[Board] Conference cancellation?

Thu Mar 12 14:31:02 EDT 2020

Peanut-gallery voice of a potential silver lining (quell your shock, LOL) -
if virtual is an option, promote this to the community as such and perhaps
people who couldn't afford the whole travel/full registration package might
be interested in paying a lower rate for virtual attendance?

Also, thank you, Board and Conference Committee, for engaging with this
difficult decision. I don't envy you this task but I'm glad it's in capable
hands.

On Thu, Mar 12, 2020 at 2:01 PM Jason Boyer <jboyer at equinoxinitiative.org>
wrote:

> 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 <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).
>
> 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.
>
>
>
>
> 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
> http://help.georgialibraries.org | help at help.georgialibraries.org
>
> <https://www.facebook.com/georgialibraries>
> <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 1:43 PM Goben, Anna <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.
>>
>>
>>
>> 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?
>>
>>
>>
>> **** This is an EXTERNAL email. Exercise caution. DO NOT open attachments
>> or click links from unknown senders or unexpected email. ****
>> ------------------------------
>>
>> 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).
>>
>>
>>
>>
>>
>>
>> <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
>>
>> http://help.georgialibraries.org | 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>
>> 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>
>> 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
>>
>>
>>
>> _______________________________________________
>> Board mailing list
>> Board at list.evergreen-ils.org
>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board
>>
>>
>>
>> --
>>
>> Galen Charlton
>> Implementation and Services Manager
>> Equinox Open Library Initiative
>> phone:  1-877-OPEN-ILS (673-6457)
>> email:  gmc at equinoxInitiative.org <gmc at equinoxInitiative.org>
>> web:  https://equinoxInitiative.org <https://equinoxinitiative.org/>
>> direct: +1 770-709-5581
>> cell:   +1 404-984-4366
>>
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>>
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-- 
Andrea Buntz Neiman
Project Manager for Software Development
Equinox Open Library Initiative
abneiman at equinoxinitiative.org
1-877-OPEN-ILS (673-6457) x5583
*www.equinoxinitiative.org <http://www.equinoxinitiative.org>*
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