KohaCon10 Plan

KohaCon 2010 Plan

The conference is being organised by Chris Cormack with Russel Garlick and other volunteers performing the operational functions.

This page is a complete work in progress and the purpose of which is to indicate how the conference will be run and give people an idea of what we need help with

Note $ = NZD

To keep things simple, when we talk about $ with regard to KohaCon10 we mean New Zealand Dollars.

To Do List

• Appoint programme development committee
• Find/appoint a social convenor for Sun/Tue-Sat optional/informal events
• Website content - we need:
  • Accommodation - need some deals with lower price/budget accommodation (e.g Backpackers) - There are numerous in Wellington need to get some advice on which ones are the best.
  • Travel from notes for these regions (advice on best way to get to Wellington)
    • USA (out of LAX or SFO)
    • Europe
    • Australia
• Multimedia
  • Confirm projector from Catalyst
  • Source mic (pref radio) and speakers
  • Video recording and encoding of event (approach R2)

Budget

Target is to raise 10k. At a minimum we need 6k.

Minimum would cover

• Venue hire
• Incidentals - printing, name badges

Target would cover

Minimum plus:

• Coffee vendor on site
• Full A/V - Mulitmedia coverage

Things we don't have and would rather not pay for

• Audio equipment - mic, speaker sound desk. (Prefer radio mic)

Programme Outline

Sunday

Informal/pay for yourself get together at curry house or location such as SouthernCross. Need to work in with those doing the road trip from Auckland.

Day time

First day of the conference - Key note etc. Programme subcommittee to advise

== Evening

Social event (pseudo Conference dinner). Along the lines of a traditional Kiwi BBQ at a location TBC (we have a couple lined up but not confirmed). Pay for a cheap meal ($15 range) with cash bar operating)

Day

Conference. Has been talk about incorporating an open session at the end of this day for those new or wanting to find out about Koha.

== Evening

Optional informal get together to be organised by the social convenor.

Day

Conference.

== Evening

Optional informal get together to be organised by the social convener.

Day

Hackfest.

== Evening

Optional informal get together to be organised by the social convener.

Programme Development

This is to be confirmed by this committee but the proposed deadlines are

• mid/end July - deadline for proposals
• end August - confirm programme

We want to give plenty of time for speakers to be able to arrange travel to NZ (if required).

Propose that there is a subcommittee for reviewing papers and applications to present. This committee would review all applications and then provide feedback to Chris/Russel on what papers should be included in the proposal.

The subcommittee would be responsible for

• setting the theme of the conference (if one is desired)
• agreeing on timeframes for paper submission
• a time frame for review of papers
• agreeing on which paper/presenters they would like to see
• suggesting an order.

The operations team will then handle the acutal coordination with the presenters in terms of assigning time slots, sorting out slides, etc.

Conference Logo and Design

This will be covered by Catalyst Graphic Design team

• Logo and Site theme
• Name badges, presentation background etc.
• T-Shirt and other consumables (to be made available via a Cafepress shop - any markup to go towards funding conference and left overs to go to HLT for Koha Organisation)
  • Can I recommend we do some research to find a more affordable site. I'd pay $20 for a t-shirt if I knew 1/2 was going to the conference or the foundation - but as it is CafePress charges something like $20 without any markup :( --nce