conference:eg09:conference_nominations
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**Site Nomination Process for the Evergreen International Conference** | **Site Nomination Process for the Evergreen International Conference** | ||
- | // | + | // |
**1. The Conference** | **1. The Conference** | ||
- | The Evergreen International Conference takes place annually, usually during the month of April. | + | The Evergreen International Conference takes place annually, usually during the month of April. |
An attempt will be made to hold the conference in different regions of the United States to enable the wide-spread Evergreen community a chance to attend. | An attempt will be made to hold the conference in different regions of the United States to enable the wide-spread Evergreen community a chance to attend. | ||
- | Past Conference Websites: | + | Past and Present |
- | [[eg09: | + | [[conference:eg09: |
- | [[http:// | + | |
- | [[http:// | + | |
[[http:// | [[http:// | ||
+ | [[http:// | ||
+ | [[http:// | ||
+ | [[http:// | ||
+ | [[https:// | ||
+ | [[https:// | ||
+ | [[https:// | ||
**Hosting a conference** | **Hosting a conference** | ||
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Hosting a conference can be fun and very rewarding, but is also a lot of hard work. There are a number of crucial time-sensitive tasks, such as setting the conference dates and securing a venue, sponsorship recruitment, | Hosting a conference can be fun and very rewarding, but is also a lot of hard work. There are a number of crucial time-sensitive tasks, such as setting the conference dates and securing a venue, sponsorship recruitment, | ||
- | The call to host a conference goes out approximately | + | The call to host a conference |
- | **2. The Site Committee** | + | **2. The Site Selection |
- | The Site Committee is comprised of volunteers from the Evergreen community who will hold one or two year terms. Two spots will be reserved for Evergreen vendors. | + | The Site Selection |
- | The Committee work begins by sending out requests for Conference hosting proposals. The call goes out on the open-ils mailing lists, the primary communication mechanism of the Evergreen community. | + | The Committee work begins by sending out requests for Conference hosting proposals. The call goes out on the evergreen-ils mailing lists, the primary communication mechanism of the Evergreen community. |
* the criteria set out in this document; | * the criteria set out in this document; | ||
* the results of investigations to confirm the appeal and cost of potential conference centers; | * the results of investigations to confirm the appeal and cost of potential conference centers; | ||
* and estimates of travel and accommodation costs. | * and estimates of travel and accommodation costs. | ||
- | |||
- | Site committee members receive and review all submissions individually and then confer to make a final decision. The Committee then awards the conference to most suitable proposal, usually within 3 weeks of the close date for nominations. Once the host has been determined, the Site Committee works with the local arrangement committee on a smooth hand-off of responsibilities. | + | Site selection |
**3. The Proposal** | **3. The Proposal** | ||
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* Name, organization, | * Name, organization, | ||
- | * Name(s) of primary contact(s) for Site Committee. These are the people who will take the lead in organizing the conference. | + | * Name(s) of primary contact(s) for the Local Arrangement |
* Prior experience with hosting conferences | * Prior experience with hosting conferences | ||
**Requirements to be addressed in all Proposals** | **Requirements to be addressed in all Proposals** | ||
- | These should be outlined in as much detail as possible; including contact information for conference centers and hotels etc. to allow the Site Committee to investigate and confirm information provided. | + | These should be outlined in as much detail as possible; including contact information for conference centers and hotels etc. to allow the Site Selection |
- | * A conference facility with an auditorium or similar space suitable for 200-250 persons | + | * A conference facility with an auditorium or similar space suitable for 175-225 persons |
- | * Four or more breakout rooms for 50-80, a registration area, and dedicated booth space for between 15 to 20 exhibitors | + | * Three or more breakout rooms for 50-80 and a registration area. |
+ | * A dedicated booth space for between 15 to 20 exhibitors | ||
* Include confirmed availability of all sites for the dates indicated | * Include confirmed availability of all sites for the dates indicated | ||
* The facility must have either a catering company or be able to prepare meals onsite | * The facility must have either a catering company or be able to prepare meals onsite | ||
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* A host or hosts willing to manage local arrangements | * A host or hosts willing to manage local arrangements | ||
* A commitment to help keep attendee costs to a minimum (which may require a combination of cost-effective sites, and early, vigorous sponsorship recruitment) | * A commitment to help keep attendee costs to a minimum (which may require a combination of cost-effective sites, and early, vigorous sponsorship recruitment) | ||
- | * Usual cost of a return air trip to your city from the following cities: | + | * Usual cost of a return air trip to your city from the following cities: |
- | |||
- | |||
**Additional Desirable Qualities for Conference Sites** | **Additional Desirable Qualities for Conference Sites** | ||
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* Attractive to potential site sponsors (keeping in mind issues such as shipping costs for exhibitor materials, travel costs, etc.) | * Attractive to potential site sponsors (keeping in mind issues such as shipping costs for exhibitor materials, travel costs, etc.) | ||
* Prior experience hosting multi-date user conferences | * Prior experience hosting multi-date user conferences | ||
- | * Note any other strengths of the local site and site committee | + | * Note any other strengths of the local site and the local arrangement |
**Responsibilities of the Hosting Site** | **Responsibilities of the Hosting Site** | ||
- | Proposals will include comments on the proposed | + | Proposals will include comments on the proposed |
* Preliminary site visits to the proposed site and hotels | * Preliminary site visits to the proposed site and hotels | ||
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* Arranging and providing information about evening networking opportunities (e.g., interesting and/or good restaurants and bars and/or events) | * Arranging and providing information about evening networking opportunities (e.g., interesting and/or good restaurants and bars and/or events) | ||
* Participating in the effort to sign on conference sponsors | * Participating in the effort to sign on conference sponsors | ||
- | * Arrange for 1 conference planning | + | * Arrange for 1 local arrangements |
- | * Arrange for 1 conference planning | + | * Arrange for 1 local arrangements |
- | * Provide Wi-Fi for up to 250 very active Internet users | + | * Provide Wi-Fi for up to 225 very active Internet users |
- | Please submit proposals to eg-sites@open-ils.org by February 28, 2014 at 5:00 p.m. EDT to qualify. | + | Please submit proposals to eg-sites@list.evergreen-ils.org by Friday, March 1, 2019 at 5:00 p.m. ET to qualify. |
+ | |||
+ | **Typical/ | ||
+ | |||
+ | The conference should follow a schedule similar to the one outlined below. | ||
+ | |||
+ | * Wednesday (full day) - Developer Hackfest/ | ||
+ | * Thursday (full day) - Conference Day 1: Opening Keynote session (optional, depending on availability of good keynote speakers in local area), Multi-track presentation sessions. | ||
+ | * Friday (full day) - Conference Day 2: Multi-track presentation sessions. | ||
+ | * Saturday (half-day) - Strategic planning session in one large room. Possible small room available for hacking. | ||
+ | * Sessions are usually one hour blocks (45 or 50 minutes), but some conferences have done 2 hour blocks for more in-depth topics. | ||
+ | * One or both of the afternoons may include " | ||
+ | * Some conferences have included catered lunches for at least one day, but most have extended the lunch break to accommodate lunch outings. | ||
+ | |||
+ | Social Activities have included the following: | ||
+ | |||
+ | * Dine-Arounds - typically the evening of Day 1 | ||
+ | * Pub Crawl - typically the evening of Day 2 | ||
+ | * Coordinated tours of local libraries or other sites of interest | ||
+ | * Gaming spaces and informal hacking time for developers/ | ||
+ | |||
+ | **Expectations of the Local Arrangements Committee** | ||
+ | |||
+ | The local arrangement committee is responsible for managing the program and events planning process. Local planners from the host site will work in conjunction with the conference planning committee, which is made up of community volunteers available to advise the host site and assist with planning details. | ||
+ | |||
+ | The local arrangements committee should have a minimum of three people who are willing to be responsible for leading such subcommittees as programming, | ||
+ | |||
+ | A representative from the local arrangements committee is expected to provide regular conference updates at the monthly meetings of the Evergreen Oversight Board, currently scheduled for 2 p.m. Eastern on the third Thursday of the month. | ||
+ | |||
+ | The local arrangements committee should strive to stick to the following timeline. This timeline is based on an April conference date and should be adjusted accordingly if the conference is scheduled for a different month. | ||
+ | |||
+ | * May - First draft of conference budget submitted to the Evergreen Oversight Board. The hosting site should also seek approval from the EOB for any budget changes that increase an expense by at least 10% and decrease income by at least 10%. | ||
+ | * June - Venue agreement reviewed/ | ||
+ | * August - Sponsorship package submitted to the Evergreen Oversight Board for review. | ||
+ | * August - If Pre-Conference sessions will be available on Wednesday at an additional cost, the sessions and presenters need to be set prior to registration | ||
+ | * September - Early Bird Registration available | ||
+ | * September - Issue Call for Program Proposals | ||
+ | * September - Web site up for conference (including program proposals, sponsor recognition, | ||
+ | * October - First contact with potential Sponsors/ | ||
+ | * October - Keynote speaker selected and notified | ||
+ | * December - Program Proposal Selection finalized and presenters notified | ||
+ | * January - Program Schedule Posted | ||
conference/eg09/conference_nominations.txt · Last modified: 2023/07/27 16:40 by dluchenbill