Changes

rolesRoles: program chair, local arrangements chair, communications chair, registration and finance chair Open Issues:# Many...

|1||define conference format/time breakdown||5/1/12||Mike || In process || Good draft from Mike|-|1||solicit keynote speakers, if any||3/1/12||Michelle ||Done || Mark Matienzo or Michael Dula, Yale Library CTO|-|1||solicit presentation proposals||5/15/12||Randy || || Will create Google Form|-|1||evaluate proposals||6/15/12|| || |||-|1||decide on presenters||7/1/12|| || |||-|1||schedule presentations||7/5/12|| || |||-|1||decide if presenters are free (complicates everything)||5/1/12|| || |||-|1||contact presenters and get confirmations||7/5/12|| || |||-|1||create agenda for meeting (print? on-line?)||8/1/12|| || |||-|1||decide 1 presentation laptop, or each bring their own||9/1/12|| || |||-|1||setup laptop with all presentations||10/25/12|| || |||-|1||get copy of all presentations to post to wiki||11/15/12|| || ||

Local arrangements tasks: Cindy And Kalee

|1||reserve conference rooms||4/1/12|| ||**done** Done ||

|1||find hotels, negotiate deals, and reserve room blocks||8/1/12||cindy ||2 hotels with room blocks, working on more, should have update by 4/27/12 mtg/clg |||-|1||create restaurant list, transportation options, map of Yale, etc.||8/1/12|| || |||-|1||decide on food needs - coffee/tea, snacks, reception?||8/1/12||Cindy || |||-|1||arrange catering for event||8/1/12|| || |||-|1||decide on cost for event, and fee required||8/1/12||Mike || in process || goal of no cost to attendees|-|1||will there be vendor/partner tables||8/1/12|| || |||-|1||create signs to post, labeling rooms||10/22/12|| || |||-|1||any swag, pens, bags, or T-shirts? (donations?)||8/1/12|| || |||-|1||arrange A/V - will we video capture?||8/1/12|| || |||-|1||set up in days before||10/22/12|| || |||-|1||designate contact person phone/text/email during conference||10/1/12|| || |||-|1||solicit and designate volunteer help and roles during conference||10/1/12|| || ||

|1||decide on email lists to send notices to (will we create conference formata NEC4L list?)||8/1/12||Randy || ||Propose we just use regular C4L list and keep all in loop|-|1||send reminder to take poll||3/1/12||Randy || moot || will not do|-|1||send call for presenters||5/15/12||Randy || || will create google form for our review|-|1||send reminder to call for presenters||6/1/12|| || |||-|1||send agenda an registration details||8/1/12|| || |||-|1||respond to emails||8/1/12|| || |||-|1||twitter hashtag?||8/1/12|| || |||-|1||post-event communication||8/1/12|| || ||

| ||determine registration fee- make budget||5/1/12|| || |||-| ||determine who funds if over budget||5/1/12|| || |||-| ||scholarships?||5/1/12|| || |||-| ||determine registration mechanism and cutoff date||8/1/12|| || |||-| ||locate sponsors? and administer||7/1/12|| || |||-| ||collect and account for money (bank account?)||8/1/12|| || |||-| ||send acceptance notes||9/1/12|| || |||-| ||handle cancellations||9/15/12|| || |||-| ||Name tags||10/22/12|| || |||-| ||list of participant names, emails for attendees||10/22/12|| || ||

| ||determine registration mechanismdo we need a participant email list for use during conference and after?||8/1/12|| || ||

| ||locate sponsorsuse crowdvine or similar or just our wiki?||8/1/12|| || ||