conference:eg09:conference_nominations
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conference:eg09:conference_nominations [2019/01/23 15:14] – gcollum | conference:eg09:conference_nominations [2023/07/27 16:40] (current) – dluchenbill | ||
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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 | + | An attempt will be made to hold the conference in different regions of the United States to enable the widespread |
- | Past and Present Conference Websites: | + | Past and Present |
[[conference: | [[conference: | ||
[[http:// | [[http:// | ||
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[[https:// | [[https:// | ||
[[https:// | [[https:// | ||
+ | [[https:// | ||
**Hosting a conference** | **Hosting a conference** | ||
- | 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 usually goes out approximately 18 months in advance. | + | The call to host a conference usually goes out approximately 18 months in advance. |
**2. The Site Selection Committee** | **2. The Site Selection Committee** | ||
- | The Site Selection 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 Committee is comprised of volunteers from the Evergreen community who will hold one- or two- year terms. Volunteers may serve for multiple |
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 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. | ||
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* and estimates of travel and accommodation costs. | * and estimates of travel and accommodation costs. | ||
- | Site selection committee | + | Site Selection Committee |
**3. The Proposal** | **3. The Proposal** | ||
- | (NB: Please be as imaginative as you like in your proposal, the site selection committee | + | (NB: Please be as imaginative as you like in your proposal, the Site Selection Committee |
Contact Information Required from all Potential Host Sites: | Contact Information Required from all Potential Host Sites: | ||
* Name, organization, | * Name, organization, | ||
- | * Name(s) of primary contact(s) for Site Selection | + | * 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. __Proposals should include all likely sites.__ | + | These requirements |
* A conference facility with an auditorium or similar space suitable for 175-225 persons | * A conference facility with an auditorium or similar space suitable for 175-225 persons | ||
- | * Three or more breakout rooms for 50-80 and a registration area. | + | * Three or more breakout rooms for 50-80 each and a registration area. |
- | * A dedicated booth space for between 15 to 20 exhibitors in a high-traffic area of the conference. Please detail in your proposal where the exhibit space will be in relation to the rest of the conference spaces. | + | * A dedicated booth space for between 15 and 20 exhibitors in a high-traffic area of the conference. Please detail in your proposal where the exhibit space will be in relation to the rest of the conference spaces. |
* 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 | ||
* Wireless network in the conference facility available to attendees free or sponsored by the conference | * Wireless network in the conference facility available to attendees free or sponsored by the conference | ||
+ | * Protocols the conference facility offers for infectious disease prevention, including the novel coronavirus (SARS-CoV-2) | ||
+ | * What kind of, if any, cancellation insurance offered by the venue | ||
* 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 Committee |
**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 local arrangements committee | + | * Arrange for at least 1 Local Arrangements Committee |
- | * Arrange for 1 local arrangements committee | + | * Arrange for 1 Local Arrangements Committee |
* Provide Wi-Fi for up to 225 very active Internet users | * Provide Wi-Fi for up to 225 very active Internet users | ||
- | Please submit proposals to eg-sites@list.evergreen-ils.org by Friday, | + | Please submit proposals to eg-sites@list.evergreen-ils.org by Friday, |
**Typical/ | **Typical/ | ||
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* Wednesday (full day) - Developer Hackfest/ | * Wednesday (full day) - Developer Hackfest/ | ||
- | * Thursday (full day) - Conference Day 1: Opening Keynote session | + | * Thursday (full day) - Conference Day 1: Opening Keynote session, Multi-track presentation sessions, Interest Group meetings |
- | * Friday (full day) - Conference Day 2: Multi-track presentation sessions. | + | * Friday (full day) - Conference Day 2: Multi-track presentation sessions, Interest Group meetings, "State of Evergreen" |
- | * Saturday (half-day) - Strategic planning session in one large room. Possible small room available for hacking. | + | * Saturday (half-day) - Strategic planning session/group discussion |
- | * Sessions are usually one hour blocks (45 or 50 minutes), | + | * Sessions are usually one hour blocks (45 or 50 minutes). Pre-conference sessions, being more in-depth, are usually 2 hour blocks with two sessions at a time (4 total Pre-conferences) although |
- | * One or both of the afternoons | + | * One or both of the afternoons |
- | * Some conferences have included catered lunches for at least one day, but most have extended the lunch break to accommodate lunch outings. | + | * 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: | Social Activities have included the following: | ||
- | * Dine-Arounds | + | * Dine-arounds |
* Pub Crawl - typically the evening of Day 2 | * Pub Crawl - typically the evening of Day 2 | ||
* Coordinated tours of local libraries or other sites of interest | * Coordinated tours of local libraries or other sites of interest | ||
- | * Gaming spaces and informal hacking time for developers/ | + | * Gaming spaces and informal hacking time |
**Expectations of the Local Arrangements Committee** | **Expectations of the Local Arrangements Committee** | ||
- | The local arrangement committee | + | The Local Arrangements Committee |
- | The local arrangements committee | + | The Local Arrangements Committee |
- | A representative from the local arrangements committee | + | The representative from the Local Arrangements Committee |
- | The local arrangements committee | + | The Local Arrangements Committee |
- | * May - First draft of conference budget submitted to the Evergreen Oversight | + | * May - First draft of conference budget submitted to TEP Board. The hosting site should also seek approval from the Board for any budget changes that increase an expense by at least 10% and decrease income by at least 10%. |
- | * June - Venue agreement | + | * June - Venue agreement |
- | * August - Sponsorship package submitted to the Software Freedom Conservancy | + | * August - Sponsorship package submitted to TEP Board for review |
- | * August | + | * August - Conference |
- | * September - Early Bird Registration available | + | |
* September - Issue Call for Program Proposals | * September - Issue Call for Program Proposals | ||
- | * September | + | * September - First contact with potential Sponsors/ |
- | * October | + | |
* October - Keynote speaker selected and notified | * October - Keynote speaker selected and notified | ||
- | * December | + | * October - Pre-conference sessions and presenters need to be set prior to registration, |
- | * January | + | * November - Early Bird Registration available |
+ | * November | ||
+ | * December | ||
+ | * February - Early Bird Registration closes | ||
+ | * February - Invite next year's Local Arrangements Committee to begin attending committee meetings, if a site has been chosen | ||
+ | * March - Sign-ups (if necessary) for social events posted | ||
+ | * At Conference - Meet with next year's Local Arrangements and Conference Standing Committees to share information/ | ||
conference/eg09/conference_nominations.txt · Last modified: 2023/07/27 16:40 by dluchenbill