[evergreen-outreach] scheduling the virtual conference

Tue Apr 14 18:53:00 EDT 2020

If there's a meeting for the end of this week, I'll only be available after
noon. Of course, that's just me, and I shouldn't determine the scheduling.

On Tue, Apr 14, 2020, 10:49 AM <rogan.hamby at gmail.com> wrote:

> I'd like to look at a meeting Thursday or Friday to chat about this as a
> group so if folks could let me know availability, say in the afternoons
> that would be great.
>
> 1) +1, I think we should go ahead and inquire of presenters if any of
> those date blocks looks bad for them presenting.  It's a complex thing to
> schedule that many people for still to be determined dates but so long as
> we avoid _major_ landmines I think we'll make it work.
>
> 2) With two tracks I think we have space for two organizations rather than
> one sponsoring this.  I'm using that term because aside from a meeting
> space I think the host organizations will be needed for logistic aid in the
> form of working with presenters to make sure they are prepared for the
> connection on their side and handling issues that may arise so the
> commitment is a bit more than just offering the software in my mind.  I'd
> love to say I have best practices in mind for this but honestly I'm not a
> heavy user of these platforms.  I would like to capture our experiences
> though for the future.  I would also like to see two organizations using
> the same platform to minimize confusion.  So, yeah, I'm willing to take
> this part on.
>
> 3) No thoughts at this time.  I like the idea but if no one wants to
> champion it at this time I'm OK if it falls to the side.
>
> On Mon, Apr 13, 2020 at 4:33 PM Andrea Buntz Neiman <
> abneiman at equinoxinitiative.org> wrote:
>
>> Hi all,
>>
>> I have updated the spreadsheet with two tabs - one containing our yeses
>> and maybes from the original presentation set, and one with everyone's
>> email. We have 22 yeses, including the keynote (yay!) and 4 Rountables /
>> Interest Groups. There are 6 maybes, including another Roundtable.
>>
>> I included the audience and track as submitted by presenters, as well as
>> my highly subjective "Category" and a possible Track 1 / Track 2
>> assignment, which roughly corresponds to the technical level of the
>> presentation. If we wanted to run sessions concurrently (which I think is a
>> decent idea), I think we could run Track 1 and Track 2 against each other
>> with minimal conflict. I've left the keynote as its own thing.
>>
>> If we do three days, this is 7 slots per day (9 if all of our maybes are
>> yeses). Doing two roughly-even tracks means we can do about 3-4 hours per
>> day - I'm thinking afternoon would be best to accommodate our West Coast
>> people.
>>
>> Equinox might be willing to sponsor captioning of presentations in lieu
>> of its regular sponsorship, and Angela Kilsdonk is looking into pricing
>> options for that. We have had a really positive response from institutions
>> with Zoom, Hangouts, and GoToMeeting subscriptions, with GPLS, NC Cardinal,
>> Indiana State Library, MOBIUS, and Equinox all offering virtual meeting
>> space.
>>
>> Next steps:
>> 1) Survey presenters for times. I'm thinking Tues / Weds / Thurs in the
>> following weeks - 5/18, 5/25, 6/1, 6/8. Are there other thoughts/comments
>> here?
>> 2) Ascertain which orgs' software we will be using and how registration
>> works for each of them; identify presentation wranglers where needed
>> 3) Look into donation options
>>
>> I can put together the survey, pending the date; can anyone else help
>> with the other two? Do we want to have a meeting later this week to discuss
>> any of this?
>>
>> Thanks,
>> ABN
>>
>> On Thu, Apr 9, 2020 at 9:56 AM Andrea Buntz Neiman <
>> abneiman at equinoxinitiative.org> wrote:
>>
>>> +1 for poll on Monday - I will reach out today to the people I haven't
>>> heard from.
>>>
>>> I did have a couple others RSVP, so we're up to 19 + Rogan's SQL
>>> presentation.
>>>
>>> ABN
>>>
>>>
>>>
>>> On Thu, Apr 9, 2020 at 8:23 AM <rogan.hamby at gmail.com> wrote:
>>>
>>>> Three days sounds good.  Give it until Monday and query the presenters
>>>> with a poll for dates?
>>>>
>>>> On Wed, Apr 8, 2020 at 11:15 AM Andrea Buntz Neiman <
>>>> abneiman at equinoxinitiative.org> wrote:
>>>>
>>>>> Here's my yeses so far, including their original audience level and
>>>>> tracks (note that I only included primary contact, and not all presenters,
>>>>> though I do have that info):
>>>>>
>>>>> Rogan Hamby Making it Rain : How To Talk About Open Source Value
>>>>> Novice General
>>>>> Rogan Hamby Herding (Bibliographic) Cats: A Mass Cleanup of Fixed
>>>>> Field Data Intermediate End User
>>>>> Lynn Floyd AsciiDoc, let's get started Novice General
>>>>> Andrea Buntz Neiman But wait! There’s more: New feature highlight for
>>>>> 3.4 and 3.5 Novice General
>>>>> Andrea Buntz Neiman How to write requirements, or, You can’t always
>>>>> get what you want, but you can get close Intermediate Management /
>>>>> Leadership
>>>>> Michele Morgan If This Then That: Action Triggers are More Than Just
>>>>> Notices Intermediate General
>>>>> J. Sara Paulk Reports that will help your patrons now Novice End User
>>>>> Elizabeth McKinney Consortium Leaders Roundtable Roundtable / IG
>>>>> Terran McCanna OPAC Usability Study Results Novice General
>>>>> Terran McCanna Batch Creation of Student Cards
>>>>> Novice
>>>>> General
>>>>> Benjamin Murphy Rethinking Patron and Staff Permission Groups in NC
>>>>> Cardinal Intermediate General
>>>>> Chris Sharp Understanding Evergreen Reports Preconf
>>>>> Galen Charlton Making Perl work for you in Evergreen Preconf
>>>>> Rogan Hamby Working with MARC Records in Perl Preconf
>>>>> Terran McCanna Evergreen Self-Check Round Table Roundtable / IG
>>>>> Chris Sharp SysAdmin Interest Group Roundtable / IG
>>>>> John Rempel Keynote Keynote
>>>>>
>>>>> On Wed, Apr 8, 2020 at 11:11 AM Andrea Buntz Neiman <
>>>>> abneiman at equinoxinitiative.org> wrote:
>>>>>
>>>>>> So, we have 17 presentations so far including the keynote & some
>>>>>> interest groups (and an 18th if you want to do the SQL one, Rogan). There
>>>>>> are 10 presentations and a handful of interest groups that I'm still
>>>>>> awaiting yes/no answers from.
>>>>>>
>>>>>> I think we'd almost have to go with 3 days, unless we're going to run
>>>>>> some concurrently. Are we open to the idea of doing tracks or groupings?
>>>>>> Like, "here's three presentations about reports" or whatever.
>>>>>>
>>>>>> On Wed, Apr 8, 2020 at 10:52 AM <rogan.hamby at gmail.com> wrote:
>>>>>>
>>>>>>> A quick (and modest) proposal.*
>>>>>>>
>>>>>>> Since we should have a pretty good idea soon of the number of
>>>>>>> programs that people are willing to migrate from the original conference to
>>>>>>> the virtual one that will give us a good idea of how many days to plan
>>>>>>> for.  Once we have that I think we need to pick possible dates in late May
>>>>>>> or June and get a poll out as soon as possible. This may affect the
>>>>>>> proposals potentially. For example, there is one week in June that would
>>>>>>> make it nearly impossible for me to present.
>>>>>>>
>>>>>>> Do we think we're looking at two or three days?  Are we still
>>>>>>> leaning towards the end of weeks as we have done with the in-person
>>>>>>> conference?  If so I propose once we decide on 2 or 3 days we grab the
>>>>>>> Thurs/Fridays or Wed/Thursday/Fridays for the last week of May and all of
>>>>>>> June and get feedback from presenters about where they would have issues
>>>>>>> presenting due to other time commitments, perhaps in the form of a poll.
>>>>>>> After that poll the wider community once we know the dates that work fo
>>>>>>> presenters.
>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>> * With apologies to Jonathan Swift.
>>>>>>>
>>>>>>> _______________________________________________
>>>>>>> evergreen-outreach mailing list
>>>>>>> evergreen-outreach at list.evergreen-ils.org
>>>>>>>
>>>>>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/evergreen-outreach
>>>>>>>
>>>>>>
>>>>>>
>>>>>> --
>>>>>> 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>*
>>>>>>
>>>>>
>>>>>
>>>>> --
>>>>> 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>*
>>>>>
>>>>
>>>
>>> --
>>> 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>*
>>>
>>
>>
>> --
>> 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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