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Keynoter speakers will need information on:Obtain a speaker image and short bio for the website.
* '''conference registration''' - historically, there has been a special registration code for keynotes which allows them Keynote speakers need to register without being chargedknow: * '''hotel logisticsall reimbursement policies''' - there's usually a discounted room blockeverything that was learned above, the conference should ensure that the keynote speakers have a chance to reserve a room themselves* '''basically. Keynotes might purchase their own hotel and travel logistics''' - who booksarrangements and later be reimbursed. If so, if the host books does the speaker have they must be informed of any restrictions or preferred carriers, if the speaker books are there restrictions on what can be reimbursed, if there are several regional airports is one of them preferred* '''reimbursement policies and procedures''' - what expenses are reimburseable , travel classes (in particular policies vary on alcohol)e.g. business, do they get reimbursements or a per diem for conference expensesfirst, what paperwork do they need to submit to whomcoach), if floating all these expenses presents a hardship for them is there a way to have someone else handle them up front* '''if a W9 is required''' and where to send it - (answer: no?)etc…
They will also need While it's possible to send these details to the website group without asking the keynoter for them specifically, it's best to sign see if there is a speaking contract. Experienced speakers may have stock bio they like to use rather than, for instance, reusing the entry from their ownnomination in the wiki. You can pass this information along to the website group by either a) creating an issue on the website' github repo, andwhich will be under [https:/or host institutions may have a standard/github. If com/code4lib the hostcode4lib organization] ('s standard contract has non-OA-friendly terms on intellectual property''preferred''') or b) messaging the website committee, be prepared whether via the #conference-website Slack channel or reaching out to help one of the speaker negotiate those as many code4libby speakers will carevolunteers listed on the conference committee page.
If they are expected to book their own hotelFor reference, they should receive hotel information before general registration this is opened to ensure what the hotel does not fill before they get a room. If keynote data file looks like from 2019 (only the committee books, likewise, do this earlytop 2 entries): https://github.com/code4lib/2019.code4lib.org/blob/master/_data/speakers.yml
→Final followup to Keynote Speaker
* Contact nominees to confirm their willingness & availability (see '''[[Keynote Committee Duties#Initial_Nominee_Contact|Initial Nominee Contact]]''')
* Ensure all nominees have comparative & sufficient bios
* Add available nominees & their bios to Diebold-o-Trona voting form, schedule the voting vote to run two weeks* Announce voting on the listserv(see '''[[Keynote Committee Duties#Open_voting_announcement|Open Voting Announcement]]''')
* Send follow-up notices one week & a three-couple days before voting closes
* Close voting & contact the top two nominees (see '''[[Keynote Committee Duties#Successful_Nomination_Follow-up|Successful Nomination Follow-up]]''')
* Once two keynotes have been confirmed
** notify the Conference Planning Committee
** list on the conference website([[Keynote Committee Duties#Adding Keynotes to the website|see how]])
** notify the speakers who were nominated but ultimately not selected (see '''[[Keynote Committee Duties#Unsuccessful_Nomination_Follow-up|Unsuccessful Nomination Follow-up]]''')
** & notify the community
* Before the conference, write thank you notes to give to the speakers before or after their keynotes
==Keynote Speaker Logistics==
===Before keynotes are selected===
The committee should determine a few things before contacting keynote speakers. Most of these will involve communicating with the main Conference Planning Committee or the host institution.
* '''conference registration''' - historically, there's been a special registration code for keynote speakers that allows them to register without charge. Obtain this code from the Conference Planning Committee.
* '''hotel logistics''' - confirm that a room has been reserved for the keynote speakers or, if not, ensure that speakers will have a chance to purchase rooms ''before hotel information is released to the general public'' since the hotel block often fills quickly
* '''about reimbursement policies and procedures''' - what expenses are reimburseable (in particular policies vary on alcohol)? Do they get reimbursements or a per diem for conference expenses? What paperwork do they need to submit and to whom? If floating all these expenses presents a hardship, is there a way to have someone else handle them up front?
* '''contracts & taxes''' - does the host institution have a standard speaking contract which must be used? do they require that the speaker send a W9 form and if so to whom is it sent?
===When they agree to speak or shortly after===
* '''that their talk will be livestreamed''' - this is not obvious to non-code4libbers
* '''the length of their talk & any limitations/restrictions''' - talks have traditionally been 40 minutes with 5 reserved for questions
Speakers may provide their own speaking contract and/or host institutions may have a standard. If the host's standard contract has non-OA-friendly terms on intellectual property, be prepared to help the speaker negotiate those as many code4libby speakers will care. A W9 may be required.
===Adding Keynotes to the website===
The Website Working Group needs the following things for each keynote speaker:
* full name as they'd like it presented
* professional title & organization
* square headshot image (doesn't need to be very large, 300x300px is fine)
* short (3-4 sentence) biography which can include links or other HTML
===A few weeks before the event===
Dear <nowiki>{{nominee name}}</nowiki>,
On behalf of the Code4Lib <nowiki>{{year}}</nowiki> Conference Committee, I want to inform you that you were nominated as a possible keynote for the conference, which will be held near you in <nowiki>{{location}}</nowiki> on <nowiki>{{dates}}</nowiki>. You were nominated by a member of the Code4Lib community for doing awesome work. We have a transparent planning process in which keynote speakers are selected by community vote. No commitment is necessary at this point, but we'd like to know if you would consider such an invitation should your nomination be selected. If you are unable or unavailable to speak, we would like to know so that we can ensure a fair and transparent vote.
Code4Lib isn't solely about code or libraries. It's a volunteer-driven collective of hackers, designers, architects, curators, catalogers, artists, and instigators from around the world, who largely work for and with libraries, archives, and museums on technology. We are dedicated to providing a harassment-free community for everyone. For more information, please see our Code of Conduct at https://github.com/code4lib/antiharassment-policy/blob/master/code_of_conduct.md.
on behalf of the Code4Lib Keynote Speakers Committee
===Open voting announcement===
The Code4Lib <nowiki>{{year}}</nowiki> Keynote Speakers Committee is happy to open this year's invited speaker election.
All nominees have been contacted and the <nowiki>{{number of nominees}}</nowiki> included in this election are all potentially available to speak. The top two available vote recipients will be invited to be our keynote speakers this year. Voting will end in two weeks on <nowiki>{{date}}</nowiki>.
When rating nominees, please consider whether they are likely to be an excellent contributor in each the following areas:
1) *''Appropriateness''*. Is this speaker likely to convey information that is useful to many members of our community?
2) *''Uniqueness''*. Is this speaker likely to cover themes that may not commonly appear in the rest of the program?
3) *''Contribution to diversity''*. Will this person bring something rare, notable, or unique to our community, through unusual experience or background?
<nowiki>http://example.com/voting/link</nowiki>
===Final followup to Keynote Speaker===
'''Subject''': Code4Lib 2019, Keynote logistics and accessibility
Copy the code4lib@concentra-cms.com email address on this.
Hi <nowiki>{{name}}</nowiki>,
The Code4Lib Keynote Committee would like to thank you again for helping us make <nowiki>{{year}}</nowiki> a Code4Lib event to remember.
We wanted to reach out with some final logistical points to be aware of while speaking:
'''Talk Length'''
You will have 45 minutes to use how you see fit for your keynote on <nowiki>{{date and time of keynote}}</nowiki>. You can choose to include discussion and/or Q&A time, or you can use the entire time to speak. The presentation time length includes setup and take down.
'''Introduction'''
We are currently putting together introductions for you, to be announced before your keynote. We are working with the bios you provided us (http://<nowiki>{{year}}</nowiki>.code4lib.org/speakers/). Is there any other relevant information you would like us to include, or do you have a different introduction in mind entirely? We’re happy to have as much or as little input from you as you prefer.
'''Talk Home'''
If you are willing to make your keynote available digitally to attendees and to virtual attendees, please upload your presentation deck to the Code4Lib <nowiki>{{year}}</nowiki> OSF Meetings space (<nowiki>{{OSF or other repo URL}}</nowiki>).
'''Code of Conduct'''
We want all Code4lib events to be welcoming, so please take a moment to review the Code of Conduct (http://<nowiki>{{year}}</nowiki>.code4lib.org/conduct/) as it applies to all parts of the event including presentations.
'''Presentation Accessibility'''
Speakers are also being asked to read over the accessibility checklist to ensure all in-person and virtual attendees can thoroughly enjoy your presentation: https://wiki.code4lib.org/Presentation_Accessibility_Guidelines. This guide instructs you to send your presentation to the Program Committee, but you can send yours to the Keynote Committee.
We look forward to seeing you in <nowiki>{{city}}</nowiki> soon!
Thank you!
The Code4Lib Keynote Committee
[[Category:Code4Lib Keynotes]]
