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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 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.
Oversight of scholarships 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, program activities, etc. (e.g., SPARC, COAR, CNI, IASSIST).
Selection of new SC members;
Election of OR SC Chair, Vice-Chair, and other officers.
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).
Management of membership and charge of standing subcommittees including the Finance, Scholarship, and Code of Conduct subcommittees.
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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.
Subscription to, and maintenance Maintenance of submissions website (ConfTool).
Use of the OR Twitter account to communicate about the conference (see https://twitter.com/OR2018MT for example) and to respond to questions and issues.
Use of the Open Repositories Facebook account to communicate about the conference and respond to questions and issues.
Provision of visa letters to attendees as needed.
Arrangement of travel for scholarship recipient if needed. Travel costs will be reimbursed by OR via CLIR.
Arrangement of travel and payment of honorarium for the keynote speakers.
Management of relationship with conference organizers (if used), venue staff, and others key to the logistics of the conference.
Work with the Program Committee on 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.
Development of a sponsorship prospectus.
Identification and engagement of sponsors in financial support of the conference in collaboration with the OR SC as needed.
Planning and coordination of meal services throughout conference.
Protocol for managing Code of Conduct violations in collaboration with the Code of Conduct subcommittee of the OR SC.
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.
Post-conference feedback to the OR SC and Conference Knowledge Base (attendance statistics, financial report).
Submission of the conference Web site to the Internet Archive’s crawls, for long-term access to its contents.
Feedback to SC for improving and evolving the Conference Handbook.
Return of any profits to OR reserve fund as soon as feasible after the conference.
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