faqs:conferenceplanning
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| ===== Conference Planning packet for Evergreen International Conference ===== | ===== Conference Planning packet for Evergreen International Conference ===== | ||
| - | This website will attempt to compile information from the past years of planning the Evergreen International Conference so that it is available to the current local planning committee. | + | This website will attempt to compile information from the past years of planning the Evergreen International Conference so that it is available to the current local planning committee. |
| - | === Budget === | + | //The 2012 EG International Conference Planning team created a collection of google documents which were shared with the 2013 team. The goal would be that each local planning committee will utilize and add to the collection and then pass them onto the next group. These documents include 2011 budget, 2012 budget, list of potential vendors, list of potential keynote speakers, planning schedule, and 2012 final report.// |
| - | After the budget is submitted to Software Freedom Conservancy and Oversight Board, the local planning committee may begin using funds as indicated | + | [[http:// |
| - | [[https://docs.google.com/spreadsheet/ccc? | + | [[http://blog.evergreen.lib.in.us/wp-content/uploads/ |
| - | [[https:// | + | === Registration === |
| - | === Keynote speaker === | + | Eventbrite was used for the 2012 Conference and the reporting function and usability of the system were rated very highly. If you allow payment in Google Checkout and PayPal, make sure you understand the reimbursement process for cancellations. Decide whether there will be a discount for presenters or in-consortium attendees and whether there will be a one-day fee. |
| - | Here is a list of potential keynote speakers who were contacted by the 2012 planning committee: | + | The following items were included in the tote bags: |
| - | [[https://docs.google.com/spreadsheet/ccc? | + | [[http://blog.evergreen.lib.in.us/wp-content/uploads/ |
| - | === Registration === | + | [[http:// |
| - | We used Eventbrite for the 2012 Conference and were happy with the reporting function and usability. I would recommend using it again. | + | [[http:// |
| - | === Program room assignments === | + | [[http:// |
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| - | Based on the potential attendee survey conducted by the Program Committee, many of the attendees were interested | + | |
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| - | In 2012, we will be recording the number of participants at each session. | + | |
| === Program Committee === | === Program Committee === | ||
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| Using the results from the 2011 Attendee Satisfaction Survey and the 2012 Prospective Attendee Survey, the Program Committee crafted a list of suggested programs for attendees and sent out an email to the open-ils listservs soliciting programs. | Using the results from the 2011 Attendee Satisfaction Survey and the 2012 Prospective Attendee Survey, the Program Committee crafted a list of suggested programs for attendees and sent out an email to the open-ils listservs soliciting programs. | ||
| - | The 2012 Planning committee made a [[http:// | + | The 2012 Planning committee made a word document program application |
| Reminders were sent out each Friday to the open-ils listservs and the conference fb and twitter pages were updated each week to remind potential presenters to turn in their programs. In 2012, we received 41 programs and had room for 37. The Program Committee was pleased with the programs submitted so we didn’t worry about begging for programs but in the future, you may try different avenues to solicit a larger response. | Reminders were sent out each Friday to the open-ils listservs and the conference fb and twitter pages were updated each week to remind potential presenters to turn in their programs. In 2012, we received 41 programs and had room for 37. The Program Committee was pleased with the programs submitted so we didn’t worry about begging for programs but in the future, you may try different avenues to solicit a larger response. | ||
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| The span of their activity lasted about 5 months and included 4 conference calls. | The span of their activity lasted about 5 months and included 4 conference calls. | ||
| - | === Sponsorship Committee === | + | After the conference was finished, a [[http:// |
| - | [[https://docs.google.com/document/d/19Tqnorl-qUAZ85CSWxfkl2HYQlNnRefLQTbKXoebrkM/edit|2012 Sponsorship Application]] | + | [[http://blog.evergreen.lib.in.us/wp-content/uploads/2012/06/ |
| - | [[https://docs.google.com/document/d/1-xVDBuWT_wXVSep5gSMgrlGiwgrNoyh5IS5Z06FA-ao/edit|2012 Sponsorship | + | === Sponsorship Committee === |
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| + | [[http://blog.evergreen.lib.in.us/wp-content/uploads/2012/ | ||
| - | [[https://docs.google.com/document/d/1-xVDBuWT_wXVSep5gSMgrlGiwgrNoyh5IS5Z06FA-ao/edit|Sample Introductory letter]] | + | [[http://blog.evergreen.lib.in.us/wp-content/uploads/2012/ |
| - | [[https://docs.google.com/spreadsheet/ccc? | + | [[http://blog.evergreen.lib.in.us/wp-content/ |
| The budget must be in place before setting each of the sponsorship levels and opportunities can be started. We worked off of the 2011 sponsorship documents and created an introductory letter, a manual and an application. Software Freedom Conservancy suggested creating an email which will be received by both them and the local planning committee if a vendor turns in an application. | The budget must be in place before setting each of the sponsorship levels and opportunities can be started. We worked off of the 2011 sponsorship documents and created an introductory letter, a manual and an application. Software Freedom Conservancy suggested creating an email which will be received by both them and the local planning committee if a vendor turns in an application. | ||
| Vendors that sponsored and exhibited in 2011 were contacted two weeks before everyone else and told that they were the preferred vendors and were being given early bird notice. After two weeks, everyone that was contacted the year before was emailed again. | Vendors that sponsored and exhibited in 2011 were contacted two weeks before everyone else and told that they were the preferred vendors and were being given early bird notice. After two weeks, everyone that was contacted the year before was emailed again. | ||
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| + | [[https:// | ||
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| + | During the conference, sponsorship signs were posted at each break station. [[http:// | ||
| === Local Attractions committee === | === Local Attractions committee === | ||
| - | We worked with the local convention center to get discounts on group events and restaurants. We asked our committee members to plan a pub crawl. | + | We worked with the local convention center to get discounts on group events and restaurants. We planned the following outings: basketball game, group dining, downtown walking tour, pub crawl and play at a local theater. See the schedule for more details on local events. |
| === Marketing committee ==== | === Marketing committee ==== | ||
| - | The marketing committee managed the fb and twitter pages throughout the conference planning. If a notice was sent to open-ils listservs, it was also posted on those feeds. Fb and twitter pages were also used to reach out to potential vendors and potential attendees. Marketing committee also analyzed who was registered and reached out to those who hadn’t registered for the conference yet. | + | The marketing committee managed the fb and twitter pages throughout the conference planning. If a notice was sent to open-ils listservs, it was also posted on those feeds. Fb and twitter pages were also used to reach out to potential vendors and potential attendees. Marketing committee also analyzed who was registered and reached out to those who hadn’t registered for the conference yet. We passed along our fb and twitter pages to the next group of organizers so that they could benefit from all of the set-up and investment in those profiles. |
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faqs/conferenceplanning.1328124670.txt.gz · Last modified: 2022/02/10 13:34 (external edit)