2013-01-10 Planning Committee Call
Planning Committee
January 10, 2013
Agenda:
Introductions
What is not in our scope
What is in our scope
Next steps
Links:
Attendees: (Please add your name below)
Jim Helwig, UW-Madison
Deb Smith, CONCENTRA-CMS
Reba-Anna Lee, Marist College
Matt Hertzog, Methodist College
Eric Goldman, Unicon
John Lewis, Unicon
Jenn Cummings, CONCENTRA-CMS
Dan Biondi, Sacramento State
Benn Oshrin, Multiple Conflicting Affiliations
Patty Gertz, Apereo
Narasi Ramachandran Univ of Florida
Sadie Hastings - DLIFLC
Martin Smith, University of Florida
IntroductionsHowdy , HI
Have you served on past conference committees?
Why did you volunteer?
Is there a particular aspect of the conference that you are interested in planning?
Not in Scope
Program Committee
Tracks
CFP
Program selection and scheduling
Apereo Staff
Logo
Liaisons(sp?)(correct)
Ian/Patty/Jim/Alan
Final Theme
Budget
Keynotes, general sessions
Conference sponsorships
Theme suggestions:
Our Work
Logistics
Rooms (incl. non-session rooms)
Daily schedule
Layout of spaces
Travel info, dining info, transportation, hotel
Weather info
hotel map
Web Presence
web site - apereo.org?
look at the web presence on sakai/jasig sites
wiki? - "Conference Gateway"
program
Travel info, dining info, transportation, hotel
Registration info
Pointers to the social media spaces
Look at opprotunities to consolidate the web presence
How we appear in searches - SEO!
Marketing
Drafting messages/announcements
Posting announcements
Assisting with web materials
Channels: social media, Educause, existing lists, banner ads/search engines, etc.
Looking at expanding the audience
Tracking communications
Social Media
Drafting a plan - IMO (jenn), need to make specific plans, choose outlets and not scatter too much. May have tried too many outlets last year.
Managing updates/posts/tweets of organization
Encouraging others to participate in spreading the word
Conference web app
Base on uMobile?
What do we want in the app?
Someone to plan, facilitate
Someone to do development
Extracurricular activities - got good reviews last year
Research activities
2012-Baseball, CNN Coca Cola, PubNGrub, run, karaoke
2013 - Tours, run, Trips, USS Midway, wine tours, the zoo, wild animal park??, Sea World, Sponsored events, games, karaoke) lots of choices in SD!!
Family/spouse/significant other activities?
Negotiate costs (varied prices for different budgets)
Budget? Should aim to be net zero (need temporary/up-front funds)
Coordinate with "vendors"
Schedule
Marketing
Registration + fee collection
Coordinate event leaders
Sponsorships? so should this be here? - Two options here: Sponsoring an event would definitely belong here, Overall sponsorship of conference has been added above.
Willing to Chair or Co-Chair = Sadie Hastings (ditto - Dan Biondi), Help = Matt Hertzog
Video transmission/archiving
Developer Challenge
Hackathon? Activity? Ways to get developers more involved.
Networking opportunities
How does this differ from Ex Activities? Should it be put together? Wouldn't this be more business related?? Extracurricular = not conference related (i.e., more social, less business). Networking = likely conference related.
More peer interaction. Set up more face time to talk with others.
Affinity/interest group events... ice breakers, seed questions for discussion
Ideas: cocktail reception first night?, Birds of feather type thing at breakfast
Next Steps
Deb Smith will be putting together the rooming space grid for both committees to review.
Keynote research?
Unicon Guys (john lewis and eric goldman): Look into Mobile app options
Ian / Patty: Discuss sponsorship program, ideas, plan, etc.
Gather attendence data from 2012 for planning - what kind of data here? How many attendees, total number of sessions, etc
Extracurricular sub-committee formation, initial brainstrorming/planning
Review last year's feedback
Improvise feedback mechnisims for presentations has to be short and quick and get a better response rate
Chat Log
12:47 Jim Helwig: Hi folks - I am seeing a number of "unnamed" entries.
12:47 Jim Helwig: Are you able to edit your names?
12:48 Jim Helwig: (I experimented with creating this pad under a private domain - perhaps it handles names differently)
12:48 Matt Hertzog: I did...do you see my name?
12:48 Jim Helwig: yes
12:48 Jim Helwig: (twice, actually)
12:48 Matt Hertzog: awesome :-)
12:49 Matt Hertzog: twice? strange
12:51 Narasi Ramachandran: Hello Everyone
12:51 Jim Helwig: Hi!
12:51 Matt Hertzog: Howdy Narasi
12:52 Narasi Ramachandran: Unexceptionally warm greetings from FL
12:52 Matt Hertzog: bragger
12:53 Eric Goldman: I don't see Matt's name
12:53 Eric Goldman: Yikes that was Deb Smith not Eric Goldman
12:53 Narasi Ramachandran: Sad the few winter spells we get is also gone which mean more bugs to deal in spring
12:53 Matt Hertzog: is the teleconference portion going yet?
12:53 Narasi Ramachandran: is the audio supposed to work in the callifolower room?
12:53 Jim Helwig: Ah, yes, one of the wonders of titanpad. I have seen them get the names/attributions wrong before.
12:54 Matt Hertzog: I've dialed in and am on hold...lol
12:55 Jim Helwig: Audio should be working now
12:56 Matt Hertzog: Hello?
12:57 Eric Goldman: Take 2...
12:57 Deb Smith: hi
12:57 Deb Smith: hi
12:58 Matt Hertzog: hi Deb?
12:58 Deb Smith: This is Reba-Anna
12:59 Deb Smith: hi
12:59 Deb Smith: aah
13:00 unnamed: hello.
13:00 John Lewis: Who am I?
13:00 John Lewis: Yay -- I'm me!
13:00 Jenn: again
13:01 Reba-Anna: hi
13:01 Reba-Anna: hi
13:01 Matt Hertzog: I'm me I think
13:01 Reba-Anna: say anything
13:05 Narasi Ramachandran: I think there are some folks in the calliflower room who are not in the titan pad
13:09 Sadie Hastings: :-)
13:09 Sadie Hastings: Hello
13:24 Sadie Hastings: Will OAE be in focus at all for this con?
13:26 Matt Hertzog: Good question
13:27 Patty Gertz: I believe all Apereo projects are open for proposals
13:27 Matt Hertzog: would think CLE would be focus as well with the release of 2.9 several weeks ago
13:27 Sadie Hastings: certainly agreea bout CLE
13:28 Sadie Hastings: *agree
13:33 Reba-Anna: which hotel will it be at?
13:34 Dan Biondi: use apereo.org for conference web site +1
13:34 Matt Hertzog: westin I believe
13:34 Jenn: westin san diego
13:35 Sadie Hastings: Yes it is Westin
13:35 Sadie Hastings: The last two werevery nice (LA, ATL)
13:36 Reba-Anna: i think it is downtown...on broadway?
13:37 Jenn: Yes Reba, that's the one
13:37 Reba-Anna: ok, thanks
13:38 Matt Hertzog: hate to ask, but being new and all...do we get a reduction in conference cost for serving on committee?
13:39 Patty Gertz: Discounts have never been applied in the past
13:44 Jenn: Patty, has Apereo begun establishing a social media presence?
13:45 Patty Gertz: not yet
13:45 Jenn: oh boy! lots to do!!!
13:45 Patty Gertz: yeah, make me hyperventilate, why don't you?
13:45 Jenn: I am feeling a little tightness in my chest....
13:46 Jenn: Deb: Need to consider adding marketing funds to budget.
13:52 Deb Smith: No worries - great people, great plans. Will add marketing to budget.
13:56 Reba-Anna: I have to go...3 PM meeting
13:57 Jim Helwig: Thanks for coming!
14:00 Jenn: Narasi, room rates for ???
14:00 Jenn: the contract with the hotel for space and guest rooms is already done.
14:01 Patty Gertz: Great start! Thanks Jim
14:02 Matt Hertzog: will we be sharing email addresses with each other for communication?
14:02 Eric Goldman: Thanks Jim!
14:02 Sadie Hastings: I would like to chair or co-chair extra activities
14:02 Narasi Ramachandran: Thanks,
14:04 Matt Hertzog: I'd like to help with the extra activities