NEC4L:tasklist
Revision as of 21:11, 25 February 2012 by Randy stern (Talk | contribs)
Revision as of 21:11, 25 February 2012 by Randy stern (Talk | contribs)
Task List for Fall 2012 NE Code4Lib Meeting
roles: program chair, local arrangements chair, communications chair, registration and finance chair
Program tasks
| # | Task | Needed By | Who | Status | Notes |
|---|---|---|---|---|---|
| 1 | define conference format/time breakdown | 4/1/12 | |||
| 1 | solicit keynote speakers, if any | 4/1/12 | |||
| 1 | solicit presentation proposals | 4/1/12 | |||
| 1 | evaluate proposals | 4/1/12 | |||
| 1 | decide on presenters | 4/1/12 | |||
| 1 | schedule presentations | 4/1/12 | |||
| 1 | decide if presenters are free (complicates everything) | 4/1/12 | |||
| 1 | contact presenters and get confirmations | 4/1/12 | |||
| 1 | create agenda for meeting (print? on-line?) | 4/1/12 | |||
| 1 | decide 1 presentation laptop, or each bring their own | 4/1/12 | |||
| 1 | setup laptop with all presentations | 10/1/12 | |||
| 1 | get copy of all presentations to post to wiki | 10/1/12 |
Local arrangements tasks
| # | 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 | |||
| 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 | |||
| 1 | arrange catering for event | 8/1/12 | |||
| 1 | decide on cost for event, and fee required | 8/1/12 | |||
| 1 | will there be vendor/partner tables | 8/1/12 | |||
| 1 | create signs to post, labeling rooms | 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 | set up in days before | 10/21/12 | |||
| 1 | designate contact person phone/text/email during conference | 10/21/12 | |||
| 1 | solicit and designate volunteer help and roles during conference | 10/21/12 |
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 | |||
| 1 | send reminder to take poll | 8/1/12 | |||
| 1 | send call for presenters | 8/1/12 | |||
| 1 | send reminder to call for presenters | 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 | 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 | 8/1/12 | ||||
| determine who funds if over budget | 8/1/12 | ||||
| scholarships? | 8/1/12 | ||||
| determine registration mechanism and cutoff date | 8/1/12 | ||||
| locate sponsors? and administer | 8/1/12 | ||||
| collect and account for money (bank account?) | 8/1/12 | ||||
| send acceptance notes | 8/1/12 | ||||
| locate sponsors? | 8/1/12 | ||||
| make sure people get confirmations | 8/1/12 | ||||
| handle cancellations | 8/1/12 | ||||
| Name tags | 8/1/12 | ||||
| list of participant names, emails for attendees | 8/1/12 | ||||
| do we need a psrticipant email list for use during conference and after? | 8/1/12 | ||||
| use crowdvine or similar or just our wiki? | 8/1/12 |