Difference between revisions of "NEC4L:tasklist"

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=Task List for Fall 2012 NE Code4Lib Meeting=
 
=Task List for Fall 2012 NE Code4Lib Meeting=
−
roles: program chair, local arrangements chair, communications chair, registration and finance chair
+
Roles: program chair, local arrangements chair, communications chair, registration and finance chair
 +
 
 +
Open Issues:
 +
# Many...
  
  
Line 8: Line 11:
 
!#!!Task!!Needed By!!Who!!Status!!Notes
 
!#!!Task!!Needed By!!Who!!Status!!Notes
 
|-
 
|-
−
|1||define conference format/time breakdown||4/1/12|| || ||
+
|1||define conference format/time breakdown||5/1/12||Mike || In process || Good draft from Mike
 
|-
 
|-
−
|1||solicit keynote speakers, if any||4/1/12|| ||  ||
+
|1||solicit keynote speakers, if any||3/1/12||Michelle ||Done || Mark Matienzo or Michael Dula, Yale Library CTO
 
|-
 
|-
−
|1||solicit presentation proposals||4/1/12|| ||  ||
+
|1||solicit presentation proposals||5/15/12||Randy ||  || Will create Google Form
 
|-
 
|-
−
|1||evaluate proposals||4/1/12|| ||  ||
+
|1||evaluate proposals||6/15/12|| ||  ||
 
|-
 
|-
−
|1||decide on presenters||4/1/12|| ||  ||
+
|1||decide on presenters||7/1/12|| ||  ||
 
|-
 
|-
−
|1||decide if presenters are free (complicates everything)||4/1/12|| ||  ||
+
|1||schedule presentations||7/5/12|| ||  ||
 
|-
 
|-
−
|1||contact presenters and get confirmations||4/1/12|| ||  ||
+
|1||decide if presenters are free (complicates everything)||5/1/12|| ||  ||
 
|-
 
|-
−
|1||create agenda for meeting (print? on-line?)||4/1/12|| ||  ||
+
|1||contact presenters and get confirmations||7/5/12|| ||  ||
 
|-
 
|-
−
|1||decide 1 presentation laptop, or each bring their own||4/1/12|| ||  ||
+
|1||create agenda for meeting (print? on-line?)||8/1/12|| ||  ||
 
|-
 
|-
−
|1||setup laptop with all presentations||10/1/12|| ||  ||
+
|1||decide 1 presentation laptop, or each bring their own||9/1/12|| ||  ||
 
|-
 
|-
−
|1||get copy of all presentations to post to wiki||10/1/12|| ||  ||
+
|1||setup laptop with all presentations||10/25/12|| ||  ||
 +
|-
 +
|1||get copy of all presentations to post to wiki||11/15/12|| ||  ||
 
|}
 
|}
  
  
−
Local arrangements tasks
+
Local arrangements tasks: Cindy And Kalee
 
{| class="wikitable" border=1
 
{| class="wikitable" border=1
 
|-
 
|-
 
!#!!Task!!Needed By!!Who!!Status!!Notes
 
!#!!Task!!Needed By!!Who!!Status!!Notes
 
|-
 
|-
−
|1||reserve conference rooms||4/1/12|| ||**done**   ||
+
|1||reserve conference rooms||4/1/12|| ||Done   ||
 
|-
 
|-
−
|1||find hotels, negotiate deals, and reserve room blocks||8/1/12|| ||  ||
+
|1||find hotels, negotiate deals, and reserve room blocks||8/1/12||cindy ||2 hotels with room blocks, working on more, should have update by 4/27/12 mtg/clg ||
 
|-
 
|-
−
|1||create restaurant list||8/1/12|| ||  ||
+
|1||create restaurant list, transportation options, map of Yale, etc.||8/1/12|| ||  ||
 +
|-
 +
|1||decide on food needs - coffee/tea, snacks, reception?||8/1/12||Cindy ||  ||
 
|-
 
|-
 
|1||arrange catering for event||8/1/12|| ||  ||
 
|1||arrange catering for event||8/1/12|| ||  ||
 
|-
 
|-
−
|1||decide on cost for event, and fee required||8/1/12|| ||  ||
+
|1||decide on cost for event, and fee required||8/1/12||Mike || in process || goal of no cost to attendees
 +
|-
 +
|1||will there be vendor/partner tables||8/1/12|| ||  ||
 
|-
 
|-
−
|1||create signs to post, labeling rooms||8/1/12|| ||  ||
+
|1||create signs to post, labeling rooms||10/22/12|| ||  ||
 
|-
 
|-
−
|1||any swag or T-shirts?||8/1/12|| ||  ||
+
|1||any swag, pens, bags, or T-shirts? (donations?)||8/1/12|| ||  ||
 
|-
 
|-
 
|1||arrange A/V - will we video capture?||8/1/12|| ||  ||
 
|1||arrange A/V - will we video capture?||8/1/12|| ||  ||
 
|-
 
|-
−
|1||set up in days before||10/21/12|| ||  ||
+
|1||set up in days before||10/22/12|| ||  ||
 +
|-
 +
|1||designate contact person phone/text/email during conference||10/1/12|| ||  ||
 +
|-
 +
|1||solicit and designate volunteer help and roles during conference||10/1/12|| ||  ||
 
|}
 
|}
  
Line 62: Line 75:
 
!#!!Task!!Needed By!!Who!!Status!!Notes
 
!#!!Task!!Needed By!!Who!!Status!!Notes
 
|-
 
|-
−
|1||send reminder to take poll||8/1/12|| ||  ||
+
|1||decide on email lists to send notices to (will we create a NEC4L list?)||8/1/12||Randy ||  ||Propose we just use regular C4L list and keep all in loop
 
|-
 
|-
−
|1||send call for presenters||8/1/12|| || ||
+
|1||send reminder to take poll||3/1/12||Randy || moot || will not do
 
|-
 
|-
−
|1||send reminder to call for presenters||8/1/12|| ||  ||
+
|1||send call for presenters||5/15/12||Randy ||  || will create google form for our review
 +
|-
 +
|1||send reminder to call for presenters||6/1/12|| ||  ||
 
|-
 
|-
 
|1||send agenda an registration details||8/1/12|| ||  ||
 
|1||send agenda an registration details||8/1/12|| ||  ||
−
|-
 
−
|1||send reminder to take poll||8/1/12|| ||  ||
 
 
|-
 
|-
 
|1||respond to emails||8/1/12|| ||  ||
 
|1||respond to emails||8/1/12|| ||  ||
 +
|-
 +
|1||twitter hashtag?||8/1/12|| ||  ||
 +
|-
 +
|1||post-event communication||8/1/12|| ||  ||
 
|}
 
|}
  
Line 81: Line 98:
 
!#!!Task!!Needed By!!Who!!Status!!Notes
 
!#!!Task!!Needed By!!Who!!Status!!Notes
 
|-
 
|-
−
| ||determine registration fee - make budget||8/1/12|| ||  ||
+
| ||determine registration fee - make budget||5/1/12|| ||  ||
 
|-
 
|-
−
| ||determine who funds if over budget||8/1/12|| ||  ||
+
| ||determine who funds if over budget||5/1/12|| ||  ||
 
|-
 
|-
−
| ||scholarships?||8/1/12|| ||  ||
+
| ||scholarships?||5/1/12|| ||  ||
 
|-
 
|-
 
| ||determine registration mechanism and cutoff date||8/1/12|| ||  ||
 
| ||determine registration mechanism and cutoff date||8/1/12|| ||  ||
 
|-
 
|-
−
| ||locate sponsors? and administer||8/1/12|| ||  ||
+
| ||locate sponsors? and administer||7/1/12|| ||  ||
 
|-
 
|-
 
| ||collect and account for money (bank account?)||8/1/12|| ||  ||
 
| ||collect and account for money (bank account?)||8/1/12|| ||  ||
 
|-
 
|-
−
| ||send acceptance notes||8/1/12|| ||  ||
+
| ||send acceptance notes||9/1/12|| ||  ||
−
|-
+
−
| ||locate sponsors?||8/1/12|| ||  ||
+
 
|-
 
|-
−
| ||make sure people get confirmations||8/1/12|| ||  ||
+
| ||handle cancellations||9/15/12|| ||  ||
 
|-
 
|-
−
| ||handle cancellations||8/1/12|| ||  ||
+
| ||Name tags||10/22/12|| ||  ||
 
|-
 
|-
−
| ||Name tags||8/1/12|| ||  ||
+
| ||list of participant names, emails for attendees||10/22/12|| ||  ||
 
|-
 
|-
−
| ||list of participant names, emails for attendees||8/1/12|| ||  ||
+
| ||do we need a participant email list for use during conference and after?||8/1/12|| ||  ||
 
|-
 
|-
 
| ||use crowdvine or similar or just our wiki?||8/1/12|| ||  ||
 
| ||use crowdvine or similar or just our wiki?||8/1/12|| ||  ||
 
|}
 
|}

Latest revision as of 15:30, 27 April 2012

Task List for Fall 2012 NE Code4Lib Meeting

Roles: program chair, local arrangements chair, communications chair, registration and finance chair

Open Issues:

  1. Many...


Program tasks

# Task Needed By Who Status Notes
1 define conference format/time breakdown 5/1/12 Mike In process Good draft from Mike
1 solicit keynote speakers, if any 3/1/12 Michelle Done Mark Matienzo or Michael Dula, Yale Library CTO
1 solicit presentation proposals 5/15/12 Randy Will create Google Form
1 evaluate proposals 6/15/12
1 decide on presenters 7/1/12
1 schedule presentations 7/5/12
1 decide if presenters are free (complicates everything) 5/1/12
1 contact presenters and get confirmations 7/5/12
1 create agenda for meeting (print? on-line?) 8/1/12
1 decide 1 presentation laptop, or each bring their own 9/1/12
1 setup laptop with all presentations 10/25/12
1 get copy of all presentations to post to wiki 11/15/12


Local arrangements tasks: Cindy And Kalee

# Task Needed By Who Status Notes
1 reserve conference rooms 4/1/12 Done
1 find hotels, negotiate deals, and reserve room blocks 8/1/12 cindy 2 hotels with room blocks, working on more, should have update by 4/27/12 mtg/clg
1 create restaurant list, transportation options, map of Yale, etc. 8/1/12
1 decide on food needs - coffee/tea, snacks, reception? 8/1/12 Cindy
1 arrange catering for event 8/1/12
1 decide on cost for event, and fee required 8/1/12 Mike in process goal of no cost to attendees
1 will there be vendor/partner tables 8/1/12
1 create signs to post, labeling rooms 10/22/12
1 any swag, pens, bags, or T-shirts? (donations?) 8/1/12
1 arrange A/V - will we video capture? 8/1/12
1 set up in days before 10/22/12
1 designate contact person phone/text/email during conference 10/1/12
1 solicit and designate volunteer help and roles during conference 10/1/12


Communications tasks

# Task Needed By Who Status Notes
1 decide on email lists to send notices to (will we create a NEC4L list?) 8/1/12 Randy Propose we just use regular C4L list and keep all in loop
1 send reminder to take poll 3/1/12 Randy moot will not do
1 send call for presenters 5/15/12 Randy will create google form for our review
1 send reminder to call for presenters 6/1/12
1 send agenda an registration details 8/1/12
1 respond to emails 8/1/12
1 twitter hashtag? 8/1/12
1 post-event communication 8/1/12


Registration and finance tasks

# Task Needed By Who Status Notes
determine registration fee - make budget 5/1/12
determine who funds if over budget 5/1/12
scholarships? 5/1/12
determine registration mechanism and cutoff date 8/1/12
locate sponsors? and administer 7/1/12
collect and account for money (bank account?) 8/1/12
send acceptance notes 9/1/12
handle cancellations 9/15/12
Name tags 10/22/12
list of participant names, emails for attendees 10/22/12
do we need a participant email list for use during conference and after? 8/1/12
use crowdvine or similar or just our wiki? 8/1/12
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