[Board] Conference cancellation?

Thu Mar 12 14:01:31 EDT 2020

Given the practical limits on participation (taking questions, having some folks try to help with connection issues while the speaker can just keep doing their thing, etc.) it might be worth charging something to keep live participation numbers reasonable, while also recording everything we can and making that freely available shortly after the event. Charging some amount of money for participation may well be a requirement just to be able to make a dent in our commitment to the hotel if we can’t get out of that part of the contract.

Jason

-- 
Jason Boyer
Senior System Administrator
Equinox Open Library Initiative
phone:  +1 (877) Open-ILS (673-6457)
email:  JBoyer at EquinoxInitiative.org
web:  https://EquinoxInitiative.org/

> On Mar 12, 2020, at 1:54 PM, Terran McCanna <tmccanna at georgialibraries.org> wrote:
> 
> If we did a virtual conference this year, I wouldn't necessarily expect to charge attendees at all, especially if we can use technology that we already have. PINES has Google's Enterprise Suite, which allows us to do some types of streaming and recording, and we are getting a Zoom subscription as well (not sure if that will be in place yet, but I know several other member organizations have Zoom subscriptions). 
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> If some or all of the conference sponsors were still willing to contribute to a virtual conference, that could offset the losses we take from canceling the in-person conference.
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> 
> Terran McCanna, PINES Program Manager
> Georgia Public Library Service | University System of Georgia
> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
> (404) 235-7138 | tmccanna at georgialibraries.org <mailto:tmccanna at georgialibraries.org> 
> http://help.georgialibraries.org <http://help.georgialibraries.org/> | help at help.georgialibraries.org <mailto:help at help.georgialibraries.org>
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> 
> On Thu, Mar 12, 2020 at 1:43 PM Goben, Anna <AGoben at library.in.gov <mailto:AGoben at library.in.gov>> wrote:
> 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.
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> 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.
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> Looking forward to the feedback from MOBIUS’ team.
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> -Anna
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> 
> 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 <mailto:tmccanna at georgialibraries.org>] 
> Sent: Thursday, March 12, 2020 1:35 PM
> To: Galen Charlton <gmc at equinoxinitiative.org <mailto:gmc at equinoxinitiative.org>>
> Cc: Goben, Anna <AGoben at library.IN.gov <mailto:AGoben at library.IN.gov>>; board at list.evergreen-ils.org <mailto: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.
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> 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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> <image001.jpg>
> Terran McCanna, PINES Program Manager
> Georgia Public Library Service | University System of Georgia
> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
> (404) 235-7138 | tmccanna at georgialibraries.org <mailto:tmccanna at georgialibraries.org> 
> 
> http://help.georgialibraries.org <http://help.georgialibraries.org/> | help at help.georgialibraries.org <mailto:help at help.georgialibraries.org>
> 
>  
> 
> <image002.jpg> <https://www.facebook.com/georgialibraries> <image003.jpg> <https://www.twitter.com/georgialibs>
> Join our email list <http://georgialibraries.org/> for stories of Georgia libraries making an impact in our communities.
>  
> 
>  
> 
>  
> 
> 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.
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> 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.
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> As Chris suggests, I do think we should be aware of creative options including:
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> - 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
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> Regards,
> 
>  
> 
> Galen
> 
>  
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> 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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> 
> --
> 
> Galen Charlton
> Implementation and Services Manager
> Equinox Open Library Initiative
> phone:  1-877-OPEN-ILS (673-6457)
> email:  gmc at equinoxInitiative.org
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