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Identify theme(s) of conference with approval by the OR SC.
Work closely with the HOC to ensure information is posted on conference website and submission system is established and open when the CfP is released.
Produce and publish the Call for Proposals (CfP) with approval by the OR SC.
With support from Steering Committee, set timeline for submission, review and notifications
With support from Steering Committee, identify Track Chairs (e.g., Workshops, Developer track, Ideas Challenge, Posters, 24x7, etc.).
Establish guidelines and expectations for each category of submission.
With HOC establish expectations for posters (electronic only? If printed, what size?). There may be constraints on numbers given size of venue.
With support from Steering Committee, recruitment of appropriate reviewers.
Management of review and selection process for all content for the conference.
With HOC determine number of acceptances possible given rooms 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).
Set schedule for the conference.
With approval from the OR SC, identify, communicate with, and manage the keynote speakers. Arrange with the HOC the travel and honorarium.
Management of website for submission, review, and acceptance procedure (in coordination with HOC).
With the Steering Committee Chair and Vice-Chair and Chair of the HoC, plan the opening and closing plenary sessions. Provide a slot at the end of the conference for next year’s HOC.
Feedback to SC for improving the Conference Handbook.
Open Repositories Resources
Wiki and Website
The OR SC maintains a website at http://openrepositories.org/. This website is public facing and contains a current list of SC members as well as announcements relevant to OR conferences such as a CfP, etc. The OR SC may also use this to publish policies or statements that they want to make public.
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whilst it is the host institution's responsibility to make appropriate insurance arrangements, the Steering Committee would be willing to consider requests for additional assistance from this fund in the event that, for example, closure of national airspace resulted in the conference having to be cancelled.
Open Repositories: Past, Present, and Future
The first Open Repositories Conference was held at the University of Sydney in 2006. Since then attendance at the conference has grown steadily as the role repositories play in the landscape of scholarly communication, open source software development, open access, and digital preservation has evolved over the past decade. The conference is known for creating a lively and informal atmosphere where users and developers of open digital repository platforms come together to share formative solutions and best practices.
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(Note: In 2016, the University of Miami ran a crawl across all Open Repository Conference websites in order to keep this information accessible even if the host institution discontinues support for the website. See https://archive-it.org/collections/7741 )
Preparing a Bid
General expectations
To host the conference potential organizations should expect to meet certain general standards.
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Planning a special event that highlights aspects of local history and culture is a part of the OR tradition. From castles to galleries, museums and aquariums OR attendees look forward to an evening out with friends and colleagues while sampling local cuisine and traditions. Events should be as accessible as possible; see the Digital Library Federation's Social Event Checklist for a good guide to ensuring events are welcoming to everyone.
Expression of Interest
The current pattern is that the OR Steering Committee will publish a request for "expressions of interest" (EoI) in the winter two years before the conference is due to take place (so, for example, Winter 2018 for the 2020 summer conference).
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The Steering Committee will consider the experience of the host institution in participating in past OR conferences and in the repository community more broadly, as well as the host institution's experience in organising similar large conferences and events.
Preparing a Detailed Bid
Resources
There is a range of resources available to those who are invited to submit a detailed conference bid. In particular, bidders will be given access to the successful bids submitted in previous years and, where available, financial summaries prepared after each conference showing the actual expenditure. This handbook is also meant to be a resource to help ensure the bid meets the expectations of the OR SC. The OR SC contains a number of individuals who have direct experience of preparing a successful bid for and, subsequently, hosting a past OR conference; they too are a resource that can be called upon if required.
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Generally workshops are held the day prior to the conference start and are a combination of half and full day workshops. Organizers will need to use their local knowledge to decide where, and how many of these workshops can be managed. The total number of delegates attending such workshops will be somewhat lower than that attending the conference proper, and it may not make financial sense to use the main conference venue for them. Whatever venues are made available should have good wifi, projection facilities, and be close to places where attendees can get lunch. Ideally they will be close together and close to the main conference venue.
And if your bid is accepted?
If your bid is successful it will be important that you gather together a Host Organising Committee as soon as possible. In particular, the OR SC will want to know the name of its Chair as soon as possible so that (s)he can immediately become party to the wider planning process.The expectation is that the Chair of the HOC will begin to regularly participate in calls in the first call immediately after the OR that will precede their conference (i.e. if you are hosting the 2020 OR, you will be asked to participate in the regular OR SC calls starting in July 2019). However, the Chairs of upcoming conferences are encouraged to join in the OR SC calls immediately if only to become familiar with the process of hosting. The Chair will also be added to the appropriate email lists, and given access to the wiki and social media sites for publicizing the conference.
The Annual Cycle
(Starting in July or August after the annual OR conference)
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In the month after the conference, the permanent members of the SC should review the membership. Membership is generally kept at 14-16 permanent members with an addition of the Program and Host Committee Chairs rotating on and off each year. The current membership policy can be found at: https://wiki.duraspace.org/display/or11/Membership+Policy+2015.
Appendix A: Open Repositories Code of Conduct
Please see Open Repositories Code of Conduct.
Appendix B: Open Repositories Anti-Harassment Policy
Please see Open Repositories Anti-Harassment Policy.
Appendix C: Open Repositories Anti-Harassment Protocol
Please see Open Repositories Anti-Harassment Protocol.
Appendix D: What to include in the knowledgebase 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 OR SC does not dictate what tools are used in the process of managing a conference; however, the OR SC does request that certain data and documents are preserved in the Duraspace hosted wiki so that future organizers can refer to these.
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In addition, the website should be submitted to the Wayback Machine.
Appendix E: Data Policies and Guidelines
To be added
Appendix F: Statement on Inclusion and Openness
Please see OR Statement on Inclusion and Openness
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