C4L2011planning
This page is currently under development
20 Minute Talks
Tasks
- sponsorships (see 2011 committees sign-up page)
- keynote speakers (see 2011 committees sign-up page and 2011 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 2011 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 2011 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 2011 committees sign-up page)
- social activities (see 2011 committees sign-up page)
- voting coordination (see 2011 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 2011_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 15 – Call for 20-minute talk proposals, preconference proposals
Oct 30 —Posted reminder with presenter-guarantee policy
Nov 13 – 20-minute talk proposals due
Nov 14-Nov 22 – voting on 20-minute talk proposals
Nov 15 – Begin testing registration
Nov 16th – Reminder: registration opens Dec 2nd
Nov 19 - preconference proposals due
Nov 28th – List of top 22ish talk titles posted
Nov 29th – Scholarship announcement ***post beyond code4lib list???***
Dec 1 – Draft schedule posted for comment (no titles – just placeholders for 22ish talks)
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?
Conference Packet
- Printout of schedule
- Instructions on connecting to wireless (including username/password if required)
- Map of campus
- Map of the Union
- List of bars/restaurants, including a map with best ones circled (The Convention and Visitors Bureau will likely have city maps)
- Information from various:
- IU Libraries
- Art museum?
- Town stuff?
- Vendor handouts
- Walking tour of the Old Crescent; there is some fun stuff to see (like the gargoyles)
- Information about transportation, including campus and city buses and taxis
- Evaluation form or URL to evaluation website?