This handbook was last revised in April 2022.

Introduction

This document is intended to serve both as an aide-memoire for the Open Repositories organization and as a guide for each year's conference organizers. We attempt to keep this as up to date as possible, but there may be areas which are inaccurate. If you have questions, please contact the Chair of the Open Repositories Steering Committee.

...

Past CfPs are available elsewhere on this wiki and recent ones should be consulted. Please note that it should be possible to provide the OR POC PC with statistics from the previous year(s) and the number of submissions in each category (paper, poster, 24/7 etc) and the numbers ultimately accepted.

...

Please see Open Repositories Anti-Harassment Protocol.

Appendix D:

...

Visual of Annual Cycle

Appendix E: What to include in the knowledge-base for each conference

Each conference will have different methods for managing documents and data related to a conference. They may use a combination of Google Drive, ConfTool, and other collaboration tools. The ORSC

...

Each conference will have different methods for managing documents and data related to a conference. They may use a combination of Google Drive, ConfTool, and other collaboration tools. The OR SC does not dictate what tools are used in the process of managing a conference; however, the OR SC ORSC does request that certain data and documents are preserved in the Duraspace LYRASIS hosted wiki so that future organizers can refer to these.

The conference website should be submitted to the Internet Archive for web archiving.

The data to be captured includes:

• Number of submissions total and broken down by track
• Number of acceptances total and broken down by track
• Number of registrations
• Timeline of registrations (if possible); breakdown of early vs late registrations
• Number of attendees broken down by country
• Number of attendees from
US
• USA broken down by state
• Number of attendees for the workshops
• Number of reviewers we ask to review / number who actually review
• Number of scholarships and fellowships given by country; names of recipients
• Number of submissions to idea challenge
• Twitter feed

The documents to be captured are:

• Copy of the successful bid;
• Copies of both the proposed budget (from the bid) and the actual post-conference record of expenditure;
• Overall schedule including when the CfP was released, extension dates, closing date, review period, registration opening, registration deadlines, program announced, conference dates;
• Call for proposals;
• Communications related to the registration opening, program announcements, etc.;
• List of proposed keynote speakers and invited keynote speakers;
• Conftool (or other system) email templates;
• Venue information including number and size of rooms and any issues with rooms;
• Number of code of conduct violations and type of issue (no personal information);
• Copy of the full program and schedule;
• Sponsorship prospectus;
• Overview of potential sponsors contacted including successful and negative responses. Ideally the levels of sponsorship selected and amounts received will be shown;
• Report of results from the conference assessment survey; and
• Lessons learned for both the host and program committees.

In addition, the website should be submitted to the Wayback Machine.

Appendix

...

F: Data Policies and Guidelines

Please see the OR Privacy Policy

Appendix

...

G: Statement on Inclusion and Openness

Please see see OR Statement on Inclusion and Openness

Appendix H: Guidance for Session Chairs

Please see Session chair guidelines