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== General Process ==* Apply to be a host * Consider your action plan; see also the page on [http://code4lib.org/conference/hosting Conference Hosting] at [http://code4lib.org code4lib.org]** '''Identify your venues ''' for both the conference and the hotel (if different). This is critical, as you'll want to get Get some cost estimates from each. When we hosted in Make sure the hotel will give you a room block.*** 2006/Corvallis, : the campus provided the conference space at a low cost, and this made running the conference much more affordable. When we hosted the conference in *** 2016/Portland, and : we held everything in a single hotel, and we had to acquire 2x the amount of sponsorship than what appears to be normal.** '''Prepare a sample / generalized budget'''*** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the conference has always ended up in the black, but there is always a chance it won't in a given year. Drafting a rough budget before submitting a proposal is critical.*** Get data from previous years to estimate minimums and maximums, and fill in as much as you can ahead of time.*** Speaking of sponsorship, I believe we average around 20k per year in sponsorships to help run the conference and keep the registration low. Factor this into your budget.*** Also, when you get cost estimates, don't forget to include food costs.** WIRELESS* Wireless: Always an issue it seems. If you are proposing to host the conference on a campus, check with your IT folks about any additional costs. If you are looking at a hotel or other venue, make sure you talk to them about bandwidth and costs. IMHO, the two things that really need to be addressed each year are connectivity and food - everything else generally manages itself in terms of facilities.**'''Consider using a conference planner'''* make sure VPN is allowed** See if your institution has a conference planning services group or something similar - if it does, then I highly recommend using them. They'll handle registration, budgeting, contracts, etc, and really make life easy.** Regarding * Also consider using conference hotelplanning services from other entities. In 2013, you'll want Chicago used DLF services to make sure that there are blocks of rooms available - not usually too bad an issue in larger townshandle registration. In 2014, but in some college or smaller townsNC used CONCENTRA services for all contract negotiation, fiscal activities, hotel rooms may be limited.*** prepare the hotel for deluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012** Remember, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this point, I believe the other conference has always ended up in the black, but there is always a chance it won't in a given yearplanning and management services. Drafting a rough budget before submitting a proposal is critical.
* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Invite the community to help with join committees
* Have a timeline
*[[Useful information from 2012]]
== Important Public Resources ==
* Sponsorship info (public)
* [http://code4lib.org/logo/ Logos]
* [http://code4lib.org/content/template-code4lib-20xx Template for the conference page on the main Code4Lib website] - This page is only visible to those who have a code4lib.org account. Once a host has been selected, please copy the template to a new page for that conference year.
* [[Code4Lib Conference Lessons Learned]]
== Important Private Resources ==
* Sponsorship info (private)
== Committee List ==
* Local Planning Committee
* Accessibility Committee
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Documentation
* Keynote
* Onsite Volunteer
* Pre-conference
* [[ProgramCommittee|Program Committee]]
* [[ScholarshipCommittee|Gender Diversity & Minority Scholarship Committee]]
* Slack/IRC
* Social Activities
* [[SponsorshipCommittee|Sponsorship Committee]]
* Streaming Video
* [[T-ShirtCommittee|T-Shirt Committee]]
* [[Voting|Voting]]
* Whatever
* Wifi/Electrical
* Duty Officers
==Gender Diversity & Minority Scholarship CommitteePlanning ==The scholarship committee is a self-selected group that manages the gender diversity & minority scholarships. Separate groups handle AngelFund and Code4LibJapan scholarships.
===Suggestions receivedBudgeting ===* Send to a wider bunch of listservs, including for national orgs (ALA/SLA/MLA/CLA) & relevant sections? & student chapter[[Conference_Financial_History_At_A_Glance]]* private conlist has budget info
===ProcessHotels ===# Put out a call# Receive and coordinate applications# Distribute applications * You will likely have to convince the committeeconference hotel of the conference size and past room uptake as part of negotiating your contract. They may want to contact past conference hotels to get more info about actual uptake.# Select awardees# Inform selected candidates* 2014 -- Raleigh Downtown Sheraton# Notify unsuccessful candidates# Announce * IMHO, the two things that really need to Code4Lib main listserv be addressed each year are connectivity and post on code4lib.org (e.g. http://code4libfood - everything else generally manages itself in terms of facilities.org/node/274 )# Hosts work with awardees on reimbursement* Regarding conference hotel, registrationyou'll want to make sure that there are blocks of rooms available - not usually too bad an issue in larger towns, etcbut in some college or smaller towns, hotel rooms may be limited.# Follow up with awardees after * prepare the conference -- receive report, ask hotel for suggestions, etcdeluge via web when announcement is made about hotel registration available. We overwhelmed the Seattle hotel in 2012
===GuidelinesPolicies ===For 2014, you may want to make this a bit more clear on the talk proposals page, but this is what the community agreed on through mailing list discussion:* Max 2 presenters per talk (this should be checked at the proposal stage)* Max 1 talk per person* (at least) 15% talks to be decided by the program committee with "diversity" in mind. Diversity may be any of these (not an exhaustive list):** first-time presenter (should be major consideration)** gender** visible minority** technology/tool Based on [http://serials.infomotions.com/code4lib/archive/2012/201211/thread.html Proposed Changes thread]. ===Talk Acceptance Letter (samples)=== <pre>Dear <<first name last name>>, On behalf of the Code4Lib Program Planning Committee, I am pleased to notify you that your proposal, <<proposal title>> has been accepted for the Code4Lib <<year>> in <<location>>. Please reply to this message to confirm your intention to present the approved session at the Conference. If at any time in the future you need to bow out or have any program changes, please notify us immediately. You will be sent a letter of agreement soon. The schedule for the conference is here: http://code4lib.org/conference/2011/schedule You will have 20 minutes for your talk, including questions and answers.A quick transition between speakers will be necessary. It is very important that you focus your presentation on the more unique and technical aspects record of your topic whenever possible. Although Code4Libattendees come from many different work environments, they attend Code4Lib events for information technology education. Experts like you are the heart of Code4Lib. We really appreciate your contribution and look forward to working with you. Sincerely, </pre> ===Talk Rejection Letter (sample)===<pre>I'm sorry, but your prepared talk proposal for the 2010 Code4Lib Conference in Asheville, NC did not receive enough votes to make it into the program. But here are a couple things you should know: - The field of presentations was very large (probably the largest we have had so far) and very strong, so you should not take it too hard.- Please remember that there are many additional opportunities for participating, including lightning talks (open to anyone), breakout sessions (open to anyone to suggest and/or participate), and a special "Ask Anything" (or reply anything) open session. Also, the evening socializing opportunities are considered some of the most rewarding times of the event. Again, my condolences on not having your talk proposal accepted, but I hope we still see you in Asheville, NC in February.Roy</pre> == Sponsorship Committee =====Sample Sponsorship Request Letter===As you know, Code4Lib is a group of library technologists, programmers, system administrators, web designers, and librarians. Started in 2003, the group continues to grow--with a journal, a mailing list, and an active IRC channel. Since 2005, Code4Lib has sponsored an annual conference, which has attracted programmers and librarians from around the world. Topics at past conferences have included library information systems, new directions in library research, semantic web applications, andinformation technology standards, among many others. More details about the conference, including schedules of previous conferences, can be found fromhttp://www.code4lib.org/conference/ Our <> conference will be held in <> from <>. Be a part of this library success story by underwriting the conference! We have several sponsorship levels: <>I look forward to hearing from you, and can be reached at <>. Best, <>http://code4lib.org/ == Book Giveaway Committee ==Responsible for contacting publishers to see if they will donate books to the conference so we can raffle them off. Take a look at [[BookRaffleConference_Policies]] for ideas. Please coordinate with Program committee as to when book raffle is to happen during the conference (as in part it depends on how many things there are to give away). Will also need to coordinate with sponsorship/host committee about adding logos and what not to the sponsorship list if necessary. == Money==* [[Conference_Financial_History_At_A_Glance]]* private conlist has budget info of all kinds!
== Shortly before the Conference ==
=== Emails to send out Email Boilerplates / templates === ==== * [[ConferenceOrientationEmail|Quick orientation email for newer folks ==== ]] - Send out at least a week in advance before conference... We're in the last few days before the conference begins, and for a good number of you, this will be your first code4lib. Here is some information to help you navigate through the conference craziness next week: - Social Activities<insert link to SA page>: There's a lot going on outside of the sessions, and this page has information about various gatherings, events, meals, etc. One activity I want to highlight is the Newcomer dinner<insert link to SA page> that will be on <insert date of dinner>. There are still a lot of great restaurants left on the list, and this is your chance to meet folks you might otherwise not get a chance to talk to at the conference. Read the guidelines on the wiki, and pick your restaurant. (Public service announcement: for those of you who have signed up for the dinner already, make sure that there's a designated leader for organizing reservations and people herding.) - Hospitality Suite: For some of the events listed on the Social Activities page, you will see the Hospitality Suite listed as a location. This is a place where attendees usually hang out outside of sessions (or taking a break from sessions). The location of the Suite is usually announced through various means, including the wiki, IRC and Twitter. - IRC/Twitter/etc.: Speaking of those channels, you'll find many folks using the #c4lXX hashtag for conference related stuff. The IRC channel<insert link to IRC page> is #code4lib, and there will be volunteers at the conference who would be more than happy to help you with IRC. - For my last item, give the following a read:<insert links to appropriate pages> -- How to hack code4lib -- CodeofConduct4lib -- Zoia, #code4lib's IRC bot If you have a question, ask! I'll be bringing in some badge ribbons for everyone to self-identify themselves as first timers and "old timers" as well, if you're into classification and stuff. ;-) === * [[FreenodeIrcConnection|Freenode IRC connection ===]]** Historically, conference attendees have had trouble maintaining persistent connections to the #code4lib IRC channel. We'd always assumed we were overwhelming the conference facility's Internet connection, but we were actually running into Freenode's IP-based connection limits. Freenode is supportive of the IRC-as-backchannel model, however, and they're happy to work with organizers to raise the connection limit. ** Contact the conference facility in advance and see if you can find out what your ''public IP address range'' will be during the conference. (If it starts with 10.*, 192.168.*, or 172.16.*, ask again -- those are "private" IP ranges used for connection sharing.) ** Once you have the IP address or range, send an email to [mailto:ilines@freenode.net ilines@freenode.net] containing a request to raise the connection limit. Include conference info, IP range(s), and the expected number of connections. For example: To: ilines@freenode.net Hello, I'm helping plan the code4lib 2010 conference, taking place in Asheville, NC next week. Since our backchannel runs through #code4lib on Freenode, we're trying to plan ahead to avoid running up against the connection limit. Would it be possible to raise the cap for us during the conference? Details follow. Conference: code4lib 2010 < http://code4lib.org/conference/2010/ > Dates: February 22-26, 2010 Attendees: 250 Location: Renaissance Asheville Hotel, Asheville, NC IP Ranges: 12.21.216.106 and the entire 12.21.217.0/24 block We encourage in-channel participation, so we expect a high percentage of attendees to be connected at once. We'll also have two or three channel bots connected from the conference for the lobby monitors. Please let me know if you need any further information, and thanks very much for your help! Michael ** I received an automated reply with a ticket number almost instantly, but didn't hear back after that. I sent a quick followup early on the morning of the 22nd, and received a response (from a human) letting me know that it had been taken care of. (Follow-up, one year later: Same experience. Immediate automated reply, but with a need to follow up with Freenode staff in the #freenode channel to get the ticket resolved.) ** Additional support is available from the helpful volunteer Freenode staff in the #freenode channel.
== At the Conference ==
=== Conference ===
# power - everyone would like to plug in their laptop(and possibly their phone)# IRC Monitor for podium during speaker changes? ===Photography=== * Consider different colored lanyards to articulate personal photography preferences.** Portland/2015 had color-coded lanyards: *** Green = it's ok to take my picture*** Yellow = please ask before taking my picture*** Red = don't take my picture
=== Video ===
# live stream is awesomeVideos are streamed at https://youtube.com/code4lib# Presenters can opt out of having their likeness recorded and streamed. They may not opt out of having their voice and presentation (i.e. slides, etc.) recorded and streamed.# Presenters must not use unlicensed music in their presentation.# Video must be able to work with the house A/V crew and set up the day before the main con begins.# joinTheir must be some lighting provided for the speakers.me ??
=== Live Blogging ===
=== Ask Anything===
* Add to volunteer page to have a moderator or do a general call out
* Need mics for people to line up at (image: http://www.flickr.com/photos/schwartzray/4393838640/ )
== Suggested Timeline ==
* See [[C4L2010planning]] for an example
* See [https://docs.google.com/a/ncsu.edu/document/d/1Ci_aeXlUOW_1XZ9isvwXfyt-FFyO7zsBxesenbFvCPI/edit Code4Lib 2014 planning schedule] planning schedule] for example, including dates for responsibilities for each volunteer committee. Note that we established schedule at the outset by counting weeks backwards from the desired conference dates.
* Ideal to have program set before registration, including pre-conf
** also allows clarity for how many spots are avail for non-presenters
===Calls for Hosting===
No one has claimed responsibility for putting out the call and setting the deadline, so for 2014 planning, consider . Consider having this task as the host committee, the voting committee, or perhaps the whatever committee.
== Some Suggested Readings ==
[https://medium.com/@louisrosenfeld/how-to-organize-a-conference-567fb50ccdbd How To Organize a Conference] - Some excellent thoughts on conferences in general.
[[Category: Code4Lib2010]]