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Responsibilities of the Steering, Program, and Host Committees

See Conference specific responsibilities of the Steering

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, Host, and Program Committees for a table noting which group has a primary, secondary, consultative, or approval role for various responsibilities.

Open Repositories Steering Committee (ORSC) responsibilities

The current Steering Committee list members can be found at: http://www.openrepositories.org/steering-committee/

Non-conference specific responsibilities:

• Recruitment and selection of host organizations and institutions via the Expression of Interest (EoI) and bidding process.

• Recruitment and selection of Program Committee Chair(s).

• Setting of policies and guiding documents that apply across OR conferences such as the Code of Conduct.

• Approval of the theme, Call for Proposals (CfP), and overall structure of the conference as put forward by the Program Committee Chair(s).

• Oversight and management of the
Open Repositories
• OR Code of Conduct and Anti-Harassment Policy.
• Conducting monthly meetings via conference calls.

• Setting and meeting timeline for conference activities. (See the Annual Cycle).

Subscription to submissions website (ConfTool) and management of personal data within
• Oversight of reserve funds.
• Management of the
conference website (in process).
• OR website (provided by the Council on Library and Information Resources (CLIR) and wiki (provided by LYRASIS).

• Oversight of reserve funds.

• Oversight of fellowships selection and awards. Coordinate with the Host Organizing Committee for travel arrangements for the full fellowship.

• Support for solicitations for fund-raising / sponsorship to previous & new donors in conjunction with Host Organising Committee.

• Identification and maintenance of links with allied / affiliated groups for cross-promotional
mktg
• marketing, program activities, etc. (e.g., SPARC, COAR, CNI, IASSIST).
• Election of new
SC
• ORSC members according to the membership policy.
• Election of
OR SC
• ORSC Chair, Vice-Chair, and other officers (if any).

• Communication about the conference, including the CfP, EoI, registration calls, etc.

Maintenance of Conference Handbook and Knowledge Base (i.e. the OR Steering Committee wiki)
• Maintenance of Conference Handbook and the ORSC wiki.
• Management of membership and charge of standing subcommittees including the Finance,
Scholarship
• Fellowship, and Code of Conduct subcommittees.

Host Organization Committee (HOC) and Chair(s) responsibilities

Conference-specific responsibilities:

• Recruitment and selection of host organizations and institutions via the Expression of Interest (EoI) and bidding process.
• Decision to cancel a conference.
• Decision to transition a physical conference to a virtual conference.
• Recruitment and selection of OR PC Chairs.
• Approval of the theme, CfP, and overall structure of the conference as put forward by the OR PC Chairs.
• Approving meeting timeline for conference activities. (See the Annual Cycle).
• Subscription to submissions website (ConfTool) and management of personal data within.
• Oversight of fellowships selection and awards. Coordinate with the OR HOC for travel arrangements for the full fellowship.
• Support for solicitations for fund-raising / sponsorship to previous & new donors in conjunction with the OR HOC.
• Communication about the conference, including the CfP, EoI, registration calls, etc.

Open Repositories Host Organization Committee (OR HOC) and Chairs responsibilities

The OR HOC and chairs are generally selected by the hosting institutions. If there is a transition from a physical to a virtual conference, the hosting of the conference may shift to a subgroup of the ORSC in conjunction with a program committee in recognition of obligations an OR HOC may have to a future physical conferenceThe Host Organization Committee and chair(s) is generally selected by the hosting institutions.

• Selection of conference venues and accommodations.
• Establishment and monitoring of budget for the conference.
• Engagement of a professional conference organizer if desired.
• Management of conference registration and fee collection.
• Maintenance of conference website and mobile program app or interface.
(Please note, that this is under discussion to transfer to central set up at CLIR, though maintenance would continue to be the Host responsibility).Maintenance of submissions website (ConfTool)
• Note that a WordPress site for the conference website will be provided to the OR HOC.
• Use of the OR Twitter account to communicate about the conference (see https://twitter.com/
OR2018MT for example
• openrepos) and to respond to questions and issues.
• Use of the
Open Repositories
• OR Facebook account to communicate about the conference and respond to questions and issues.
• Provision of visa letters to attendees as needed (depending on location, this can be an intensive process).
• Arrangement of travel for fellowship recipients. The
OR SC
• ORSC maintains funds that can be used for this purpose; however, we cannot easily make the travel arrangements and prefer the OR HOC to do so. We can reimburse the Host Organization, or the costs can be taken out of the surplus.
• Arrangement of travel and payment of honorarium (generally a minimum of $1000 USD) for the keynote speakers.
• Management of relationship with conference organizers (if used), venue staff, and others key to the logistics of the conference.
• Work closely with the Program
Chair(s)
• Chairs and Committee on a holistic plan for overall program, flow, and logistics.
• Promotion of the conference via social media.
• Organize and coordinate any A/V needs for presentations, event recording, live streaming, and other related services, including virtual conference services (if done in conjunction with the physical conference).
• Development of a sponsorship prospectus.
• Identification and engagement of sponsors in financial support of the conference in collaboration with the
OR SC
• ORSC as needed.
• Planning and coordination of meal services throughout the conference. We expect that meals and drinks will meet a wide range of dietary needs and that beverages will include non-alcoholic options. We suggest that the OR HOC collect dietary needs of participants at registration.
• Protocol for managing Code of Conduct violations in collaboration with the
OR SC
• ORSC and Code of Conduct sub-committee.
• Management of issues regarding logistics (A/V, wifi, food, venue, etc.) that come up during the conference itself.
• Administration of a survey assessing success of the conference using a standard tool in use by
the OR SC
• the ORSC at the end of the conference.
• Post-conference feedback to the
OR SC
• ORSC and Conference Knowledge
Base
• -base (attendance statistics, financial report)
.

• Submission of the conference Web site to the Internet Archive’s crawls, for long-term access to its contents. (Please note, this may change given the potential shift to CLIR).

Feedback to SC
• Feedback to ORSC for improving and evolving the Conference Handbook.
• Return of any surplus to OR reserve fund as soon as feasible after the conference.

Open Repositories Program Committee (OR PC) and

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Chairs responsibilities

The Program Committee OR PC Chairs are appointed by the OR SCORSC. The Chairs populate the Program Committee OR PC with members. Some members may be responsible for a specific track (posters, 24x7, developers, etc.). The Program Chair(s) generally shape the theme and Call for Proposals first, and then appoint a Program Committee. The Chairs have ultimate responsibility for determining the program for ORChairs and the OR PC have ultimate responsibility for determining the program for OR.

Note: If a conference is forced to transition from a physical conference to a virtual one, the OR PC generally remains in place and is responsible for establishing the program in the virtual space. Many of the responsibilities outlined below remain the same.

• Identify theme(s) of conference with approval by
the OR SC.
• the ORSC.
• In coordination with the ORSC and the OR HOC, determine whether there will be a virtual component of the conference. (This is ultimately the decision of the ORSC.)
• Work closely with the OR HOC to ensure information is posted on the conference website
and
• .
• Work closely with the ORSC to ensure that the submission system
is established
• (generally ConfTool) is set up and open when the CfP is released
.Produce and publish the Call for Proposals (CfP) with approval by the OR SC
• .
• With approval from ORSC and support from
Steering Committee and
• the OR HOC, set timeline for submission, review and notifications
• With support from
Steering Committee
• the ORSC and the OR HOC, identify Track Chairs (e.g., Workshops, Developer track, Ideas Challenge, Posters, 24x7, etc.).
• Establish guidelines and expectations for each category of submission.
• Produce and publish the CfP with approval by the ORSC.
• Participate in management of social media (Twitter and Facebook) and communications about the conference alongside the OR HOC and ORSC.
• With the OR HOC establish expectations for posters (electronic only? If printed, what size?). There may be constraints on numbers given the size of venue.
• With support from
Steering Committee, recruitment of
• the ORSC, recruit appropriate reviewers.
• Management of review and selection process for all content for the conference.
• With the OR HOC determine the number of acceptances possible given rooms and slots available.
• Once reviewing and review is complete, alert proposers of the status of their submissions.
• Identify workshops to be offered early in the process so that they can be included in the registration process (which typically opens before the program is set).
• Communicate workshop venue, participants limits, fees, timing to the OR HOC so that they can clearly post that information on the conference website.
• Set schedule for the conference and session themes.
• With approval from the
OR SC
• ORSC, identify, communicate with, and manage the keynote speakers. Arrange with the OR HOC the travel and honorarium.
• Management of the website for submission, review, and acceptance procedure (in coordination with OR HOC).
• With the
Steering Committee
• ORSC Chair and Vice-Chair and
Chair
• Chairs of the
HoC
• OR HOC, plan the opening and closing plenary sessions. Provide a slot at the end of the conference for next year’s OR HOC representative.
• Feedback to
SC
• ORSC for improving the Conference Handbook.

Open Repositories Resources

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