2014 Lessons Learned - Revision history

Yoosebj at 12:48, 3 July 2014

2014-07-03T12:48:00Z

Yoosebj at 12:11, 26 June 2014

2014-06-26T12:11:53Z

Timmcgeary at 13:52, 13 May 2014

2014-05-13T13:52:10Z

Jaf at 18:53, 14 April 2014

2014-04-14T18:53:13Z

Yoosebj at 18:37, 14 April 2014

2014-04-14T18:37:07Z

Timmcgeary at 14:40, 31 March 2014

2014-03-31T14:40:28Z

Timmcgeary at 14:35, 31 March 2014

2014-03-31T14:35:58Z

Jronallo at 13:07, 31 March 2014

2014-03-31T13:07:01Z

Escowles at 23:09, 28 March 2014

2014-03-28T23:09:26Z

Ejlynema at 18:48, 28 March 2014

2014-03-28T18:48:37Z

@@ Line 102: / Line 102: @@
 ** This is difficult when lightning talk presenters want to do a live demo (TMM)
 * Consider live closed captioning software for talks and streaming
 * Twitter feed of #c4lYY on screens when no presenter is up (TMM edited IRC to Twitter because Twitter feed is safer, more professional, and more compliant to code of conduct)
 ** Twitter is no more CoC compliant than other online venues, including IRC. Each feed has its own risks in being viewed on the big screen (IRC in jokes vs Twitter hijacking of hashtags). (yo_bj)

@@ Line 85: / Line 85: @@
 '''Ideas'''
 * Lanyards for whether it is OK to take photographs
 * Add chairs to the front of the room so that lightning talk presenters can sit before they talk

@@ Line 33: / Line 33: @@
 * Using negotiation to buy "off menu" will save money.
 * Make sure that you ask about dietary requirements during registration so that you can accommodate vegan / vegetarian / gluten-free, etc.
 '''Pre-Conferences'''

@@ Line 19: / Line 19: @@
 '''Sponsorships'''
 * 46.8% of the estimated cost of C4L2014 was provided by sponsorships.  The registration cost of $165 per person covered another 46.8%.  The remaining balance of C4L2013 covered the remaining 6-7%.
-* To keep registration costs low, it is critical the Sponsorship Committee raise a minimum of $50,000 per year.
+* To keep registration costs low, it is critical the Sponsorship Committee raise a minimum of $50,000 per year. [This really depends on the overall venue costs. If the conference is hosted on a college campus, the costs tend to be much lower, and therefore the amount of sponsorship needed is much lower - jaf]
 * The [http://code4lib.org/node/487|Code4Lib2014 Sponsorship Prospectus] was a '''significant''' tool in raising money this year.

@@ Line 99: / Line 99: @@
 * Consider live closed captioning software for talks and streaming
 * Twitter feed of #c4lYY on screens when no presenter is up (TMM edited IRC to Twitter because Twitter feed is safer, more professional, and more compliant to code of conduct)
 * Consider switches at the tables
 ** what kind of switches?
 * Add a Code4Lib logo to the podium
 * Have someone whose job it is to collect questions during a presentation and that can then ask them. Allowing for anonymous questions may lead to more folks asking.

@@ Line 12: / Line 12: @@
 * The venue of C4L2014 could hold 350 people
 * To ensure registration Presenters, Preconference Organizers, and Sponsors (Platinum, Gold, and Table), initial registration was capped at 325.  This filled in approximately 48 hours.
-* Demand for Code4Lib 2014 was 420 based on registrations and wait list.
+* Demand for Code4Lib 2014 was 450 based on registrations and wait list.
 * Local registrations by the hosting libraries (Duke, NCSU, UNC) was 41 registrations.
 * CONCENTRA's registration system had some technical limitations as to data input and flow, but CONCENTRA handled all processing with little assistance by volunteers.
@@ Line 89: / Line 89: @@
 * Make the podium laptop desktop background a plain color with good contrast. After every group of presenters clean off the desktop to keep it quicker and easier for presenters to find their slides.
 * Put someone at the front of the room who is responsible for helping presenters with the presenter computer.
-* Most people use Mac laptops, so if there is only one podium computer, it should be a Mac.
+* Podium Computer
-** Ideally, both a Mac and a Windows computer should be available.
+** Most people use Mac laptops, so if there is only one podium computer, it should be a Mac. (TMM disagrees)
 *** Almost all of the presentations this year used standard formats (PPT, PDF, and HTML).  The podium computer needs to be under the control of the A/V and Streaming Committees for their functions.  Presenters should use a presentation standard.
 ** Several presenters had trouble with not being able to see what was being presented -- the podium computer(s) should be mirrored by default.
-*** No, the podium computer should be setup as required for streaming and A/V setup.
+*** No, the podium computer should be setup as required for streaming and A/V setup. (TMM)
 * Consider pre-combining lightning talks into a single slide deck to keep the flow going.
-** This is difficult when lightning talk presenters want to do a live demo
+** This is difficult when lightning talk presenters want to do a live demo (TMM)
 * Consider live closed captioning software for talks and streaming
-* Twitter feed of #c4lYY on screens when no presenter is up (was previously IRC, but twitter feed is safer, more professional, and more compliant to code of conduct
+* Twitter feed of #c4lYY on screens when no presenter is up (TMM edited IRC to Twitter because Twitter feed is safer, more professional, and more compliant to code of conduct)
 * Consider switches at the tables
 ** what kind of switches?
 * Add a Code4Lib logo to the podium
 * Have someone whose job it is to collect questions during a presentation and that can then ask them. Allowing for anonymous questions may lead to more folks asking.

@@ Line 47: / Line 47: @@
 * When talking to sales folks, get the REAL numbers on how many attendees will fit in a space (this means WITH A/V included, which could be 15% less or more than advertised capacities).
 * Provide A/V info to speakers in advance (availability of computer, network availability, any additional software installs needed, etc.).
 '''Organizing Volunteers'''
@@ Line 57: / Line 62: @@
 *Pay attention to the IPs you are assigned, make sure they are not PRIVATE (eg. 10,172.4-31,192.168)
 *Start the process to get the freenode limit raised a month before to plan for any kinks!
 *Announce channel logging a month or more ahead of time
 '''Scholarships'''
 * Ask folks to follow a file naming convention for any files they send. Using their full name in the filename.
 * Make a note about how the committee ought to be addressed. Someone had a question about this and didn’t want to lose out because they weren’t formal enough. We can specify who the letter ought to be addressed to even if the packet is being sent to one person on the committee.
@@ Line 72: / Line 77: @@
 * Promote the sponsors and the scholarship winners more via social media during the conference.
 * Automatically invite keynote speakers to the scholarship lunch.
 '''Keynotes'''
@@ Line 80: / Line 84: @@
 * Lanyards for whether it is OK to take photographs
 * Add chairs to the front of the room so that lightning talk presenters can sit before they talk
 * Do not place a conference goer near the hospitality suite! Maybe make the hang out place a different area in the hotel or conference.
 ** Another possibility could be to have the room next to the hospitality room be reserved for a "suite steward" or "host" volunteer - aka a person that can look after the room in terms of cleanliness, drink/food stock, etc.
@@ Line 86: / Line 91: @@
 * Most people use Mac laptops, so if there is only one podium computer, it should be a Mac.
 ** Ideally, both a Mac and a Windows computer should be available.
 ** Several presenters had trouble with not being able to see what was being presented -- the podium computer(s) should be mirrored by default.
-* Consider precombining lightning talks into a single slide deck to keep the flow going.
+*** No, the podium computer should be setup as required for streaming and A/V setup.
 * Consider live closed captioning software for talks and streaming
-* IRC channel shown on screens when no presenter is up
+* Twitter feed of #c4lYY on screens when no presenter is up (was previously IRC, but twitter feed is safer, more professional, and more compliant to code of conduct
 * Consider switches at the tables
 * Add a Code4Lib logo to the podium
 * Have someone whose job it is to collect questions during a presentation and that can then ask them. Allowing for anonymous questions may lead to more folks asking.