Updates

Videography: Dale will know more next week. The class has met and is discussing. The proposal at this point is to have it be part of a class project, not an internship. If it changes to an internship then Dale will work with Emily P. to clear stuff with MCL. If we go with 3 sessions one of them will be Bob's, because it's not being videotaped. Current thought is to have 2 cameras running and to do some blending for production.

Sessions:
Keynote: Loree has been in touch with VF's agent who has passed along information about us. The agent feels that she has what she needs. VF has room reservations at Edgefield. We don't yet know what she's going to talk about, but if she knows about us chances are she'll make it applicable. Loree will find out if VF is staying Thursday and Friday or just Friday night at Edgefield. We can also take her to dinner on Thursday if she's going to be around.

Kthnx & inappropriate sessions: Caleb will give us updates.

Dale's Session: Dale is having deep conversations with the facilitator about it. He is pulling together a ppt.

Gems of Oregon: Have several people who will be on panel. Anne Hiller Clark to talk about Southern Oregon treasures, Beverly from MCL to talk mostly about sheet music and some other MCL collections. Possibly Steve Silver from NWCU, but he has some scheduling conflict so is considering participating. Kim Wilson St. Clair was also recommended as a panelist and Loree has sent her an e-mail, should hear back soon. Should we push out the form for more collections information? Yes--to Libs-OR. Just the form, not the data collected. Emily F. will do this. We need to talk about cleaning up the data.

Lightning Talks: Emily F. and Caleb are doing this. Emily F. hasn't seen information from registrations yet. Caleb will send Emily F. this information.

Third Session? Registration data is same compared to last year. We're on track to have at least 100 attendees. We can also provide extra incentives. Last year we offered L-Net partner libraries 1 travel reimbursement. Caleb asked business office if we could pay for the cost of an on-call person for these libraries for a day and they said maybe, but it might require a lot of administrative work. What about reimbursing a rental car and not mileage? Emily P. will check to see if this is doable. We need to clarify with Caleb also about what we did last year. If we do a third session we should just have it be the law librarians, anything else would be too hard to pull together this late in the game. They seem really flexible, so we can still wait.

Action Items:

• Find out if VF is staying Thursday & Friday or just one night and when. - Loree
• Give updates about Kthnx and inappropriate - Caleb
• Put out call to Libs-OR for Gems session. - Emily F.
• Pass along Lightning Talk info to Emily F. - Caleb
• Follow up on incentives with business office and Caleb - Emily P.

Scholarships

We have had 4 applications and our income will cover those four. We decided to give all 4 scholarships, Emily F. will notify recipients, but not until later because we said we would notify by April 15th, and it's possible that we might have some more people apply.

Action Items:

• Notify scholarship winners April 15th. - Emily F.

A/V & Some Logistics

We've had bids from two contractors, one that MCL has used before, and another that is Edgefield's. Both include having 1 person around all day to staff the a/v stuff. Since the dollar amount is the same we will just go with Edgefield's contractor. Each room is getting a small stage. We will try to get the biggest screen possible for Blackberry, although stage will mean that screen will be a bit smaller.

Signage: MCL has one free standing sign. Does anyone have others? We need signs from the parking lot to our event space. Look into where we might have signs.

Music? We should have music playing during registration. Emily F. volunteered to put together a play list. Will also put call out on FB and Twitter for suggestions.

Hotel rooms They expire on April 7th. We need to announce this. Emily F. will do.

Action Items:

• Look for stand alone sign holder things - Everyone
• Create playlist and request input. - Emily F.
• Announce hotel rooms - Emily F.

The take aways and more Logistics

We want to have a gift for everyone like the books we had last year. What should it be? We will ponder and discuss over e-mail.

The form about the take aways or notes to self should be a separate form. Dale is working on it and will send it along. Loree will send the form along to VF when we have it. We should probably discuss the take aways during the opening remarks. We also might ask people to tweet their ideas when they think of them during the conference to make it more interactive. (what should be our hashtag?) The idea was also floated that the ideas could be shared in the closing remarks, or in a lightning round at the end of the conference.

Were we going to ask attendees to bring their video devices to interview people after the conference so we can make a trailer for next year? The videographers can also help, but some people might have something to bring and participate. Ask for volunteers on FB and Twitter. We can also ask during the opening and closing.

We might consider reserving some space in the bar for after the conference. We can also announce this in the closing remarks. Emily P. will look into this.

Do we want to have a get together on Thursday night? Yes, if people are interested.

How did we do evaluations last year? They will be in the packet.

Packet party a few days before Summit. Let interested people know if they want to come help.

Emily P. will talk to Edgefield about where to put a registration table.

Action Items:

• Ponder gift ideas - Everyone
• Create and share form for take aways - Dale
• Be in touch with VF about take aways idea - Loree
• Get volunteers for video taping at the end for trailer - Emily F.
• Reserve some bar space for after conference - Emily P.
• Registration table logistics - Emily P.