minutes - 01 08 2010

L-Net Summit Planning Team Notes by Emily Ford, 1/8/10

Key Note:
• Yay! Vanessa Fox said yes!
• Loree will continue the conversation with Vanessa’s agent.
• Things for Loree to remember:
o County cannot pay a fixed amount for travel. It must be a reimbursement.
o Stress that we hope VF can stay all day for the conference.
o Try to get a sense of what VF will talk about.
* Did Caleb have an idea? Loree will follow up with him to find out.
o Remember to mention the videotaping of the talk and conference.
o Reiterate that we hope she will help at the final plenary with “what I’m going to do on Monday.”

Tasks Assigned:
• Loree continues contact work to get price and date confirmation.
• Emily P. sends Loree contract documents as soon as a price is nailed down.

Location:
• Edgefield is looking like our top priority because it could work with more than two breakout sessions. Plus the grounds are nice.
• We should also consider asking to block some rooms at Edgefield for people who are traveling distances to attend. Packages that include rooms might mean we get a break on food charges, etc.

Tasks Assigned:
• Emily P. will talk to Edgefield about availability for May 7th or 14th.
• Emily P. will find out about morning and afternoon snacks.

PR/Communications
• We need the Twitter and FB accounts set up. Possibility to also set up something like a FriendFeed account that can push announcements to both.
• Wonder if we might use the logo Caleb developed from last year.
• An announcement should be pushed out to various listservs for a save the date as soon as we have it. (list of contacts in previous meeting’s minutes)
o Need to find out about the list of library directors in Oregon.
• Nothing has been put together on the trailer yet. Dale is still working on it.

Tasks Assigned:
• Emily F. sets up accounts and drafts info then sends login info to others.
• Emily F. Find out about the logo from last year.
• Emily F. pushes out save the date announcement to appropriate listservs when we have the date nailed down.
• Emily F. Follows up with Caleb about Library Directors e-mail list.

Video discussion
• Dale had some questions:
o Do we need to have 2 or 3 cameras?
o Were there secondary cameras in the audience in addition to lapel microphones the panelists wore?
• We could have 2 people per camera. That would mean 6 students.
• What was the charge for media last time?
• Room and travel can be reimbursed for students.
• The professor was going to mention the project in class, but it’s difficult because it will be happening next term. It is possible that they can throw it out as a capstone project idea and see if anyone is interested.
• We could also set it up as an internship. The details of this would have to be worked out with the professor. We also have more control of it this way. Dale would be supervisor for this.
• Emily P. will check about rules for internships through MCL.
• What about students in Portland? It was decided that we don’t have good contacts at schools with these programs so Dale should proceed.
• The idea was floated that we could re-hire the PDX community media guy last year in addition to students.
• Students can produce a trailer for the Summit ’11 by compiling exit interviews as part of their work. We can also ask for volunteers to do this with their flip video devices and smartphones to get more video!
• We can also ask a student to pull together a trailer for this year’s Summit so Dale doesn’t have to do it.

Tasks Assigned:
• Emily P. will check with Caleb about how much last year cost.
• Emily P. Checks about rules on interns at MCL.
• Dale will follow up with professor on idea for trailer for this year’s Summit.
• Dale follows through with professor on internship idea and capstone idea and reports back to us.

Speakers
• We need to ask for everything from them at once. This includes: contract if paid or travel money is involved, bios, video release forms, and registration. Also could include session descriptions, if there is one from a speaker.
• Video release form cannot be on registration. MCL requires that it be an original signature.

Current Proposed Schedule
9:00 Welcome
9:15-10:30 KThnx or Keynote
10:30-10:45 Break
10:45-11:30 Sessions
11:30-11:45 Break
11:45-12:15 Lightning Talks
12:15-1:30 Lunch
1:30-2:00 Lightning Talks
2:00-2:15 Break
2:15-3:00 Session
3:00-3:15 Break
3:15-4:30 KThnx Or Keynote and Wrapup.

• We still haven’t decided if Keynote or KThnx should be AM or PM.
• We want to identify topics and then solicit speakers for those topics.
• Print Resources and Google Books & WorldCat and Legal Resources will all be lightning Talks.
• We could solicit people via e-mail to L-Net list for the Google Books & WorldCat and Print Resources lightning talks.
• 4 sessions:
o Collective Strength of Oregon Libraries. (We need a sexier name.)
* This could be a panel of people talking about their particular library’s strength. Also could include Caleb presenting (with pizzazz) about policies and best practices. Maybe we could even find someone who could create a field guide in a digital format.
o Intentional Reference
* Dale will do this. There is more information here I might have missed.
o Creating an Online Identity and User Experience

* Emily F. Said she’d be a contact for this session.
o Inappropriate
* This is Dale’s to facilitate. He will ask Connie Anderson if she will help.
* Dale should solicit examples of what people think is inappropriate via the L-Net list prior to this session to use as examples during discussion.

Tasks Assigned:
• Everyone think of people to solicit to be on panels and present.
• Emily P. asks Caleb if he wants to facilitate/present about policies in the Collective Strength session.