conference:eg09:conference_nominations
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eg09:conference_nominations [2013/12/19 08:57] – terlaga | 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 Conference Websites: | + | Past and Present In-person |
- | [[eg09: | + | [[conference:eg09: |
- | [[http:// | + | |
- | [[http:// | + | |
[[http:// | [[http:// | ||
+ | [[http:// | ||
+ | [[http:// | ||
+ | [[http:// | ||
+ | [[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 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 | + | 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 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 requirements |
- | * A conference facility with an auditorium or similar space suitable for 150-250 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 space for between | + | * Three or more breakout rooms for 50-80 each and a registration area. |
+ | * A dedicated booth space for between 15 and 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 | ||
* 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, savvy contract negotiations, 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 conference planning committee | + | * Arrange for at least 1 Local Arrangements Committee |
- | * Arrange for 1 conference planning committee | + | * Arrange for 1 Local Arrangements Committee |
+ | * Provide Wi-Fi for up to 225 very active Internet users | ||
- | Please submit proposals to eg-sites@open-ils.org by July 31 at 5:00 p.m. EDT to qualify. | + | Please submit proposals to eg-sites@list.evergreen-ils.org by Friday, October 13, 2023 at 5:00 p.m. EDT 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, Multi-track presentation sessions, Interest Group meetings | ||
+ | * Friday (full day) - Conference Day 2: Multi-track presentation sessions, Interest Group meetings, "State of Evergreen" | ||
+ | * Saturday (half-day) - Strategic planning session/ | ||
+ | * 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 some conferences have had a four hour Pre-conference with a lunch break in the middle | ||
+ | * One or both of the afternoons should 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 | ||
+ | |||
+ | **Expectations of the Local Arrangements Committee** | ||
+ | |||
+ | The Local Arrangements Committee is responsible for managing the program and events planning process. Local planners from the host site will work in conjunction with the Conference Standing 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, | ||
+ | |||
+ | The representative from the Local Arrangements Committee is expected to provide regular conference updates at the monthly meetings of TEP Board, currently scheduled for 2 p.m. Eastern Time on the third Thursday of the month. The Board meets via video conference. | ||
+ | |||
+ | 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 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 reviewed/ | ||
+ | * August - Sponsorship package submitted to TEP Board for review | ||
+ | * August - Conference web page up on the Evergreen community' | ||
+ | * September - Issue Call for Program Proposals | ||
+ | * September - First contact with potential Sponsors/ | ||
+ | * October - Keynote speaker selected and notified | ||
+ | * October - Pre-conference sessions and presenters need to be set prior to registration, | ||
+ | * November - Early Bird Registration available | ||
+ | * November - Program Proposal selection finalized, presenters notified | ||
+ | * December - Program Schedule and rough information about social activities posted to web site | ||
+ | * 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.1387461460.txt.gz · Last modified: 2022/02/10 13:33 (external edit)