View source for NEC4L:tasklist

=Task List for Fall 2012 NE Code4Lib Meeting=
Roles: program chair, local arrangements chair, communications chair, registration and finance chair

Open Issues:
# Many...


Program tasks
{| class="wikitable" border=1
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!#!!Task!!Needed By!!Who!!Status!!Notes
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|1||define conference format/time breakdown||5/1/12||Mike || In process || Good draft from Mike
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|1||solicit keynote speakers, if any||3/1/12||Michelle ||Done  || Mark Matienzo or Michael Dula, Yale Library CTO
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|1||solicit presentation proposals||5/15/12||Randy ||  || Will create Google Form
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|1||evaluate proposals||6/15/12|| ||  ||
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|1||decide on presenters||7/1/12|| ||  ||
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|1||schedule presentations||7/5/12|| ||  ||
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|1||decide if presenters are free (complicates everything)||5/1/12|| ||  ||
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|1||contact presenters and get confirmations||7/5/12|| ||  ||
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|1||create agenda for meeting (print? on-line?)||8/1/12|| ||  ||
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|1||decide 1 presentation laptop, or each bring their own||9/1/12|| ||  ||
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|1||setup laptop with all presentations||10/25/12|| ||  ||
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|1||get copy of all presentations to post to wiki||11/15/12|| ||  ||
|}


Local arrangements tasks: Cindy And Kalee
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!#!!Task!!Needed By!!Who!!Status!!Notes
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|1||reserve conference rooms||4/1/12|| ||Done   ||
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|1||find hotels, negotiate deals, and reserve room blocks||8/1/12||cindy ||2 hotels with room blocks, working on more, should have update by 4/27/12 mtg/clg  ||
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|1||create restaurant list, transportation options, map of Yale, etc.||8/1/12|| ||  ||
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|1||decide on food needs - coffee/tea, snacks, reception?||8/1/12||Cindy ||  ||
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|1||arrange catering for event||8/1/12|| ||  ||
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|1||decide on cost for event, and fee required||8/1/12||Mike || in process || goal of no cost to attendees
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|1||will there be vendor/partner tables||8/1/12|| ||  ||
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|1||create signs to post, labeling rooms||10/22/12|| ||  ||
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|1||any swag, pens, bags, or T-shirts? (donations?)||8/1/12|| ||  ||
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|1||arrange A/V - will we video capture?||8/1/12|| ||  ||
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|1||set up in days before||10/22/12|| ||  ||
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|1||designate contact person phone/text/email during conference||10/1/12|| ||  ||
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|1||solicit and designate volunteer help and roles during conference||10/1/12|| ||  ||
|}


Communications tasks
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!#!!Task!!Needed By!!Who!!Status!!Notes
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|1||decide on email lists to send notices to (will we create a NEC4L list?)||8/1/12||Randy ||  ||Propose we just use regular C4L list and keep all in loop
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|1||send reminder to take poll||3/1/12||Randy || moot || will not do
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|1||send call for presenters||5/15/12||Randy ||  || will create google form for our review
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|1||send reminder to call for presenters||6/1/12|| ||  ||
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|1||send agenda an registration details||8/1/12|| ||  ||
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|1||respond to emails||8/1/12|| ||  ||
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|1||twitter hashtag?||8/1/12|| ||  ||
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|1||post-event communication||8/1/12|| ||  ||
|}


Registration and finance tasks
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!#!!Task!!Needed By!!Who!!Status!!Notes
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| ||determine registration fee - make budget||5/1/12|| ||  ||
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| ||determine who funds if over budget||5/1/12|| ||  ||
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| ||scholarships?||5/1/12|| ||  ||
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| ||determine registration mechanism and cutoff date||8/1/12|| ||  ||
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| ||locate sponsors? and administer||7/1/12|| ||  ||
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| ||collect and account for money (bank account?)||8/1/12|| ||  ||
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| ||send acceptance notes||9/1/12|| ||  ||
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| ||handle cancellations||9/15/12|| ||  ||
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| ||Name tags||10/22/12|| ||  ||
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| ||list of participant names, emails for attendees||10/22/12|| ||  ||
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| ||do we need a participant email list for use during conference and after?||8/1/12|| ||  ||
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| ||use crowdvine or similar or just our wiki?||8/1/12|| ||  ||
|}