[Board] Conference cancellation?

Thu Mar 12 13:43:23 EDT 2020

I too, as someone who’s organized lots of conferences, am very, very hesitant about the idea of postponing until later this year.  We’ll be competing with other agencies with the same idea and do not know when the peak of things will hit yet (still seems to be very early days).  I’d prefer to only be stuck with one round of payouts for cancellation should things get worse after April.

The virtual conference has potential depending on the available resources.  I would expect a dramatic reduction in attendance fees if we go that route since we wouldn’t have venue costs associated with it.

Looking forward to the feedback from MOBIUS’ team.

-Anna

Anna Goben
Evergreen Indiana Coordinator
Indiana State Library
140 N Senate Ave
Indianapolis, IN 46204
317-234-6624
Fax: 317-232-1925

From: Terran McCanna [mailto:tmccanna at georgialibraries.org]
Sent: Thursday, March 12, 2020 1:35 PM
To: Galen Charlton <gmc at equinoxinitiative.org>
Cc: Goben, Anna <AGoben at library.IN.gov>; board at list.evergreen-ils.org
Subject: Re: [Board] Conference cancellation?

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Since we do not know the course the virus will take and how long it will last before it is fully contained, I am hesitant to consider attempting to postpone it to a later date this year. Even if the hotel was willing to work with us under the same contract at a later date this year, it would require renegotiating with all of the exhibitors and sponsors, who have their own fiscal years and schedules to consider.

I like the idea of throwing together a limited virtual conference this year instead of the in-person conference, and then possibly host here in Georgia in 2022 (as MOBIUS is already scheduled to host in 2021).

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Terran McCanna, PINES Program Manager

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On Thu, Mar 12, 2020 at 1:23 PM Galen Charlton <gmc at equinoxinitiative.org<mailto:gmc at equinoxinitiative.org>> wrote:
Hi,

I agree that we should be prepared to cancel the conference, and given developments in Georgia (including the first reported death today) agree that it is a matter of urgent discussion.

Hopefully we will get favorable news from discussions with the insurance provider and counsel regarding our ability to manage financial liability, but I think we are at the point where protecting the health of attendees and anybody who might come in contact with them would take precedence.

As Chris suggests, I do think we should be aware of creative options including:

- postponing the Georgia conference to later this year or to 2021
- hosting an online-only version of the conference this spring if we postpone or cancel

Regards,

Galen

On Thu, Mar 12, 2020 at 11:47 AM Goben, Anna <AGoben at library.in.gov<mailto:AGoben at library.in.gov>> wrote:
Good morning,

The Conference Committee has conferred and has recommended cancelling the 2020 Evergreen conference given the state of travel in GA right now.  They have requested that the board discuss the matter and provide a final decision.  Requests have further been made for legal review about the obligations currently under contracted for this event.   If no decision is made before then, I anticipate we’ll undergo a formal vote on the matter at our meeting next week so that we can minimize the fiscal damage to any parties involved should the final decision be to cancel.

Thanks,
-Anna

Anna Goben
Evergreen Indiana Coordinator
Indiana State Library
140 N Senate Ave
Indianapolis, IN 46204
317-234-6624
Fax: 317-232-1925

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