Task List for Fall 2012 NE Code4Lib Meeting

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

Open Issues:

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
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
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	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

NEC4L:tasklist