March 12, 2009 Minutes

Minutes for OVR summit planning committee
March 12, 2009, 10-11:30 am

Present: Sherry Buchanan, Kari Hauge, Mary Kontiny (phone conference), Emily Papagni, Caleb Tucker-Raymond

Talk Table progress: In good shape for all of them. Presenters will be told to plan on attending all day, esp. the afternoon breakout session.

Sherry: Tech panel (“from Avatar to video”?) has 2 for-sures, and 3 more possibles. Karen Monroe, screencaster, Robin Ashford, 2nd Life. Michael Baird (moved to Lightning Talks?) and Anna Johnson, screencasters. Nicholas Schiller

To Do: Sherry will finalize contacts and plan to introduce the session. Presenters will be asked to not focus on academic (since there will be so many pub lbns.)

Emily: Schools panel (“who are they?....working with students”) Sara Ryan is drafting questions. Lee Catalano from MCL School Corps, Susan Stone from PPS project, Stephanie Thomas, School Lbn.

To Do: Still looking for actual student. (KH here: should we ask Lnetters to keep an eye out for a good kid as they do ref?)

Kari and Mary: Lightning Talks. Mary has recruited 2 with a few more in her mind. Kari has not recruited, but 3 people have contacted her. Queries: do we need a release from them? We’ll podcast only, shall we just offer them the option to opt out (on the day)? Kari and Mary will probably both have to facilitate.

To Do: Caleb will put on reg form. Kari and Mary will keep group posted, ask for recruiting help if necessary.

Caleb: Marketing/Buy-in. Caleb has Anhiwa Ferrari from the Washington State Library and Allie Flannary from Portland Community College

To Do: approach someone in Corvallis for the third person.

General Sessions To do:

Send Caleb a name and description by Fri 3/13: he will get the program registration info up ASAP.
Send the contracts and offer $100 per speaker.

Keynote: Eva Miller, first Answerland coordinator and FOC, on topic to be determined by her and Caleb. Try to tie in with talk tables (who is our audience, human-based tech, “VR, what is it good for.”)

McMenamin’s:

Tech facilities: still not sure what they provide

ToDo: Kari will verify that each room has audio set up and ask the following questions: Do we want to rent their infocus? Bring our own? Is there someone there to set up for us? Do they have someone to recommend for videocasting? Can we record audio from their system? Would it be better to arrange for someone (Mary Bush?) to do podcasting off to the side? Last year it took 6 months, want quicker turnaround. Do they have a photocopy machine we can use?

Menu: Due by April 8. (Numbers by May…) Decided on Breakfast/am break (breakfast breads, bagels and cream cheese, fruit basket, coffee/tea), pm break (cookies and brownies, h20, juice), lunch (deli buffet, if possible to have pizza buffet too, have half and half.)

To Do: Kari will cost out the various breakfast options, check on the pizza (must not be served in boxes, must be hot), if it costs more to have 2 buffets, what would work best for around 80 people.

Schedule (thanks to Sherry for her great outlining skills!):
9 am     Welcome
9:15     Keynote
10:15   am Break
10:30   Lightning talks I
11:00   Sessions 1 and 2 (Schools and Marketing)
12:15   Lunch
1:30     Lighting talks II
2:00     Social networking panel
3:15     pm Break
3:30     Breakout discussion with various panels and speakers
4:15     Wrap Up

Next steps:
Meet next month to finalize all the above.
Put together packets a few weeks in advance.
Emily to track down 100 badges.
Give McMenamins final headcount (May?)

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