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Daily meals and refreshment breaks
Two-three evening events (on other evenings delegates make their own arrangements) - see https://www.diglib.org/dlf-events/dlf-social-event-checklist/ for a useful set of guidelines on social events
Ideas Challenge Reception (often underwritten by a sponsor)
Poster reception
Banquet dinner
Travel, accommodation costs, and a small honorarium (usually about $1000) for keynote speakers
Conference venue rental and associated costs (if not provided for by the host)
Facilities rental and setup (AV equipment etc)
Website costs (if not provided for by the host)
Proposal submission site (ConfTool, for example) costs
Event recording/streaming costs
Conference 'swag' including printed programmes, badges etc
Transportation costs (if applicable, perhaps to/from banquet)
Insurance costs (if applicable)
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Because the costs for the conference dinner and other venues for social events often figure substantially into the registration costs, these should be selected and budgeted for well prior to the opening of registration. We recommend that the HOC use https://www.diglib.org/dlf-events/dlf-social-event-checklist/ as a set of guidelines for social events; in particular pay close attention to accessibility, a range of food options, and availability of non-alcoholic drinks at all events.
February
Select Workshops - Program Committee with Host Organizing Committee
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The common language of OR is English; however, English may not be the native language of many OR participants. Further, cultural norms around what may be considered obscene and offensive communication will vary among OR attendees. Delegates are asked to please be mindful of the international character of Open Repositories, and to use respectful and clear language free of slang to facilitate communication.
Participants asked to stop any harassing behavior are expected to comply immediately.
If a participant engages in harassing behavior, event organizers and Steering Committee representatives (or their designees) may take any action they deem appropriate, including warning the offender, expulsion from the OR conference, contacting local authorities as needed, or contacting a representative from the offender’s institution.
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The protocol is based on the Code4Lib Code of Conduct.
License
This document is licensed under Creative Commons BY-SA.
Appendix D: What to include in the knowledgebase for each conference
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In addition, the website should be submitted to the Wayback Machine.
Appendix E: Data Policies and Guidelines
Appendices and Links to Related Content
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