[Board] Conference cancellation?

Thu Mar 12 19:55:23 EDT 2020

As someone running out my last days on the EOB, after being a terrible
board member in my last year because I work for a start-up and no longer in
the library or software worlds, I really have no say on what happens. This
virus is really throwing a wrench into... well, everything. It does seem
that a virtual conference is the best bet, seeing as shutdowns are likely
to continue. Rescheduling seems like it would only result in a later
cancellation. :/

-Holly

Holly Brennan

On Thu, Mar 12, 2020 at 10:31 AM Andrea Buntz Neiman <
abneiman at equinoxinitiative.org> wrote:

> 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
>>>
>>> _______________________________________________
>>> Board mailing list
>>> Board at list.evergreen-ils.org
>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board
>>>
>>> _______________________________________________
>> Board mailing list
>> Board at list.evergreen-ils.org
>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board
>>
>>
>> _______________________________________________
>> Board mailing list
>> Board at list.evergreen-ils.org
>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board
>>
>
>
> --
> 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>*
> _______________________________________________
> Board mailing list
> Board at list.evergreen-ils.org
> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/board
>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://list.evergreen-ils.org/pipermail/board/attachments/20200312/6bdfa8f8/attachment-0001.html>