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Changes
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* Confirm all workshop leaders are registered (or not attending) using Anna's lists from conference organizers. ASAP
* Find space for blacklight workshop presenters who weren't included in registration calls. ASAP
* Review new round of registration numbers for final room changes/waitlist follow-ups. As soon as new registration numbers are made available to us.
* Discuss precon-only round of registration.
* Send profile info form to presenters.
== Upcoming Meeting Agenda items ==
* Speaker form to send to presenters for website committee
* Sharing attendees lists with leaders
* Shared space for workshop preparation materials
* AV help needed at APS.
* Contacts at APS and CHF, and Concentra.
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.
→Agenda:
== Outstanding Actions Items and Timeframes ==
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before
* small AV update - projectors in APS side spaces* Know who support staff is at each location** Know wifi password / encourage people to only use 1 device on wifi.* disseminating contact info Info for APS, CHF, LPC, and Concentra folkspresenters** Remind speakers to get a head count of attendees.** Remind speakers to ask people to only use wifi with one device.** Final list of attendees?* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.
== Confirmed Details for Preconference Workshops ==
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.
== Next/Seventh Last Meeting ==January 27thFerbaruy 23th, Noon 11 EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0
=== Agenda: ===
* Review of action items (see above)
* Are we okay with status of A/V requests? Any outstanding A/V issues should be noted in Main Working Document, emailed to group.
* When will we have numbers/updated lists from pre-conf only registration?
* Day of help/questions - clear on needs, volunteers?
* Slack channel
* what needs to be on tables? Name tags, restaurant handouts, maps/floorplans, wifi password, volunteer contact info, list of all locations, list of registrants, notepads, pens / markers
* what signage is needed? Room names with arrows for CHF. Hotel?
* Table volunteers: what coverage is required? - Anna will compile matrix
* Are members of this committee registered for preconferences? If so, which ones? (Eric: none, Andrea: publishing research data)
* ... (add yours here)
== Seventh Meeting ==January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0 === Agenda: ===* Review of immediate, open action items (see above)** Have all the workshop leaders registered (or decided not to attend)?
** What's the status for A/V review and meeting needs?
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?
* Website committee - still needing speaker info? Form?
* ... (add yours here)
=== Meeting Notes: ===
* Majority of presenter registrations have been confirmed
** handful of presenters still outstanding: will give them until Monday to get registered
** Christina will ping Erin, Dan?, & Jesse to iron out details
** a few pending cancellations
* Christina will create wiki page with registration numbers
* Franklin Hall East & West may change names on program
==== A/V Review and Workshop Needs ====
* Eric will review form responses and identify unreasonable A/V requests
* Space Logistics:
** Anna will compile contact info for on site logistics
** Confirm projector for each space
** Confirm Wifi details for each space
** Attendees need to know that they should only sign in to Wifi with one device
** Electrical outlets / extension cords / power strips
** Each space has an A/V contact for help day of
*** CHF has A/V support
*** Franklin Hall
**** developer (can provide support for A/V booth in hall)
**** local institutions will be providing projectors
*** Hotel has professional A/V staff
** Notify all presenters that they should supply their own dongles/adapters
==== Wait List ====
* has (mostly) been resolved
* send room confirmation info to Kathy to resolve outstanding problems
==== Room Switches ====
* make final switch
* room capacity will be the workshop sellout point
* Christina will update the main working document to reflect most current space situation
** doc will be divided into Christina's and Eric's contacts
** this will be the last version of the document
* none of the workshops are currently sold out
==== Participant Lists for Presenters ====
* advance lists help to facilitate a successful workshop
* Concentra has attendee lists
* Workshop registration will close 2 weeks before conference, send attendance lists then
* Attendance information should be posted to website for future workshop planners
* Create page with list of resources, send with list of attendees
* encourage presenters to link to resources in addition to email information
==== Day Of Volunteers ====
* potential volunteers from wiki signups
** http://wiki.code4lib.org/2016_Conference_Committees#Onsite_Volunteer_Committee
** http://wiki.code4lib.org/2016_Conference_Committees#Whatever_Committee
* Make sure people know where to go, shepherding to the right space
* Anna will talk to Luke about maps on the website
* Main registration table will be at hotel, smaller welcome tables at venue with name tags
== Sixth Meeting==