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| − | == General Process == | + | <!-- BANNER ACROSS TOP OF PAGE --> |
| − | * Apply to be a host; see also the page on [http://code4lib.org/conference/hosting Conference Hosting] at [http://code4lib.org code4lib.org]
| + | {| id="mp-topbanner" style="width:100%; background:#f9f9f9; margin:1.2em 0 6px 0; border:1px solid #ddd;" |
| − | ** '''Identify venues''' for both the conference and the hotel (if different). Get some cost estimates from each. Make sure the hotel will give you a room block.
| + | | style="width:54%; color:#000;" | |
| − | *** 2006/Corvallis: the campus provided the conference space at a low cost, and this made running the conference much more affordable.
| + | <!-- "WELCOME TO WIKIPEDIA" AND ARTICLE COUNT --> |
| − | *** 2016/Portland: we held everything in a single hotel and we had to acquire 2x the amount of sponsorship than what appears to be normal.
| + | {| style="width:280px; border:none; background:none;" |
| − | ** '''Prepare a sample / generalized budget'''
| + | | style="width:280px; text-align:center; white-space:nowrap; color:#000;" | |
| − | *** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.
| + | <div style="font-size:162%; border:none; margin:0; padding:.1em; color:#000;">Welcome to the Code4lib wiki</div> |
| − | *** Get data from previous years to estimate minimums and maximums, and fill in as much as you can ahead of time.
| + | |} |
| − | *** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.
| + | |
| − | *** 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'''
| + | |
| − | *** 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.
| + | |
| − | *** 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.
| + | |
| − | * Get approved by the community
| + | |
| − | * Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
| + | |
| − | * Invite the community to join committees
| + | |
| − | * Have a timeline
| + | |
| − | *[[Useful information from 2012]]
| + | |
| | | | |
| − | == Important Public Resources ==
| + | <!-- PORTAL LIST ON RIGHT-HAND SIDE --> |
| − | * Past calls for host sites: [http://code4lib.org/node/275 2010] -
| + | __NOTOC__ |
| − | * [http://dewey.library.nd.edu/mailing-lists/code4lib/ Code4Lib listserv] | + | | style="width:20%; font-size:95%;vertical-align:top; " | |
| − | * [http://groups.google.com/group/code4libcon Code4LibCon listserv] | + | * [[#About Code4Lib|About Code4Lib]] |
| − | * Sponsorship info (public) | + | * [[#Software Usage and Documentation|Software Usage and Documentation]] |
| − | * [http://code4lib.org/logo/ Logos] | + | * [[#Current topics|Current topics]] |
| − | * [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year. | + | * [[#Other Code4Lib Sites|Other Code4Lib Sites]] |
| − | * [[Code4Lib Conference Lessons Learned]] | + | | style="width:13%; font-size:95%;" | |
| | + | * [[#Code4Lib 2017 Conference|2017 Conference]] |
| | + | * [[#Local / Regional Groups|Local / Regional Groups]] |
| | + | * [[#Interest Groups|Interest Groups]] |
| | + | * [[#Earlier Conferences and events|Earlier Conferences and events]] |
| | + | |} |
| | | | |
| − | == Important Private Resources == | + | <!-- ABOUT --> |
| − | * Code4LibCon-hostsite listserv
| + | {| id="mp-upper" style="width: 100%; margin:4px 0 0 0; background:none; border-spacing: 0px;" |
| − | * Budgets from previous years
| + | <!-- TODAY'S FEATURED ARTICLE; DID YOU KNOW --> |
| − | * Sponsorship info (private)
| + | | class="MainPageBG" style="width:55%; border:1px solid #cef2e0; background:#f5fffa; vertical-align:top; color:#000;" | |
| | + | {| id="mp-left" style="width:100%; vertical-align:top; background:#f5fffa;" |
| | + | |- |
| | | | |
| − | == Committee List == | + | == About Code4Lib == |
| − | * [[BookGiveawayCommittee|Book Giveaway Committee]]
| + | |
| − | * Childcare
| + | |
| − | * Documentation
| + | |
| − | * Keynote
| + | |
| − | * Onsite Volunteer
| + | |
| − | * Preconference
| + | |
| − | * [[ProgramCommittee|Program Committee]]
| + | |
| − | * [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
| + | |
| − | * Social Activities
| + | |
| − | * [[SponsorshipCommittee|Sponsorship Committee]]
| + | |
| − | * Streaming Video
| + | |
| − | * [[T-ShirtCommittee|T-Shirt Committee]]
| + | |
| − | * [[Voting|Voting]]
| + | |
| − | * Whatever
| + | |
| − | * Wifi/Electrical/IRC
| + | |
| − | * Duty Officers
| + | |
| | | | |
| − | == Planning == | + | * [[About Code4Lib]] - Background and history of the community |
| | + | * [[A Guide for the Perplexed]] - Building skills for working with library technologies |
| | + | * [[How to hack code4lib]] - For those newer to the community |
| | + | * [https://docs.google.com/document/d/1m-9VtL7L_fUxl2hTF_YZSdFRfucaLtmHvLSzom6XPVM/edit?pli=1 Code4Lib Indoctrination] (This is a Google doc open to all including anonymous feedback.) |
| | + | **"How do we make code4lib a more inclusive place for newcomers? <br/> Or, how do we quickly indoctrinate newbies to our values and ways of doing things?" |
| | + | **Suggestions, ideas, and follow-up actions solicited. |
| | + | * [[One recommended tool/resource for n00bs]] - For new coding librarians/library Coders |
| | + | * [[Mentorship Program]] |
| | + | * [[Skill Sharing Clubs]] - Find people with similar interests in your field. |
| | + | * [[Zoia or the Code4Lib IRC bot]] |
| | + | |- |
| | | | |
| − | === Budgeting === | + | == Software Usage and Documentation == |
| − | * [[Conference_Financial_History_At_A_Glance]]
| + | |
| − | * private conlist has budget info
| + | |
| | | | |
| − | === Hotels ===
| + | * [[Umlaut]] - OpenURL link resolving middleware |
| − | * You will likely have to convince the conference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake. | + | * [[:Category:Patterns|Patterns for Collaborative Code]] - Patterns to make your open source 'more open', more amenable to distributed development and use at multiple institutions without forking. |
| − | * 2014 -- Raleigh Downtown Sheraton | + | * [[ILS Documentation]] |
| − | * IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities. | + | * [[OSS Directory]] |
| − | * Regarding conference hotel, you'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, but in some college or smaller towns, hotel rooms may be limited.
| + | * [[Working with MARC]] |
| − | * prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012
| + | * [[Rogue]] - principles for standards creation |
| | + | * [[ProjectManagement]] - list of project management and issue tracking software that are frequently mentioned on the Code4Lib mailinglist |
| | + | |- |
| | | | |
| − | TODO: get actual room uptake numbers into a chart here. (NB totals are only useful in the context of how many attendees there were.)
| + | == Current topics == |
| | | | |
| − | === Wireless ===
| + | * [[Code4Lib Regional Meeting Streaming]] |
| − | * make sure VPN is allowed | + | * [[Code4Lib Website Update]] |
| | + | * [[OCLC Policy Change]] |
| | + | * [[SirsiDynix: Integrated Library System Platforms on Open Source]] |
| | + | * [[Parsing Library Data]] |
| | + | * [[Robots Are Our Friends]] |
| | + | * [[Libraries Sharing Code]] |
| | + | * [[Code4Lib Tagline brainstorm]] |
| | + | |- |
| | | | |
| − | TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.
| + | == Other Code4Lib Sites == |
| | | | |
| − | Aspiration Tech (an org doing unconference facilitation) has developed a [http://facilitation.aspirationtech.org/index.php?title=Logistics:Wireless_Best_Practices great list for assessing and negotiating event wifi].
| + | * [http://www.code4lib.org/ code4lib.org] |
| | + | * [http://planet.code4lib.org planet.code4lib.org] |
| | + | * [http://journal.code4lib.org journal.code4lib.org] |
| | + | |- |
| | | | |
| − | === Policies === | + | == Code4Lib Journal == |
| − | A record of [[Conference_Policies]] of all kinds!
| + | |
| | | | |
| − | == Shortly before the Conference ==
| + | * [[:Category:Code4Lib Journal|Code4Lib Journal]] - information and working documents |
| | | | |
| − | === Keynotes === | + | |} |
| − | # Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc | + | | style="border:1px solid transparent;" | |
| | + | | class="MainPageBG" style="width:45%; border:1px solid #cedff2; background:#f5faff; vertical-align:top;"| |
| | | | |
| | + | {| id="mp-right" style="width:100%; vertical-align:top; background:#f5faff;" |
| | | | |
| − | === Email Boilerplates / templates === | + | ==Code4Lib 2018 Conference== |
| − | * [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference... | + | {{:Category:Code4Lib2018}} |
| − | * [[FreenodeIrcConnection|Freenode IRC connection]]
| + | {| id="mp-right" style="width:100%; vertical-align:top; background:#f5faff;" |
| − | ** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit.
| + | * [[How_To_Plan_A_Code4LibCon|How To Plan A Code4LibCon]] |
| − | ** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.)
| + | {| id="mp-right" style="width:100%; vertical-align:top; background:#f5faff;" |
| − | ** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example:
| + | |
| − | ** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.)
| + | |
| − | ** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.
| + | |
| | | | |
| − | == At the Conference == | + | ==Code4Lib 2017 Conference== |
| | + | {{:Category:Code4Lib2017}} |
| | + | * [[2017_Code4Lib_T-Shirt_Design_Competition|2017 Code4Lib T-Shirt Logo Design Competition]] |
| | + | {| id="mp-right" style="width:100%; vertical-align:top; background:#f5faff;" |
| | + | * [[How_To_Plan_A_Code4LibCon|How To Plan A Code4LibCon]] |
| | + | |- |
| | | | |
| − | ===Keynotes=== | + | == Local / Regional Groups == |
| − | # Water at the podium
| + | |
| − | # Speaker gifts
| + | |
| − | # Dinner plans
| + | |
| | | | |
| − | === Timers === | + | === United States === |
| − | * Sit in the front of the room | + | * [[NEC4L|New England Code4lib]] - New England |
| − | * Have several people | + | * [[NYC|Code4LibNYC]] - NYC and surrounding areas |
| − | * You may want to use an extra machine | + | * [[Code4lib_Mid-Atlantic|Code4Lib Mid-Atlantic]] - Philadelphia and the Greater Tri-State Area |
| − | * Here's what some of the software looks like: http://www.flickr.com/photos/schwartzray/4393891356/ (ask Ed Corrado for details) | + | * [[MDC|Code4libMDC]] - Maryland, Washington D.C, Virginia, and surrounding areas |
| − | * Dan Chudnov says the best free timer app for OSX is http://www.apimac.com/timer/ | + | * [[Southeast|Code4LibSE]] - North Carolina, South Carolina, Georgia, Virginia, Well, you get the idea |
| | + | * [[Midwest|Code4Lib Midwest]] - Wherever that is... |
| | + | * [[Code4Lib_Chicago|Chicago]] - Chicago is a city in the Midwest |
| | + | * [[South_Central|Code4Lib South Central]] - Texas, Oklahoma, Louisiana, Arkansas, New Mexico |
| | + | * [http://groups.google.com/group/pnwcode4lib?hl=en PNWCode4Lib] - Pacific Northwest |
| | + | * [[Western|Code4Lib West]] - California North and South |
| | | | |
| − | === Lightning Talks === | + | === Canada === |
| − | * Everybody lines up ahead of time (image: http://www.flickr.com/photos/schwartzray/4393881044/ )
| + | |
| | | | |
| − | ===PreConf===
| + | * [[GreatEastern|Code4Lib Great Eastern]] - Atlantic Provinces |
| − | # make sure projector avail for each session
| + | * [[North|code4lib North]] - Ontario and surrounding areas |
| − | # whiteboards or reasonable facsimile thereof
| + | * [[Edmonton|Code4LibYEG]] - Edmonton, Alberta ''(also new in 2013)'' |
| − | # everyone wants a power outlet
| + | * [[BC|Code4Lib BC]] - British Columbia ''(new in 2013)'' |
| | | | |
| − | === Conference === | + | === Europe === |
| − | # power - everyone would like to plug in their laptop (and possibly their phone)
| + | * [[NL|Code4Bib]] - Dutch Code4Bib |
| − | # IRC Monitor for podium during speaker changes?
| + | * [http://groups.google.com/group/ikr-fejlesztok/ Code4lib.hu] - Group of Hungarian library developers |
| | | | |
| − | ===Photography=== | + | === Asia/Pacific === |
| | + | * [http://www.code4lib.jp/ Code4Lib Japan] - ''(new in 2010!)'', see also [http://twitter.com/yesonline/statuses/28561046501 tweet from Jerry Lee] |
| | + | * [http://groups.google.com/group/code4glam Code4GLAM Australia] - coders, hackers, developers and technologists in the Australian GLAM (Galleries, Libraries, Archives & Museums) sector. |
| | + | |- |
| | | | |
| − | * Consider different colored lanyards to articulate personal photography preferences.
| + | == Interest Groups == |
| − | ** Portland/2015 had color-coded lanyards:
| + | |
| − | *** Green = it's ok to take my picture
| + | |
| − | *** Yellow = please ask before taking my picture
| + | |
| − | *** Red = don't take my picture
| + | |
| | | | |
| − | === Video ===
| + | * [[ILS_Interop|ILS Interoperability]] - A group working to develop an infrastructure for interoperating between discovery layers and integrated library systems. |
| − | # live stream is awesome
| + | * [[Open_Source_Book_Widgets|Open Source Book Widgets]] - A list of open source book widgets |
| − | # join.me ??
| + | * [[Discovery|Open Source Discovery]] - Open Source application to enhance and support "discovery" in libraries |
| − | # YouTube Live, youtube.com/code4lib
| + | * [[Mobile_Apps|Mobile Applications]] - A group interested in mobile web and native application development for libraries |
| | + | * [[Sources_Of_Metadata|Sources Of Metadata]] - list of api's and sources of interest to libraries |
| | + | * [[Fiscal_Continuity|Fiscal Continuity]] - A group exploring whether and how to make long-term fiscal arrangements for conferences (and perhaps other activities) |
| | + | |- |
| | | | |
| − | === Live Blogging ===
| + | |} |
| − | Consider doing live blogging for 2014. You will have two people so they can switch off during each section of day.
| + | |} |
| | | | |
| − | === Ask Anything=== | + | == Earlier Conferences and events == |
| − | * Add to volunteer page to have a moderator or do a general call out | + | * [[:Category:Code4Lib2016|Code4Lib 2016]] Philadelphia, PA |
| − | * Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ ) | + | * [[:Category:Code4Lib2015|Code4Lib 2015]] Portland, OR |
| | + | * [[:Category:Code4Lib2014|Code4Lib 2014]] Raleigh, NC |
| | + | * [[:Category:Code4Lib2013|Code4Lib 2013]] Chicago, IL |
| | + | * [[:Category:Code4Lib2012|Code4Lib 2012]] Seattle, WA |
| | + | * [[:Category:Code4Lib2011|Code4Lib 2011]] Bloomington, IN |
| | + | * [[:Category:Code4Lib2010|Code4Lib 2010]] Asheville, NC |
| | + | * [[:Category:Code4Lib2009|Code4Lib 2009]] Providence, RI |
| | + | * [[:Category:Code4Lib2008|Code4Lib 2008]] Portland, OR |
| | + | * [[:Category:Code4Lib2007|Code4Lib 2007]] Athens, GA |
| | + | * [[:Category:Code4Lib2006|Code4Lib 2006]] Corvallis, OR |
| | + | [[Conference Financial History At A Glance]] |
| | | | |
| − | ===Book Raffle=== | + | === Older Conference T-Shirt Designs === |
| − | * (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 | + | * [http://www.code4lib.org/node/235 2008 (Portland, Oregon)] - [http://code4lib.org/files/code4lib08.gif winning design] |
| | + | * [http://code4lib.org/node/146 2007 (Athens, Georgia)] - [http://code4lib.org/files/code4lib2007-7.jpg winning design] |
| | + | * [http://code4lib.org/tshirts 2006 (Corvalis, Oregon)] - [http://code4lib.org/files/t-shirt.png winning design] |
| | | | |
| − | === Flipcharts ===
| |
| − | Flipcharts can be useful, but it's important to decide what to put on the wiki/website and what to put on a flipchart:
| |
| − | images: http://www.flickr.com/photos/schwartzray/4392998501/ http://www.flickr.com/photos/47860563@N05/4388430079/
| |
| | | | |
| − | === Hospitality Suite === | + | === Other workshops === |
| − | # having a few people with room keys, any of whom might need to be available to open up or close down the room at the beginning or end of the evening
| + | * [http://barcamp.org/SearchCampDC SearchCampDC] - barcamp style event in DC with usual suspects from code4lib |
| − | # making sure the mess left for cleaning staff is an appropriate mess
| + | * [[code4lib/elag2010]] - 1-day code4lib preconference at elag2010 |
| − | # making sure the noise made near other hotel guests is an appropriate noise
| + | |
| − | # having someone act as a point person to gather a gratuity for the housekeeping staff maintaining the suite
| + | |
| | | | |
| − | == Suggested Timeline == | + | == Archived topics == |
| − | * See [[C4L2010planning]] for an example
| + | |
| − | * See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
| + | |
| − | * 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===
| + | * [[Logo Design Process]] |
| − | No one has claimed responsibility for putting out the call and setting the deadline, so for 2014 planning, consider having this task as the host committee, the voting committee, or perhaps the whatever committee.
| + | |
| | | | |
| − | * 2008:
| |
| − | * 2009:
| |
| − | * 2010:
| |
| − | * 2011: March 5, 2010
| |
| − | * 2012:
| |
| − | * 2013: Jan 22, 2012
| |
| − | * 2014: January 27, 2013
| |
| − | * 2015: January 29, 2014
| |
| − | * 2016:
| |
| | | | |
| − | == Some Suggested Readings ==
| + | [[AdminToDo]] - ideas and tasks for maintaining the Code4Lib sites |
| − | [https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general. | + | |
| − | | + | |
| − | [[Category: Code4Lib2010]] | + | |
| − | [[Category: Code4Lib2011]]
| + | |
| − | [[Category: Code4Lib2012]]
| + | |
| − | [[Category: Code4Lib2013]]
| + | |
| − | [[Category: Code4LibCon Planning]]
| + | |
