Changes

== 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'''*** 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, hotel rooms may be limited.** Rememberfiscal activities, your institution is taking the risk of covering any costs not covered by registrations and sponsorships. To this pointregistration, I believe the and 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.  

* Find a hotel, negotiate and sign a contract with them. [[Sample RFI]]* Invite the community to help with join committees

== Program CommittteePlanning ==The program committee is a self-selected group that manages talk proposals and other aspects of the program.

(Add more === Budgeting ===* [[Conference_Financial_History_At_A_Glance]]* private conlist has budget info for the program committee here!)

===Talk Acceptance Letter (sample)Hotels ===<pre>Dear <<first name last name>>, On behalf * You will likely have to convince the conference hotel of the Code4Lib Program Planning Committee, I am pleased to notify you that conference size and past room uptake as part of negotiating your proposal, <<proposal title>> has been accepted for the Code4Lib <<year>> in <<location>>contract. Please reply They may want to this message contact past conference hotels to confirm your intention to present the approved session at the Conferenceget more info about actual uptake. If at any time in * 2014 -- Raleigh Downtown Sheraton* IMHO, the future you two things that really need to bow out or have any program changes, please notify us immediately. Your program is scheduled at <<program day, program time>>. You will also be sent a letter addressed each year are connectivity and food - everything else generally manages itself in terms of agreementfacilities. It is very important * Regarding conference hotel, you'll want to make sure that you focus your presentation on the more unique and technical aspects there are blocks of your topic whenever possible. Although Code4Libattendees come from many different work environmentsrooms available - not usually too bad an issue in larger towns, they attend Code4Lib events for information technology educationbut in some college or smaller towns, hotel rooms may be limited. Experts like you are * prepare the heart of Code4Libhotel for deluge via web when announcement is made about hotel registration available. We really appreciate your contribution and look forward to working with you. Sincerely,overwhelmed the Seattle hotel in 2012

</pre>===Talk Rejection Letter TODO: get actual room uptake numbers into a chart here. (sample)===<pre>I'm sorry, but your prepared talk proposal for the 2010 Code4Lib Conference NB totals are only useful in Asheville, NC did not receive enough votes to make it into the programcontext of how many attendees there were. But here are a couple things you should know:)

Again, my condolences on not having your talk proposal accepted, but I hope we still see you TODO: put actual concurrent connections and bandwidth usage data numbers in Asheville, NC in Februarya chart here. Note when problems were occurring to give context on whether these numbers were sufficient of insufficient.Roy<Aspiration Tech (an org doing unconference facilitation) has developed a [http:/pre>/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!

# Contact speakers in advance to get a speaker bio, plus to ask if they need anything, arrange airport pickup, etc === 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.

=== Email Boilerplates / templates ===* [[ConferenceOrientationEmail|Quick orientation email for newer folks]] - Send out at least a week in advance before conference...* [[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.