89
edits
Changes
m
* Confirm all workshop leaders are registered (or not attending) using Anna's lists from conference organizers. ASAP
* Find space for blacklight workshop presenters who weren't included in registration calls. ASAP
* Review new round of registration numbers for final room changes/waitlist follow-ups. As soon as new registration numbers are made available to us.
== Upcoming Meeting Agenda items ==
* Speaker form to send to presenters for website committee
* Sharing attendees lists with leaders
* Shared space for workshop preparation materials
* AV help needed at APS.
* Contacts at APS and CHF, and Concentra.
* single registration table at hotel. Smaller welcome tables at other venues? with nametags / lists of attendees.
→Agenda:
== 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 ==
* Projector, screen, tables, chairs, wifi of varying capability all confirmed for each workshop space.
== Next 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==Late January27th, Noon EST, Google Hangouts: https://plus. Poll 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://doodlewiki.comcode4lib.org/poll2016_Conference_Committees#Onsite_Volunteer_Committee** http:/cg59dt6tfqdd7hyg /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
