Revision as of 11:51, 4 April 2017

Code4Lib 2018 Conference Committees

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 2018 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.

We will assign a local contact (LPC) to each committee.

Location and Dates

• Location: Washington, DC (more info coming soon)
• Dates: we're looking at early February 2018
  • Pre-conferences: Coming Soon but we're thinking they'll be at DCPL branches
  • Main meeting: Coming Soon but we're thinking a hotel downtown
  • Post conference activities: Coming Soon but we're thinking tours of LC, Smithsonian, etc.

Local Planning Committee

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.

• Jaime Mears, Library of Congress - Primary Contact
• Bohyun Kim, University of Maryland, Baltimore, Health Sciences and Human Services Library - Secondary Contact
• Nick Kerelchuk, DC Public Libraries - Tertiary Contact
• Joel Richard, Smithsonian Libraries - Tertiary Contact
• Ben Wallberg, University of Maryland Libraries - Tertiary Contact
• Kate Dohe, University of Maryland Libraries - Tertiary Contact

Website Working Group

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).

2018 Website Working Group Documents

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Secondary Contact aka Co-Chair
• Ben Wallberg, UMD Libraries - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Budget and Sponsorship Planning Committee

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.

2018 Budget and Sponsorship Documents

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Secondary Contact aka Co-Chair
• Jaime Mears, Library of Congress - Local Planning Contact
• Bohyun Kim, UMB HS/HSL - Local Planning Contact (Back-up)
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Keynote Committee

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.

2018 Keynote Documents

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Secondary Contact aka Co-Chair
• Your Name Here - Local Planning Contact
• Your Name Here - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Pre-conference Committee

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.

2018 Pre-conference Documents

• Your Name Here - Primary Contact aka Chair
• Jaime Mears, Library of Congress - Local Planning Contact
• Your Name Here - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Program Committee

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.

2018 Program Documents

• Your Name Here - Primary Contact aka Chair
• Jaime Mears, Library of Congress - Local Planning Contact/Secondary Contact aka Co-Chair
• Bohyun Kim, UMB HS/HSL - Local Planning Contact
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

FULL: Please consider volunteering for one or more of the other committees. Thank you.

Scholarship Committee

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.

2018 Scholarship Documents

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Secondary Contact aka Co-Chair/Local Planning Contact
• Your Name Here - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

T-Shirt Committee

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.

2018 T-Shirt Documents

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Secondary Contact aka Co-Chair
• Bohyun Kim - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Onsite Volunteer Committee

This committee wrangles tributes people to volunteer for the following duties:

2018 Onsite Volunteer Documents

• Your Name Here - Primary Contact aka (Co-)Chair
• Your Name Here - Secondary Contact aka Co-Chair
• Your Name Here - Local Planning Contact
• Your Name Here - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Social Activities Committee

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).

2018 Social Activities Documents

Conference goers - The page you are looking for is at 2018 Social Activities

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Secondary Contact aka Co-Chair
• Your Name Here - Local Planning Contact
• Your Name Here - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Streaming Video Committee

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.

2018 Streaming Video Documents

• Your Name Here - Chair
• Your Name Here - Secondary Contact aka Co-Chair
• Ben Wallberg, UMD Libraries - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Code4Lib 2018 Host Voting Committee

This committee organizes the call for hosts for the next annual code4lib conference as well as the voting process.

2018 Host Voting Documents

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Secondary Contact aka Co-Chair
• Your Name Here - Local Planning Contact
• Your Name Here - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Wifi and Electrical

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.

2018 Wifi and Electrical Documents

• Your Name Here - Primary Contact/Local Planning Contact
• Your Name Here - Secondary Contact aka Co-Chair
• Ben Wallberg, UMD Libraries - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Book Giveaway Committee

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).

2018 Book Giveaway Documents

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Secondary Contact aka Co-Chair
• Bohyun Kim - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

IRC and Slack Committee

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.

2018 IRC and Slack Documents

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Local Planning Contact/Secondary Contact aka Co-Chair
• Your Name Here - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Accessibility Committee

Document and address major points of the conference that are not accessible for conference attendees (physical and virtual).

2018 Accessibility Documents

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer

Whatever Committee

Not a committee per se. This is a list of people who are willing to help the above committees with various tasks.

2018 Whatever Documents

• Your Name Here - Primary Contact aka Chair
• Your Name Here - Secondary Contact aka Co-Chair
• Bohyun Kim - Local Planning Contact
• Your Name Here - Local Planning Contact
• Your Name Here - Documentarian
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer
• Your Name Here - Volunteer