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== Working Documents ==
Working documents should be in the Preconf 2016 Google Folder shared with LPC and Preconf Committee Members at the start. Contact Anna or Christina if you don't have access.
Primary communication is through the Google Group email list open to LPC and Preconf Committee Members.
This space should be for meeting notes, outstanding action items, and upcoming meeting agendas.
== Outstanding Actions Items and Timeframes ==
* Pull together list of volunteer needs for day-of. Try to have crystalized 2 weeks before
** Know who support staff is at each location
** Know wifi password / encourage people to only use 1 device on wifi.
* Info for presenters
** Remind speakers to get a head count of attendees.
** Remind speakers to ask people to only use wifi with one device.
** Final list of attendees?
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.
== Confirmed Details for Preconference Workshops ==
* Agreed: workshop times: AM 9-12, PM 1:30-4:30
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.
== Last Meeting ==
Ferbaruy 23th, 11 EST, Google Hangouts
=== Agenda: ===
* Review of action items (see above)
* Are we okay with status of A/V requests? Any outstanding A/V issues should be noted in Main Working Document, emailed to group.
* When will we have numbers/updated lists from pre-conf only registration?
* Day of help/questions - clear on needs, volunteers?
* Slack channel
* what needs to be on tables? Name tags, restaurant handouts, maps/floorplans, wifi password, volunteer contact info, list of all locations, list of registrants, notepads, pens / markers
* what signage is needed? Room names with arrows for CHF. Hotel?
* Table volunteers: what coverage is required? - Anna will compile matrix
* Are members of this committee registered for preconferences? If so, which ones? (Eric: none, Andrea: publishing research data)
* ... (add yours here)
== Seventh Meeting ==
January 27th, Noon EST, Google Hangouts: https://plus.google.com/hangouts/_/calendar/Y21oYXJsb3dAZ21haWwuY29t.qopf1ls6krk3erlh0161l22cik?authuser=0
=== Agenda: ===
* Review of action items (see above)
** Have all the workshop leaders registered (or decided not to attend)?
** What's the status for A/V review and meeting needs?
** Review of latest (final?) room switches based on latest registration numbers. Waitlist covered?
* Next period for pre-conf (only) registration?
* Day of help/questions
* Shared space for documentation - Getting lists of registrants to the workshop leaders
* Website committee - still needing speaker info? Form?
* ... (add yours here)
=== Meeting Notes: ===
* Majority of presenter registrations have been confirmed
** handful of presenters still outstanding: will give them until Monday to get registered
** Christina will ping Erin, Dan?, & Jesse to iron out details
** a few pending cancellations
* Christina will create wiki page with registration numbers
* Franklin Hall East & West may change names on program
==== A/V Review and Workshop Needs ====
* Eric will review form responses and identify unreasonable A/V requests
* Space Logistics:
** Anna will compile contact info for on site logistics
** Confirm projector for each space
** Confirm Wifi details for each space
** Attendees need to know that they should only sign in to Wifi with one device
** Electrical outlets / extension cords / power strips
** Each space has an A/V contact for help day of
*** CHF has A/V support
*** Franklin Hall
**** developer (can provide support for A/V booth in hall)
**** local institutions will be providing projectors
*** Hotel has professional A/V staff
** Notify all presenters that they should supply their own dongles/adapters
==== Wait List ====
* has (mostly) been resolved
* send room confirmation info to Kathy to resolve outstanding problems
==== Room Switches ====
* make final switch
* room capacity will be the workshop sellout point
* Christina will update the main working document to reflect most current space situation
** doc will be divided into Christina's and Eric's contacts
** this will be the last version of the document
* none of the workshops are currently sold out
==== Participant Lists for Presenters ====
* advance lists help to facilitate a successful workshop
* Concentra has attendee lists
* Workshop registration will close 2 weeks before conference, send attendance lists then
* Attendance information should be posted to website for future workshop planners
* Create page with list of resources, send with list of attendees
* encourage presenters to link to resources in addition to email information
==== Day Of Volunteers ====
* potential volunteers from wiki signups
** http://wiki.code4lib.org/2016_Conference_Committees#Onsite_Volunteer_Committee
** http://wiki.code4lib.org/2016_Conference_Committees#Whatever_Committee
* Make sure people know where to go, shepherding to the right space
* Anna will talk to Luke about maps on the website
* Main registration table will be at hotel, smaller welcome tables at venue with name tags
== Sixth Meeting==
Google hangout, January 12th
No notes?
== Fifth meeting ==
Google hangout, December 7th, 1:30 PM Eastern
* Waiting on confirmations for two workshops
** Eric will send emails
** Andy will call Matt Christy
* Workshop Information form will only collect A/V requirements
** Presenters should bring their own adapters
** Eric will share draft A/V Info form
** Send to pre-conf leaders after review, within a week, responses by mid-January
** Christina will add already submitted requirements to scheduling document
* Next meeting, January 12th 3pm Eastern
== Fourth meeting agenda ==
Code4Lib 2016 Preconference Committee
== Fourth meeting notes ==
Google hangout, December 3rd, 3:30 PM Eastern time
=== Voting Results ===
* Preconferences with 6 or fewer votes did not get spots
* An open preconference space will be offered after registration is complete for anyone who would like to hold unofficial preconferences / meetings
=== Draft Room Assignments ===
* After minor tweaking, draft room assignments linked from agenda were approved
* Room assignment considerations:
** Hotel wireless will be more reliable than Franklin Hall sites
** There are no preconferences that aren't workshop-y
** Room capacities in assignment list are accurate
=== Contacting session leaders ===
* By the end of the day on 12/4...
** Eric will contact all of the Franklin Hall & Hotel spillover leaders
** Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
*** Christina will let the geocoding toolset and map visualizing leaders know that they may want to consider combining forces
* See agenda for final wording of contact email
** Separate forms for AV needs and speaker profiles will be sent out after confirmations are received
** Conference spots for up to 2 presenters per preconference are guaranteed
=== Other agenda items ===
* All other agenda items have been delayed or are no longer relevant
* Next meeting will be at 1:30pm on Monday, December 7th
=== Action Items ===
* Eric will contact all of the Franklin Hall & Hotel spillover leaders
* Christina will contact all of the Chemical Heritage Foundation leaders and the leaders of non-approved conferences
* Eric will finalize AV need and speaker profile forms
== Third meeting agenda ==
* Anna will send a link to previously-discussed profile info along with the link to meeting minutes (see links added above).
* Christina will keep working on the form, please help (it's a shared google doc)
* Christina Andrea will send out a group email notifying everyone who sent in proposals letting them know that we have a vote / won't accept all workshops this year. This will go out today.
* Anna will communicate with website committee so they can update the site with the timeline.
* Anna will communicate with LPC about hotel space.
