Warning message

ALA Connect User logins are disabled for a temporary "gray-out" period, to prevent new posts while we upgrade into the New Connect. This gray-out period will begin on March 26th, and the new site will be launched on April 25th.

Users can use Search to view public content. Logins will be reinstated and users can create new posts, upload files, etc. post launch.

Thank you for your patience in cooperation. Check out training resources and schedule at:
http://www.ala.org/support/alaconnect

Or contact Julianna Kloeppel for training or Pam Akins with questions/concerns.
Syndicate content

2018 LITA Forum Planning Committee Committee

In: Library and Information Technology Association (LITA)
View:   Faces | List

Online Doc 20 February 2018 - Meeting Agenda & Notes

by Joanna Kimmitt on Wed, Mar 21, 2018 at 01:45 pm

Meeting Agenda & Notes February 20, 2018

Meeting Agenda & Notes February 20, 2018

In attendance: Melody Condron, Joanna Kimmitt, Cody Hanson, Katherine Boden, Becky Yoose, Ranti Junus, Jason Battles, Helen Look, Mark Beatty, Galen Charlton

 

Housekeeping

  • Minute-keeper: Joanna
  • Review minutes from last meeting, below. Any corrections?

 Homework from last meeting:

  • Any additional suggestions for keynote speakers requested by Friday, 1/19; add them directly to the spreadsheet (DONE)
  • Many thanks to everyone for returning comments and 1st/2nd/3rd choices to Melody.
  • Following week, committee members should supply their top three picks for keynoters to Melody macondron@uh.edu by 1/26. (DONE-thank you!)

 ALA Midwinter information/discussion

  • We met briefly for informal discussion
  • ACTION ITEM: need to move monthly minutes to Connect after meetings (Joanna)
    • Joanna will add as their own documents to ALA Connect going forward
  • ACTION ITEM: UX Team should connect with LITA Membership Committee to discuss ideas and collaboration
    • Contact with Jacob Ineichen (chair of Membership) - Becky is already connected, and they were waiting for a location to be solidified.
  • ACTION ITEM: Program Team should connect with Education and Publication Committees to discuss ideas for collaboration
    • People working in education and putting out great publications that are working with events for Education and Publication Committees? Connect to Program Team! If people are presenting well at LITA Forum, connect to Education and Publication Committees for future programming/ITAL articles.
  • Price Change discussion & vote was held at Board Meeting - Mark update
    • Suggested price change - shared feedback and input from committee discussion; board was voting on this.
    • Modified registration fee schedule was passed at the Board meeting at Midwinter
    • Overall costs:
      • Equalizes payment schedule
      • $430 LITA members; $560 ALA members; $645 non-member category
      • Reduction in price for early birds
      • Students $180
      • Preconferences remain similar
      • Speakers & committee members $350
      • Document on ALA Connect
      • Includes more meals; increases appeal for early bird
    • More feedback for Board and staff beyond fall discussion from this committee?
      • Galen sharing information on C4L18: “Side note from Code4Lib 2018 post-conference wrapup discussions - registration fee for the 2018 conference was highest yet - $350 for conference proper plus $60 for attending the preconference workshop day.... and, a bit contrary to expectations, folks were not as price-sensitive as we expected. Code4Lib 2018 was the largest annual conference yet” - raised fee by $75

Hotel/Location RFP Update - Mark?

  • Still don’t have a location set. Jenny will share information ASAP. New language was added per ALA to the contract and returned to the vendor. Hoping for signatures within the next couple of days.
  • Not much to share at this time.
  • This is another reason for repeating location and hotel, making reservations 1-2 years in advance. LITA Office is working with a specific city for a bid for 2020. May be looking at a different for 2019 to give it another chance; this is with Jenny at this time.

Jenny Levine’s Email from 2/20

  • Catering & Food Pricing Discussion
  • Feedback from all: is the conference worthwhile for the mealtime experience?
    • Some feedback for lunches: please keep for networking and conversations
    • Denver had free breakfast because we were staying in the hotel; large price difference between paying for the breakfast and having it provided identically to the main hotel breakfast.
    • Denver (2 half-days, 1 full day in-between): Breakfasts, 1 lunch, reception, coffee/snack breaks morning and afternoon
    • MN (2 full days): 1 evening reception (may be less well-attended), 2 breakfasts, 2 coffee/snack breaks morning and afternoon, 2 lunches
    • Catering group did a combination lunch/PM break package that allowed for the all-day coffee on the full day of the conference; paying for standalone all-day coffee is a budget buster
  • Pros and Cons to changes
    • C4L18 didn’t have breakfast this year; folks missed having the coffee/tea service especially. If we drop breakfast, having coffee/tea service would be preferred. (Becky)
    • Lunch: an idea would be to get a group of food trucks and negotiate to have a ticketing system; 1-2 tickets per person to redeem for part of a meal. Would the hotel allow it? Could we put together a group of trucks that meet dietary restrictions? May not be cheaper than getting lunch catered at the hotel, depends on the hotel’s agreement. (Becky)
    • Much other discussion; summarized below.
  • ACTION ITEM: UX Team will take on for working out details for food trucks, seating, pricing, etc. First, will the hotel allow this in the first place?
  • Food truck website: http://www.mnfoodtruckassociation.org (Cody, thanks!)
  • Dinners: usually networking dinners arranged organically. This practice is working well.
  • 2 Breakfasts & Thursday night reception: feedback
    • Money spent on food at conferences is personally money that could be spent elsewhere. Spending on alcohol gets pricey as well, and having an event without alcohol service could be more inclusive. (Galen)
    • Change to a different Thursday night social event
    • Games, movies, hackathon, quiz bowl, partner with a local organization to put on a memorable event - what makes sense?
    • Could we remove the mid-morning snack break but make sure that there are some breakfast items that people can grab and go to hold on to for a mid-morning snack? (Helen)
    • This isn’t an immediate concern.
    • Set aside some of the savings to cover real-time captioning for keynotes and other events. (Cody can find out what local services will charge for one room, full-day, certain events)
    • ACTION ITEM: Consider and provide feedback for next meeting.

 Keynote Speaker Ideas

  • Thank you for your feedback. The top 5 responses were reviewed.
  • Notes from last time (for context): Keynote compensation/travel reimbursement: Jenny negotiates with the individuals. Paid travel, overnight expenses and hotel, small honorarium in the neighborhood of $500-1000. Some speakers will come for free because it supports their mission, have a grant support, cannot accept a fee, etc. Highly variable! In the past, the group approaches to find out if speakers are interested, and pass along to Jenny to finalize.
  • Next steps for keynotes
    • Waiting on location finalization to move this forward.

Documentation Update - Joanna

  • Need to move Google Folder to LITA-controlled location
  • ACTION ITEM: Joanna will coordinate with Melody and the LITA Office to move folder and other documentation to the LITA Office.
  • If you have other documentation hiding in your personal Drive, please transfer ownership to the group folder.

Roll Call for Sub-Committees

  • Accessibility - Ranti - no new action
  • Assessment - Helen & Emily -  
    • Established regular meeting time. Two members resigned because of other commitments and/or they do not want to join LITA.
  • Local Arrangement (not assigned yet) -
    • waiting on RFP & location confirmation
  • Marketing & Web - Katherine -
    • Will draft ideas around the Minneapolis location. Has access to the WordPress site from Mark.
  • Programming - Jason -
    • Out of the country. RFP in progress & coming soon!
    • Looking for suggestions for vetting programs for quality of presentation, program proposal qualities, etc. One idea would be asking for presentation slides ahead of time or sharing examples from previous presentations.
  • Sponsorship - Galen
    • Tabby Farney from last year will be on this team.
    • Compiling list of potential sponsors in Minneapolis area
  • Streaming/Recording - Cody -
    • Twiddling thumbs until location locked in. [melody says: Ha! Yes all waiting :P]
    • Will be reaching out to Ranti and Accessibility for collaboration
  • Conference UX - Becky  
    • Needing to pass on some of the conversation we had today to our humble subcommittee :-)
    • Food truck idea
    • Reception alternatives, including off-site larger events
    • Feedback from Melody - keep the Thursday night event on-site to get connection to the conference for folks just arriving to the location per feedback from Andromeda
    • Food/drink availability throughout conference site
    • (from some time ago - conference zines idea)
    • Get back in touch with LITA membership committee to start getting planning going for UX/Membership collaboration
      • Potential to collaborate for opening session for welcoming attendees to Forum with Membership. Hit the highlights and point out some of the changes.

 Homework:

  • ACTION ITEM: Looking for volunteers to chair or participate on 2019’s Forum Planning Committee;  if you're interested, email Melody
  • ACTION ITEM: think about food & catering issues to discuss on list-serv

 Other Business?

More...

Online Doc 17 January 2018 - Meeting Agenda & Notes

by Joanna Kimmitt on Wed, Mar 21, 2018 at 01:32 pm

Meeting Agenda & Notes January 17, 2018

Meeting Agenda & Notes January 17, 2018

In attendance: Melody Condron, Jason Griffey, Katherine Boden, Ranti junus, Cody Hanson, Galen Charlton, Mark Beatty, Helen Look, Jason Battles

 

Housekeeping

  • Need minute-taker, Joanna out
    • Galen will take notes
  • Review minutes from last meeting, below. Any corrections?

Welcome to 2018

  • Marketing & Web can take over website now
    • Per Mark, 2017 website will need to be preserved but can be turned over thereafter. Will coordinate with Katherine
  • ALAMW - plan to attend live meeting at 10:30am Saturday if you can. (CCC room 605/607)
    • Melody would like to meet with all Chairs who are attending individually if possible. Please add your name below and I will contact you.
    • Attending ALAMW in Denver:
      • Galen Charlton, Jason Battles, Helen Look, Mark Beatty, Ranti Junus
  • Should plan regular meetings with your team to move forward on your plans at this point
  • Working theme in where needed: Building & Leading

Hotel/Location RFP Update

  • Mark checked out location; positive discussion during his trip.
  • Jenny is in negotiations with hotel; contract expected in the next week or so
  • Hoping to be able to announce location by Midwinter, assuming contract is finalized by then
  • If held in this location, dates would be 8-10 November

Price Change Update 2018  http://connect.ala.org/node/270944

  • Will be on the LITA Board agenda at Midwinter; let Jenny know if you have additional feedback

Keynote Speaker Ideas

  • Brainstorm list of possibilities in internal document
  • 11 names suggested so far;
  • ACTION ITEM: Any additional suggestions requested by Friday, 1/19; following week,
  • ACTION ITEM: committee members should supply their top three picks to macondron@uh.edu Melody by 1/26.
  • Notes from last time (for context): Keynote compensation/travel reimbursement: Jenny negotiates with the individuals. Paid travel, overnight expenses and hotel, small honorarium in the neighborhood of $500-1000. Some speakers will come for free because it supports their mission, have a grant support, cannot accept a fee, etc. Highly variable! In the past, the group approaches to find out if speakers are interested, and pass along to Jenny to finalize.
  • Emphases: diversity in speakers, following/supporting the theme ”Building & Leading”/tone for the overall conference.

 Documentation Update - Joanna

  • TABLED
  • Looking for volunteers to chair the following year's Forum Planning Committee;
  • ACTION ITEM if you're interested, email Melody

 Roll Call for Sub-Committees

  • Accessibility - Ranti - no new report. Waiting for final confirmation of the location to aid the research for accessibility support/services.
    • Per Mark, hotel will do gender-neutral bathrooms
    • Per Mark, not aware of any negative feedback regarding the accessibility of that hotel
  • Assessment - Helen & Emily -  
    • Not much to report
    • Had informal meeting with Ken Varnum and Rachel Vacek
  • Local Arrangement (not assigned yet) - waiting on RFP & location confirmation
  • Marketing & Web - Katherine - No major updates in December.
    • The holidays and illness stalled progress, but I’ll be getting my team ready for our first advertising push in the next couple weeks. Once a date and location have been chosen we’ll do an initial Save the Date on the website and e-blasts.
    • The rest of January and February will be spent setting up all our marketing sources (website, Wiki, eblasts, social media) and developing our content and message so we can start major marketing in March, April, and over the summer.
    • My big goal is to create some amazing visuals (infographic and video) that can serve as invitations once we have the programming finalized.
    • I’m also working on trying to set up some cross promotion at PLA, ACRL, and ALA Annual.
    • Another thing we’re keeping in mind is coordinating with the Programming Committee on potential webinars or slideshares on best practices for presenting.
  • Programming - Jason -
    • We are having a discussion/workshopping session now on the CFP (started email thread last week). I’m breaking my team up and assigning responsibilities this week, with a couple of people working the CFP, myself and one other working on scheduling/slotting/rough schedule for day-to-day programs, and then a couple of people working on the issue of how to evaluate for presenter quality without losing anonymity/ or introducing bias.
  • Sponsorship - Galen
    • Question: do you have additional people working with you? Please add them to the committee list
      • Not at present; will be tapping some folks in person at Midwinter
    • ACTION ITEM: Galen will ask Tabatha Farney (Tabby)
    • February will be my big push; deliverables to include a list of potential national sponsors and document on prospectus ideas for review during Midwinter
    • Would also like guidance on IT and library-adjacent firms that might be open to being one-shot sponsors
    • 2015 sponsors: https://web.archive.org/web/20160201155257/http://litaforum.org/sponsors
  • Streaming/Recording - Cody -
  • Waiting for confirmation on location
  • Conference UX - Becky - No updates. Holding pattern until location confirmation.

Homework:

  • Any additional suggestions for keynote speakers requested by Friday, 1/19; add them directly to the spreadsheet
  • Following week, committee members should supply their top three picks for keynoters to Melody macondron@uh.edu by 1/26.
  • Looking for volunteers to chair the following year's Forum Planning Committee;  ACTION ITEM if you're interested, email Melody

 Other Business?

More...

Online Doc 29 November 2017 - Meeting Agenda & Notes

by Joanna Kimmitt on Wed, Mar 21, 2018 at 01:00 pm

Meeting Agenda & Notes November 29, 2017

Meeting Agenda & Notes November 29, 2017

In attendance: Melody Condron, Jason Battles, Becky Yoose, Katherine Boden, Joanna Kimmitt, Cody Hanson, Jason Griffey, Mark Beatty, Galen Charlton, Ranti Junus

 

Housekeeping

  • Review minutes from last meeting, below. Any corrections?
    • Place any comments in the document if you do have something to add.
  • As people are added to your subcommittee please add them to the committee member list (internal document).

Review/feedback on Forum 2017 in Denver

  • Reviewed information from the feedback meeting.
  • Melody will email list of feedback items that is specific to each team’s responsibilities.
    • Up to each team to prioritize and make decisions about action items from Forum 2017 feedback.

Theme Discussion

  • Decision: Building & Leading!

Keynote Speaker Ideas

  • New internal document for brainstorming ideas presented
  • Please add your proposed persons/topics to this list for discussion at our next meeting to determine top 3-5.
  • Keynote compensation/travel reimbursement: Jenny negotiates with the individuals. Paid travel, overnight expenses and hotel, small honorarium in the neighborhood of $500-1000. Some speakers will come for free because it supports their mission, have a grant support, cannot accept a fee, etc. Highly variable!
  • In the past, the group approaches to find out if speakers are interested, and pass along to Jenny to finalize.
  • Emphases: diversity in speakers, following/supporting the theme/tone for the overall conference.
  • Melody will send a reminder in a couple of weeks to follow up with potential keynote speakers.

Discussion/response to possible price change for Forum: http://connect.ala.org/node/270944

  • Some discussion already taking place in the Forum 18 listserv
  • Galen - General decline in sponsorship revenue is apparent for us as well as DLF. While we might look to increase sponsorship in the future, we shouldn’t count on it to close the gap. One area we might investigate further is soliciting more for scholarships for attendees. Establishing a fund for folks who work at institutions that do not support travel or professional development could also be an option. Other adjustments to catering could be sources for cutting down on expenses.
  • Melody - sponsorship opportunities for travel for public or special librarians or others who do not receive travel funding. Long-term changes around catering, etc. - this is a structural conversation that likely lies outside the scope of this particular team, though our feedback and ideas are important on this topic! Galen is in charge of sponsorship efforts - feedback here is to consider a number of smaller sponsorships for scholarship assistance.
  • Katherine - if the increase is approved, it will be important for the Assessment team to factor that into conference evaluations.
  • Jason B - noted that non-ALA/LITA members were commenting about the expense of the conference. Giving a break on the early bird rates for this group could encourage their attendance.
  • Melody - lunch on Saturday may or may not make a difference on the conference costs. Concerns from Jenny: making it back on time, eating alone and missing out on social engagement
  • Cody - wait until we have location and feedback from Local Arrangements about lunch options outside the hotel to make this kind of decision. +1 from Becky
  • Becky - food from conference may be a wash on expenses for attendees (wrap into the conference fee or pay on one’s own).
  • Melody - changes from year to year are important to establish for folks’ expectations - what can people expect for coverage?
  • Mark - time schedule/timetable implications as well.
  • Tabled until next meeting.

 

Documentation

  • Joanna will be taking the lead on this.
  • Please keep track of your documents, timeline, etc. for handing off to next year’s team.
  • Not only changing things for next year but creating a model for the future.
  • If you have feedback on specific tools, please weigh in, especially wiki modules that work with our LITA documentation site’s WordPress theme.

Assessment Committee Changes

  • In Progress
  • Jackie has moved on to a position outside libraries and sadly has resigned from our committee.
  • Melody is working on contacts to see if she can link up co-chairs.
  • Joanna will help to keep it moving forward in the meantime.

RFP Update

  • Hotel RFP has been out for a few weeks and so far there is one viable response.
  • Jenny may be doing a site visit next month (December). Stay tuned!

Roll Call for Sub-Committees

  • Accessibility - Ranti -
    • Divided works between the members. We’re waiting for the official location in order to aid the work to find suitable accessibility service providers (location, cost, etc.)
    • Has time line, but will need to adjust due to not knowing the location yet
    • Will need to discuss with Cody re. Video streaming needs
    • Plan to document our work process to be handed to the next Forum committee (and probably to be reviewed by UX and Assessment teams)
    • Would probably need Jenny (for her hotel visit) to keep an eye on potential accessibility barriers
    • Have a wish list for Galen for potential sponsorships - please CC Melody
    • Plan to develop accessibility documentation for presenters to be shared with Jason Griffey (and shared with presenters) - review last year’s presentation (Amanda Goodman) - Mark still has slide set from Forum 2017 - https://drive.google.com/open?id=1gs261hJVTZfasEEnPqTK8dnZaTek2PEkJuKm-59rJYk
  • Assessment - Sub-chair Needed -
    • in progress to replace; Joanna taking point until we get to the next step
  • Local Arrangement (not assigned yet) - waiting on RFP
  • Marketing & Web - Katherine -
    • Now that we have a theme, my team will start putting together visuals and Save the Date options for communicating our new vision. I am also going to be contacting people who went to Forum 2017 and posted great quotes on Twitter. I’m going to check if we can use any of those quotes. I do have one random question, will LITA have tables at ALA and PLA? I would love to hand out marketing materials there. I’m going to PLA so I’ll try to contact their leadership and see if I can do anything. Joanna provided contacts to Membership Development (Jacob Iniechen and Robert Wilson) to set up some cross-promotion at Midwinter and Annual.
  • Programming - Jason -
    • Would love some guidance from previous timelines re: CFP, acceptances, etc. We may change it somewhat, but need to have some targets to consider
    • Are we expected to use the ALA proposal tool? If so, can I get access to see how it works/how flexible it is for our purposes? - Mark: not at this time. Suggest using our current Google Form method. Jason: contact Mark to get more information. Google Sheet is easy to auto-load into our WordPress site.
    • Programming will be kicking into gear solidly in January.
    • Looking at some local potential invited presentations.
    • Evaluating quality of presentation, not just quality of content; identify folks who are particularly good at presenting as well as the content itself
    • Hands-on session track - need to make decisions fast for adequate prep time for those presenters
    • Mark - would like to have an announcement of schedule/programs at Annual if at all possible.
    • Melody - feedback on website schedule format this year was that it was less user-friendly; putting in a pin to discuss UX later on in this process.
  • Sponsorship - Galen
    • Feedback received from past sponsorship chair (Taby)
    • Working on sponsorship documentation
    • One particular avenue of investigation: identifying connected people who can act as fundraisers
  • Streaming/Recording - Cody -
    • No substantive updates to report
  • Conference UX - Becky -
    • No major updates for today

Homework:

  • Melody will be emailing individual subcommittees with feedback from Forum 2017 for your review and potential action.
  • All: please add potential keynote speakers to the Google Doc.
  • Start on documentation - please send to Joanna (joanna.messer@gmail.com) - also share with Joanna if you have a Google Doc.

Other Business?

More...

Online Doc 9 October 2017 - Meeting Agenda & Notes

by Joanna Kimmitt on Wed, Mar 21, 2018 at 12:50 pm

Meeting Agenda & Notes October 9, 2017

Meeting Agenda & Notes October 9, 2017

In attendance: Melody Condron, Jason Battles, Joanna Kimmitt, Cody Hanson, Becky Yoose, Andromeda Yelton, Mark Beatty, Jackie Bronicki, Katherine Boden, Ranti Junus

 

Housekeeping

  • Review minutes from last meeting, below.
    • Place any comments in the document if you do have something to add.
  • As people are added to your subcommittee please add them to the committee member list (internal document).
  • Make sure new subcommittee members are assigned to the committee. New additions will need to fill out the volunteer form. They should be receiving the forum18 emails if correctly appointed. Check in with your subcommittee, please.

Homework from Last Time:

  • Final review of themes discussion document
  • Follow up with volunteers that talked with Jason Griffey & get them plugged in (Melody)
    • Most of the teams have enough staffing to make good progress, excepting Local Arrangements, which is TBD.
  • As you get new committee members please send them to the volunteer form to sign up. http://www.ala.org/aboutala/committees/volunteer/frm_vol

Committee gaps - volunteers from Jason’s list/Jason’s email

 

Forum 2018 - what (if anything) does your committee need to know from the live event?

  • Committee members attending Forum 2017 in Denver: Melody Condron, Jason Battles, Joanna Kimmitt, Cody Hanson, Andromeda Yelton, Jason Griffey
  • Theme discussion or feedback needed from participants?
    • Using this year’s Forum as a theme discussion time.
    • Melody will add general talking points and add to existing theme discussion document.
  • Keynote speaker suggestion box at registration
    • Using physical box at badge pickup
    • Whiteboard/scatterboard for sharing suggestions
  • Add comment box in post-Forum assessment/evaluation survey for this year to solicit keynote suggestions - have over 50% response rate for survey over the last 3 years, so it will work well.
    • Send suggestions to Jackie Bronicki for assessment
    • 1st Forum - Becky is interested in targeting questions for this group
    • Assessing format change - need to know what the changes are to assess satisfaction
    • Forum 2017 had some 90-minute sessions; Forum 2018 will have some more long-format sessions. Check in with Jason Griffey for assessment on these format changes. Previous year attendance will be key to asking questions.
    • Lightning talks - must sign up ahead of Forum this year to encourage more planning.
    • Will be able to get previous attendee data.
  • What’s the streaming/recording setup? How is it staffed? How does it go?

Theme

  • Marketing and promoting proposed changes over the next year - key.
  • We may not select a theme in the end.

RFP Update

  • Melody gave feedback from committee, Jason Griffey provided feedback from Programming.
  • RFP is with the LITA office (Jenny)

Roll Call for Sub-Committees

  • Accessibility - Ranti - no update to share. Working on contact info for Fen Lu.
  • Assessment - Jackie -
    • web conference last week for 8 members from variety of libraries who all have assessment experience. Jackie is pulling data from previous assessments. Will send out later today or tomorrow to her subgroup. First task: are we going to add anything to this year’s survey for baseline? People will be looking over the data to see what to add this year to track for next year. Forum 2017 survey will be deployed 1-2 days after the meeting ends. First draft due before Forum, and adjustments can be made.
  • Local Arrangement (not assigned yet) - waiting on RFP
  • Marketing & Web - Katherine -
    • 2 people on committee so far; still waiting to hear back from a couple others.
    • Emailing Mark for listserv advice, use of all the e-blast systems available through LITA/ALA.
    • Researching different avenues for marketing, save-the-date email, communicating changes to format. Working on tone and engagement language, too.  
  • Programming - Jason -
  • Sponsorship - Galen (not in attendance)
    • Have been engaged in doing research of prospectuses for peer conferences
    • Will be issuing call for additional participants for subcommittee on LITA-L today or tomorrow
    • We will have draft of sponsorship prospectus recommendations out for review by the committee and ALA staff by 27 October
  • Streaming/Recording - Cody -
    • Jen Brown & Cody had meeting with Mark for background on equipment and resources already available. In a holding pattern until the venue is set. Want to get a quote or two for professional streaming/recording for our information as we consider doing this on a recurring basis. Best way to assure consistent quality is to pay for it rather than relying on volunteers, but may not be most cost-effective long-term.
    • Also interested in connecting separately with Ranti and Becky to discuss accessibility and UX as it relates to streaming/recording. Concerned about streaming/recording and want to make sure we’re doing it right.
    • Can have this as a sponsorship goal if we have accurate quotes.
  • Conference UX - Becky -
    • We have members! Waiting for movement on RFP process and location selection before next steps. Becky will be contacting group members to welcome them to the group.

New Homework:

  • After Forum 2017: think about keynote speakers. The entire team will decide on these together.
    • In past: list of keynote speakers that folks had brainstormed over the years, used a voting system
    • Suggestion to start fresh, in accordance with the new format and other changes
  • Melody will send Doodle poll for next meeting, shortly after Forum 2017
  • If you will not be at Forum, please contact Melody, Jason, or Joanna if there is something you need to know/info you need to get from Forum 2017 attendees.
    • If you will be at Forum 2017, please list your name in the minutes above so you can join the discussion. Plan to attend the evaluation breakfast if you can.
    • Melody will set up a face-to-face meeting to discuss what we can do while we’re there to advance Forum 2018.
    • Melody will also email the full list to see if others will be attending and then move to a smaller list.

Other Business?

More...

Online Doc 3 August 2017 Meeting Agenda & Notes

by Joanna Kimmitt on Wed, Mar 21, 2018 at 12:42 pm

Meeting Agenda & Notes August 3, 2017

Meeting Agenda & Notes August 3, 2017

In attendance: Melody Condron, Jason Battles, Ranti Junus, Becky Y, Jackie Bronicki, Lindsay Cronk, Galen Charlton, Jason Griffey, Katherine Boden, Shawn Valliancourt

 

Housekeeping

  • Review minutes from last meeting, below (June 29). Any corrections?
  • As people are added to your subcommittee please add them to the committee member list (internal document to group)
  • If you need additional formal appointments please route them to Bohyun Kim (bohyun.kim.ois@gmail.com).
  • Communal minutes: please add your notes

Homework from Last Time:

  • Think about theme & add to the document (ongoing) (internal document)
  • RFP comments in by the end of July
  • Melody will send Doodle polls for next meeting (done)

 

Discussion on filling committee gaps

 

Documentation discussion

 

RFP Discussion

  • RFP from 2016 - Review (internal document)
  • RFP Needs/Concerns Document (internal document)
  • Comments will be submitted to Jenny and Mark so that they can write the RFP with their own language.

Roll Call for Sub-Committees

  • Accessibility - Ranti -
    • Please see documentation re. collaboration potential with other subcommittees (internal document)
  • Assessment - Jackie -
    • We are still getting the members together, plan to have in place by September to start looking at prior data from past conference and review the report.  Plan to coordinate with Mark B. as well.
  • Local Arrangement (not assigned yet)
  • Marketing & Web - Katherine -
    • Still filling in committee & thinking about save the dates
  • Programming - Jason -
    • We have a full committee assuming everyone confirms with me. Also have list of 10 or so interested members who want to be involved due to my lita-l email that I’ll share with Melody and see where else those members might be useful.
    • Will be emailing with Jenny asap (in the next couple of days) for RFP issues, mainly dealing with room count and layout requests
    • Will have feedback to this group re: rough program plan, ask for feedback asap.
  • Sponsorship - Galen -
    • In process of booting up committee; next steps will be:
      • Putting out a call for volunteers/appointments
      • Doing a scan of sponsorship prospectuses in peer conferences
      • Brainstorming swag and other ideas for creative sponsorship opportunities
      • Putting my vendor hat on, doing some quiet queries of some folks who have sponsored conferences regarding what they consider effective
    • Question: when has the prospectus traditionally been published during past Forums?
      • Answer: as soon as possible after the website is switched over
  • Streaming/Recording - Cody (cannot attend) -
    • Appointed Jennifer Brown to the committee
    • Investigating commercial recording/streaming services for benchmarking
    • Was on vacation a bunch, but will be on my grind 24/7 after next week  
  • Conference UX - Becky -
    • Most of our work will start once we have a location picked, so we are on a holding pattern.
    • Conversation with Melody + Jason B. about recruiting members from specific LITA groups. Awaiting updates from that effort.

New Homework:

  • Continue to work on the themes discussion document
  • Follow up with volunteers that talked with Jason Griffey & get them plugged in (Melody)
  • As you get new committee members please send them to Bohyun Kim for formal appointment.
  • Last minute thoughts on RFP should go to Melody asap

Other Business?

More...

Online Doc 29 June 2017 - Meeting Agenda & Notes

by Joanna Kimmitt on Wed, Mar 21, 2018 at 12:29 pm

Meeting Agenda & Notes June 29, 2017

Meeting Agenda & Notes June 29, 2017

In attendance: Katherine Boden, Becky Yoose, Ranti Junus, Melody Condron, Cody, Jason Griffey, Jackie Bronicki, Jason Battles, Lindsay Cronk

 

Housekeeping

  • Review minutes from last meeting (June 1). Any corrections?
  • Please add your name to last meeting’s minutes if you attended.
  • As people are added to your subcommittee please add them to the committee member list
  • Communal minutes: please add your notes

Reviewed notes from informal ALA Annual meeting and discussion.

 

Conference Theme - Discussion

  • Could theme be related to the location? Programming says that would not hinder their process so this can be a longer discussion (can wait until location is settled in the fall)

RFP Discussion

  • Reviewed RFP from 2016
  • Reviewed RFP Needs/Concerns Document
  • RFP feedback is needed by the end of July. Comments will be submitted to Jenny and Mark so that they can write the RFP with their own language.

Roll Call for Sub-Committees

  • Accessibility - Ranti - reviewing ALA Accessibility documentation as well as from other conferences as well; need to contact my subcommittee member (Shawn Vaillancourt) for planning; need to create list of hotel accommodation needs and share them with Mark B. and Jenny L.
  • Assessment - Jackie - I'm just starting on my work.  I need to populate the committee in the next month or so.  As our job comes later in the conference we have a much longer timeline.  I've read last assessment report for historical perspective.
  • Local Arrangement (not assigned yet)
  • Marketing & Web - Katherine - talking with possible new members, researching different resources and marketing avenues.
  • Programming - Jason - has 2 committee members & expect at least 2-3 more; interested to talk with Vincci and Fen Lu about possible involvement.
  • Sponsorship (Galen?) -
  • Streaming/Recording - Cody -  Working on getting another member or two on board. Had a good conversation with Melody and Jason. We discussed the range of possibilities for streaming/recording. Ideal: Stream/record everything professionally. More likely: Stream/record keynotes. Consider having one room where talks are streamed/recorded. Will need to work with programming to get sign-off from presenters at the time of proposals. Note: strong feelings from steering committee about using Facebook live streaming! May need to talk with accessibility about live transcription for streaming.
  • Conference UX - Becky - updating document and looking to talk to people who have only attended one forum.

Homework from Last Time (review):

  • Cody will follow up with Jenny about use of the Slack channel litaforum.slack.com
  • Conference UX/Accessibility brainstorm for post-election impact at the conference
  • Remind new members they do not need to attend Steering Committee unless they want to

New Homework:

  • Think about theme & add to the document (closed to committee members)
  • RFP comments in by the end of July
  • Melody will send Doodle polls for next meeting

Other Business?

More...

Online Doc 1 June 2017 - Meeting Agenda & Notes

by Joanna Kimmitt on Wed, Mar 21, 2018 at 12:24 pm

Meeting Agenda & Notes June 1, 2017

Meeting Agenda & Notes June 1, 2017

In attendance: Becky Yoose, Jason Griffey, Katherine Boden, Ranti Junus, Melody Condron, Cody Hanson, Jason Battles

 

Housekeeping

  • Remind sub-committee members they do not have to attend Steering Committee meetings - only chairs need to attend although all are welcome.
  • Anyone using Slack channel? If so, how are you using it?
  • We will start meeting monthly to start - I will send a new Doodle Poll after today’s meeting

 

Conference Theme - Discussion

Must fit with vision of "a welcoming, thoughtful conference with hands-on experiences and leadership training"

  • Should be set before RFP
    • Melody will create a document with this year’s RFP where we can discuss this further
      • “Build Something, Experience First-Hand”
      • “Engage”

 

RFP Review & Timeline

  • Avoid election or week[end] before
  • Is it desired, and if so is it possible, to have a quiet room?
    • Dedicated quiet room as well as a room for nursing mothers to pump milk?
  • If childcare is onsite, room for them?
  • Depending on program, spaces for impromptu unconferences or BoFs
  • Concierge services
  • Tech needs, and guarantees if they don’t meet them
  • Catering
    • What events need to be catered
    • What does the budget look like if attendee count is much lower or higher than expected
    • What are the costs of particular events (so we can put them in the sponsor prospectus)
    • What are the opportunity costs - are there events where we are willing to forego catering in order to fund awesome things we couldn’t otherwise have
    • What are the options for meeting various dietary needs (food allergies, gluten-free, vegetarian, vegan, kosher, halal…)
    • And labeling the food for allergens or ingredients!

 

Review Responsibilities & Expectations Document

 

Roll Call for Sub-Committees

  • Accessibility - has started brainstorming, will need additional people
  • Assessment (no report)
  • Local Arrangement (no report)
  • Marketing & Web - has started brainstorming, will need additional people
  • Programming - needs people & wrapping brain around openness of changes
  • Sponsorship (no report)
  • Streaming/Recording - needs more members
  • Conference UX - working on brainstorming & needs members
    • Becky has a possible recruitment plan, but needs some vetting before launching into world domination mode.

Homework

  • Chairs meet with Jason & Melody - Melody will send Doodle polls
    • Review sub-committee guiding document
    • Discuss sub-committee members and how many needed by when
    • Discuss possible timelines/deadlines
  • Each Sub-Committee should have a folder in the 2018 Forum Folder
    • Create brainstorming document if needed
    • Start meeting with your group
  • Build your team & let us know if you need help - contact Andromeda to get “official” committee appointment for new people
  • Cody will follow up with Jenny about use of the Slack channel litaforum.slack.com
  • Conference UX/Accessibility brainstorm for post-election impact at the conference

 

Other Business?

More...

Online Doc 27 April 2017 - Kickoff Meeting

by Joanna Kimmitt on Wed, Mar 21, 2018 at 12:18 pm

27 April 2017 - Kickoff Meeting!

27 April 2017 - Kickoff Meeting!

Housekeeping

Welcome!

In attendance: Cody Hanson (@codyh), Andromeda Yelton (@ThatAndromeda), Jason Battles (@jjbattles), Becky Yoose (@yo_bj), Katherine (@katethegreat248), Mark Beatty (@mbeatty), Jenny Levine (@shifted), Ranti Junus (@ranti), Melody Condron (@MTbeekeeper)

Vision

  • Go over conference inspirations -- any questions?
  • Discussion
    • Cody: EDUCAUSE Connect conference model: interactive style. Something we probably can see if it works for LITA Forum as well
    • Budget - we’re going to need to have group decisions on that.
      • The more sponsorship we can attract, the more options we have.
      • Are there things we have previously done that we want to cut in order to do new things? We don’t have to do things the way we have if we don’t want to.
      • Convening the group early = opportunity to have these discussions before contracts are signed
      • There should be some openness about budget lines available for each subcommittee

Committee structure

  • Status of appointments/hopes for each role
  • Questions?
  • Any missing roles or people?
    • We should definitely have a sponsorship committee - Andromeda Yelton will appoint someone

Jenny

Melody/handoff - where we will go from here / timeline & logistics

  • Slack channel?
  • list-serv/email to start
  • Meet monthly in the beginning at least- all sub-committees at first, then split
  • Month one:
    • Read over forum assessment task force info
    • Begin to brainstorm about what changes you would like to see in Forum specific to your sub-committee
    • Talk to possible sub-committee members
    • Get-together at ALA Annual 2017
More...

To work with the LITA Office to plan, organize, and produce an annual event. The purpose of the event is to highlight current and emerging technologies in libraries and to provide a venue for people involved or interested in library technology to discuss issues.

Subscribe to 2018 LITA Forum Planning Committee