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== General Process ==
* Apply to be a host; see also the page on [http://code4lib.org/conference/hosting Conference Hosting] at [http://code4lib.org code4lib.org]
** '''Identify venues''' for both the conference and the hotel (if different). Get some cost estimates from each. 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.
*** 2016/Portland: 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.
*** Also, when you get cost estimates, don't forget to include food costs.
*** Wireless: 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.
*** make sure VPN is allowed** '''Consider using a conference planner'''
*** 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.
*** Also consider using conference planning services from other entities. In 2013, Chicago used DLF services to handle registration. In 2014, NC used CONCENTRA services for all contract negotiation, fiscal activities, registration, and other conference planning and management services.
* Get approved by the community
* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]
* Have a timeline
*[[Useful information from 2012]]
== Important Public Resources ==
* [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 ==
== Committee List ==
* Local Planning Committee
* Accessibility Committee
* [[BookGiveawayCommittee|Book Giveaway Committee]]
* Childcare
* Keynote
* Onsite Volunteer
* PreconferencePre-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/IRC
* Duty Officers
=== Wireless ===
* make sure VPN is allowed
TODO: put actual concurrent connections and bandwidth usage data numbers in a chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.
Aspiration Tech (an org doing unconference facilitation) has developed a [http://facilitation.aspirationtech.org/index.php?title=Logistics:Wireless_Best_Practices great list for assessing and negotiating event wifi].
=== Policies ===
A record of [[Conference_Policies]] of all kinds!
== Shortly before the Conference ==
=== Conference ===
# power - everyone would like to plug in their laptop(and possibly their phone)
# IRC Monitor for podium during speaker changes?
* 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 ===
===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 ==
