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* The venue of C4L2014 could hold 350 people
* To ensure registration Presenters, Preconference Organizers, and Sponsors (Platinum, Gold, and Table), initial registration was capped at 325. This filled in approximately 48 hours.
* Demand for Code4Lib 2014 was 420 450 based on registrations and wait list.
* Local registrations by the hosting libraries (Duke, NCSU, UNC) was 41 registrations.
* CONCENTRA's registration system had some technical limitations as to data input and flow, but CONCENTRA handled all processing with little assistance by volunteers.
'''Sponsorships'''
* 46.8% of the estimated cost of C4L2014 was provided by sponsorships. The registration cost of $165 per person covered another 46.8%. The remaining balance of C4L2013 covered the remaining 6-7%.
* To keep registration costs low, it is critical the Sponsorship Committee raise a minimum of $50,000 per year.[This really depends on the overall venue costs. If the conference is hosted on a college campus, the costs tend to be much lower, and therefore the amount of sponsorship needed is much lower - jaf]
* The [http://code4lib.org/node/487|Code4Lib2014 Sponsorship Prospectus] was a '''significant''' tool in raising money this year.
* Using negotiation to buy "off menu" will save money.
* Make sure that you ask about dietary requirements during registration so that you can accommodate vegan / vegetarian / gluten-free, etc.
* Less than 65% of the attendees ate breakfast at the conference. Each day of the conference, the number of attendees at breakfast declined.
* 97% of the attendees ate lunch at the conference. The number of attendees at lunch was consistent for both days.
* Less than 100 cans of soda were taken during the afternoon break of the first day; 50 cans of soda were taken during the afternoon break of the second day.
'''Pre-Conferences'''
* When talking to sales folks, get the REAL numbers on how many attendees will fit in a space (this means WITH A/V included, which could be 15% less or more than advertised capacities).
* Provide A/V info to speakers in advance (availability of computer, network availability, any additional software installs needed, etc.).
'''Internet'''
* Require in the contract that hotel or conference facility have a minimum of one (1) wireless access point per 75 attendees.
* Require in the contract that hotel or conference facility plan to support 2 wireless connections per attendee
* Require in the contract that hotel or conference facility have a minimum of 100 Mb per second bandwidth. Encourage hotel or conference facility to increase capacity to 1 Gb per second during conference. (Expect to pay more for this.)
'''Organizing Volunteers'''
*Pay attention to the IPs you are assigned, make sure they are not PRIVATE (eg. 10,172.4-31,192.168)
*Start the process to get the freenode limit raised a month before to plan for any kinks!
*Announce channel logging a month or more ahead of time * One benefit of not have great wireless was that people couldn't be distracted by IRC and were much more focused on the talks. Perhaps we need to re-consider the value of the IRC during the conference and encourage Twitter use instead.
'''Scholarships'''
* Ask folks to follow a file naming convention for any files they send. Using their full name in the filename. * Make a note about how the committee ought to be addressed. Someone had a question about this and didn’t want to lose out because they weren’t formal enough. We can specify who the letter ought to be addressed to even if the packet is being sent to one person on the committee.* If we have many scholarships, consider opening up the categories to a consideration just of financial need or others. This might encourage other sponsors to give. (Institutional diversity for scholarships. Regional scholarships. Rural librarian.)* Ask that the statement of eligibility be in the first paragraph of the letter to make it easier to organize applications.* Keep a list of everyone who has won a scholarship in the past.* For the committee deliberations create a list of what factors to consider in selection. (e.g. How likely to be active in the community if awarded?) May allow some community supported guidelines to be put forward. * In the initial notification letter of selection, let the person know they will also be asked to write a short bio. These can then be used by sponsors to promote the scholarship sponsorship.* We got the suggestion to have badge ribbons for scholarship winners.* The lunch the first day was a success. Make sure someone is responsible for checking the day of that tables will be reserved for this purpose. * Promote the sponsors and the scholarship winners more via social media during the conference.* forthcoming!Automatically invite keynote speakers to the scholarship lunch.
'''Keynotes'''
'''Ideas'''
* Quiet room? Traditionally we've used the lobby as a de facto quiet room for folks wanting to take a break from the conference, but if there's an actual room that we can dedicate for taking a quiet break from the full blast of the fire hose, that would be great! More information at [http://geekfeminism.wikia.com/wiki/Quiet_room].
* Lanyards for whether it is OK to take photographs
* Add chairs to the front of the room so that lightning talk presenters can sit before they talk
** This needs to be planned in advance. C4L2014 was at capacity for the room, so this was not possible.
* Do not place a conference goer near the hospitality suite! Maybe make the hang out place a different area in the hotel or conference.
** Another possibility could be to have the room next to the hospitality room be reserved for a "suite steward" or "host" volunteer - aka a person that can look after the room in terms of cleanliness, drink/food stock, etc.
* Make the podium laptop desktop background a plain color with good contrast. After every group of presenters clean off the desktop to keep it quicker and easier for presenters to find their slides.
* Put someone at the front of the room who is responsible for helping presenters with the presenter computer.
* Podium Computer** Most people use Mac laptops, so if there is only one podium computer, it should be a Mac.(TMM disagrees)** Ideally, both a Mac and a Windows computer should be available. (TMM disagrees, see sub-bullet below)*** Almost all of the presentations this year used standard formats (PPT, PDF, and HTML). The podium computer needs to be under the control of the A/V and Streaming Committees for their functions. Presenters should use a presentation standard.
** Several presenters had trouble with not being able to see what was being presented -- the podium computer(s) should be mirrored by default.
*** No, the podium computer should be setup as required for streaming and A/V setup. (TMM)* Consider precombining pre-combining lightning talks into a single slide deck to keep the flow going.** This is difficult when lightning talk presenters want to do a live demo (TMM)
* Consider live closed captioning software for talks and streaming
* IRC channel shown * Another option is to have a stenographer or a live transcriber. @brainwane has had experience with a stenographer for one of her talks and it looked like that she was very pleased with the results...* Twitter feed of #c4lYY on screens when no presenter is up(TMM edited IRC to Twitter because Twitter feed is safer, more professional, and more compliant to code of conduct)** Twitter is no more CoC compliant than other online venues, including IRC. Each feed has its own risks in being viewed on the big screen (IRC in jokes vs Twitter hijacking of hashtags). (yo_bj)
* Consider switches at the tables
** what kind of switches?
* Add a Code4Lib logo to the podium
* Have someone whose job it is to collect questions during a presentation and that can then ask them. Allowing for anonymous questions may lead to more folks asking.
