[Eg-oversight-board] Fwd: 2015 Conference

[Kathy Lussier]

Hi all,

I didn't receive any feedback on this next month, so I'm just going to 
throw out a suggested makeup for a site selection committee.

- 1 rep from each of the past three conferences. I know Amy is willing 
to help if we want a rep from this year's planning team to be included 
in that count of three, but if you all think it's better to just have 
people who have been through the entire conference process, then we're 
willing to step back and hand it over to people from the 2011-2013 teams
- 1 rep from the Board
- 2 at-large members from the community
- 1 vendor rep

Does this sound reasonable to everyone? Does anyone have another idea?


  If so, I can put out a call for at-large members and a vendor rep to 
the general list and then also contact people from previous planning 
teams (I think most are on this list.) If we get more volunteers than we 
need, I'm thinking the fairest way to handle it is to take those who 
volunteer first.

Let me know what you think.

Also, I do want to discuss item 2 in my previous e-mail (using the 
conference as a money maker versus keeping it as affordable as 
possible). Galen, if we don't get much discussion on the list, can we 
add it to the agenda for the next meeting?

Kathy



Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
(508) 343-0128
klussier at masslnc.org
Twitter: http://www.twitter.com/kmlussier



-------- Original Message --------
Subject: 	2015 Conference
Date: 	Thu, 26 Sep 2013 16:45:17 -0400
From: 	Kathy Lussier <klussier at masslnc.org>
To: 	Evergreen Oversight Board <eg-oversight-board at list.evergreen-ils.org>



  Hi all,

There were a couple of questions I wanted to raise regarding the 2015
conference at today's meeting.


1. I think it would be good to start the site selection process now. As
one of the current conference organizers, I would say it is highly
beneficial to get as much lead time as possible. The contract
negotiations took longer than expected, and my preference is to have a
contract in place by the April before the next year's conference. We
started the site selection process later last year, but I believe there
have been some years when the call for site proposals went out in August.

Last year, I think the site selection committee was quickly put together
with representatives from previous conferences as well as some EOB
members. I was speaking with another member of the community who thought
the process should be more open, and I tend to agree. Perhaps we could
identify a makeup for the committee that would include past conference
organizers, a member of the oversight board, some at-large community
members, and a vendor (to represent the interest of potential
exhibitors/sponsors).

I could work on putting out a call for volunteers, but think we should
decide on committee makeup before that step happens.

2. At various times, I've heard the suggestion that the community may
want to use the conference as a way to actively raise funds for the
project. I most recently heard the idea in April when Amy and I were
already presenting a conference budget. I thought it might be a good
idea to have this discussion before the site selection process so that
expectations are clear for any sites that are considering a proposal.

When planning this conference, Amy and I have striven to keep
registration and hotel costs as affordable as possible (not the easiest
thing to do in Boston) because making the conference accessible to lots
of people helps build the community and get people excited about their
participation in the project. On the other hand, in terms of raising
funds for the project, I understand that it might be easier  for people
to get their institutions to reimburse a conference registration fee
than to donate funds to a project.

I personally lean towards the affordability side of the question, but
would like open up discussion in case there are other opinions out there.

Thanks!
Kathy

-- 
Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
(508) 343-0128
klussier at masslnc.org
Twitter: http://www.twitter.com/kmlussier



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