NEC4L:tasklist

Revision as of 21:11, 25 February 2012 by Randy stern (Talk | contribs)

Revision as of 21:11, 25 February 2012 by Randy stern (Talk | contribs)

Task List for Fall 2012 NE Code4Lib Meeting

roles: program chair, local arrangements chair, communications chair, registration and finance chair


Program tasks

# Task Needed By Who Status Notes
1 define conference format/time breakdown 4/1/12
1 solicit keynote speakers, if any 4/1/12
1 solicit presentation proposals 4/1/12
1 evaluate proposals 4/1/12
1 decide on presenters 4/1/12
1 schedule presentations 4/1/12
1 decide if presenters are free (complicates everything) 4/1/12
1 contact presenters and get confirmations 4/1/12
1 create agenda for meeting (print? on-line?) 4/1/12
1 decide 1 presentation laptop, or each bring their own 4/1/12
1 setup laptop with all presentations 10/1/12
1 get copy of all presentations to post to wiki 10/1/12


Local arrangements tasks

# Task Needed By Who Status Notes
1 reserve conference rooms 4/1/12 **done**
1 find hotels, negotiate deals, and reserve room blocks 8/1/12
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
1 arrange catering for event 8/1/12
1 decide on cost for event, and fee required 8/1/12
1 will there be vendor/partner tables 8/1/12
1 create signs to post, labeling rooms 8/1/12
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 10/21/12
1 designate contact person phone/text/email during conference 10/21/12
1 solicit and designate volunteer help and roles during conference 10/21/12


Communications tasks

# Task Needed By Who Status Notes
1 decide on email lists to send notices to (will we create a NEC4L list?) 8/1/12
1 send reminder to take poll 8/1/12
1 send call for presenters 8/1/12
1 send reminder to call for presenters 8/1/12
1 send agenda an registration details 8/1/12
1 send reminder to take poll 8/1/12
1 respond to emails 8/1/12
1 twitter hashtag? 8/1/12
1 post-event communication 8/1/12


Registration and finance tasks

# Task Needed By Who Status Notes
determine registration fee - make budget 8/1/12
determine who funds if over budget 8/1/12
scholarships? 8/1/12
determine registration mechanism and cutoff date 8/1/12
locate sponsors? and administer 8/1/12
collect and account for money (bank account?) 8/1/12
send acceptance notes 8/1/12
locate sponsors? 8/1/12
make sure people get confirmations 8/1/12
handle cancellations 8/1/12
Name tags 8/1/12
list of participant names, emails for attendees 8/1/12
do we need a psrticipant email list for use during conference and after? 8/1/12
use crowdvine or similar or just our wiki? 8/1/12