2013-04-04 Planning Committee Call

Owned by Jim Helwig
Apr 18, 2013
Planning Committee 
April 4, 2013 
Calliflower:  http://bit.ly/VnG2LM
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 
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 
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) 
  • 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) 
Will start engaging with the vendors on pre-event work next week.
Social Media (Laura McCord) 
  • 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 
  • 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 
  • 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) 
  • 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