food options are own your own. Check the map for recommendations nearby for coffee and food.<br />
<br />
== NorCal Event & Planning Contacts ==<br />
<br />
If you have any questions or concerns about this meeting, you can contact us:<br />
<br />
* on the #norcal channel on the [http://code4lib.org/slack Code4Lib Slack];<br />
* on the [https://groups.google.com/forum/#!forum/code4lib-norcal Code4Lib NorCal Google Group];<br />
* or email [mailto:cabeer@stanford.edu Chris Beer] and [mailto:cmharlow@stanford.edu Christina Harlow] directly.<br />
<br />
If you would like to help with planning, thank you! We are keeping all planning information, confirmed details, and participation steps is in this open Google document:<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Planning Working Document in Google Drive]<br />
<br />
Feel free to add a comment or volunteer to take a task on. And thank you!<br />
<br />
== Expectation of Code4Lib NorCal Participants and Code4Lib NorCal Event Code of Conduct ==<br />
<br />
Code4Lib Norcal is an inclusive, friendly and safe collaboration opportunity. Code4Lib Norcal was conceived and executed as a collaborative, community focused effort from its beginnings, committed to openness and transparency in all that it does: code, designs, discussions. We are equally committed to helpful and respectful communication.<br />
<br />
Code4Lib Norcal and Stanford University are dedicated to providing a harassment-free conference experience for everyone regardless of gender, gender expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of event participants in any form. Sexual or discriminatory language and imagery is not appropriate for any event venue, including talks and associated social events. Participants at an event violating these rules may be sanctioned or expelled at the discretion of the organizers, and their details provided to partner institutions and events.<br />
<br />
Harassment includes offensive verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, sexual and or discriminatory images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.<br />
<br />
Participants asked, by anyone, to stop any harassing behavior are expected to comply immediately.<br />
<br />
If a participant engages in harassing behavior, the organizers may take any action they deem appropriate, including warning the offender or immediate expulsion from the event. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the event staff immediately.<br />
<br />
Event staff can be identified by their name badges, and will help participants contact security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference.<br />
(This code of conduct is adapted from the LDCX, Digital Library Federation and Project Hydra)<br />
<br />
== About Code4Lib NorCal ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45447Code4Lib Norcal 20172017-08-07T18:11:29Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib NorCal Summer 2017 Meeting =<br />
August 10th, 2017 || 9 AM to 5 PM || Lathrop Library on the Stanford University campus<br />
<br />
Link to this page: http://bit.ly/C4LNorCal2017<br />
<br />
== About ==<br />
<br />
We're holding a free Code4Lib Northern California (NorCal) regional meeting & unconference on '''August 10, 2017'''. This meeting will be held at '''Lathrop Library, Room 282, Stanford University''' (518 Memorial Way, Stanford, CA 94305). <br />
<br />
The day will be a mix of sessions, workshops, lightning talks, and break-outs. We welcome all participants and folks with any interest in Code4Lib Community and/or library technology.<br />
<br />
== Schedule & Call for Sessions ==<br />
<br />
We want this event to be a mix of both unconference-influenced sessions. This can help bring folks together to work, learn and play, but also frame the work (and play) being done.<br />
<br />
Below is our general schedule for the Code4Lib NorCal 2017 Event, but you’re encouraged to read and add your ideas, proposals, interest, or comments to [https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing our interactive Schedule Google Doc]<br />
<br />
* 8 - 9 AM: Space Setup<br />
* 9 - 9:45 AM: Breakfast / General Free Time<br />
* 9:45 - 10 AM: Full Group: Introductions<br />
* 10 - Noon: Full Group: Lightning Talks<br />
* Noon - 1:30 PM: Lunch (on your own)<br />
* 1:30 - 2:45 PM: Break-outs<br />
* 2:45 - 3 PM: Transition / Break<br />
* 3 - 4:15 PM: Break-outs<br />
* 4:15 - 4:30 PM: Transition / Break<br />
* 4:30 - 5 PM: Full Group: Wrap-up & Planning Code4Lib NorCal Going Forward<br />
* 5 - 6 PM: Tear down<br />
<br />
We are currently calling for folks to propose lightning talks, workshops, or informal breakout sessions. You can propose any of these in our schedule document, linked to below. The interactive schedule will have any proposed sessions, a place to express interest in breakouts, and our list of lightning talks! Explanations of the format and mix of sessions can be found in that interactive schedule. There will be a chance to propose a few limited sessions at the event as well.<br />
<br />
[https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing Interactive Schedule Google Doc]<br />
<br />
== Registration Link ==<br />
<br />
We still have plenty of room for the event, so will be leaving the registration open until the day before. Join us!<br />
<br />
Please register [https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform here]. Note that registration is free, but we do have a few requests:<br />
<br />
# you will be expected to follow the Code4Lib NorCal Code of Conduct;<br />
# if you are unable to attend, please let us know so we can keep our numbers up to date.<br />
<br />
{{#widget:Google Form<br />
|key=1MTFMQx3LNja3IsQ00SaDFuwJa-ZWtBuJMZjHkjWn284<br />
|width=600<br />
|height=500<br />
}}<br />
<br />
<br />
== Getting to + around Stanford == <br />
<br />
There are helpful maps, travel directions, parking options, and public transit options for getting to the Stanford University campus listed here: https://visit.stanford.edu/plan/index.html Some parking-specific information is also here: https://transportation.stanford.edu/parking/purchase-a-parking-permit/visitors<br />
<br />
In particular, note that the Stanford University campus has a free campus bus system: the [http://transportation.stanford.edu/marguerite/ Marguerite Shuttle], which also connects with the Palo Alto Transit Center (the Palo Alto Caltrain stop), a few stops in front of Lathrop Library, as well as other places on campus. Use the link to find maps, timetables, and other information on this free shuttle.<br />
<br />
Stanford University's Parking and Transportation Services office recommends Zoute ([https://itunes.apple.com/app/zoute/id836348718?ign-mpt=uo%3D5 iPhone/iPad], [https://play.google.com/store/apps/details?id=me.zoute&hl=en Android]) for integrated, offline access to schedules for BART, Caltrain, Muni, SamTrans, VTA, and the Stanford Marguerite Shuttle. <br />
<br />
=== Map of the Stanford Campus & Lathrop Library: ===<br />
<br />
We are meeting in room 282 of Lathrop Library (518 Memorial Way, Stanford, CA 94305):<br />
<br />
https://drive.google.com/open?id=10k2vW0_FPuAnQsCYHzxcK-iKfdw&usp=sharing<br />
<br />
== NorCal Event & Planning Contacts ==<br />
<br />
If you have any questions or concerns about this meeting, you can contact us:<br />
<br />
* on the #norcal channel on the [http://code4lib.org/slack Code4Lib Slack];<br />
* on the [https://groups.google.com/forum/#!forum/code4lib-norcal Code4Lib NorCal Google Group];<br />
* or email [mailto:cabeer@stanford.edu Chris Beer] and [mailto:cmharlow@stanford.edu Christina Harlow] directly.<br />
<br />
If you would like to help with planning, thank you! We are keeping all planning information, confirmed details, and participation steps is in this open Google document:<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Planning Working Document in Google Drive]<br />
<br />
Feel free to add a comment or volunteer to take a task on. And thank you!<br />
<br />
== Expectation of Code4Lib NorCal Participants and Code4Lib NorCal Event Code of Conduct ==<br />
<br />
Code4Lib Norcal is an inclusive, friendly and safe collaboration opportunity. Code4Lib Norcal was conceived and executed as a collaborative, community focused effort from its beginnings, committed to openness and transparency in all that it does: code, designs, discussions. We are equally committed to helpful and respectful communication.<br />
<br />
Code4Lib Norcal and Stanford University are dedicated to providing a harassment-free conference experience for everyone regardless of gender, gender expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of event participants in any form. Sexual or discriminatory language and imagery is not appropriate for any event venue, including talks and associated social events. Participants at an event violating these rules may be sanctioned or expelled at the discretion of the organizers, and their details provided to partner institutions and events.<br />
<br />
Harassment includes offensive verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, sexual and or discriminatory images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.<br />
<br />
Participants asked, by anyone, to stop any harassing behavior are expected to comply immediately.<br />
<br />
If a participant engages in harassing behavior, the organizers may take any action they deem appropriate, including warning the offender or immediate expulsion from the event. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the event staff immediately.<br />
<br />
Event staff can be identified by their name badges, and will help participants contact security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference.<br />
(This code of conduct is adapted from the LDCX, Digital Library Federation and Project Hydra)<br />
<br />
== About Code4Lib NorCal ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45335Code4Lib Norcal 20172017-06-21T23:40:04Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib NorCal Summer 2017 Meeting =<br />
August 10th, 2017 || 9 AM to 5 PM || Lathrop Library on the Stanford University campus<br />
<br />
Link to this page: http://bit.ly/C4LNorCal2017<br />
<br />
== About ==<br />
<br />
We're holding a free Code4Lib Northern California (NorCal) regional meeting & unconference on '''August 10, 2017'''. This meeting will be held at '''Lathrop Library, Room 282, Stanford University''' (518 Memorial Way, Stanford, CA 94305). <br />
<br />
The day will be a mix of planned and impromptu sessions, workshops, lightning talks, and break-outs. We welcome all participants and folks with any interest in Code4Lib Community and/or library technology.<br />
<br />
== Schedule & Call for Sessions ==<br />
<br />
We want this event to be a mix of both unscheduled and impromptu sessions as well as prepared workshops and presentations. This can help bring folks together to work, learn and play, but also frame the work (and play) being done.<br />
<br />
Below is our general schedule for the Code4Lib NorCal 2017 Event, but you’re encouraged to read and add your ideas, proposals, interest, or comments to [https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing our interactive Schedule Google Doc]<br />
<br />
* 8 - 9 AM: Space Setup<br />
* 9 - 9:45 AM: Breakfast / General Free Time<br />
* 9:45 - 10 AM: Full Group: Introductions<br />
* 10 - Noon: Full Group: Lightning Talks<br />
* Noon - 1:30 PM: Lunch (on your own)<br />
* 1:30 - 2:45 PM: Workshops & Break-outs<br />
* 2:45 - 3 PM: Transition / Break<br />
* 3 - 4:15 PM: Workshops & Break-outs<br />
* 4:15 - 4:30 PM: Transition / Break<br />
* 4:30 - 5 PM: Full Group: Wrap-up & Planning Code4Lib NorCal Going Forward<br />
* 5 - 6 PM: Tear down<br />
<br />
We are currently calling for folks to propose lightning talks, workshops, or informal breakout sessions. You can propose any of these in our schedule document, linked to below. The interactive schedule will have any proposed sessions, a place to express interest in breakouts or workshops, and our list of lightning talks! Explanations of the format and mix of impromptu and prepared sessions can be found in that interactive schedule. There will be a chance to propose a few limited sessions at the event as well.<br />
<br />
[https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing Interactive Schedule Google Doc]<br />
<br />
== Registration Link ==<br />
<br />
Please register [https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform here]. Note that registration is free, but we do have a few requests:<br />
<br />
# you will be expected to follow the Code4Lib NorCal Code of Conduct;<br />
# if you are unable to attend, please let us know so we can keep our numbers up to date;<br />
# we will close registration 1 week before the event or when we hit our maximum registration number (whichever occurs first) so register now!<br />
<br />
[https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform Registration form]<br />
<br />
== Getting to + around Stanford == <br />
<br />
There are helpful maps, travel directions, parking options, and public transit options for getting to the Stanford University campus listed here: https://visit.stanford.edu/plan/index.html Some parking-specific information is also here: https://transportation.stanford.edu/parking/purchase-a-parking-permit/visitors<br />
<br />
In particular, note that the Stanford University campus has a free campus bus system: the [http://transportation.stanford.edu/marguerite/ Marguerite Shuttle], which also connects with the Palo Alto Transit Center (the Palo Alto Caltrain stop), a few stops in front of Lathrop Library, as well as other places on campus. Use the link to find maps, timetables, and other information on this free shuttle.<br />
<br />
Stanford University's Parking and Transportation Services office recommends Zoute ([https://itunes.apple.com/app/zoute/id836348718?ign-mpt=uo%3D5 iPhone/iPad], [https://play.google.com/store/apps/details?id=me.zoute&hl=en Android]) for integrated, offline access to schedules for BART, Caltrain, Muni, SamTrans, VTA, and the Stanford Marguerite Shuttle. <br />
<br />
=== Map of the Stanford Campus & Lathrop Library: ===<br />
<br />
We are meeting in room 282 of Lathrop Library (518 Memorial Way, Stanford, CA 94305):<br />
<br />
https://drive.google.com/open?id=10k2vW0_FPuAnQsCYHzxcK-iKfdw&usp=sharing<br />
<br />
== NorCal Event & Planning Contacts ==<br />
<br />
If you have any questions or concerns about this meeting, you can contact us:<br />
<br />
* on the #norcal channel on the [http://code4lib.org/slack Code4Lib Slack];<br />
* on the [https://groups.google.com/forum/#!forum/code4lib-norcal Code4Lib NorCal Google Group];<br />
* or email [mailto:cabeer@stanford.edu Chris Beer] and [mailto:cmharlow@stanford.edu Christina Harlow] directly.<br />
<br />
If you would like to help with planning, thank you! We are keeping all planning information, confirmed details, and participation steps is in this open Google document:<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Planning Working Document in Google Drive]<br />
<br />
Feel free to add a comment or volunteer to take a task on. And thank you!<br />
<br />
== Expectation of Code4Lib NorCal Participants and Code4Lib NorCal Event Code of Conduct ==<br />
<br />
Code4Lib Norcal is an inclusive, friendly and safe collaboration opportunity. Code4Lib Norcal was conceived and executed as a collaborative, community focused effort from its beginnings, committed to openness and transparency in all that it does: code, designs, discussions. We are equally committed to helpful and respectful communication.<br />
<br />
Code4Lib Norcal and Stanford University are dedicated to providing a harassment-free conference experience for everyone regardless of gender, gender expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of event participants in any form. Sexual or discriminatory language and imagery is not appropriate for any event venue, including talks and associated social events. Participants at an event violating these rules may be sanctioned or expelled at the discretion of the organizers, and their details provided to partner institutions and events.<br />
<br />
Harassment includes offensive verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, sexual and or discriminatory images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.<br />
<br />
Participants asked, by anyone, to stop any harassing behavior are expected to comply immediately.<br />
<br />
If a participant engages in harassing behavior, the organizers may take any action they deem appropriate, including warning the offender or immediate expulsion from the event. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the event staff immediately.<br />
<br />
Event staff can be identified by their name badges, and will help participants contact security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference.<br />
(This code of conduct is adapted from the LDCX, Digital Library Federation and Project Hydra)<br />
<br />
== About Code4Lib NorCal ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45334Code4Lib Norcal 20172017-06-21T23:08:38Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib NorCal Summer 2017 Meeting =<br />
August 10th, 2017 || 9 AM to 5 PM || Lathrop Library on the Stanford University campus<br />
<br />
Link to this page: http://bit.ly/C4LNorCal2017<br />
<br />
== About ==<br />
<br />
We're holding a free Code4Lib Northern California (NorCal) regional meeting & unconference on '''August 10, 2017'''. This meeting will be held at '''Lathrop Library, Room 282, Stanford University'''. <br />
<br />
The day will be a mix of planned and impromptu sessions, workshops, lightning talks, and break-outs. We welcome all participants and folks with any interest in Code4Lib Community and/or library technology.<br />
<br />
== Schedule & Call for Sessions ==<br />
<br />
We want this event to be a mix of both unscheduled and impromptu sessions as well as prepared workshops and presentations. This can help bring folks together to work, learn and play, but also frame the work (and play) being done.<br />
<br />
Below is our general schedule for the Code4Lib NorCal 2017 Event, but you’re encouraged to read and add your ideas, proposals, interest, or comments to [https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing our interactive Schedule Google Doc]<br />
<br />
* 8 - 9 AM: Space Setup<br />
* 9 - 9:45 AM: Breakfast / General Free Time<br />
* 9:45 - 10 AM: Full Group: Introductions<br />
* 10 - Noon: Full Group: Lightning Talks<br />
* Noon - 1:30 PM: Lunch (on your own)<br />
* 1:30 - 2:45 PM: Workshops & Break-outs<br />
* 2:45 - 3 PM: Transition / Break<br />
* 3 - 4:15 PM: Workshops & Break-outs<br />
* 4:15 - 4:30 PM: Transition / Break<br />
* 4:30 - 5 PM: Full Group: Wrap-up & Planning Code4Lib NorCal Going Forward<br />
* 5 - 6 PM: Tear down<br />
<br />
We are currently calling for folks to propose lightning talks, workshops, or informal breakout sessions. You can propose any of these in our schedule document, linked to below. The interactive schedule will have any proposed sessions, a place to express interest in breakouts or workshops, and our list of lightning talks! Explanations of the format and mix of impromptu and prepared sessions can be found in that interactive schedule. There will be a chance to propose a few limited sessions at the event as well.<br />
<br />
[https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing Interactive Schedule Google Doc]<br />
<br />
== Registration Link ==<br />
<br />
Please register [https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform here]. Note that registration is free, but we do have a few requests:<br />
<br />
# you will be expected to follow the Code4Lib NorCal Code of Conduct;<br />
# if you are unable to attend, please let us know so we can keep our numbers up to date;<br />
# we will close registration 1 week before the event or when we hit our maximum registration number (whichever occurs first) so register now!<br />
<br />
[https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform Registration form]<br />
<br />
== Getting to + around Stanford == <br />
<br />
Here is some information to get to Stanford:<br />
<br />
Here is a map of the Stanford Campus for getting to Lathrop Library:<br />
<br />
Note: the Marguerite buses are free to ride on the Stanford campus (include a link to the bus maps and schedules).<br />
<br />
== NorCal Event & Planning Contacts ==<br />
<br />
If you have any questions or concerns about this meeting, you can contact us:<br />
<br />
* on the #norcal channel on the Code4Lib Slack;<br />
* on the Code4Lib NorCal Google Group;<br />
* or email Chris Beer and Christina Harlow directly.<br />
<br />
If you would like to help with planning, thank you! We are keeping all planning information, confirmed details, and participation steps is in this open Google document:<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Planning Working Document in Google Drive]<br />
<br />
Feel free to add a comment or volunteer to take a task on. And thank you!<br />
<br />
== Expectation of Code4Lib NorCal Participants and Code4Lib NorCal Event Code of Conduct ==<br />
<br />
Code4Lib Norcal is an inclusive, friendly and safe collaboration opportunity. Code4Lib Norcal was conceived and executed as a collaborative, community focused effort from its beginnings, committed to openness and transparency in all that it does: code, designs, discussions. We are equally committed to helpful and respectful communication.<br />
<br />
Code4Lib Norcal and Stanford University are dedicated to providing a harassment-free conference experience for everyone regardless of gender, gender expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of event participants in any form. Sexual or discriminatory language and imagery is not appropriate for any event venue, including talks and associated social events. Participants at an event violating these rules may be sanctioned or expelled at the discretion of the organizers, and their details provided to partner institutions and events.<br />
<br />
Harassment includes offensive verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, sexual and or discriminatory images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.<br />
<br />
Participants asked, by anyone, to stop any harassing behavior are expected to comply immediately.<br />
<br />
If a participant engages in harassing behavior, the organizers may take any action they deem appropriate, including warning the offender or immediate expulsion from the event. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the event staff immediately.<br />
<br />
Event staff can be identified by their name badges, and will help participants contact security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference.<br />
(This code of conduct is adapted from the LDCX, Digital Library Federation and Project Hydra)<br />
<br />
== About Code4Lib NorCal ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45333Code4Lib Norcal 20172017-06-21T23:04:26Z<p>ChristinaHarlow: adding info on talks</p>
<hr />
<div>= Code4Lib NorCal Summer 2017 Meeting =<br />
August 10th, 2017 || 9 AM to 5 PM || Lathrop Library on the Stanford University campus<br />
<br />
Link to this page: http://bit.ly/C4LNorCal2017<br />
<br />
== About ==<br />
<br />
We're holding a free Code4Lib Northern California (NorCal) regional meeting & unconference on '''August 10, 2017'''. This meeting will be held at '''Lathrop Library, Room 282, Stanford University'''. <br />
<br />
The day will be a mix of planned and impromptu sessions, workshops, lightning talks, and break-outs. We welcome all participants and folks with any interest in Code4Lib Community and/or library technology.<br />
<br />
== Call for Sessions ==<br />
<br />
We are currently calling for folks to propose lightning talks, workshops, or informal breakout sessions. You can propose any of these in our schedule document, linked to below. The interactive schedule will have any proposed sessions, a place to express interest in breakouts or workshops, and our list of lightning talks! Explanations of the format and mix of impromptu and prepared sessions can be found in that interactive schedule. There will be a chance to propose a few limited sessions at the event as well.<br />
<br />
[https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing Interactive Schedule Google Doc]<br />
<br />
== Registration Link ==<br />
<br />
Please register [https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform here]. Note that registration is free, but we do have a few requests:<br />
<br />
# you will be expected to follow the Code4Lib NorCal Code of Conduct;<br />
# if you are unable to attend, please let us know so we can keep our numbers up to date;<br />
# we will close registration 1 week before the event or when we hit our maximum registration number (whichever occurs first) so register now!<br />
<br />
[https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform Registration form]<br />
<br />
== Schedule ==<br />
<br />
We want this event to be a mix of both unscheduled and impromptu sessions as well as prepared workshops and presentations. This can help bring folks together to work, learn and play, but also frame the work (and play) being done.<br />
<br />
Below is the general schedule for the Code4Lib NorCal 2017 Event, but you’re encouraged to read and add your ideas, proposals, interest, or comments to the interactive schedule in the linked Google Document.<br />
<br />
== Getting to + around Stanford == <br />
<br />
Here is some information to get to Stanford:<br />
<br />
Here is a map of the Stanford Campus for getting to Lathrop Library:<br />
<br />
Note: the Marguerite buses are free to ride on the Stanford campus (include a link to the bus maps and schedules).<br />
<br />
== NorCal Event & Planning Contacts ==<br />
<br />
If you have any questions or concerns about this meeting, you can contact us:<br />
<br />
* on the #norcal channel on the Code4Lib Slack;<br />
* on the Code4Lib NorCal Google Group;<br />
* or email Chris Beer and Christina Harlow directly.<br />
<br />
If you would like to help with planning, thank you! We are keeping all planning information, confirmed details, and participation steps is in this open Google document:<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Planning Working Document in Google Drive]<br />
<br />
Feel free to add a comment or volunteer to take a task on. And thank you!<br />
<br />
== Expectation of Code4Lib NorCal Participants and Code4Lib NorCal Event Code of Conduct ==<br />
<br />
Code4Lib Norcal is an inclusive, friendly and safe collaboration opportunity. Code4Lib Norcal was conceived and executed as a collaborative, community focused effort from its beginnings, committed to openness and transparency in all that it does: code, designs, discussions. We are equally committed to helpful and respectful communication.<br />
<br />
Code4Lib Norcal and Stanford University are dedicated to providing a harassment-free conference experience for everyone regardless of gender, gender expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of event participants in any form. Sexual or discriminatory language and imagery is not appropriate for any event venue, including talks and associated social events. Participants at an event violating these rules may be sanctioned or expelled at the discretion of the organizers, and their details provided to partner institutions and events.<br />
<br />
Harassment includes offensive verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, sexual and or discriminatory images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.<br />
<br />
Participants asked, by anyone, to stop any harassing behavior are expected to comply immediately.<br />
<br />
If a participant engages in harassing behavior, the organizers may take any action they deem appropriate, including warning the offender or immediate expulsion from the event. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the event staff immediately.<br />
<br />
Event staff can be identified by their name badges, and will help participants contact security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference.<br />
(This code of conduct is adapted from the LDCX, Digital Library Federation and Project Hydra)<br />
<br />
== About Code4Lib NorCal ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45332Code4Lib Norcal 20172017-06-21T23:01:35Z<p>ChristinaHarlow: added link to the schedule</p>
<hr />
<div>= Code4Lib NorCal Summer 2017 Meeting =<br />
August 10th, 2017 || 9 AM to 5 PM || Lathrop Library on the Stanford University campus<br />
<br />
Link to this page: http://bit.ly/C4LNorCal2017<br />
<br />
== About ==<br />
<br />
We're holding a free Code4Lib Northern California (NorCal) regional meeting & unconference on '''August 10, 2017'''. This meeting will be held at '''Lathrop Library, Room 282, Stanford University'''. <br />
<br />
The day will be a mix of planned and impromptu sessions, workshops, lightning talks, and break-outs. We welcome all participants and folks with any interest in Code4Lib Community and/or library technology.<br />
<br />
== Call for Sessions ==<br />
<br />
Use the interactive schedule (linked below) to view the proposed and prepared sessions, express interest in breakouts, sign up for a lightning talk, or propose your own sessions! Explanations of the format and mix of impromptu and prepared sessions can be found in that interactive schedule. There will be a chance to propose sessions at the event as well.<br />
<br />
[https://docs.google.com/document/d/1A2WB1G9X4ejP1DdvabUP9asiVOy6OyRWfR61anooDik/edit?usp=sharing Interactive Schedule Google Doc]<br />
<br />
== Registration Link ==<br />
<br />
Please register [https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform here]. Note that registration is free, but we do have a few requests:<br />
<br />
# you will be expected to follow the Code4Lib NorCal Code of Conduct;<br />
# if you are unable to attend, please let us know so we can keep our numbers up to date;<br />
# we will close registration 1 week before the event or when we hit our maximum registration number (whichever occurs first) so register now!<br />
<br />
[https://docs.google.com/a/stanford.edu/forms/d/e/1FAIpQLSeziGtWbsA2FqxD5W_D6xmMnVGCK9LT-6zOdO_Em-qKk317_Q/viewform Registration form]<br />
<br />
== Schedule ==<br />
<br />
We want this event to be a mix of both unscheduled and impromptu sessions as well as prepared workshops and presentations. This can help bring folks together to work, learn and play, but also frame the work (and play) being done.<br />
<br />
Below is the general schedule for the Code4Lib NorCal 2017 Event, but you’re encouraged to read and add your ideas, proposals, interest, or comments to the interactive schedule in the linked Google Document.<br />
<br />
== Getting to + around Stanford == <br />
<br />
Here is some information to get to Stanford:<br />
<br />
Here is a map of the Stanford Campus for getting to Lathrop Library:<br />
<br />
Note: the Marguerite buses are free to ride on the Stanford campus (include a link to the bus maps and schedules).<br />
<br />
== NorCal Event & Planning Contacts ==<br />
<br />
If you have any questions or concerns about this meeting, you can contact us:<br />
<br />
* on the #norcal channel on the Code4Lib Slack;<br />
* on the Code4Lib NorCal Google Group;<br />
* or email Chris Beer and Christina Harlow directly.<br />
<br />
If you would like to help with planning, thank you! We are keeping all planning information, confirmed details, and participation steps is in this open Google document:<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Planning Working Document in Google Drive]<br />
<br />
Feel free to add a comment or volunteer to take a task on. And thank you!<br />
<br />
== Expectation of Code4Lib NorCal Participants and Code4Lib NorCal Event Code of Conduct ==<br />
<br />
Code4Lib Norcal is an inclusive, friendly and safe collaboration opportunity. Code4Lib Norcal was conceived and executed as a collaborative, community focused effort from its beginnings, committed to openness and transparency in all that it does: code, designs, discussions. We are equally committed to helpful and respectful communication.<br />
<br />
Code4Lib Norcal and Stanford University are dedicated to providing a harassment-free conference experience for everyone regardless of gender, gender expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of event participants in any form. Sexual or discriminatory language and imagery is not appropriate for any event venue, including talks and associated social events. Participants at an event violating these rules may be sanctioned or expelled at the discretion of the organizers, and their details provided to partner institutions and events.<br />
<br />
Harassment includes offensive verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, sexual and or discriminatory images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.<br />
<br />
Participants asked, by anyone, to stop any harassing behavior are expected to comply immediately.<br />
<br />
If a participant engages in harassing behavior, the organizers may take any action they deem appropriate, including warning the offender or immediate expulsion from the event. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the event staff immediately.<br />
<br />
Event staff can be identified by their name badges, and will help participants contact security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference.<br />
(This code of conduct is adapted from the LDCX, Digital Library Federation and Project Hydra)<br />
<br />
== About Code4Lib NorCal ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45329Code4Lib Norcal 20172017-06-21T20:39:10Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib NorCal Summer 2017 Meeting =<br />
August 10th, 2017 || 9 AM to 5 PM || Lathrop Library on the Stanford University campus<br />
<br />
Link to this page: http://bit.ly/C4LNorCal2017<br />
<br />
== About ==<br />
<br />
We're holding a free Code4Lib Northern California (NorCal) regional meeting & unconference on '''August 10, 2017'''. This meeting will be held at '''Lathrop Library, Room 282, Stanford University'''. <br />
<br />
The day will be a mix of planned and impromptu sessions, workshops, lightning talks, and break-outs. We welcome all participants and folks with any interest in Code4Lib Community and/or library technology.<br />
<br />
== Call for Sessions ==<br />
<br />
Use the interactive schedule (linked below) to view the proposed and prepared sessions, express interest in breakouts, sign up for a lightning talk, or propose your own sessions! Explanations of the format and mix of impromptu and prepared sessions can be found in that interactive schedule. There will be a chance to propose sessions at the event as well.<br />
<br />
[ interactive schedule doc ]<br />
<br />
== Registration Link ==<br />
<br />
Please register here. Note that registration is free, but we do have a few requests:<br />
<br />
# you will be expected to follow the Code4Lib NorCal Code of Conduct;<br />
# if you are unable to attend, please let us know so we can keep our numbers up to date;<br />
# we will close registration 1 week before the event or when we hit our maximum registration number (whichever occurs first) so register now!<br />
<br />
[ registration embed/link ]<br />
<br />
== Schedule ==<br />
<br />
We want this event to be a mix of both unscheduled and impromptu sessions as well as prepared workshops and presentations. This can help bring folks together to work, learn and play, but also frame the work (and play) being done.<br />
<br />
Below is the general schedule for the Code4Lib NorCal 2017 Event, but you’re encouraged to read and add your ideas, proposals, interest, or comments to the interactive schedule in the linked Google Document.<br />
<br />
== Getting to + around Stanford == <br />
<br />
Here is some information to get to Stanford:<br />
<br />
Here is a map of the Stanford Campus for getting to Lathrop Library:<br />
<br />
Note: the Marguerite buses are free to ride on the Stanford campus (include a link to the bus maps and schedules).<br />
<br />
== NorCal Event & Planning Contacts ==<br />
<br />
If you have any questions or concerns about this meeting, you can contact us:<br />
<br />
* on the #norcal channel on the Code4Lib Slack;<br />
* on the Code4Lib NorCal Google Group;<br />
* or email Chris Beer and Christina Harlow directly.<br />
<br />
If you would like to help with planning, thank you! We are keeping all planning information, confirmed details, and participation steps is in this open Google document:<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Planning Working Document in Google Drive]<br />
<br />
Feel free to add a comment or volunteer to take a task on. And thank you!<br />
<br />
== Expectation of Code4Lib NorCal Participants and Code4Lib NorCal Event Code of Conduct ==<br />
<br />
Code4Lib Norcal is an inclusive, friendly and safe collaboration opportunity. Code4Lib Norcal was conceived and executed as a collaborative, community focused effort from its beginnings, committed to openness and transparency in all that it does: code, designs, discussions. We are equally committed to helpful and respectful communication.<br />
<br />
Code4Lib Norcal and Stanford University are dedicated to providing a harassment-free conference experience for everyone regardless of gender, gender expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of event participants in any form. Sexual or discriminatory language and imagery is not appropriate for any event venue, including talks and associated social events. Participants at an event violating these rules may be sanctioned or expelled at the discretion of the organizers, and their details provided to partner institutions and events.<br />
<br />
Harassment includes offensive verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, sexual and or discriminatory images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.<br />
<br />
Participants asked, by anyone, to stop any harassing behavior are expected to comply immediately.<br />
<br />
If a participant engages in harassing behavior, the organizers may take any action they deem appropriate, including warning the offender or immediate expulsion from the event. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the event staff immediately.<br />
<br />
Event staff can be identified by their name badges, and will help participants contact security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference.<br />
(This code of conduct is adapted from the LDCX, Digital Library Federation and Project Hydra)<br />
<br />
== About Code4Lib NorCal ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45327Code4Lib Norcal 20172017-06-21T20:35:58Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib NorCal Summer 2017 Meeting =<br />
August 10th, 2017 || 9 AM to 5 PM || Lathrop Library on the Stanford University campus<br />
<br />
Link to this page: http://bit.ly/C4LNorCal2017<br />
<br />
== About ==<br />
<br />
We're holding a free Code4Lib Northern California (NorCal) regional meeting & unconference on '''August 10, 2017'''. This meeting will be held at '''Lathrop Library, Room 282, Stanford University'''. <br />
<br />
The day will be a mix of planned and impromptu sessions, workshops, lightning talks, and break-outs. We welcome all participants and folks with any interest in Code4Lib Community and/or library technology.<br />
<br />
== Call for Sessions ==<br />
<br />
Use the interactive schedule (linked below) to view the proposed and prepared sessions, express interest in breakouts, sign up for a lightning talk, or propose your own sessions! Explanations of the format and mix of impromptu and prepared sessions can be found in that interactive schedule. There will be a chance to propose sessions at the event as well.<br />
<br />
[ interactive schedule doc ]<br />
<br />
== Registration Link ==<br />
<br />
Please register here. Note that registration is free, but we do have a few requests:<br />
1. you will be expected to follow the Code4Lib NorCal Code of Conduct;<br />
2. if you are unable to attend, please let us know so we can keep our numbers up to date;<br />
3. we will close registration 1 week before the event or when we hit our maximum registration number (whichever occurs first) so register now!<br />
<br />
[ registration embed/link ]<br />
<br />
== Schedule ==<br />
<br />
We want this event to be a mix of both unscheduled and impromptu sessions as well as prepared workshops and presentations. This can help bring folks together to work, learn and play, but also frame the work (and play) being done.<br />
<br />
Below is the general schedule for the Code4Lib NorCal 2017 Event, but you’re encouraged to read and add your ideas, proposals, interest, or comments to the interactive schedule in the linked Google Document.<br />
<br />
== Getting to + around Stanford == <br />
<br />
Here is some information to get to Stanford:<br />
<br />
Here is a map of the Stanford Campus for getting to Lathrop Library:<br />
<br />
Note: the Marguerite buses are free to ride on the Stanford campus (include a link to the bus maps and schedules).<br />
<br />
== Expectation of Code4Lib NorCal Participants and Code4Lib NorCal Event Code of Conduct ==<br />
<br />
<br />
<br />
== NorCal Event & Planning Contacts ==<br />
<br />
If you have any questions or concerns about this meeting, you can contact us:<br />
- on the #norcal channel on the Code4Lib Slack;<br />
- on the Code4Lib NorCal Google Group;<br />
- or email Chris Beer and Christina Harlow directly.<br />
<br />
If you would like to help with planning, thank you! We are keeping all planning information, confirmed details, and participation steps is in this open Google document:<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Planning Working Document in Google Drive]<br />
<br />
Feel free to add a comment or volunteer to take a task on. And thank you!<br />
<br />
== About Code4Lib NorCal ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45326Code4Lib Norcal 20172017-06-21T20:28:32Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib NorCal Summer 2017 Meeting =<br />
August 10th, 2017 || 9 AM to 5 PM || Lathrop Library on the Stanford University campus<br />
<br />
Link to this page: <br />
<br />
== About ==<br />
<br />
We're holding a free Code4Lib Northern California (NorCal) regional meeting & unconference on August 10, 2017. This meeting will be held at Lathrop Library, Stanford University. The day will be a mix of scheduled/planned and impromptu sessions, workshops, lightning talks, and break-outs.<br />
<br />
== Call for Sessions ==<br />
<br />
<br />
<br />
== Registration Link ==<br />
<br />
<br />
== Schedule ==<br />
<br />
<br />
== Information about getting to + around Stanford == <br />
<br />
Here is some information to get to Stanford:<br />
<br />
Here is a map of the Stanford Campus for getting to Lathrop Library:<br />
<br />
Note: the Marguerite buses are free to ride on the Stanford campus (include a link to the bus maps and schedules).<br />
<br />
== Expectation of Code4Lib NorCal Participants and Code4Lib NorCal Event Code of Conduct ==<br />
<br />
<br />
<br />
== NorCal Event & Planning Contacts ==<br />
<br />
If you have any questions or concerns about this meeting, you can contact us:<br />
- on the #norcal channel on the Code4Lib Slack;<br />
- on the Code4Lib NorCal Google Group;<br />
- or email Chris Beer and Christina Harlow directly.<br />
<br />
If you would like to help with planning, thank you! We are keeping all planning information, confirmed details, and participation steps is in this open Google document:<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Planning Working Document in Google Drive]<br />
<br />
Feel free to add a comment or volunteer to take a task on. And thank you!<br />
<br />
== About Code4Lib NorCal ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45281Code4Lib Norcal 20172017-06-12T16:55:00Z<p>ChristinaHarlow: re-ordered, removed possible as date is confirmed</p>
<hr />
<div>== About this Page ==<br />
<br />
Planning information, confirmed details, and participation steps for possible Code4Lib Northern California event(s) in 2017 are kept below. Help out with planning or get more details for this event in the communication channels listed below.<br />
<br />
== 2017 Code4Lib NorCal Events ==<br />
<br />
=== Code4Lib NorCal August 10 2017 Meeting ===<br />
<br />
Code4Lib Northern California (NorCal) regional meeting '''this August 10th, 2017''' at Stanford University. The plan is to hold a 1-day unconference similar to previous Code4Lib NorCal Code4Lib Regional meetings. This meeting will be unconference-y in nature, with some structure prepared before, but day-of proposals encouraged. Sessions could include lightning talks, scoped workshops, breakout sessions, and hackathons.<br />
<br />
Below is the planning document for this August 10th meeting at Stanford. Feel free to jump into the planning efforts - we want all the collaboration we can get!<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Link to the Planning Working Document in Google Drive]<br />
<br />
== More Information on Code4Lib NorCal & Group Communication ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45280Code4Lib Norcal 20172017-06-12T16:40:54Z<p>ChristinaHarlow: added date for august 2017 event</p>
<hr />
<div>== About this Page ==<br />
<br />
Next Meeting: Code4Lib Northern California (NorCal) regional meeting '''this August 10th, 2017''' at Stanford University. The plan is to hold a 1-day unconference similar to previous Code4Lib NorCal Code4Lib Regional meetings. This meeting will be unconference-y in nature, with some structure prepared before, but day-of proposals encouraged. Sessions could include lightning talks, scoped workshops, breakout sessions, and hackathons.<br />
<br />
Planning information, confirmed details, and participation steps for possible Code4Lib Northern California event(s) in 2017 are kept below. Help out with planning or get more details for this event in the communication channels listed below.<br />
<br />
== More Information on Code4Lib NorCal & Group Communication ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
== 2017 Code4Lib NorCal Events ==<br />
<br />
=== Code4Lib NorCal August 10 2017 Meeting ===<br />
<br />
Below is the planning document for a possible Code4Lib Nor Cal 2017 Event this August 10th at Stanford. Feel free to jump into the planning efforts - we want all the collaboration we can get!<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Link to the Planning Working Document in Google Drive]<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45244Code4Lib Norcal 20172017-05-26T18:52:51Z<p>ChristinaHarlow: Added category NorCal</p>
<hr />
<div>== About this Page ==<br />
<br />
Planning information, confirmed details, and participation steps for possible Code4Lib Northern California event(s) in 2017 will be kept here. A preliminary proposal for a late summer (August) 2017 event is being worked on in the communication channels listed below.<br />
<br />
== More Information on Code4Lib NorCal & Group Communication ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
== 2017 Code4Lib NorCal Events ==<br />
<br />
=== WIP: Code4Lib NorCal August 2017 Meeting ===<br />
<br />
Below is the planning document for a possible Code4Lib Nor Cal 2017 Event this August at Stanford. Feel free to jump into the planning efforts - we want all the collaboration we can get!<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Link to the Planning Working Document in Google Drive]<br />
<br />
[[Category:Code4Lib Norcal]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Code4Lib_Norcal_2017&diff=45243Code4Lib Norcal 20172017-05-26T18:43:29Z<p>ChristinaHarlow: created page for code4lib norcal 2017 event planning</p>
<hr />
<div>== About this Page ==<br />
<br />
Planning information, confirmed details, and participation steps for possible Code4Lib Northern California event(s) in 2017 will be kept here. A preliminary proposal for a late summer (August) 2017 event is being worked on in the communication channels listed below.<br />
<br />
== More Information on Code4Lib NorCal & Group Communication ==<br />
<br />
For more information on Code4Lib Northern California, [https://wiki.code4lib.org/Category:Code4Lib_Norcal review this collection of pages which also has details from past events], [https://groups.google.com/forum/#!forum/code4lib-norcal join the Code4Lib NorCal Google Group], and/or [http://code4lib.org/slack join the Code4Lib #norcal Slack Channel].<br />
<br />
If you want to propose, collaborate on planning, or support Code4Lib Northern California event(s) in 2017 or in the future, use the [https://groups.google.com/forum/#!forum/code4lib-norcal Google Group] and/or [http://code4lib.org/slack the Slack channel] to alert your regional neighbors (who can help, give feedback, highlight possible schedule conflicts, etc.).<br />
<br />
== 2017 Code4Lib NorCal Events ==<br />
<br />
=== WIP: Code4Lib NorCal August 2017 Meeting ===<br />
<br />
Below is the planning document for a possible Code4Lib Nor Cal 2017 Event this August at Stanford. Feel free to jump into the planning efforts - we want all the collaboration we can get!<br />
<br />
[https://docs.google.com/document/d/1ynWw5kzQZS18K74ZYPR_Tt61iz_RjUnHTH_ExtW5g28/edit?usp=sharing Link to the Planning Working Document in Google Drive]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=2017_Conference_Committees&diff=444212017 Conference Committees2016-09-29T20:08:41Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib 2017 Conference Committees =<br />
<br />
Call for Volunteers coming soon.<br />
<br />
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 2017 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.<br />
<br />
We will assign a local contact (LPC) to each committee.<br />
<br />
== Location and Dates ==<br />
<br />
* Location: Southern California<br />
* Dates: Coming soon<br />
** Pre-conferences: Coming Soon <br />
** Main meeting: Coming Soon <br />
** Post conference activities: Coming Soon<br />
<br />
== Local Planning Committee ==<br />
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.<br />
<br />
* [mailto:glt@library.ucla.edu Gary Thompson], UCLA - Primary Contact<br />
* [mailto:JGomez@getty.edu Joshua Gomez], The Getty - Secondary Contact<br />
* [mailto:cgordon@chillco.com Cary Gordon], Cherry Hill Company - Tertiary Contact<br />
* [mailto:christina.salazar@csuci.edu Christina Salazar], California State University Channel Islands - Tertiary Contact<br />
* [mailto:brian-rogers@utc.edu Brian Rogers], University of Tennessee at Chattanooga - Documentarian<br />
* [mailto:acollier@calstate.edu Aaron Collier], California State University<br />
* [mailto:jsabol@marymountcalifornia.edu Jeffrey Sabol], Marymount California University<br />
* [mailto:gmcharlt@gmail.com Galen Charlton], Equinox Software<br />
* [mailto:mary.jinglewski@gmail.com Mary Jinglewski], Equinox Software<br />
* [mailto:andrea-schurr@utc.edu Andrea Schurr], University of Tennessee at Chattanooga<br />
* [mailto:robin.m.fay@gmail.com Robin Fay], Independent Metadata Contractor<br />
* [mailto:wendy.hagenmaier Wendy Hagenmaier], Georgia Tech<br />
<br />
== Website Working Group ==<br />
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). <br />
<br />
[[2017 Website Working Group Documents|2017 Website Working Group Documents]]<br />
<br />
* [mailto:JGomez@getty.edu Joshua Gomez] - Primary Contact aka Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* [mailto:robin.m.fay@gmail.com Robin Fay] - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* [mailto:steven-shelton@utc.edu Steven Shelton] - Volunteer<br />
* [mailto:shaune@princeton.edu Shaun Ellis] - Volunteer or Documentarian (will figure it out after initial call)<br />
* [mailto:phette23@gmail.com Eric Phetteplace] - Volunteer<br />
* [mailto:lukeaeschleman@gmail.com Luke Aeschleman] - Volunteer<br />
* [mailto:sgritz@lmu.edu Stephanie Gritz] - Volunteer<br />
<br />
== Budget and Sponsorship Planning Committee ==<br />
This group will focus on making sure we are appropriately planning for budgetary issues. This group will work involves working with the LPC to close budget gaps and talking to potential sponsors to find the level that is right for them. <br />
<br />
[[2017 Budget and Sponsorship Documents|2017 Budget and Sponsorship Documents]]<br />
<br />
* [mailto:glt@library.ucla.edu Gary Thompson] - Primary Contact aka Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* [mailto:jsabol@marymountcalifornia.edu Jeffrey Sabol] - Local Planning Contact (Southern California)<br />
* [mailto:mary.jinglewski@gmail.com Mary Jinglewski] - Local Planning Contact (Chattanooga)<br />
* [mailto:gmcharlt@gmail.com Galen Charlton] - Documentarian<br />
* [mailto:liblna@emory.edu Laura Akerman] - Volunteer<br />
<br />
== Keynote Committee ==<br />
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.<br />
<br />
[[2017 Keynote Documents|2017 Keynote Documents]]<br />
<br />
* [mailto:norma.palomino@gmail.com Norma Palomino] - Primary Contact aka Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* [mailto:jgomez@getty.edu Joshua Gomez] - Local Planning Contact (Southern California)<br />
* [mailto:brian-rogers@utc.edu Brian Rogers] - Local Planning Contact (Chattanooga)<br />
* [mailto:selenachau@gmail.com Selena Chau] - Documentarian<br />
* [mailto:msandford@colgate.edu Mark Sandford] - Volunteer<br />
<br />
== Pre-conference Committee ==<br />
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.<br />
<br />
[[2017 Pre-conference Documents|2017 Pre-conference Documents]]<br />
<br />
* [mailto:cmharlow@gmail.com Christina Harlow] - Primary Contact aka Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* Your Name Here - Local Planning Contact (Southern California)<br />
* [mailto:andrea-schurr@utc.edu Andrea Schurr] - Local Planning Contact (Chattanooga)<br />
* [mailto:elandav@mail.lib.msu.edu Elisa Landaverde] (Michigan State University) - Documentarian<br />
* [mailto:makw@mail.lib.msu.edu Lucas Mak] (Michigan State University) - Volunteer<br />
<br />
== Program Committee == <br />
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. Committee membership will be capped at 10 members.<br />
<br />
[[2017 Program Documents|2017 Program Documents]]<br />
<br />
* [mailto:whitni.watkins@gmail.com Whitni Watkins] - Primary Contact aka Chair (Analog Devices, Boston-ish) -- Twitter: @_whitni<br />
* [mailto:acollier@calstate.edu Aaron Collier] - Local Planning Contact/Secondary Contact aka Co-Chair (Southern California) -- Twitter: @aaronisbrewing<br />
* [mailto:wendy.hagenmaier@gmail.com Wendy Hagenmaier] - Local Planning Contact (Chattanooga)<br />
* [mailto:katherly@upenn.edu Katherine Lynch] - Volunteer<br />
* [mailto:matt.r.sherman@gmail.com Matt Sherman] - Volunteer<br />
* [mailto:ranti.junus@gmail.com Ranti Junus] - Volunteer (Michigan State University)<br />
* [mailto:akorphan@ncsu.edu Andreas Orphanides] - Volunteer<br />
* [mailto:mbilby@fullerton.edu Mark Bilby] - Volunteer<br />
* [mailto:gpark@siue.edu Sarah Park] - Volunteer<br />
* [mailto:gloria@zepheira.com Gloria Gonzalez] - Volunteer<br />
'''FULL''': Please consider volunteering for one or more of the other committees. Thank you.<br />
<br />
== Scholarship Committee ==<br />
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.<br />
<br />
[[2017 Scholarship Documents|2017 Scholarship Documents]]<br />
<br />
* Your Name Here - Primary Contact aka Chair<br />
* [mailto:jsabol@marymountcalifornia.edu Jeffrey Sabol] - Secondary Contact aka Co-Chair/Local Planning Contact (Southern California)<br />
* [mailto:gmcharlt@gmail.com Galen Charlton] - Local Planning Contact (Chattanooga)<br />
* [mailto:hsherid2@illinois.edu Helenmary Sheridan] - Documentarian (UIUC)<br />
* [mailto:mlemusro@iupui.edu Mairelys Lemus-Rojas] - Volunteer (IUPUI)<br />
* [mailto:jronallo@gmail.com Jason Ronallo] - Volunteer (NCSU Libraries)<br />
<br />
== T-Shirt Committee ==<br />
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.<br />
<br />
[[2017 T-Shirt Documents|2017 T-Shirt Documents]]<br />
<br />
* Your Name Here - Primary Contact aka Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* Your Name Here - Local Planning Contact (Southern California)<br />
* Your Name Here - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* Your Name Here - Volunteer<br />
<br />
== Onsite Volunteer Committee ==<br />
This committee wrangles <s>tributes</s> people to volunteer for the following duties:<br />
<br />
[[2017 Onsite Volunteer Documents|2017 Onsite Volunteer Documents]]<br />
<br />
* Your Name Here - Primary Contact aka Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* Your Name Here - Local Planning Contact (Southern California)<br />
* Your Name Here - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* Your Name Here - Volunteer<br />
<br />
== Social Activities Committee ==<br />
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). <br />
<br />
[[2017 Social Activities Documents|2017 Social Activities Documents]]<br />
<br />
Conference goers - The page you are looking for is at [[2017 Social Activities]]<br />
<br />
* Your Name Here - Primary Contact aka Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* Joshua Gomez - Local Planning Contact(Southern California)<br />
* Your Name Here - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* Your Name Here - Volunteer<br />
<br />
== Streaming Video Committee ==<br />
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.<br />
<br />
[[2017 Streaming Video Documents|2017 Streaming Video Documents]]<br />
<br />
* [[User:DataGazetteer|Peter Murray]] Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* Your Name Here - Local Planning Contact (Southern California)<br />
* Your Name Here - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* Your Name Here - Volunteer<br />
<br />
== Code4Lib 2018 Host Voting Committee ==<br />
This committee organizes the call for hosts for the next annual code4lib conference as well as the voting process. <br />
<br />
[[2018 Host Voting Documents|2018 Host Voting Documents]]<br />
<br />
* Your Name Here - Primary Contact aka Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* Your Name Here - Local Planning Contact (Southern California)<br />
* Your Name Here - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* Your Name Here - Volunteer<br />
<br />
== Wifi and Electrical ==<br />
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. Note that this will largely be handled by the conference management company.<br />
<br />
[[2017 Wifi and Electrical Documents|2017 Wifi and Electrical Documents]]<br />
<br />
* [mailto:cgordon@chillco.com Cary Gordon] - Primary Contact/Local Planning Contact (Southern California)<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* Your Name Here - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* Your Name Here - Volunteer<br />
<br />
== Book Giveaway Committee ==<br />
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).<br />
<br />
[[2017 Book Giveaway Documents|2017 Book Giveaway Documents]]<br />
<br />
* Your Name Here - Primary Contact aka Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* Your Name Here - Local Planning Contact (Southern California)<br />
* Your Name Here - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* Your Name Here - Volunteer<br />
<br />
== IRC and Slack Committee ==<br />
Coordinate with freenode to ensure that the #code4lib IRC & Slack channels can handle the extra traffic during the conference. Also responsible for recruiting and advertising IRC helpers at the conference.<br />
<br />
[[2017 IRC and Slack Documents|2017 IRC and Slack Documents]]<br />
<br />
* Your Name Here - Primary Contact aka Chair<br />
* [mailto:cgordon@chillco.com Cary Gordon] - Local Planning Contact/Secondary Contact aka Co-Chair (Southern California)<br />
* Your Name Here - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* Your Name Here - Volunteer<br />
<br />
== Accessibility Committee ==<br />
Document and address major points of the conference that are not accessible for conference attendees (physical and virtual).<br />
<br />
[[2017 Accessibility Documents|2017 Accessibility Documents]]<br />
<br />
* [mailto:katherly@upenn.edu Katherine Lynch] - Primary Contact aka Chair<br />
* Kate Deibel - Secondary Contact aka Co-Chair<br />
* Your Name Here - Local Planning Contact (Southern California)<br />
* [mailto:brian-rogers@utc.edu Brian Rogers] - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* Brett Bonfield - Volunteer<br />
<br />
== Whatever Committee ==<br />
Not a committee per se. This is a list of people who are willing to help the above committees with various tasks.<br />
<br />
[[2017 Whatever Documents|2017 Whatever Documents]]<br />
<br />
* Your Name Here - Primary Contact aka Chair<br />
* Your Name Here - Secondary Contact aka Co-Chair<br />
* Your Name Here - Local Planning Contact (Southern California)<br />
* Your Name Here - Local Planning Contact (Chattanooga)<br />
* Your Name Here - Documentarian<br />
* Your Name Here - Volunteer<br />
<br />
[[Category:Code4Lib2017]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43936Preconference2016Workspace2016-02-23T13:53:47Z<p>ChristinaHarlow: </p>
<hr />
<div>== Working Documents ==<br />
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. <br />
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.<br />
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.<br />
<br />
== Outstanding Actions Items and Timeframes ==<br />
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before<br />
** Know who support staff is at each location<br />
** Know wifi password / encourage people to only use 1 device on wifi.<br />
* Info for presenters<br />
** Remind speakers to get a head count of attendees.<br />
** Remind speakers to ask people to only use wifi with one device.<br />
** Final list of attendees?<br />
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.<br />
<br />
== Confirmed Details for Preconference Workshops ==<br />
* Agreed: workshop times: AM 9-12, PM 1:30-4:30<br />
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.<br />
<br />
<br />
== Last Meeting ==<br />
Ferbaruy 23th, 11 EST, Google Hangouts<br />
<br />
=== Agenda: ===<br />
* Review of action items (see above)<br />
* Are we okay with status of A/V requests? Any outstanding A/V issues should be noted in Main Working Document, emailed to group. <br />
* When will we have numbers/updated lists from pre-conf only registration?<br />
* Day of help/questions - clear on needs, volunteers?<br />
* ... (add yours here)<br />
<br />
== Seventh Meeting ==<br />
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0<br />
<br />
=== Agenda: ===<br />
* Review of action items (see above)<br />
** Have all the workshop leaders registered (or decided not to attend)? <br />
** What's the status for A/V review and meeting needs?<br />
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?<br />
* Next period for pre-conf (only) registration?<br />
* Day of help/questions<br />
* Shared space for documentation - Getting lists of registrants to the workshop leaders<br />
* Website committee - still needing speaker info? Form?<br />
* ... (add yours here)<br />
<br />
=== Meeting Notes: ===<br />
<br />
* Majority of presenter registrations have been confirmed<br />
** handful of presenters still outstanding: will give them until Monday to get registered<br />
** Christina will ping Erin, Dan?, & Jesse to iron out details<br />
** a few pending cancellations<br />
* Christina will create wiki page with registration numbers<br />
* Franklin Hall East & West may change names on program<br />
<br />
==== A/V Review and Workshop Needs ====<br />
* Eric will review form responses and identify unreasonable A/V requests<br />
* Space Logistics:<br />
** Anna will compile contact info for on site logistics<br />
** Confirm projector for each space<br />
** Confirm Wifi details for each space <br />
** Attendees need to know that they should only sign in to Wifi with one device<br />
** Electrical outlets / extension cords / power strips<br />
** Each space has an A/V contact for help day of<br />
*** CHF has A/V support<br />
*** Franklin Hall<br />
**** developer (can provide support for A/V booth in hall)<br />
**** local institutions will be providing projectors<br />
*** Hotel has professional A/V staff<br />
** Notify all presenters that they should supply their own dongles/adapters<br />
==== Wait List ====<br />
* has (mostly) been resolved<br />
* send room confirmation info to Kathy to resolve outstanding problems<br />
==== Room Switches ====<br />
* make final switch<br />
* room capacity will be the workshop sellout point<br />
* Christina will update the main working document to reflect most current space situation<br />
** doc will be divided into Christina's and Eric's contacts<br />
** this will be the last version of the document<br />
* none of the workshops are currently sold out<br />
==== Participant Lists for Presenters ====<br />
* advance lists help to facilitate a successful workshop<br />
* Concentra has attendee lists<br />
* Workshop registration will close 2 weeks before conference, send attendance lists then<br />
* Attendance information should be posted to website for future workshop planners<br />
* Create page with list of resources, send with list of attendees<br />
* encourage presenters to link to resources in addition to email information<br />
==== Day Of Volunteers ====<br />
* potential volunteers from wiki signups<br />
** http://wiki.code4lib.org/2016_Conference_Committees#Onsite_Volunteer_Committee<br />
** http://wiki.code4lib.org/2016_Conference_Committees#Whatever_Committee<br />
* Make sure people know where to go, shepherding to the right space<br />
* Anna will talk to Luke about maps on the website<br />
* Main registration table will be at hotel, smaller welcome tables at venue with name tags<br />
<br />
== Sixth Meeting==<br />
Google hangout, January 12th<br />
No notes?<br />
== Fifth meeting ==<br />
Google hangout, December 7th, 1:30 PM Eastern<br />
* Waiting on confirmations for two workshops<br />
** Eric will send emails<br />
** Andy will call Matt Christy<br />
* Workshop Information form will only collect A/V requirements<br />
** Presenters should bring their own adapters<br />
** Eric will share draft A/V Info form<br />
** Send to pre-conf leaders after review, within a week, responses by mid-January<br />
** Christina will add already submitted requirements to scheduling document<br />
* Next meeting, January 12th 3pm Eastern<br />
<br />
== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
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. <br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Fourth meeting notes ==<br />
Google hangout, December 3rd, 3:30 PM Eastern time <br />
<br />
=== Voting Results ===<br />
* Preconferences with 6 or fewer votes did not get spots<br />
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings<br />
=== Draft Room Assignments ===<br />
* After minor tweaking, draft room assignments linked from agenda were approved<br />
* Room assignment considerations:<br />
** Hotel wireless will be more reliable than Franklin Hall sites<br />
** There are no preconferences that aren't workshop-y<br />
** Room capacities in assignment list are accurate<br />
=== Contacting session leaders === <br />
* By the end of the day on 12/4...<br />
** Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces<br />
* See agenda for final wording of contact email<br />
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received<br />
** Conference spots for up to 2 presenters per preconference are guaranteed<br />
=== Other agenda items ===<br />
* All other agenda items have been delayed or are no longer relevant<br />
* Next meeting will be at 1:30pm on Monday, December 7th<br />
=== Action Items ===<br />
* Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
* Eric will finalize AV need and speaker profile forms<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=2016_Conference_Volunteers&diff=438792016 Conference Volunteers2016-02-08T16:14:08Z<p>ChristinaHarlow: </p>
<hr />
<div>Code4Lib 2016 Volunteers sign-up page. As conference plans evolve, 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.<br />
<br />
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.<br />
<br />
== Welcome Wagon/Concierge ==<br />
<br />
Helps with greeting newcomers, directing people to evening activities and local points of interest, etc. and being generally awesome to the community.<br />
* Megan Kudzia<br />
*<br />
<br />
== Conference Logistics ==<br />
<br />
Sets up registration table, signage and welcome packets, ensures proper power availability to conference attendees, etc.<br />
<br />
Sunday:<br />
* Katherine Lynch<br />
* Lauren Gala<br />
* Chad Nelson<br />
<br />
<br />
Monday:<br />
* Lauren Gala<br />
*<br />
<br />
== Preconference Setup ==<br />
<br />
Help manage preconference sessions, setting up projectors, etc.<br />
<br />
Sheraton Society Hill (Conference Hotel):<br />
* Lauren Gala<br />
<br />
<br />
Chemical Heritage Foundation:<br />
* Anna Headley (CHF contact)<br />
* Michelle DiMeo (CHF contact)<br />
<br />
Franklin Hall:<br />
* Scott Ziegler (venue contact at APS)<br />
<br />
== Social Networking ==<br />
<br />
Answering general questions on Twitter and IRC:<br />
* Christina Harlow<br />
* <br />
<br />
<br />
Ask questions on mic on behalf of community (because of distance, mic aversion, etc)<br />
<br />
Tuesday:<br />
*<br />
<br />
<br />
Wednesday:<br />
* Christina Harlow<br />
<br />
<br />
Thursday:<br />
*<br />
<br />
<br />
== Livestream ==<br />
Volunteers for the livestream will assist the livestream technician with conferencee streaming. Their main duty will be to serve as a backup minder of the equipment in case the technician needs to step aside for a break.<br />
<br />
Tuesday AM:<br />
*<br />
<br />
<br />
Tuesday PM:<br />
* Francis Kayiwa<br />
<br />
<br />
Wednesday AM:<br />
*<br />
<br />
<br />
Wednesday PM:<br />
*<br />
<br />
<br />
Thursday AM:<br />
*<br />
<br />
== IRC (Technical) ==<br />
<br />
Access:<br />
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.<br />
* Mx Matienzo (anarchivist)<br />
<br />
<br />
Helper:<br />
Demonstrate how to get onto #code4lib during Registration. Offer support for newcomers in #code4lib during the conference.<br />
*<br />
<br />
<br />
<br />
==Registration Desk ==<br />
Assists with handing out registration materials to attendees.<br />
<br />
Monday AM (8:00-9:30):<br />
* Shaun Ellis<br />
* Katherine Lynch<br />
<br />
Monday PM (12:00-1:30):<br />
* Megan Kudzia<br />
* Katherine Lynch<br />
<br />
Tuesday AM (7:00-9:30):<br />
* Lauren Gala<br />
*<br />
<br />
==MCs==<br />
<br />
Tuesday AM:<br />
* David Lacy<br />
<br />
<br />
Tuesday PM:<br />
* Shaun Ellis<br />
<br />
<br />
Wednesday AM:<br />
* Anna Headley<br />
<br />
<br />
Wednesday PM:<br />
* Dre<br />
<br />
<br />
Thursday AM:<br />
*<br />
<br />
== Session Timers ==<br />
<br />
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.<br />
<br />
Tuesday AM:<br />
* Francis Kayiwa<br />
* Christina Harlow<br />
<br />
<br />
Tuesday PM:<br />
* Lauren Gala<br />
* Katherine Lynch<br />
<br />
<br />
Wednesday AM:<br />
* Lauren Gala<br />
* <br />
<br />
<br />
Wednesday PM:<br />
* Lauren Gala<br />
* <br />
<br />
<br />
Thursday AM:<br />
* Lauren Gala<br />
*<br />
<br />
== The Whatever Crew ==<br />
Volunteers who are willing to help with various tasks as needed during the conference. <br />
* Dre<br />
* Katherine Lynch<br />
*<br />
*<br />
<br />
<br />
[[Category: Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconfs2016Guide&diff=43854Preconfs2016Guide2016-02-01T17:14:56Z<p>ChristinaHarlow: </p>
<hr />
<div>== Code4Lib 2016 Preconference Workshop Leaders Guide ==<br />
Here is some information to help you make your Code4Lib 2016 Preconference Workshop a success.<br />
<br />
=== Before the workshops ===<br />
In the time leading up to Code4Lib 2016, please do the following:<br />
<br />
* 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.<br />
* Help attendees prepare for your workshop by posting and emailing preparatory materials:<br />
** Emails to those currently registered (lists will be emailed to workshop leaders separately)<br />
** Link to your preparatory materials on the Code4Lib 2016 Website (for those who may have not registered yet so won't receive your email):<br />
*** To do this, you can submit a pull request to the Code4Lib 2016 website on Github at https://github.com/code4lib/2016.code4lib.org <br />
**** Navigate to _posts/ and find your session (will begin with '2016-03-0-7')<br />
**** 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!<br />
*** 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<br />
<br />
=== During the workshops ===<br />
Please do the following during your workshop:<br />
<br />
* Get a rough head count of attendees and share this with your Preconference contact or on site Code4Lib 2016 volunteer.<br />
* Please remind people to only use the wifi with one device during the workshop.<br />
<br />
We expect to update this page as new information is decided/emerges, so check back regularly and keep in touch with your preconference contacts.<br />
<br />
And thank you again for taking part!</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconfs2016Guide&diff=43853Preconfs2016Guide2016-02-01T17:13:24Z<p>ChristinaHarlow: Created page with "== Code4Lib 2016 Preconference Workshop Leaders Guide == Here is some information to help you make your Code4Lib 2016 Preconference Workshop a success. Short link to this pag..."</p>
<hr />
<div>== Code4Lib 2016 Preconference Workshop Leaders Guide ==<br />
<br />
Here is some information to help you make your Code4Lib 2016 Preconference Workshop a success.<br />
Short link to this page: bit.ly/<br />
<br />
=== Before the workshops ===<br />
In the time leading up to Code4Lib 2016, please do the following:<br />
<br />
* 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.<br />
* Help attendees prepare for your workshop by posting and emailing preparatory materials:<br />
** Emails to those currently registered (lists will be emailed to workshop leaders separately)<br />
** Link to your preparatory materials on the Code4Lib 2016 Website (for those who may have not registered yet so won't receive your email):<br />
*** To do this, you can submit a pull request to the Code4Lib 2016 website on Github at https://github.com/code4lib/2016.code4lib.org <br />
**** Navigate to _posts/ and find your session (will begin with '2016-03-0-7')<br />
**** 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!<br />
*** 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<br />
<br />
=== During the workshops ===<br />
Please do the following during your workshop:<br />
<br />
* Get a rough head count of attendees and share this with your Preconference contact or on site Code4Lib 2016 volunteer.<br />
* Please remind people to only use the wifi with one device during the workshop.<br />
<br />
We expect to update this page as new information is decided/emerges, so check back regularly and keep in touch with your preconference contacts.<br />
<br />
And thank you again for taking part!</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43852Preconference2016Workspace2016-02-01T17:01:30Z<p>ChristinaHarlow: </p>
<hr />
<div>== Working Documents ==<br />
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. <br />
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.<br />
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.<br />
<br />
== Outstanding Actions Items and Timeframes ==<br />
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before<br />
** Contact info for organizers - put in Google Drive Main working document: also covers disseminating contact info for APS, CHF, LPC, and Concentra folks.<br />
** Know who support staff is at each location<br />
** Know wifi password / encourage people to only use 1 device on wifi.<br />
* Info for presenters<br />
** Please fill out profile form to presenters. Link: http://goo.gl/forms/JJDu1XlXHX<br />
** Please get a head count of attendees; these numbers will be helpful to future organizing committees.<br />
** Please remind people to only use wifi with one device.<br />
** Where / how to post links, other intro materials about their session.<br />
*** Submit a pull request to the website. on github at https://github.com/code4lib/2016.code4lib.org<br />
**** navigate to _posts/ and find your session (will begin with '2016-03-0-7')<br />
**** 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!<br />
*** 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!<br />
** 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?)<br />
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.<br />
<br />
== Confirmed Details for Preconference Workshops ==<br />
* Agreed: workshop times: AM 9-12, PM 1:30-4:30<br />
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.<br />
<br />
== Seventh Meeting ==<br />
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0<br />
<br />
=== Agenda: ===<br />
* Review of action items (see above)<br />
** Have all the workshop leaders registered (or decided not to attend)? <br />
** What's the status for A/V review and meeting needs?<br />
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?<br />
* Next period for pre-conf (only) registration?<br />
* Day of help/questions<br />
* Shared space for documentation - Getting lists of registrants to the workshop leaders<br />
* Website committee - still needing speaker info? Form?<br />
* ... (add yours here)<br />
<br />
=== Meeting Notes: ===<br />
<br />
* Majority of presenter registrations have been confirmed<br />
** handful of presenters still outstanding: will give them until Monday to get registered<br />
** Christina will ping Erin, Dan?, & Jesse to iron out details<br />
** a few pending cancellations<br />
* Christina will create wiki page with registration numbers<br />
* Franklin Hall East & West may change names on program<br />
<br />
==== A/V Review and Workshop Needs ====<br />
* Eric will review form responses and identify unreasonable A/V requests<br />
* Space Logistics:<br />
** Anna will compile contact info for on site logistics<br />
** Confirm projector for each space<br />
** Confirm Wifi details for each space <br />
** Attendees need to know that they should only sign in to Wifi with one device<br />
** Electrical outlets / extension cords / power strips<br />
** Each space has an A/V contact for help day of<br />
*** CHF has A/V support<br />
*** Franklin Hall<br />
**** developer (can provide support for A/V booth in hall)<br />
**** local institutions will be providing projectors<br />
*** Hotel has professional A/V staff<br />
** Notify all presenters that they should supply their own dongles/adapters<br />
==== Wait List ====<br />
* has (mostly) been resolved<br />
* send room confirmation info to Kathy to resolve outstanding problems<br />
==== Room Switches ====<br />
* make final switch<br />
* room capacity will be the workshop sellout point<br />
* Christina will update the main working document to reflect most current space situation<br />
** doc will be divided into Christina's and Eric's contacts<br />
** this will be the last version of the document<br />
* none of the workshops are currently sold out<br />
==== Participant Lists for Presenters ====<br />
* advance lists help to facilitate a successful workshop<br />
* Concentra has attendee lists<br />
* Workshop registration will close 2 weeks before conference, send attendance lists then<br />
* Attendance information should be posted to website for future workshop planners<br />
* Create page with list of resources, send with list of attendees<br />
* encourage presenters to link to resources in addition to email information<br />
==== Day Of Volunteers ====<br />
* potential volunteers from wiki signups<br />
** http://wiki.code4lib.org/2016_Conference_Committees#Onsite_Volunteer_Committee<br />
** http://wiki.code4lib.org/2016_Conference_Committees#Whatever_Committee<br />
* Make sure people know where to go, shepherding to the right space<br />
* Anna will talk to Luke about maps on the website<br />
* Main registration table will be at hotel, smaller welcome tables at venue with name tags<br />
<br />
== Sixth Meeting==<br />
Google hangout, January 12th<br />
No notes?<br />
== Fifth meeting ==<br />
Google hangout, December 7th, 1:30 PM Eastern<br />
* Waiting on confirmations for two workshops<br />
** Eric will send emails<br />
** Andy will call Matt Christy<br />
* Workshop Information form will only collect A/V requirements<br />
** Presenters should bring their own adapters<br />
** Eric will share draft A/V Info form<br />
** Send to pre-conf leaders after review, within a week, responses by mid-January<br />
** Christina will add already submitted requirements to scheduling document<br />
* Next meeting, January 12th 3pm Eastern<br />
<br />
== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
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. <br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Fourth meeting notes ==<br />
Google hangout, December 3rd, 3:30 PM Eastern time <br />
<br />
=== Voting Results ===<br />
* Preconferences with 6 or fewer votes did not get spots<br />
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings<br />
=== Draft Room Assignments ===<br />
* After minor tweaking, draft room assignments linked from agenda were approved<br />
* Room assignment considerations:<br />
** Hotel wireless will be more reliable than Franklin Hall sites<br />
** There are no preconferences that aren't workshop-y<br />
** Room capacities in assignment list are accurate<br />
=== Contacting session leaders === <br />
* By the end of the day on 12/4...<br />
** Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces<br />
* See agenda for final wording of contact email<br />
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received<br />
** Conference spots for up to 2 presenters per preconference are guaranteed<br />
=== Other agenda items ===<br />
* All other agenda items have been delayed or are no longer relevant<br />
* Next meeting will be at 1:30pm on Monday, December 7th<br />
=== Action Items ===<br />
* Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
* Eric will finalize AV need and speaker profile forms<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43833Preconference2016Workspace2016-01-27T17:50:04Z<p>ChristinaHarlow: </p>
<hr />
<div>== Working Documents ==<br />
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. <br />
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.<br />
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.<br />
<br />
== Outstanding Actions Items and Timeframes ==<br />
* Email Erin Tripp, Jesse Keck about registration by Monday.<br />
* Move confirmed room changes to the Main Working document in the google drive.<br />
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before<br />
** Contact info for organizers - put in Google Drive Main working document: also covers disseminating contact info for APS, CHF, LPC, and Concentra folks.<br />
** Know who support staff is at each location<br />
** Know wifi password / encourage people to only use 1 device on wifi.<br />
* Info for presenters<br />
** Please fill out profile form to presenters. Link: http://goo.gl/forms/JJDu1XlXHX<br />
** Please get a head count of attendees; these numbers will be helpful to future organizing committees.<br />
** Please remind people to only use wifi with one device.<br />
** Where / how to post links, other intro materials about their session.<br />
*** Submit a pull request to the website. on github at https://github.com/code4lib/2016.code4lib.org<br />
**** navigate to _posts/ and find your session (will begin with '2016-03-0-7')<br />
**** 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!<br />
*** 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!<br />
** 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?)<br />
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.<br />
<br />
== Confirmed Details for Preconference Workshops ==<br />
* Agreed: workshop times: AM 9-12, PM 1:30-4:30<br />
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.<br />
<br />
== Next/Seventh Meeting ==<br />
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0<br />
<br />
=== Agenda: ===<br />
* Review of action items (see above)<br />
** Have all the workshop leaders registered (or decided not to attend)? <br />
** What's the status for A/V review and meeting needs?<br />
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?<br />
* Next period for pre-conf (only) registration?<br />
* Day of help/questions<br />
* Shared space for documentation - Getting lists of registrants to the workshop leaders<br />
* Website committee - still needing speaker info? Form?<br />
* ... (add yours here)<br />
<br />
== Sixth Meeting==<br />
Google hangout, January 12th<br />
No notes?<br />
== Fifth meeting ==<br />
Google hangout, December 7th, 1:30 PM Eastern<br />
* Waiting on confirmations for two workshops<br />
** Eric will send emails<br />
** Andy will call Matt Christy<br />
* Workshop Information form will only collect A/V requirements<br />
** Presenters should bring their own adapters<br />
** Eric will share draft A/V Info form<br />
** Send to pre-conf leaders after review, within a week, responses by mid-January<br />
** Christina will add already submitted requirements to scheduling document<br />
* Next meeting, January 12th 3pm Eastern<br />
<br />
== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
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. <br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Fourth meeting notes ==<br />
Google hangout, December 3rd, 3:30 PM Eastern time <br />
<br />
=== Voting Results ===<br />
* Preconferences with 6 or fewer votes did not get spots<br />
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings<br />
=== Draft Room Assignments ===<br />
* After minor tweaking, draft room assignments linked from agenda were approved<br />
* Room assignment considerations:<br />
** Hotel wireless will be more reliable than Franklin Hall sites<br />
** There are no preconferences that aren't workshop-y<br />
** Room capacities in assignment list are accurate<br />
=== Contacting session leaders === <br />
* By the end of the day on 12/4...<br />
** Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces<br />
* See agenda for final wording of contact email<br />
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received<br />
** Conference spots for up to 2 presenters per preconference are guaranteed<br />
=== Other agenda items ===<br />
* All other agenda items have been delayed or are no longer relevant<br />
* Next meeting will be at 1:30pm on Monday, December 7th<br />
=== Action Items ===<br />
* Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
* Eric will finalize AV need and speaker profile forms<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43816Preconference2016Workspace2016-01-25T02:22:09Z<p>ChristinaHarlow: </p>
<hr />
<div>== Working Documents ==<br />
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. <br />
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.<br />
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.<br />
<br />
== Outstanding Actions Items and Timeframes ==<br />
* Confirm all workshop leaders are registered (or not attending) using Anna's lists from conference organizers. ASAP<br />
* Find space for blacklight workshop presenters who weren't included in registration calls. ASAP<br />
* Review new round of registration numbers for final room changes/waitlist follow-ups. As soon as new registration numbers are made available to us.<br />
* Discuss precon-only round of registration.<br />
* Send profile info form to presenters.<br />
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before<br />
* small AV update - projectors in APS side spaces.<br />
* disseminating contact info for APS, CHF, LPC, and Concentra folks.<br />
<br />
== Confirmed Details for Preconference Workshops ==<br />
* Agreed: workshop times: AM 9-12, PM 1:30-4:30<br />
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.<br />
<br />
== Upcoming Meeting Agenda items ==<br />
* Speaker form to send to presenters for website committee<br />
* Sharing attendees lists with leaders<br />
* Shared space for workshop preparation materials<br />
* AV help needed at APS.<br />
* Contacts at APS and CHF, and Concentra.<br />
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.<br />
<br />
== Next/Seventh Meeting ==<br />
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0<br />
<br />
=== Agenda: ===<br />
<br />
* Review of immediate, open action items (see above)<br />
** Have all the workshop leaders registered (or decided not to attend)?<br />
** What's the status for A/V review and meeting needs?<br />
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?<br />
* Next period for pre-conf (only) registration?<br />
* Day of help/questions<br />
* Shared space for documentation - Getting lists of registrants to the workshop leaders<br />
* Website committee - still needing speaker info? Form?<br />
* ... (add yours here)<br />
<br />
== Sixth Meeting==<br />
Google hangout, January 12th<br />
No notes?<br />
== Fifth meeting ==<br />
Google hangout, December 7th, 1:30 PM Eastern<br />
* Waiting on confirmations for two workshops<br />
** Eric will send emails<br />
** Andy will call Matt Christy<br />
* Workshop Information form will only collect A/V requirements<br />
** Presenters should bring their own adapters<br />
** Eric will share draft A/V Info form<br />
** Send to pre-conf leaders after review, within a week, responses by mid-January<br />
** Christina will add already submitted requirements to scheduling document<br />
* Next meeting, January 12th 3pm Eastern<br />
<br />
== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
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. <br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Fourth meeting notes ==<br />
Google hangout, December 3rd, 3:30 PM Eastern time <br />
<br />
=== Voting Results ===<br />
* Preconferences with 6 or fewer votes did not get spots<br />
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings<br />
=== Draft Room Assignments ===<br />
* After minor tweaking, draft room assignments linked from agenda were approved<br />
* Room assignment considerations:<br />
** Hotel wireless will be more reliable than Franklin Hall sites<br />
** There are no preconferences that aren't workshop-y<br />
** Room capacities in assignment list are accurate<br />
=== Contacting session leaders === <br />
* By the end of the day on 12/4...<br />
** Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces<br />
* See agenda for final wording of contact email<br />
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received<br />
** Conference spots for up to 2 presenters per preconference are guaranteed<br />
=== Other agenda items ===<br />
* All other agenda items have been delayed or are no longer relevant<br />
* Next meeting will be at 1:30pm on Monday, December 7th<br />
=== Action Items ===<br />
* Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
* Eric will finalize AV need and speaker profile forms<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43815Preconference2016Workspace2016-01-25T02:01:01Z<p>ChristinaHarlow: </p>
<hr />
<div>== Working Documents ==<br />
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. <br />
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.<br />
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.<br />
<br />
== Outstanding Actions Items and Timeframes ==<br />
* Confirm all workshop leaders are registered (or not attending) using Anna's lists from conference organizers. ASAP<br />
* Find space for blacklight workshop presenters who weren't included in registration calls. ASAP<br />
* Review new round of registration numbers for final room changes/waitlist follow-ups. As soon as new registration numbers are made available to us.<br />
* Discuss precon-only round of registration.<br />
* Send profile info form to presenters.<br />
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before<br />
* small AV update - projectors in APS side spaces.<br />
* disseminating contact info for APS, CHF, LPC, and Concentra folks.<br />
<br />
== Confirmed Details for Preconference Workshops ==<br />
* Agreed: workshop times: AM 9-12, PM 1:30-4:30<br />
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.<br />
<br />
== Upcoming Meeting Agenda items ==<br />
* Speaker form to send to presenters for website committee<br />
* Sharing attendees lists with leaders<br />
* Shared space for workshop preparation materials<br />
* AV help needed at APS.<br />
* Contacts at APS and CHF, and Concentra.<br />
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.<br />
<br />
== Next/Seventh Meeting ==<br />
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0<br />
<br />
=== Agenda: ===<br />
<br />
1. Review of immediate, open action items (see above)<br />
a. Have all the workshop leaders registered (or decided not to attend)?<br />
b. What's the status for A/V review and meeting needs?<br />
c. Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?<br />
2. Next period for pre-conf (only) registration?<br />
3. Day of help/questions<br />
4. Shared space for documentation - Getting lists of registrants to the workshop leaders<br />
5. Website committee - still needing speaker info? Form?<br />
6. ... (add yours here)<br />
<br />
== Sixth Meeting==<br />
Google hangout, January 12th<br />
No notes?<br />
== Fifth meeting ==<br />
Google hangout, December 7th, 1:30 PM Eastern<br />
* Waiting on confirmations for two workshops<br />
** Eric will send emails<br />
** Andy will call Matt Christy<br />
* Workshop Information form will only collect A/V requirements<br />
** Presenters should bring their own adapters<br />
** Eric will share draft A/V Info form<br />
** Send to pre-conf leaders after review, within a week, responses by mid-January<br />
** Christina will add already submitted requirements to scheduling document<br />
* Next meeting, January 12th 3pm Eastern<br />
<br />
== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
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. <br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Fourth meeting notes ==<br />
Google hangout, December 3rd, 3:30 PM Eastern time <br />
<br />
=== Voting Results ===<br />
* Preconferences with 6 or fewer votes did not get spots<br />
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings<br />
=== Draft Room Assignments ===<br />
* After minor tweaking, draft room assignments linked from agenda were approved<br />
* Room assignment considerations:<br />
** Hotel wireless will be more reliable than Franklin Hall sites<br />
** There are no preconferences that aren't workshop-y<br />
** Room capacities in assignment list are accurate<br />
=== Contacting session leaders === <br />
* By the end of the day on 12/4...<br />
** Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces<br />
* See agenda for final wording of contact email<br />
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received<br />
** Conference spots for up to 2 presenters per preconference are guaranteed<br />
=== Other agenda items ===<br />
* All other agenda items have been delayed or are no longer relevant<br />
* Next meeting will be at 1:30pm on Monday, December 7th<br />
=== Action Items ===<br />
* Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
* Eric will finalize AV need and speaker profile forms<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43808Preconference2016Workspace2016-01-19T21:44:01Z<p>ChristinaHarlow: added poll link</p>
<hr />
<div>== Working Documents ==<br />
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. <br />
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.<br />
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.<br />
<br />
== Outstanding Actions Items and Timeframes ==<br />
* Confirm all workshop leaders are registered (or not attending) using Anna's lists from conference organizers. ASAP<br />
* Find space for blacklight workshop presenters who weren't included in registration calls. ASAP<br />
* Review new round of registration numbers for final room changes/waitlist follow-ups. As soon as new registration numbers are made available to us.<br />
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before<br />
<br />
== Confirmed Details for Preconference Workshops ==<br />
* Agreed: workshop times: AM 9-12, PM 1:30-4:30<br />
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.<br />
<br />
== Upcoming Meeting Agenda items ==<br />
* Speaker form to send to presenters for website committee<br />
* Sharing attendees lists with leaders<br />
* Shared space for workshop preparation materials<br />
* AV help needed at APS.<br />
* Contacts at APS and CHF, and Concentra.<br />
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.<br />
<br />
== Next Meeting==<br />
Late January. Poll here: http://doodle.com/poll/cg59dt6tfqdd7hyg <br />
<br />
== Fifth meeting ==<br />
Google hangout, December 7th, 1:30 PM Eastern<br />
* Waiting on confirmations for two workshops<br />
** Eric will send emails<br />
** Andy will call Matt Christy<br />
* Workshop Information form will only collect A/V requirements<br />
** Presenters should bring their own adapters<br />
** Eric will share draft A/V Info form<br />
** Send to pre-conf leaders after review, within a week, responses by mid-January<br />
** Christina will add already submitted requirements to scheduling document<br />
* Next meeting, January 12th 3pm Eastern<br />
<br />
== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
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. <br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Fourth meeting notes ==<br />
Google hangout, December 3rd, 3:30 PM Eastern time <br />
<br />
=== Voting Results ===<br />
* Preconferences with 6 or fewer votes did not get spots<br />
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings<br />
=== Draft Room Assignments ===<br />
* After minor tweaking, draft room assignments linked from agenda were approved<br />
* Room assignment considerations:<br />
** Hotel wireless will be more reliable than Franklin Hall sites<br />
** There are no preconferences that aren't workshop-y<br />
** Room capacities in assignment list are accurate<br />
=== Contacting session leaders === <br />
* By the end of the day on 12/4...<br />
** Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces<br />
* See agenda for final wording of contact email<br />
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received<br />
** Conference spots for up to 2 presenters per preconference are guaranteed<br />
=== Other agenda items ===<br />
* All other agenda items have been delayed or are no longer relevant<br />
* Next meeting will be at 1:30pm on Monday, December 7th<br />
=== Action Items ===<br />
* Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
* Eric will finalize AV need and speaker profile forms<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43807Preconference2016Workspace2016-01-19T21:37:00Z<p>ChristinaHarlow: </p>
<hr />
<div>== Working Documents ==<br />
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. <br />
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.<br />
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.<br />
<br />
== Outstanding Actions Items and Timeframes ==<br />
* Confirm all workshop leaders are registered (or not attending) using Anna's lists from conference organizers. ASAP<br />
* Find space for blacklight workshop presenters who weren't included in registration calls. ASAP<br />
* Review new round of registration numbers for final room changes/waitlist follow-ups. As soon as new registration numbers are made available to us.<br />
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before<br />
<br />
== Confirmed Details for Preconference Workshops ==<br />
* Agreed: workshop times: AM 9-12, PM 1:30-4:30<br />
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.<br />
<br />
== Upcoming Meeting Agenda items ==<br />
* Speaker form to send to presenters for website committee<br />
* AV help needed at APS.<br />
* Contacts at APS and CHF, and Concentra.<br />
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.<br />
<br />
== Next Meeting==<br />
Late January. Poll here: <br />
<br />
== Fifth meeting ==<br />
Google hangout, December 7th, 1:30 PM Eastern<br />
* Waiting on confirmations for two workshops<br />
** Eric will send emails<br />
** Andy will call Matt Christy<br />
* Workshop Information form will only collect A/V requirements<br />
** Presenters should bring their own adapters<br />
** Eric will share draft A/V Info form<br />
** Send to pre-conf leaders after review, within a week, responses by mid-January<br />
** Christina will add already submitted requirements to scheduling document<br />
* Next meeting, January 12th 3pm Eastern<br />
<br />
== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
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. <br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Fourth meeting notes ==<br />
Google hangout, December 3rd, 3:30 PM Eastern time <br />
<br />
=== Voting Results ===<br />
* Preconferences with 6 or fewer votes did not get spots<br />
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings<br />
=== Draft Room Assignments ===<br />
* After minor tweaking, draft room assignments linked from agenda were approved<br />
* Room assignment considerations:<br />
** Hotel wireless will be more reliable than Franklin Hall sites<br />
** There are no preconferences that aren't workshop-y<br />
** Room capacities in assignment list are accurate<br />
=== Contacting session leaders === <br />
* By the end of the day on 12/4...<br />
** Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces<br />
* See agenda for final wording of contact email<br />
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received<br />
** Conference spots for up to 2 presenters per preconference are guaranteed<br />
=== Other agenda items ===<br />
* All other agenda items have been delayed or are no longer relevant<br />
* Next meeting will be at 1:30pm on Monday, December 7th<br />
=== Action Items ===<br />
* Eric will contact all of the Franklin Hall & Hotel spillover leaders<br />
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences<br />
* Eric will finalize AV need and speaker profile forms<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43740Preconference2016Workspace2015-12-03T21:23:56Z<p>ChristinaHarlow: </p>
<hr />
<div>== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
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. <br />
<br />
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.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43738Preconference2016Workspace2015-12-03T21:21:14Z<p>ChristinaHarlow: </p>
<hr />
<div>== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
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. <br />
<br />
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, though we will be holding conference registration spots for the first 2 pre-conference workshop leaders.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43737Preconference2016Workspace2015-12-03T21:20:14Z<p>ChristinaHarlow: </p>
<hr />
<div>== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016 in the [AM|PM|Full day] time period on Monday, March 7th, 2016. Thank you again for proposing it.<br />
<br />
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, though we will be holding conference registration spots for the first 2 pre-conference workshop leaders.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43736Preconference2016Workspace2015-12-03T21:19:05Z<p>ChristinaHarlow: </p>
<hr />
<div>== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## (new) Max held spots<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
We're happy to say that your pre-conference workshop, [Title], has been voted in for Code4Lib 2016 in the [AM|PM|Full day] time period. Thank you again for proposing it.<br />
<br />
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, though we will be holding conference registration spots for the first 2 pre-conference workshop leaders.<br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43734Preconference2016Workspace2015-12-03T17:00:15Z<p>ChristinaHarlow: added draft email</p>
<hr />
<div>== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## Confirmation part of filling out form?<br />
## As people confirm, mark on shared Google doc here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Shared Documentation Space<br />
# Day of duties<br />
# To do going forward<br />
<br />
Draft email to session leaders:<br />
<br />
Good afternoon:<br />
<br />
We're happy to say that your pre-conference session, [Title], has been voted in for Code4Lib 2016. Thank you again for proposing it.<br />
<br />
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.<br />
<br />
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. <br />
<br />
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.<br />
<br />
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.<br />
<br />
Thank you again for your participation.<br />
<br />
Best,<br />
[name]<br />
<br />
Code4Lib 2016 Preconference Committee<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43733Preconference2016Workspace2015-12-03T16:20:01Z<p>ChristinaHarlow: </p>
<hr />
<div>== Fourth meeting agenda ==<br />
<br />
Google hangout, December 3rd, 3:30 PM Eastern time<br />
<br />
# Voting Results<br />
## Tabulated results here: https://docs.google.com/spreadsheets/d/1yHvr5gprYQSB0u-gVfARQC2IqZrONzrADknWiSaTyWI/edit#gid=857047949&vpid=A2 (see tabs at bottom)<br />
## Draft schedule/room assignment (including overflow) here: https://docs.google.com/spreadsheets/d/1KURH5h7dMwnZRPlNKUTJg2Don__veS51prstwOTcf1Q/edit#gid=0&vpid=A2<br />
## Do we keep the overflow sessions?<br />
## Approve draft schedule/room assignment?<br />
## Where/how do we need to put this data so website guys will be happy?<br />
# Contact session leaders<br />
## Divide list<br />
## Email session leaders for confirmation of participation by December 7th<br />
## As people confirm, mark on shared Google doc here:<br />
## Email session leaders form asking for profile information + session requirements, giving room assignment (with warning it may change)<br />
## Warn 1. auditorium folks (code4arc) that they are in an auditorium 2. no AV overflow folks they must provide their own AV<br />
## Ask if 2 geospatial morning workshops would join?<br />
## Say we're working on core space for documentation and they will be notified.<br />
# Day of duties<br />
# To do going forward<br />
<br />
<br />
== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Third meeting Notes ==<br />
<br />
Google hangout, November 16th, 1 PM Eastern time<br />
<br />
=== Review proposals ===<br />
==== Decide if more space available or can accept all ====<br />
* 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.<br />
* We will also base this decision on voting.<br />
* We can also look at topic area duplication if anything seems egregious.<br />
<br />
==== Get framework in place for moving preconferences to spaces as voting/interest measures come in ====<br />
Christina showed us the spreadsheet she was using.<br />
<br />
=== Voting mechanism ===<br />
<br />
We will not use the dieboldatron. We will use a google form, with the following organization:<br />
* 2 questions, only one answer on each.<br />
* Duplicate "either AM or PM" entries into both questions.<br />
* Duplicate full-day sessions with a note to vote in both time slots.<br />
* Explain the form in pretty significant detail on the form itself.<br />
* specify that we won't be able to take all proposals.<br />
* We will try to open voting noon tomorrow.<br />
<br />
==== Move forward with choices ====<br />
Detailed timeline:<br />
(It's tight)<br />
* Voting ends December 2nd (5pm Pacific).<br />
* Notification on the 4th.<br />
* Confirmation by the 7th .<br />
* Final confirmed list ready by end of day on the 7th.<br />
<br />
<br />
=== Contact point people ===<br />
==== Assign folks to particular sessions for contact/follow-up purposes ====<br />
We will split up the point-presenters among us so that each workshop has a point of contact for info (in both directions)<br />
<br />
=== Other? ===<br />
* Future agenda item: Central page on website where we / organizers can post links and instructions.<br />
* What are we responsible for day-of?<br />
** Make sure everyone knows where they're going (between different buildings)<br />
** Once workshops are distributed into rooms, each committee member should be point-person for co-located presenters.<br />
<br />
=== Action items ===<br />
<br />
* Eric will start putting together our follow-up / confirmation form.<br />
** This can probably be combined with the "speaker profile" form that the website committee desires:<br />
*** discussion: https://github.com/code4lib/2016.code4lib.org/issues/75#issuecomment-141982890<br />
*** example form: https://docs.google.com/forms/d/1x5oYp831qMd-nmtyrH9By-jGCzPzSsJfz4UXnsR-vE4/viewform?c=0&w=1<br />
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).<br />
* Christina will keep working on the form, please help (it's a shared google doc)<br />
* 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.<br />
* Anna will communicate with website committee so they can update the site with the timeline.<br />
* Anna will communicate with LPC about hotel space.<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=2016_Conference_Committees&diff=437032016 Conference Committees2015-11-27T18:28:47Z<p>ChristinaHarlow: </p>
<hr />
<div>= Code4Lib 2016 Committees =<br />
<br />
''Many hands make for light work.''<br />
<br />
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.<br />
<br />
We will assign a local contact (LPC) to each committee.<br />
<br />
== Location and Dates ==<br />
<br />
* Location: Old City District of Philadelphia, PA<br />
* Dates: March 7-10, 2016<br />
** Pre-conferences - <br />
** Main meeting - <br />
** Post conference activities?<br />
<br />
== Local Planning Committee ==<br />
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.<br />
<br />
* David Lacy (Villanova) - Primary Contact (v)<br />
* Chad Nelson - Secondary Contact (v)<br />
* Anna Headley (Chemical Heritage Foundation) - Documentarian (v)<br />
* [[User:Sdellis|Shaun Ellis]] (Princeton) (v)<br />
* Katherine Lynch (Temple) (v)<br />
* Stephen Ng (Temple)<br />
* Brett Bonfield (Collingswood Public)<br />
* Lauren Gala (UPenn)<br />
* David Uspal (Villanova) (v)<br />
* Chris Clement (Drexel)<br />
<br />
== Website Working Group ==<br />
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). <br />
<br />
[[Website Working Group Documents|Website Working Group Documents]]<br />
<br />
* Shaun Ellis (Princeton) - Primary Contact<br />
* [[User:LukeAeschleman| Luke Aeschleman]] (UNC - Chapel Hill | Health Sciences Library) - Secondary Contact<br />
* [[User:jtidal|Junior Tidal]] (New York City College of Technology)<br />
* [[User:BillMcMillin|Bill McMillin]] (Pratt Institute) - Documentarian<br />
* [[User:Sdellis|Shaun Ellis]] (Princeton) - LPC Contact (v)<br />
* [[User:Phette23|Eric Phetteplace]] (Cal College of the Arts)<br />
* [[User:Sarahshealy| Sarah Shealy]] (Greenville (SC) County Public Library)<br />
* [[User:JennC| Jennifer Colt]] (Cornell University Library)<br />
* [[User:LaurenAjamie| Lauren Ajamie]] (University of Notre Dame Library)<br />
* [[User:MichaelSchofield| Michael Schofield]] ( @schoeyfield )<br />
* [[User:Wickr|Ryan Wick]]<br />
* [[User:cbeer|Chris Beer]]<br />
* [[User:Cdmo|Charlie Morris]] (Penn State)<br />
<br />
== Sponsorship Committee ==<br />
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. <br />
<br />
The Sponsorship committee meets every other Tuesday at 2pm EST (11am PST) via [https://plus.google.com/hangouts/_/gwibrfqhzxe23uto4me3tktbnia Google hangout]. <br />
<br />
* [[User:Sdellis|Shaun Ellis]] (Princeton) (v)<br />
* David Uspal (Villanova) - LPC Contact (v)<br />
* Chad Nelson<br />
* Morgan McKeehan<br />
* Ray Schwartz<br />
* Sharon Whitfield (Rowan University)<br />
* Brett Bonfield (Collingswood Public) (v)<br />
* Katherine Lynch (Temple University)<br />
* Rachel Trent (George Washington University)<br />
<br />
== Keynote Committee ==<br />
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.<br />
<br />
* Brett Bonfield (Collingswood Public)<br />
* John Mignault (ESDN/METRO)<br />
* Emily Morton-Owens<br />
* [[User:Phette23|Eric Phetteplace]]<br />
* Whitni Watkins (St. Lawrence University)<br />
* Beatrice Pulliam (Providence Public)<br />
<br />
== Pre-conference Committee ==<br />
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.<br />
* Anna Headley - Chemical Heritage Foundation (Local Contact)<br />
* [[User:ChristinaHarlow|Christina Harlow]] - convener<br />
* Eric Lease Morgan - Librarian-At-Large<br />
* Andrea Schurr - Univ. of TN at Chattanooga<br />
* [[User:AndyWeidner|Andy Weidner]] - Univ. of Houston<br />
<br />
[[Preconference2016Workspace]]<br />
<br />
== Program Committee == <br />
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.<br />
* David Lacy - Villanova (Local Contact)<br />
* Kevin Beswick - NCSU<br />
* Peter Murray - Cherry HIll Company<br />
* Chris Beer - Stanford University Libraries<br />
* Matt Sherman - University of Bridgeport<br />
* Whitni Watkins - St. Lawrence University<br />
* Ben Armintor - Columbia University<br />
* Ranti Junus - Michigan State University<br />
* Katherine Lynch - Temple University<br />
* Tod Olson - University of Chicago<br />
<br />
== Scholarship Committee ==<br />
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.<br />
* Chad Nelson (Local Contact)<br />
* [[User:jtidal|Junior Tidal]] (New York City College of Technology)<br />
* Linda Ballinger (Penn State)<br />
* Mairelys Lemus-Rojas (University of Miami Libraries)<br />
* Spencer Lamm (Drexel University)<br />
* Lauren Gala (U Penn)<br />
* Bohyun Kim (U Maryland, Baltimore)<br />
* Dan Kerchner (George Washington University)<br />
<br />
== Childcare Committee == <br />
This group assess the need for childcare at the conference, organizes childcare options, determines cost, and liaises with parents and chilcare providers<br />
* Chad Nelson (Local Contact)<br />
<br />
== T-Shirt Committee ==<br />
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.<br />
* Lauren Gala (Local Contact)<br />
* [[User:ChristinaHarlow|Christina Harlow]]<br />
<br />
== Additional Committees... Coming Soon! ==<br />
* Book Give-Away<br />
* Onsite Volunteer<br />
* Social Activities<br />
* Streaming Video<br />
* Voting<br />
* Whatever<br />
* Wifi/Electrical<br />
* IRC<br />
* Reception?<br />
* Accessibility<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=2016_Preconference_Proposals&diff=436642016 Preconference Proposals2015-11-18T03:46:51Z<p>ChristinaHarlow: </p>
<hr />
<div>== Instructions ==<br />
Thank you for considering proposing a pre-conference proposal. Here are a few details:<br />
<br />
You can see the Code4Lib 2016 preconference proposals received so far here: http://2016.code4lib.org/proposed-workshops.html<br />
<br />
'''Please do not put any proposals on this page! They will not be reviewed.'''</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=2016_Preconference_Proposals&diff=436622016 Preconference Proposals2015-11-17T18:51:35Z<p>ChristinaHarlow: </p>
<hr />
<div>== Instructions ==<br />
Thank you for considering proposing a pre-conference proposal. Here are a few details:<br />
<br />
We are taking all Code4Lib 2016 preconference proposals through this form until 11/16/2015: http://bit.ly/c4l16preconf Check that form for further information on the preconferences as well.<br />
<br />
You can see the Code4Lib 2016 preconference proposals received so far here: http://2016.code4lib.org/proposed-workshops.html<br />
<br />
'''Please do not put any proposals on this page! They will not be reviewed.'''</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=2016_Preconference_Proposals&diff=436612016 Preconference Proposals2015-11-17T17:39:48Z<p>ChristinaHarlow: </p>
<hr />
<div>== Instructions ==<br />
Thank you for considering proposing a pre-conference proposal. Here are a few details:<br />
<br />
We are taking all Code4Lib 2016 preconference proposals through this form until 11/16/2015: http://bit.ly/c4l16preconf Check that form for further information on the preconferences as well.<br />
<br />
You can see the Code4Lib 2016 preconference proposals received so far here: http://2016.code4lib.org/proposed-workshops.html<br />
<br />
'''Please do not put any proposals on this page! They will not be reviewed.'''<br />
<br />
== <div id="test">Heading</div> ==<br />
Thank you for considering proposing a pre-conference proposal. Here are a few details:<br />
<br />
We are taking all Code4Lib 2016 preconference proposals through this form until 11/16/2015: http://bit.ly/c4l16preconf Check that form for further information on the preconferences as well.<br />
<br />
You can see the Code4Lib 2016 preconference proposals received so far here: http://2016.code4lib.org/proposed-workshops.html<br />
<br />
'''Please do not put any proposals on this page! They will not be reviewed.'''<br />
<br />
== <div id="test2">Heading</div> ==<br />
Thank you for considering proposing a pre-conference proposal. Here are a few details:<br />
<br />
We are taking all Code4Lib 2016 preconference proposals through this form until 11/16/2015: http://bit.ly/c4l16preconf Check that form for further information on the preconferences as well.<br />
<br />
You can see the Code4Lib 2016 preconference proposals received so far here: http://2016.code4lib.org/proposed-workshops.html<br />
<br />
'''Please do not put any proposals on this page! They will not be reviewed.'''<br />
<br />
== <div id="test3">Heading</div> ==<br />
Thank you for considering proposing a pre-conference proposal. Here are a few details:<br />
<br />
We are taking all Code4Lib 2016 preconference proposals through this form until 11/16/2015: http://bit.ly/c4l16preconf Check that form for further information on the preconferences as well.<br />
<br />
You can see the Code4Lib 2016 preconference proposals received so far here: http://2016.code4lib.org/proposed-workshops.html<br />
<br />
'''Please do not put any proposals on this page! They will not be reviewed.'''<br />
<br />
== <div id="test4">Heading</div> ==</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=2016_Preconference_Proposals&diff=436602016 Preconference Proposals2015-11-17T17:39:00Z<p>ChristinaHarlow: </p>
<hr />
<div>== Instructions ==<br />
Thank you for considering proposing a pre-conference proposal. Here are a few details:<br />
<br />
We are taking all Code4Lib 2016 preconference proposals through this form until 11/16/2015: http://bit.ly/c4l16preconf Check that form for further information on the preconferences as well.<br />
<br />
You can see the Code4Lib 2016 preconference proposals received so far here: http://2016.code4lib.org/proposed-workshops.html<br />
<br />
'''Please do not put any proposals on this page! They will not be reviewed.'''<br />
<br />
== <div id="test">Heading</div> ==</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=2016_Preconference_Proposals&diff=436592016 Preconference Proposals2015-11-17T15:58:36Z<p>ChristinaHarlow: </p>
<hr />
<div>== Instructions ==<br />
Thank you for considering proposing a pre-conference proposal. Here are a few details:<br />
<br />
We are taking all Code4Lib 2016 preconference proposals through this form until 11/16/2015: http://bit.ly/c4l16preconf Check that form for further information on the preconferences as well.<br />
<br />
You can see the Code4Lib 2016 preconference proposals received so far here: http://2016.code4lib.org/proposed-workshops.html<br />
<br />
'''Please do not put any proposals on this page! They will not be reviewed.'''<br />
<br />
== Test Heading ==</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43653Preconference2016Workspace2015-11-16T15:01:37Z<p>ChristinaHarlow: </p>
<hr />
<div>== Third meeting agenda ==<br />
<br />
Google hangout, November 16th, 10 AM Eastern time<br />
<br />
# Voting mechanism<br />
## Move forward with choices<br />
## Assign to someone for working with Chris or other to get that set up<br />
# Review proposals<br />
## Decide if more space available or can accept all<br />
## Get framework in place for moving preconferences to spaces as voting/interest measures come in<br />
# Contact point people<br />
## Assign folks to particular sessions for contact/follow-up purposes<br />
# Other?<br />
<br />
== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== Second Meeting Notes ==<br />
<br />
=== Updates from Christina ===<br />
* Form was sent out - hooray!<br />
* Taking responses until November 11/15<br />
* Request from Luke to share email generation script<br />
<br />
=== Voting Mechanism ===<br />
* We can do whatever we want in this regard (Anna)<br />
** Multiple systems available for vote counting<br />
** Decide what is most useful for the committee and go with that<br />
** Can't just do voting based on what is most popular because of concurrent sessions<br />
** Data does not need to be distributed, does not need to be in a structured format<br />
** Have to make sure that people know they are not actually signing up for a pre-conference session, only an expression of interest<br />
* Options: wiki sign up, Google Form, etc.<br />
** Wiki is a backup plan<br />
** Explore Google form option through testing<br />
** Look at other possible voting mechanisms and communicate via email<br />
* Christina will set up a test Google Form<br />
<br />
=== Allyship Preconference ===<br />
* Anna communicated that the LPC is responsible for making this decision<br />
* General sense that we'd like it to happen but that logistics are a problem<br />
* Drupal pre-con in Raleigh that required a registration fee?<br />
* Background Info<br />
** Pull request to create specific policies for Code of Conduct<br />
** comment thread had a suggestion for training that would be useful to committees<br />
** LPC began to explore options<br />
* Sponsorship committee will continue to solicit potential sponsors<br />
* LPC will contact presenter<br />
* Wait to see what the main committee decides<br />
<br />
=== Other Items ===<br />
* Send pre-conference proposal reminder one week ahead of deadline: 11/9<br />
** Everyone will send to the same email lists as for the inital CFP<br />
* Meet again shortly after deadline: 11/16 1PM Eastern<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=2016_Preconference_Proposals&diff=436202016 Preconference Proposals2015-11-05T21:07:27Z<p>ChristinaHarlow: </p>
<hr />
<div>== Instructions ==<br />
Thank you for considering proposing a pre-conference proposal. Here are a few details:<br />
<br />
We are taking all Code4Lib 2016 preconference proposals through this form until 11/16/2015: http://bit.ly/c4l16preconf Check that form for further information on the preconferences as well.<br />
<br />
You can see the Code4Lib 2016 preconference proposals received so far here: http://2016.code4lib.org/proposed-workshops.html<br />
<br />
'''Please do not put any proposals on this page! They will not be reviewed.'''</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43565Preconference2016Workspace2015-09-30T19:20:23Z<p>ChristinaHarlow: </p>
<hr />
<div>== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
Action Items:<br />
# Anna:<br />
## send google forms information<br />
## send list of spaces, other space info<br />
## take this group's thought re: allyship preconf, voting issues, back to LPC<br />
# Christina: <br />
## Post notes<br />
## Get proposal form made based off of wiki, share with group<br />
## Get updated call for proposals text, share with group<br />
# All:<br />
## review above info, form, call for proposals this week<br />
## tell group which listservs you'll be contact person for<br />
<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43564Preconference2016Workspace2015-09-30T19:14:42Z<p>ChristinaHarlow: </p>
<hr />
<div>== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''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.<br />
## '''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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43563Preconference2016Workspace2015-09-30T19:13:00Z<p>ChristinaHarlow: </p>
<hr />
<div>== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
## '''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.<br />
## '''Accepted timeframe:''' <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# '''Preconference spaces'''<br />
## 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.<br />
## 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.<br />
## 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.<br />
# '''Allyship session - Ada Initiative Ally Training'''<br />
## '''Participation interest''' - if the organizer of this event wants to send out separate interest, the group is fine. Uncertainty with this pre-conf group about us officially sending out interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement 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.<br />
## '''Extra fee / Sponsorship''' - the group is 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. <br />
## '''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.<br />
<br />
'''Text of call for proposals - to be updated following this meeting and creation of the proposal form.'''<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43562Preconference2016Workspace2015-09-30T19:09:49Z<p>ChristinaHarlow: </p>
<hr />
<div>== Second meeting agenda ==<br />
<br />
Google hangout, October 7th, 1 PM Eastern time<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
### 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 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.<br />
## Accepted timeframe: <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# Preconference spaces<br />
## 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.<br />
## 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.<br />
## 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.<br />
# Allyship session - Ada Initiative Ally Training<br />
## Participation interest - if the organizer of this event wants to send out separate interest, the group is fine. Uncertainty with this pre-conf group about us officially sending out interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement 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.<br />
## Extra fee / Sponsorship - the group is 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. <br />
## 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.<br />
# Text of call for proposals - to be updated following this meeting and creation of the proposal form.<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43561Preconference2016Workspace2015-09-30T19:09:16Z<p>ChristinaHarlow: </p>
<hr />
<div>== Second meeting agenda ==<br />
<br />
# Voting mechanism<br />
## Get responses from LPC<br />
# Allyship Preconference Question<br />
## Get responses from LPC<br />
<br />
== First meeting notes ==<br />
# Group documentarian<br />
## Christina for this meeting; someone else in the future (to be determined at start of each meeting)<br />
# Timeframe<br />
## '''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<br />
## '''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.<br />
### 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 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.<br />
## Accepted timeframe: <br />
### '''Week of 9/30:''' Call for proposals sent, immediately post group review of draft Google form for proposals, review of updated Call text.<br />
### '''11/15''': Proposals deadline - Midnight PST.<br />
### '''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'. <br />
### '''12/1-12/5''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# Preconference spaces<br />
## 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.<br />
## 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.<br />
## 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.<br />
# Allyship session - Ada Initiative Ally Training<br />
## Participation interest - if the organizer of this event wants to send out separate interest, the group is fine. Uncertainty with this pre-conf group about us officially sending out interest for this one preconference separate from regular preconference proposal and voting procedure. Noted: agreement 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.<br />
## Extra fee / Sponsorship - the group is 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. <br />
## 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.<br />
# Text of call for proposals - to be updated following this meeting and creation of the proposal form.<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=2016_Preconference_Proposals&diff=435502016 Preconference Proposals2015-09-29T15:34:15Z<p>ChristinaHarlow: Created page with "== Instructions == Thank you for considering proposing a pre-conference proposal. Here are a few details: * We will be taking pre-conference proposals until November 15, 2014..."</p>
<hr />
<div>== Instructions ==<br />
Thank you for considering proposing a pre-conference proposal. Here are a few details:<br />
<br />
* We will be taking pre-conference proposals until November 15, 2014<br />
* If you cannot or do not want to edit this wiki directly, you can email your proposals to GROUP_EMAIL<br />
* Examples from the 2015 pre-conference sessions can be found at http://wiki.code4lib.org/2015_preconference_proposals<br />
* If you are interested in attending a particular pre-conference, please append your name below that proposal (indicating interest in more than one proposal is fine)<br />
* If you have an idea for a pre-conference, but cannot facilitate yourself please post the idea below and email GROUP_EMAIL<br />
* NOTE: Pre-conferences are NOT included in the Code4Lib Conference price and will be held on Monday, March 7th, 2016 as either full day or half day sessions<br />
* Please use the template for proposals provided in the pre-formatted block below<br />
<br />
=== Proposal formatting guidelines: ===<br />
<br />
=== Preconference Title: ===<br />
<br />
One of:<br />
'''"Full Day"''' <br />
'''"Half Day [Morning]"''' <br />
'''"Half Day [Afternoon]"''' <br />
<br />
* Facilitator's name, affiliation, and email address<br />
* Second facilitator's name, affiliation, email address, if second speaker<br />
<br />
Abstract<br />
<br />
''Interested in Attending''<br />
<br />
If you would be interested in attending, please indicate by adding your name (but not email address, etc.) here<br />
<br />
#<br />
#<br />
#<br />
<br />
== Pre-conference Proposals ==<br />
Post your ideas here!</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43549Preconference2016Workspace2015-09-29T15:21:28Z<p>ChristinaHarlow: </p>
<hr />
<div>== First meeting agenda ==<br />
# Group documentarian<br />
# Timeframe<br />
## trello 'master schedule' workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule<br />
## 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.<br />
## Week of 'voting' to gauge interest<br />
## Proposed timeframe: <br />
### '''9/30:''' Call for proposals issued immediately after meeting (see draft call text below)<br />
### '''11/15''': Proposals deadline<br />
### '''11/16-11/20''': Voting via put your name on wiki under session of interest call to listserv<br />
### '''11/21-12/4''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# Preconference space<br />
## Overview of space will equal how many sessions can we accept<br />
## Will we need registration limits (and how to determine this in registration page)<br />
## What will presenters need to bring (projects, computers, etc.)<br />
# Allyship session<br />
## Participation interest<br />
## Extra fee / Sponsorship<br />
# '''Voting method:''' Time-honored method of issuing call to Code4Lib listserv asking folks to put their name under the session they are most interested in attending in the wiki, and if they don't have the wiki, emailing one of the pre-conf folks to do so for them. The dieboldatron just doesn't work for this kind of voting, alas.<br />
# Text of call for proposals<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
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.<br />
<br />
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.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Preconference2016Workspace&diff=43548Preconference2016Workspace2015-09-29T15:20:06Z<p>ChristinaHarlow: added proposed dates, call text</p>
<hr />
<div>== First meeting agenda ==<br />
# Group documentarian<br />
# Timeframe<br />
## trello 'master schedule' workspace: https://trello.com/b/rTeC8Bgx/master-planning-schedule<br />
## 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.<br />
## Week of 'voting' to gauge interest<br />
## Proposed timeframe: <br />
### '''9/30:''' Call for proposals issued immediately after meeting (see draft call text below)<br />
### '''11/15''': Proposals deadline<br />
### '''11/16-11/20''': Voting via put your name on wiki under session of interest call to listserv<br />
### '''11/21-12/4''': Confirm selected sessions along with needs, space, etc with session leaders<br />
### '''12/5''': Have pre-conference schedule in place for public view<br />
# Preconference space<br />
## Overview of space will equal how many sessions can we accept<br />
## Will we need registration limits (and how to determine this in registration page)<br />
## What will presenters need to bring (projects, computers, etc.)<br />
# Allyship session<br />
## Participation interest<br />
## Extra fee / Sponsorship<br />
# '''Voting method:''' Time-honored method of issuing call to Code4Lib listserv asking folks to put their name under the session they are most interested in attending in the wiki, and if they don't have the wiki, emailing one of the pre-conf folks to do so for them. The dieboldatron just doesn't work for this kind of voting, alas.<br />
# Text of call for proposals<br />
<br />
'''Subject line:''' Call for Code4Lib 2016 Pre-Conference Proposals<br />
<br />
'''Text:'''<br />
Code4Lib 2015 Pre-Conference Proposals:<br />
<br />
We are now accepting pre-conference workshop proposals for the 2016<br />
Code4Lib in Philadelphia, Pennsylvania. These workshops can either be a 1-day or a<br />
1/2-day session and will occur on Monday, March 7, 2016.<br />
<br />
To propose a session, please add the proposal to this wiki page directly,<br />
following the proposal formatting guidelines:<br />
http://wiki.code4lib.org/2016_Preconference_Proposals If you cannot or do<br />
not wish to edit the wiki directly, you can email one of us listed below<br />
your proposal and we will add it for you.<br />
<br />
We are taking proposals until November 15th, and we hope to confirm sessions<br />
with the leaders starting November 21st.<br />
<br />
If there are any questions, please do not hesitate to email us.<br />
<br />
Best,<br />
Names, Emails of pre-conf committee<br />
<br />
[[Category:Code4Lib2016]]</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Southeast&diff=43462Southeast2015-09-05T21:34:32Z<p>ChristinaHarlow: </p>
<hr />
<div>== Mailing List ==<br />
There is a separate Code4Lib-SE (Southeast) mailing list for the planning of Southeast region Code4Lib meetups. Feel free to post Code4Lib-SE topics to the main Code4Lib mailing list as well (for instance, announcing new meetups) but this Code4Lib-SE specific mailing list will make sure we don't drown the main mailing list with other sorts of Code4Lib-SE administriva.<br />
<br />
https://groups.google.com/forum/#!forum/code4lib-se<br />
<br />
== Future Events ==<br />
<br />
Group discussions seem to show support for 2 code4lib southeast events / year, with the location and event type changing according to whomever in the region can host the meeting. If you are interested in taking part as a host/organizer, you can start pondering when + where (we'll collect these in a first-come, first-serve list below in this group as people volunteer to host), then what exactly you'd like to offer. A couple of us are happy to help organize with the hosts as needed. <br />
<br />
* (Summer - Fall 2015 will be in Greenville, SC) - Cancelled<br />
* Winter-Spring 2015 will be at Tulane, New Orleans, Louisiana (primary contact: Phil Suda: phil.suda@gmail.com)<br />
<br />
== Past Events ==<br />
<br />
=== Spring 2015 Event: Code4LibSE Datathon ===<br />
<br />
'''May 1, 1-5 PM'''<br /><br />
'''Room 128, Hodges Library, University of Tennessee Knoxville'''<br /><br />
'''Registration page: http://goo.gl/forms/x9u11MCmJ1'''<br /><br />
<br />
All are welcome to an afternoon datathon, put together as part of Code4LibSouthest. The event is free and open to all, although we do ask for you to register using this form so we can have a head count.<br />
<br />
The first 2 hours will involve skillshares and workshops around data retrieval/munging tools, scripts, and workflows. Let us know if you have a skill that you would like to help others learn - some topics include OpenRefine/LODRefine, Google Docs + Scripting, writing XSLT, working with library data in python, open source ontology editors, working with open data APIs, understanding the RDF data model, etc. We will add confirmed topics for the skillshare part of the event agenda as they are confirmed on our Google Groups page - see https://groups.google.com/forum/#!topic/code4lib-se/. Please know that all data skills are welcome!<br />
<br />
Skills to be Shared:<br />
* Metadata munging with XQuery, including roundtripping MARC to/from other XML metadata formats using https://github.com/ksclarke/freelib-marc4j-exist -- Kevin Clarke<br />
* Perl + MARC/RDF munging -- Galen Charlton<br />
* WOS, sci2 + network visualizations -- Cody Behles<br />
* Depending on time: DPLA API, LODRefine (Linked Open Data Refine) & Open Authorities Reconciliation -- Christina Harlow<br />
<br />
We'll then take a coffee and food break as needed. Some coffee, tea and local treats from Magpie's Bakery will be provided.<br />
<br />
The second 2 hours will consist of breakout sessions where groups of folks can work with datasets using the tools/skills picked up. We invite people to bring their own datasets that need any kind of work - encoding issues, normalizing headings, mapping to other formats, pulling in URIs. If you don't bring your own data, we'll use datasets from UTK and the DPLA that need work normalizing and mapping names/subjects of regional interest. Attendees are invited to sit and learn or work on their own data - whatever you feel most comfortable with doing.<br />
<br />
Please register below, and let us know if you are 1. able to share skills or 2. will be bringing your own data. Neither of these are required for attendance. <br />
<br />
Questions or issues? Email Christina at charlow2@utk.edu Travel information is being sent directly to those registered. Ask Christina if you didn't receive these.</div>ChristinaHarlowhttps://wiki.code4lib.org/index.php?title=Southeast&diff=43461Southeast2015-09-05T21:30:58Z<p>ChristinaHarlow: </p>
<hr />
<div>== Mailing List ==<br />
There is a separate Code4Lib-SE (Southeast) mailing list for the planning of Southeast region Code4Lib meetups. Feel free to post Code4Lib-SE topics to the main Code4Lib mailing list as well (for instance, announcing new meetups) but this Code4Lib-SE specific mailing list will make sure we don't drown the main mailing list with other sorts of Code4Lib-SE administriva.<br />
<br />
https://groups.google.com/forum/#!forum/code4lib-se<br />
<br />
== Spring 2015 Event: Code4LibSE Datathon ==<br />
<br />
'''May 1, 1-5 PM'''<br /><br />
'''Room 128, Hodges Library, University of Tennessee Knoxville'''<br /><br />
'''Registration page: http://goo.gl/forms/x9u11MCmJ1'''<br /><br />
<br />
All are welcome to an afternoon datathon, put together as part of Code4LibSouthest. The event is free and open to all, although we do ask for you to register using this form so we can have a head count.<br />
<br />
The first 2 hours will involve skillshares and workshops around data retrieval/munging tools, scripts, and workflows. Let us know if you have a skill that you would like to help others learn - some topics include OpenRefine/LODRefine, Google Docs + Scripting, writing XSLT, working with library data in python, open source ontology editors, working with open data APIs, understanding the RDF data model, etc. We will add confirmed topics for the skillshare part of the event agenda as they are confirmed on our Google Groups page - see https://groups.google.com/forum/#!topic/code4lib-se/. Please know that all data skills are welcome!<br />
<br />
Skills to be Shared:<br />
* Metadata munging with XQuery, including roundtripping MARC to/from other XML metadata formats using https://github.com/ksclarke/freelib-marc4j-exist -- Kevin Clarke<br />
* Perl + MARC/RDF munging -- Galen Charlton<br />
* WOS, sci2 + network visualizations -- Cody Behles<br />
* Depending on time: DPLA API, LODRefine (Linked Open Data Refine) & Open Authorities Reconciliation -- Christina Harlow<br />
<br />
We'll then take a coffee and food break as needed. Some coffee, tea and local treats from Magpie's Bakery will be provided.<br />
<br />
The second 2 hours will consist of breakout sessions where groups of folks can work with datasets using the tools/skills picked up. We invite people to bring their own datasets that need any kind of work - encoding issues, normalizing headings, mapping to other formats, pulling in URIs. If you don't bring your own data, we'll use datasets from UTK and the DPLA that need work normalizing and mapping names/subjects of regional interest. Attendees are invited to sit and learn or work on their own data - whatever you feel most comfortable with doing.<br />
<br />
Please register below, and let us know if you are 1. able to share skills or 2. will be bringing your own data. Neither of these are required for attendance. <br />
<br />
Questions or issues? Email Christina at charlow2@utk.edu Travel information is being sent directly to those registered. Ask Christina if you didn't receive these.<br />
<br />
== Future Events ==<br />
<br />
Group discussions seem to show support for 2 code4lib southeast events / year, with the location and event type changing according to whomever in the region can host the meeting. If you are interested in taking part as a host/organizer, you can start pondering when + where (we'll collect these in a first-come, first-serve list below in this group as people volunteer to host), then what exactly you'd like to offer. A couple of us are happy to help organize with the hosts as needed. <br />
<br />
* (Summer - Fall 2015 will be in Greenville, SC) - Cancelled<br />
* Winter-Spring 2015 will be at Tulane, New Orleans, Louisiana (primary contact: Phil Suda: phil.suda@gmail.com)</div>ChristinaHarlow