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=Task List for Fall 2012 NE Code4Lib Meeting=
!#!!Task!!Needed By!!Who!!Status!!Notes
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|1||define conference format/time breakdown||45/1/12|| Mike || In process ||Good draft from Mike
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|1||solicit keynote speakers, if any||43/1/12|| Michelle || Done ||Mark Matienzo or Michael Dula, Yale Library CTO
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|1||solicit presentation proposals||45/115/12|| Randy || ||Will create Google Form
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|1||evaluate proposals||46/115/12|| || ||
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|1||decide on presenters||47/1/12|| || ||
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|1||decide if presenters are free (complicates everything)schedule presentations||47/15/12|| || ||
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|1||contact decide if presenters and get confirmationsare free (complicates everything)||45/1/12|| || ||
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|1||create agenda for meeting (print? on-line?)contact presenters and get confirmations||47/15/12|| || ||
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|1||decide 1 presentation laptop, or each bring their owncreate agenda for meeting (print? on-line?)||48/1/12|| || ||
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|1||setup decide 1 presentation laptop with all presentations, or each bring their own||109/1/12|| || ||
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|1||setup laptop with all presentations||10/25/12|| || |||-|1||get copy of all presentations to post to wiki||1011/115/12|| || ||
|}
Local arrangements tasks: Cindy And Kalee
{| class="wikitable" border=1
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!#!!Task!!Needed By!!Who!!Status!!Notes
|-
|1||reserve conference rooms||4/1/12|| ||**done** Done ||
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|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 ||
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|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 || ||
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|1||arrange catering for event||8/1/12|| || ||
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|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|| || ||
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|1||create signs to post, labeling rooms||810/122/12|| || ||
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|1||any swag , pens, bags, or T-shirts?(donations?)||8/1/12|| || ||
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|1||arrange A/V - will we video capture?||8/1/12|| || ||
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|1||set up in days before||10/2122/12|| || |||-|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|| || ||
|}
!#!!Task!!Needed By!!Who!!Status!!Notes
|-
|1||decide on email lists to send reminder notices to take poll(will we create a NEC4L list?)||8/1/12|| Randy || ||Propose we just use regular C4L list and keep all in loop
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|1||send call for presentersreminder to take poll||83/1/12|| Randy || moot ||will not do
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|1||send call for presenters||5/15/12||Randy || || will create google form for our review|-|1||send reminder to call for presenters||86/1/12|| || ||
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|1||send agenda an registration details||8/1/12|| || ||
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|1||respond to emails||8/1/12|| || ||
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|1||twitter hashtag?||8/1/12|| || ||
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|1||post-event communication||8/1/12|| || ||
|}
!#!!Task!!Needed By!!Who!!Status!!Notes
|-
| ||determine registration fee - make budget||85/1/12|| || ||
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| ||determine who funds if over budget||85/1/12|| || ||
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| ||scholarships?||85/1/12|| || ||
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| ||determine registration mechanism and cutoff date||8/1/12|| || ||
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| ||locate sponsors? and administer||87/1/12|| || ||
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| ||collect and account for money (bank account?)||8/1/12|| || ||
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| ||send acceptance notes||8/1/12|| || |||-| ||locate sponsors?||89/1/12|| || ||
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| ||make sure people get confirmationshandle cancellations||89/115/12|| || ||
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| ||handle cancellationsName tags||810/122/12|| || ||
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| ||Name tagslist of participant names, emails for attendees||810/122/12|| || ||
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| ||list of do we need a participant names, emails email list for attendeesuse during conference and after?||8/1/12|| || ||
|-
| ||use crowdvine or similar or just our wiki?||8/1/12|| || ||
|}
