Planning Committee

April 4, 2013

Calliflower: http://bit.ly/VnG2LM

Wiki: https://wiki.jasig.org/x/UYdPAw

Attendees (Please add your name below)

Jim Helwig, UW-Madison

Dan Biondi, Sac State

Matt Hertzog - Methodist College

Eric Goldman, Unicon

Narasi - UFL

John Lewis

Reba-Anna

Patty Gertz

Jenn Cummings

Laura McCord

Deb Smith

Alan Regan (muted)

Benn Oshrin

Web Presence

http://conference.apereo.org

Todo:

Add appropriate references on sakaiproject.org and jasig.org; Open to any suggestions on how it could be better marketed on sakaiproject.org and jasig.org

Add twitter feed to conference home page; John will add to social media page; doesn't need to be on Home page for now

Marketing

https://wiki.jasig.org/x/t4NmAw

https://wiki.jasig.org/display/JCON/2013+Conference+Message+Outlets

Registration open announcement went out. Acceptance letters going out. Program announcement maybe next week?

We'll be able to announce the keynotes as a seperate announcement in addition to the program announcement. Ian and Patty will discuss an email next week regarding keynotes. The program email might go out the following week.

Will wait for Ian to confim rSmart as gold sponsor. John will post at that time. Jenn has logo.

Logistics (Jenn, Deb)

https://wiki.jasig.org/x/tYNmAw

Open questions about space? Anything we need to discuss?

Current registrations: 31

Patty will verify with groups what their requirements are and whether the assigned rooms will work.

Program committee is working on scheduling the sessions in appropriate rooms

Social Events (Dan Biondi, Eric Goldman, Patty, Reba-Anna, Jenn)

https://sites.google.com/a/apereo.org/conference/events

https://wiki.jasig.org/x/zYJmAw

Will start engaging with the vendors on pre-event work next week.

Social Media (Laura McCord)

https://wiki.jasig.org/x/vINmAw

Use of Google hangouts? (John, Laura and Narasi)

Getting some help/advice from Cris Holdorph and Mathieu Plourde as well

Will look at having as many select sessions available as possible - Exploring Google Air

Might need a monitor for each hangout - Will be good with Mac's as the mic's work better

Might mostly have this be for viewing; might not accomodate a lot of view participation

Video Transmission/Archiving

https://wiki.jasig.org/x/uYNmAw

Recording Language in confirmation letter from 2012: We are partnering with Opencast to capture several of the sessions using Matterhorn for post-conference viewing. By accepting this opportunity to present, you understand the event may be recorded for the purpose of being used and distributed in various formats by Jasig and Sakai for educational purposes, including, but not limited to the classroom, television, the Internet (including webcasts and podcasts), and any other communications medium currently existing or later created. You give permission and authorize Jasig and Sakai, to videotape, audiotape, photograph, record, edit or otherwise reproduce your presentation, and to use it in the formats and for the purposes stated above. If you do not wish to have your session recorded, please alert us no later than May 15. Please note that having your session recorded is neither mandatory nor guaranteed.

Let's update to remove the tech-specific language.

Add a note to the attendee email that they might be recorded, a note at the registration desk, and at each recorded session if possible.

Collaboration Opportunities

https://wiki.jasig.org/x/uoNmAw

Neal's survey on several matchmaking topics: https://www.surveymonkey.com/s/3QCWYZD

Notes from recent meeting: https://wiki.jasig.org/x/WotuAw

Thoughts on managing ad hoc meetings? There are two rooms available for BOFs that might be open for spontaneos meetings if there are not BOFs scheduled in them. There is a patio and lunch room potentially available. We have talked about making an electronic resource available (e.g., google calendar) that would also be displayed on one monitor in the central area.

Thoughts on project collaboration time? Looks like it will be scheduled in the program.

Mobile Web App (Eric Goldman)

https://wiki.jasig.org/x/uINmAw

Working on getting server back up and running from last year

uMobile?

Presentation Archiving

Need to look into how we will have presenters upload their presentations, notes, videos, etc.

Other Updates

13:00 Matt Hertzog: Hi All

13:00 Dan Biondi: Howdy

13:01 unnamed: hey all

13:02 Reba-Anna: Hey

13:08 John Lewis: http://conf2013.apereo.org/social

13:10 unnamed: Per Ian, rSmart is now a gold sponsor. Should add that to the conference site?

13:11 Jenn cummings: Lets ask Alan to tweet about the program being put together now.

13:11 Jenn cummings: To address the one tweet that is already there.

13:12 Alan Regan: Those are already lined up.

13:12 Alan Regan: I asked for bio and pictures for the site.

13:13 Alan Regan: Just give both keynotes a head's up about that schedule...

13:14 Alan Regan: Speakers are lined up. Need bios and speakers still from Ian.

13:14 Alan Regan: photos, that is.

13:15 Alan Regan: I haven't heard about 3rd keynote.

13:15 Jim Helwig: Alan, do we have a rough idea of when the program might first be posted?

13:15 Alan Regan: Yes.

13:15 Alan Regan: 1 and 2 are scheduled

13:16 Alan Regan: Keynote 1 = Monday morning. Keynote 2 = Tuesday morning.

13:17 Alan Regan: That was mine before I logged in.

13:17 Alan Regan: On pre-conf workshop

13:17 Alan Regan: (I'm in a noisy space of cubicles. Sorry I'm muted.)

13:18 Jenn cummings: alan, did you see my comment above?

13:22 Alan Regan: No, hadn't. Will tweet.

13:22 Benn: CIFER and OR space will depend on (1) who attends and (2) how busy they are with presentations

13:22 Benn: I think we can just wing it

13:22 Benn: hi :)

13:24 Alan Regan: Working. Acceptance letters tomorrow, hopefully!

13:25 Alan Regan: Committee already mocking up layout in a Google spreadsheet.

13:25 Alan Regan: Yes.

13:26 Alan Regan: Yes. Subject to change.

13:26 Alan Regan: Tweet sent, btw.

13:26 Jenn cummings: thx

13:27 Alan Regan: BRB

13:28 Narasi: sorry lost connection to califlower

13:30 Jenn cummings: Laura, if you can tweet at Apereo, you could retweet Alan's recent msg.

13:33 Jenn cummings: <<< recording language

13:33 Alan Regan: Yes. WAs in acceptance letter.

13:35 Reba-Anna: There were signs on teh doors lasttime about streaming

13:35 Jenn cummings: We do a letter to all attendees before conference, so we can put it there.

13:35 Alan Regan: Sounds good, Jenn.

13:37 Dan Biondi: +1 for dislaimer in week prior letter

13:40 Alan Regan: Equipment is fixed in a specific room. Can't move it from room to room, far as I know. So we can have set signs on those rooms.

13:40 Reba-Anna: +1 signs on doors

13:40 Alan Regan: Don't know how many rooms Matterhorn is providing equipment.

13:40 Reba-Anna: immediate reminders are best as the attendees will forget

13:43 Alan Regan: We are not using 3 rooms (Lindbergh, Balboa, or Skyline). Small rooms for on-site meetings/ad-hoc

13:44 Alan Regan: Yes, Ivory

13:47 Alan Regan: There are 2 hours blocked off for Project Collab Time. All rooms dedicated.

13:48 Jim Helwig: rooms dedicated per project?

13:48 Alan Regan: You'd need to specify rooms for each project

13:48 Alan Regan: We'd need to put that in the program

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