Difference between revisions of "C4L2010planning"

Latest revision as of 18:02, 5 December 2012

20 Minute Talks

• 2010talkscall Call for Submissions
• 2010talks Submissions

Tasks

• sponsorships (see committees sign-up page)
• keynote speakers (see committees sign-up page and nominations list)
  • CHANGE FOR 2011: how to address (or not address) nomination of past keynoters?
  • CHANGE FOR 2011: figure out in advance what will be the official channel for nominations (e-mail thread, wiki page, some other webapp, etc.)
  • CHANGE FOR 2011: ensure every nomination includes a nominee and a biographic paragraph
• program committee (20-minute talks) (see committees sign-up page)
  • CHANGE FOR 2011: decide on program structure EARLIER. should know how many prepped talks (if doing prepped talks) will be accepted in advance of the vote.
• scholarship committee (see committees sign-up page)
• documentation/how-to group (keep records of this year, consolidate with "best practices" so that it's easier in the future) (see How To Plan A Code4LibCon )
• T-shirt committee (see committees sign-up page)
• social activities (see committees sign-up page)
• voting coordination (see committees sign-up page)
• wifi
• non-wifi technology (e.g. mbklein's kickass 3-in-1 computer system)
• logistics (e.g. Coordinate airport transportation)
• MC and on-the-ground coordination/liasoning

Draft Timeline

Monday February 22 (preconference) – Thursday February 25

Calls and posts are to code4lib listserv unless otherwise specified

May to June: Choose Conference planners

May to June: Negotiate Hotel contract

May to June: Touch base with sponsors

July 10: Share dates and hotel info on code4lib with reminder about code4libcon for those interesting in planning, #c4l10 On code4libcon, ask for volunteers for contacting sponsors

July 15th – Call for keynote speaker suggestions(with blurbs) see also Nominations_list

July 15th – Formally solicit sponsors

August 17th – Tally of keynote speaker suggestions, final call to code4lib list

August 20th – Follow up with sponsors

Sept 9th-Septh18th – keynote speaker vote

Sept 22nd – Keynote speaker invitations begin

Oct 1st – Call for 20-minute talk proposals

Oct 15 —Posted reminder with presenter-guarantee policy

Oct 31 – 20-minute talk proposals due

Nov 4-Nov 12 – voting on 20-minute talk proposals

Nov 4 – Call for preconference proposals

Nov 5 – Begin testing registration

Nov 13 – Draft schedule posted for comment (no titles – just placeholders for 22ish talks)

Nov 16th – List of top 22ish talk titles posted

Nov 16th – Scholarship announcement ***post beyond code4lib list???***

Nov 16th – Preconference reminder

Nov 16th – Registration opens Dec 2nd

Nov 23 – Preconference proposals due

Around this time, should call for next year's hosts (there's no specific group that takes care of this, usually the community at large) - might consider getting one of the committees to take care of this.

Dec 1 – Reminder, Registration opens Dec 2

Dec 2 – Registration opens

Dec 2 – Post when registration opens

Dec 2 – Share waitlist & preconf count info???

Dec 7—Registration deadline for presenter-reserved spots

Jan 5 – Scholarship deadline

Jan 5 – ask code4libcon to set requirements for 2011 hosting proposals

Jan 5 – Call for t-shirt design submissions

Jan 12 – Scholarship recipients notified

Jan 12 – call for code4lib2011 hosting proposals

Jan 15 – T-shirt design deadline

Jan 20-28 T-shirt vote

Feb 8 – discussion of volunteer needs

Feb 12 – deadline for code4lib2011 hosting proposals

Feb 15 – Call for Breakout Session ideas

Feb 15 – Call for conference volunteers

Feb 17 – Reminder to participants with travel info, conference social info

Feb 17-24 – vote for 2011 host

March 1-31–Videos converted, compressed, uploaded, and linked

When do these things happen?

• Making T-shirts
• Planning conference menus
• Arranging videotaping
• Securing conference networking
• Getting A/V supplies
• Arranging 3 OS laptop for presenters (ask mbklein)

Other things to be done?

Random stuff

Original Proposal

Voting results