November 13, 2008 Minutes

Oregon Virtual Reference Summit, 2009: Planning Team
First meeting, Th November 13, 10 am – noon., MCL Central 2M

Agenda:
• Discuss Group Ground Rules
• Brainstorm/seet goals for 2009 summit
• Discuss Evaluations from 2008 summit, briefly
• Set future meeting schedule
• Write down all the other ideas we think of.

Actions:
• Caleb will send out survey inviting program topics, OR vision, proposals

• Next meeting agenda:
o Discuss survey results
o Assign roles
o Think about locations/speakers: discuss.
o Sherry investigate PCC/PSU location?

Decisions
Meeting schedule
• once a month (more as we get closer): location PDX, 2nd Th, 10-noon
• Next meeting 12/11, Emily taking minutes, Caleb will try to find a place for teleconference, otherwise Mary will drive up again

Ground Rules cribbed from last year:
• Be nice, respect each other
• Come to meetings (on time)
• Go to summit
• Keep minutes, rotate

Goals
• Summit should be valuable: “glad I went.” “sorry I missed it.”
• Northwest VR interests
• Expand and improve Lnet community
• Converse, meet, share
• Inspiring
• EVERYONE COMES!
• Make it easy to get there
• Not all the same programs/stuff
• Affordable
• Fun
• Big exciting national level speaker
• Well-rounded program

To Do:
Decide roles:
• Site contact/video/catering: worked well having one person in charge of this
• Programming: worked well having a group
• Nitty Gritty details: packet creation, grant work, registration/signup, obtaining releases/checklist for legal stuff
Decide activities (see Discussions):
• Do we want a theme?
• Podcasting vs video? (cheaper)
Decide site and date(see Discussions)

Discussions:

Budget: last year was 10,000
• Video 3,000: expensive because kept original tapes, editing, 2 people filming, DVDs
• Keynote, w/travel - $2,000 - $3,000, other speakers - $100
• Food/space: $1,500(and well worth it)
Activities:
• Engage users, Millennials, invite Lnetters, talk about how they use technology
• Demo session: live lnet
• Close Lnet for the day? Have room for Lnet staff to do their sessions during the day?
• Transportation: ride share board
• Reception after, at the summit location (reduce attrition, keep the momentum)
• A vision for VR in OR: facilitated working session? Submit a proposal to State LBN? Include state lbn? Locate good facilitator? Or, get reps from each library prior to Summit, have them present vision at Summit.
• Have fun sessions
o play w/ new/old tech
o Jing and other video software, screen casting
o Google, videochat
o Sessions that promote movement, better health: yoga, dance…
o Apples and oranges
o Talk tables
o Some sort of all-day game: “secret sis”, scavenger hunt
Format:
• Keynote plus sessions?
• “unconference”: attendees decided what they want to do once they get there (can librarians do that?)
• Make it bigger: include OH and other western VR staff (apparently OR is the only place doing a summit.) Contact folks from Renaissance Conference VR track. VRD.org?
• Vendors? KH wants swag! Someone from the VR sites, like IPL, tutor.com: Sherry knows some possibilities
• Sponsorships?
Keynote speaker:
• Stephen Abrams
• One of Caleb’s european contacts
• Aaron Schmidt from North Plains (until recently)
• Joe Janes
Site:
• Criteria depend on programs (duh)
• Tech? wi-fi? If not available, let attendees know upfront
• Silver falls had no tech, but nice site
• Chemeketa, feed back would like us to return, but we have a duty to rotate
• Portland: most feedback preferred this