2010-05-11 Conference Program Committee Meeting

Owned by Former user (Deleted)
Last updated: May 11, 2010 by Former user (Deleted)Version comment
6 min read

Telephone: +1-812-856-7060
Conference Code: 22348#
PIN: 72524#

2pm Eastern time (US)

Ether pad link:  http://typewith.me/ABPhgsNHxx

Minutes from last meeting:

Agenda items:

1.  Finalize conference template

Interactive Meeting Notes Link:

(please sign in and contribute)  http://typewith.me/ABPhgsNHxx\\

 Meeting Notes:

0 Sakai Conference  Planning Committee Meeting - 5/11/2010

Telephone: +1-812-856-7060
Conference Code: 22348#
PIN: 72524#

2pm Eastern time (US) 

Participants on 5/11:

  • Mathieu Plourde (U. of Delaware)
  • Sue Roig - CGU
  • Lance Speelmon - Indiana U/Sakai F
  • Earle Nietzel - Marist College
  • Robin Hill - UWyo
  • Lois Brooks - Sakai
  • Kate Ellis - Indiana University
  • John Lewis - Unicon
  • Megan May - IU 
  • Jeff Ziegler - UMich
  • Mary Miles, Sakai Foundation

Useful Links:
    * Conference website: https://eventbrainz.com/events/home/event_id/61
    * This week's Confluence  page: http://confluence.sakaiproject.org/display/CONF2010/2010-05-11+Conference+Program+Committee+Meeting
    
Logo approved.  Mary will send to presenters.
    
---------

Agenda:

1.  Please review the conference slide templates -- we need to get this finalized and out to the presenters as quickly as possible.  
<http://sakaiproject.org/sites/default/files/2010SakaiConferenceSlideTemplates.zip+>+

>>> New version here!!! <<<

2. Recording/streaming of the event:

  • Call for laptops (ideally MacBooks) 
  • Mathieu will provide his for one room, 5 more needed
  • Robin will bring a MacBook - Yay! (wink)
  • Need to buy webcams (7)
  • Locks for laptops (7) (Mary to provide locks from our supply)
  • Power cords (7) Hotel A/V can supply power cords.
  • Using U-Stream.  Mathieu will prepare logins and channels as well as a screencast document.
  • Mary to ask Tiffany for local help.  She knows people in the educational community there.
  • Call for volunteers to control video streaming for each session, sign-up system OR students assigned to each room?  Will depend on Tiffany's answer.  If no, ask the community.
    3. Mathieu would need a list of presentation titles, presenters, times, rooms, and URLs to create the SocialOomph tweet list.
  • Need for unique URLs for each session, already available on the eventbrainz site, but hidden because of framing.
    4. If you have to make changes to the schedule, it needs to be unpublished. Ask Mary for a time slot. 8:00 - 9:00p EDT if we need an hour. 4:30p - 4:35p EDT for short windows. It looks like we do not need downtime to make schedule changes.

Put list of changes on Confluence page so they can be done.

6. On-site logistics

Speaker prep packet.

Leave card in each room with 10 minutes, 5 minutes

7. Evaluation

Post-conference survey. Sue will use her SurveyMonkey account. Mathieu to assist.

8. Mass transit map

9. Confluence pages for each session

Let people create their own page, provide a template.
Sean will investigate navigation scheme that could work.
And simple set of instructions for how to post to confluence.

*2009 Post-Mortem: *http://confluence.sakaiproject.org/pages/viewpage.action?spaceKey=CONF10&title=Agenda+2009+July+21

Participants: Lance Speelmon, Mike Osterman, Kate Ellis,  Mathieu Plourde, Mary Miles, Michael K., Jeff Ziegler, Pete Peterson,  Megan May, Ann, Jim Martino, Robin Hill, Ian Goh, Sue Roig, Peter Knoop.
Frustrations

  • Someone mentioned frustration that events (welcome, opening, and  tech demo receptions) go so late into the evening. Their feeling was  that it would be ideal if all official conference stuff ended no later  than 7pm each night. This would exclude dine-arounds, of course. (Mike  Osterman) - People are not used to have dinner so late. Winding up  by 7:30 unless dinner is involved.
  • Uneven time slots made it hard to hop around from one presentation  to the other. Inconsistent start time are a pain... (Mathieu)
  • Video recordings from the hotel were not that great. We should use a  system that can also capture the screen. (Mathieu)
  • People did not let Michael talk at the newbie's reception. If you  can't see the speaker, no one will listen.
  • Look at the way people's sessions were changed by the committee.  I  have consistently heard that sessions have been denied when the track  leads changed the length. 
    Good  Practices Worth Replicating
  • Promoting the use of social media in general. Having a clear  strategy and a conference tag helped get the word out. (Mathieu)
    Suggestions  for Next Year
  • Put up a task force this Fall to discuss a conference redesign.  (Michael)
    NEWBIES
  • Organize more dull events for dull people. More Dine Arounds.
  • NOTE (30 July, Robin):  The term "dull" is dirty shorthand for a group  that often includes me:  Those who keep an early schedule, watch their  funds (eschewing taxis), and would choose a dawn river walk or an  afternoon concert over a night on the town.         
  • Have people sign-up during registration. (Megan, Jeff)
  •         
  • More reaching out to newbies. Sign-up for lunch.
  • Mentoring program. Each newbie assigned an old-timer.
  • Have a ribbon to identify newcomers. Tags would also be good.
  • Point newbies to newbie sessions.
  • Track names were confusing - Jeff Z.
    UNEVEN TIME SLOTS
  • Let's make all the time slots the same length.
  • Keep track of the total presentation time available, changing as  rooms are added, and the total time allocated, changing as proposals are  accepted. (Robin)
  • Make all Monday a.m. sessions 60 minutes, all Tuesday p.m. 45  minutes, etc.
  • Time for lightning talks (TED style - 10 minutes).
  • Have conveners to keep presenters on time.
  • Since the schedule does not distinguish between talk, discussion,  roundtable, etc., forgo that classification on the proposal.  (Added 30  July, Robin)
    SOCIAL MEDIA
  • Set rooms devoted to be UStreamed, attendees to sign-up to operate  the webcam. (Mathieu)
  • Have people sign releases? We'll take down if asked.
  • Informal videos were appreciated.
  • Not all slides were shared on Slideshare in time.
  • Link to the presentation from the schedule. Could link directly to  Slideshare.         
  • Link use to be to a Confluence page.
  •         
    LOGISTICS/ACCOMMODATIONS
  • In the interests of economy for participants, ask prospective  hotels if they are willing to split bills between two roommates.  (Maybe  they're not, but this could be a minor criterion.) (Robin)
  • Distance of hotel from restaurants and/or mass transit. (Megan)
    PRE-CONFERENCE
  • The pre-conference day is becoming a conference day.         
  • Newbies were the only ones not aware of this...       
  • Newbies thought they had to sign-up for pre-conference, asking for  extra charges.
  • Break-out the pre-conference format throughout the conference.
  • We have to make the first day relevant to everyone.
  • The word "Pre-conference" throws people off.
  • We could charge for the pre-conference...         
  • At least ask people to sign-up for them. Easier to plan the meals.
  •         
  • Have the project planning meeting during the pre-conference day.  Folks were tired.         
  • Half-day on p.m., half-day p.m. on Friday for workshops.
  •         
    BOFs
  • Have ONE source at a time. Online or paper, not both.         
  • Shut down online, print out, live on paper.
  •         
  • BOF rooms need a projector too, or at least a flip board.
  • Daily changes announcements coming from Michael.
    EVALUATIONS
  • Very little evaluation forms were returned.
  • We should send a general survey to all attendees now.         
  • Let's revisit the questions.
  • Mathieu can build the survey on Qualtrics.
  •         
  • Let's get it out and not worry about making it perfect.
    LOGO
  • Kate suggests having a professor make it a student project at  Indiana.         
  • As long as it's still a part of the general process, open to the  community.
  •         
    PRINTED MATERIAL
  • We could save a lot by not printing the session descriptions.
  • We need to make sure we have a mobile device friendly version of  the schedule online.
  • Have full documents for newbies, and some spare ones.
    Meeting Chat:
     
    Meetig Chat:
    Lois: who's  leading the multiple audience track?
    Megan: I am
    Lois: can  you swap a session for me?  Clay and I are speaking wednesday morning on  the Sakai 3 overview
    Lois: ideally,  this will happen earlier in the conference to set up all other other  sakai sessions
    Lois: can  we swap for a tuesday session?
    Megan: let  me look at the schedule
    Lois: thanks  much
    Robin Hill: You  got that assignment by group acclimation.
    Megan: Is  the 11:10-12:15 slot on Tuesday good?
    Lois: perfect!
    Lance Speelmon: That is best
    Lance Speelmon: As long as there is only one source
    Mathieu: Out  of context, I think we should make sure to take a picture of the BOF  board every time there is a change and publish it on Flickr and  Confluence.
    Lois: good  idea, Matthieu
    Kate Ellis: +  for printing just the schedule, not the descriptions
    Lance Speelmon: +1 no paper
    Lance Speelmon: and yes the schedule looks fine on an iPhone
    Lance Speelmon: just hard to find
    Mathieu: Schedule  looks fine on the Droid too (wink)
    Lance Speelmon: we just need QR codes on the signage
    Lance Speelmon: to link to the schedule
    Lois: we  can push the schedule to a more prominent place when we do the reminder  email to people to bring their digital version
    Mathieu: +1  for QR Codes
    Mathieu: @Kate:  ready for our call
    Lance Speelmon: http://chart.apis.google.com/chart?cht=qr&chs=350x350&chl=https%3A%2F%2Feventbrainz.com%2Fschedule%2Fcalendar%2F
    Mary: End  of conference call...

 
Â