How To Plan A Code4LibCon - Revision history

Phette23 at 19:32, 3 March 2025

2025-03-03T19:32:21Z

Phette23 at 21:44, 6 February 2025

2025-02-06T21:44:36Z

Phette23: link to prior successful proposals

2025-02-06T21:12:19Z

link to prior successful proposals

Phette23 at 20:42, 6 February 2025

2025-02-06T20:42:45Z

Phette23: large update

2025-02-06T20:29:15Z

large update

Show changes

Phette23: We use CONCENTRA every year now

2025-01-16T16:58:26Z

We use CONCENTRA every year now

JulieSwierczek: added link to BookRaffle page

2020-04-03T19:08:45Z

added link to BookRaffle page

Highermath: /* Video */

2020-03-11T15:09:20Z

‎Video

Highermath: Added Podium subsection

2020-03-11T15:06:13Z

Added Podium subsection

Highermath: /* Video */

2019-02-27T00:14:21Z

‎Video

@@ Line 92: / Line 92: @@
 === Wireless ===
-historically, Code4Lib has had trouble with wifi bandwidth at venues. Hotels will lie about their wifi. Try to receive assurance that every attendee will be able to simultaneously have 1-2 devices connected to the network. It's best if you are able to visit the venue to verify its network characteristics.
+Historically, Code4Lib has had trouble with wifi bandwidth at venues. Hotels will lie about their wifi. Try to receive assurance that every attendee will be able to simultaneously have 1-2 devices connected to the network. It's best if you are able to visit the venue to verify its network characteristics.
 It is good if the venue allows VPN traffic as many folks use a work VPN. It's also nice if commonly used ports, like 22 for ssh/git, are usable.
@@ Line 108: / Line 108: @@
 * Speaker gifts
 * Small honorarium
-* Dinner plans
+* Offer to make dinner plans
 === Lightning Talks ===
@@ Line 143: / Line 143: @@
 === Calls for Hosting ===
 See [[:Category:Conference Hosting Proposals]].
@@ Line 235: / Line 237: @@
 * [[2017_Lessons_Learned]]
 * [https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.
 [[Category: Code4LibCon Planning]]

@@ Line 28: / Line 28: @@
 Code4Lib has been hosted on university campuses and also located purely in hotels. Campus facilities tend to be more affordable, but housing can be scattered and challenging. Hotels are more expensive but cohesive.
-If your campus or town has a conference center, that is a logical starting point. Large hotels are also an option. In recent years, the conference has been smaller (a little over 200 attendees). If you are unsure how many attendees to plan for, look at [Conference_Financial_History_At_A_Glance] figures or ask in the code4libcon channel in Slack. In general, 200-400 attendees is a good range.
+If your campus or town has a conference center, that is a logical starting point. Large hotels are also an option. In recent years, the conference has been smaller (a little over 200 attendees). If you are unsure how many attendees to plan for, look at [[Conference_Financial_History_At_A_Glance|historical attendance]] figures or ask in the code4libcon channel in Slack. In general, 200-400 attendees is a good range.
-A couple of isolated rooms for the conference but away from the main space are important for both the Community Support Squad to hold private discussions and to private a place of quiet respite for weary conference goers.
+A couple of isolated rooms for the conference but away from the main space are important for both the Community Support Squad to hold private discussions and to private a place of quiet respite for weary conference-goers.
 === Workshops ===
-Workshops have been held before and after the conference. They are often referred to as "pre-conferences" or "post-conferences" in planning and publicity materials. There should be space to facilitate 10-20 workshops. It is helpful if they can be located in the same building but not necessary.
+Workshops have been held before and after the conference. They are referred to as "pre-conferences" or "post-conferences" in planning and publicity materials. There should be space to facilitate 10-20 workshops. It is helpful if they can be located in the same building but not necessary.
-These can be class or meeting rooms but should have a projector and ideally a whiteboard. Electricity for every attendee is also important.
+These can be class or meeting rooms but should have a projector and ideally a whiteboard. Electricity for attendees is also important.
 === Reception ===
-A nice reception venue can be appealing to many attendees. In the past, we have gone to museums, libraries, and more fun venues. If Philadelphia, we went to The Mütter Museum. In D.C., we went to the Library of Congress. In Michigan, we went to a "fowling" (football bowling) place.
+A nice reception venue can be appealing to many attendees. In the past, we have gone to museums, libraries, and more fun venues. If Philadelphia, we went to The Mütter Museum. In D.C., we went to the Library of Congress. In Michigan, we went to "fowling" (football bowling).
-A nice reception at a separate location is not stricly necessary. It might be possible to do catering at the conference venue in the evening, for instance.
+A nice reception at a separate location is not strictly necessary. It might be possible to do catering at the conference venue in the evening, for instance.
 === Transportation ===
@@ Line 50: / Line 50: @@
 If lodging and the venue are separate, how will attendees get to the conference venue? Are there shuttles? If we need to purchase a bus, how much will it cost?
-Most years, we need to pay for a bus to the reception venue, as it tends to be in a different location.
+Most years, we pay for a bus to the reception venue, as it tends to be in a different location.
 === Local Appeal ===
-Successful proposals in the past tend to include local spots that folks will be interested in: cultural institutions, tourist attractions, book stores, libraries, restaurants, and night life. The Social Activities committee plans around these venues. It is nice to have a nighttime location where Game Night can be held (which might be one of the workshop rooms).
+Successful proposals in the past included local spots that attendees will be interested in: cultural institutions, tourist attractions, book stores, libraries, restaurants, and nightlife. The Social Activities committee plans around these venues. It is nice to have a nighttime location where Game Night can be held (which can be a workshop room).
-There is nothing wrong with doing a conference in a location we've been to before, or in a location that is close to last year's location. In the past, Code4Lib tended to bounce between the East coast, West coast, and Midwest but that is not a requirement and should not dissuade any location from submitting a proposal.
+There is nothing wrong with doing a conference in a location we've been to before, or in a location that is close to last year's location. In the past, Code4Lib tended to bounce between the East Coast, West Coast, and Midwest, but that is not a requirement and should not dissuade any location from submitting a proposal.
 == Committee List ==
-Each year we copy the prior year's list of committees (see [[:Category:Conference Committees]]) to a new wiki page. If you are looking for information on a committee or new volunteers, looking at prior years can sometimes give you some names, but know that not all committees keep their membership on the wiki up to date.
+Each year we copy the prior year's list of committees (see [[:Category:Conference Committees]]) to a new wiki page. If you are looking for information on a committee or new volunteers, prior years can provide some names, but know that not all committees keep their membership on the wiki up to date.
-Here are brief descriptions of some of the primary committees:
+Brief descriptions of the primary committees:
 * Planning (LPC) - primary committee, should have delegates on most others, makes major decisions
@@ Line 71: / Line 71: @@
 * Program - plans posters and conference talks
 * Scholarship - solicits diversity scholarship applications and selects candidates
-* Community Support Squad (CSS) - enforces the Community [https://github.com/code4lib/code-of-conduct Code of Conduct]
+* Community Support Squad (CSS) - enforces the [https://github.com/code4lib/code-of-conduct Code of Conduct]
-* T-Shirt - solicit T-Shirt designs
+* T-Shirt - solicits T-Shirt designs
-* Social Activities - plans social events at the conference such as Board Game Night
+* Social Activities - plans social events at the conference such as Game Night
 * Streaming - runs the livestream
-* Host Voting - solicit proposals for next year
+* Host Voting - solicits proposals for next year
-* Accessibility - consult on physical and digital accessibility, e.g. of venues and the conference websites
+* Accessibility - consults on physical and digital accessibility, e.g. of venues and the conference websites
 You will also need on-site volunteers during the conference for tasks like MCing the conference, timing talks, and running microphones for audience questions.
@@ Line 82: / Line 82: @@
 Code4Lib is democratic; most committees faced with multiple options (keynote, pre-conference, program, t-shirt, host voting) host community votes to determine some or all of their choices.
-Some committees are quite small, even a single person. Each year may have some unique committees not present in the list above. For more information on any particular committee, look in their Drive folder or on the wiki.
+Some committees are small, even a single person. Some years may have some unique committees not present in the list above. For more information on any particular committee, look in their Drive folder or on the wiki.
 == Planning ==
@@ Line 106: / Line 106: @@
 === Keynotes ===
-# Speaker gifts
+* Speaker gifts
-# Dinner plans
+* Small honorarium
 === Lightning Talks ===
-* Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )
+* Sign up ahead of time on papers in the venue
 === Conference ===
-# Power - everyone would like to plug in their laptop (and possibly their phone)
+* Power - everyone would like to plug in their laptop (and possibly their phone)
-# IRC Monitor for podium during speaker changes?
 === Photography ===
@@ Line 130: / Line 132: @@
 # Water at the podium
 # Provide height adjustable podium, if available. Otherwise:
-# Provide an apple box for presenters who would like to use one.
+# Provide a stand (apple box?) for presenters who would like to use one
 === Video ===

@@ Line 4: / Line 4: @@
 * When the call for next year's host goes out, '''prepare a proposal'''
-** '''TODO see successful proposals from prior years'''
+** See [[Successful Code4Lib Conference Proposals]] from prior years
 ** '''Identify venues''' for both the conference and the hotel (if different).
 ** '''Prepare cost estimates'''. The primary factors are:

@@ Line 60: / Line 60: @@
 == Committee List ==
-Each year we copy the prior year's list of committees (see [[Category:Conference Committees]]) to a new wiki page. If you are looking for information on a committee or new volunteers, looking at prior years can sometimes give you some names, but know that not all committees keep their membership on the wiki up to date.
+Each year we copy the prior year's list of committees (see [[:Category:Conference Committees]]) to a new wiki page. If you are looking for information on a committee or new volunteers, looking at prior years can sometimes give you some names, but know that not all committees keep their membership on the wiki up to date.
 Here are brief descriptions of some of the primary committees:
@@ Line 140: / Line 140: @@
 # Lighting must be provided for the speakers.
-== Suggested Timeline ==
+=== Calls for Hosting ===
-TODO there are more current timelines available or this section is just not needed.
+See [[:Category:Conference Hosting Proposals]].
-−
-* See [[C4L2010planning]] for an example
-* Ideal to have program set before registration, including pre-conf
-** also allows clarity for how many spots are avail for non-presenters
-−
-===Calls for Hosting===
 {| class="wikitable"
@@ Line 232: / Line 226: @@
 |}
-== Some Suggested Readings ==
+== Further Readings ==
-*[[Code4Lib Conference Lessons Learned]] (from 2014)
+* [[C4L2010planning|2010 planning]]
-*[[Useful information from 2012]]
+* [[C4L2011planning|2011 planning]]
-*[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.
+* [[Useful information from 2012]]
 [[Category: Code4LibCon Planning]]

@@ Line 10: / Line 10: @@
 *** Also, when you get cost estimates, don't forget to include food costs.
 *** Wireless: If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs.
-** '''Consider using a conference planner'''
+** '''Use our conference planner (CONCENTRA)'''
-*** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.
+*** Since 2014 in NC, Code4lib has contracted with [https://www.concentra-cms.com CONCENTRA] to help manage and plan the conference. Their expertise is invaluable. You can ask questions while preparing your proposal. CONCENTRA knows Code4Lib and our unique structure and well as how to plan various aspects of conferences (hotel block, catering, bus to reception, etc.). Look for Jennifer Cummings in Slack or use their site's contact link.
-*** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
+*** See if your institution has a conference planning services group or something similar - if it does, they can also be very helpful. They'll handle registration, budgeting, contracts, etc, and really make life easy.
 * Get approved by the community
 * Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]

← Older revision		Revision as of 19:08, 3 April 2020
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	===Book Raffle===		===Book Raffle===
		+	See details here: https://wiki.code4lib.org/BookRaffle
		+
	* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table		* (image: http://www.flickr.com/photos/schwartzray/4393619144/ with people for context: http://www.flickr.com/photos/schwartzray/4393623802/ and http://www.flickr.com/photos/schwartzray/4384550127/ ), better if there's a table

@@ Line 135: / Line 135: @@
 # Videos are streamed at https://youtube.com/code4lib
 # Presenters can opt out of having their likeness recorded and streamed. They may not opt out of having their voice and presentation (i.e. slides, etc.) recorded and streamed.
-# Presenters must not use unlicensed music in their presentation.
+# Presenters must not use unlicensed music in their presentation. Likewise, unlicensed music must not be used between presentations.
 # Video must be able to work with the house A/V crew and set up the day before the main con begins.
-# Their must be some lighting provided for the speakers.
+# Lighting must be provided for the speakers.
 === Live Blogging ===

@@ Line 97: / Line 97: @@
 ===Keynotes===
 # Speaker gifts
 # Dinner plans
@@ Line 127: / Line 126: @@
 *** Yellow = please ask before taking my picture
 *** Red = don't take my picture
 === Video ===