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- Given the short time frame until the event, work together to address all the planning needs without over-burdening any single person -- especially not our hosts.
- Identify a facilitator to call meetings and be the point person for local arrangements -- Nicole Vasilevsky
- Update the VIVO wiki page(s) to reflect any changes to transportation/hotel/restaurant information
- Confirm that appropriate rooms, networking, any refreshments, A/V, etc. will be in place
- Transfer registrations from SurveyMonkey and update the registration spreadsheet nightly; send acknowledgement emails; prepare nametags
- Confirm that the 4 themes (ontology, integration, visualization, and end-to-end) have facilitators, descriptions, and a time frame/room assignment
- Delegate further organization of presentations/instruction and ideas of hands-on topics to each facilitator with instructions on how and when to report back
- Coordinate the opening plenary to provide suitable opening welcome and orientation
- Coordinate a closing event for the end of Tuesday
- Collect suggestions for working meetings scheduled for Wednesday and identify facilitators
- Develop and distribute timely communications for prospective attendees and registrants
- Arrange for photos to be taken at the event; set up a Google Docs area for interactive multi-participant note taking; determine how these notes, photos, and other outcomes can be made available to people who could not attend
- Develop an event evaluation survey and circulate during the I-Fest
Deliverables
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Wiki documentation suitable for attendees leading up to the event and showing notes, photos, and outcomes afterwards
A successful I-Fest, documented via an attendee evaluation survey
- Lots of ideas about how to continue a higher level of community engagement
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2015-03-03 Final planning meeting
Suggested schedule
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| Completed: | ||
| Identify core planning team; hold first meeting | 2014-12-12 | |
| Second planning meeting | 2015-01-16 | |
| Blog post, wiki page, and registration survey posted | 2015-01-16 - 2015-02-02 | |
| Solicit members from the community | 1 week | 2015-01-29 |
Third planning meeting |
| 2015-02-03 |
| Develop charter and open for review | 1 week | 2015-02-02 |
Fourth planning meeting -- confirm schedule, review attendee count, confirm logistics |
| 2015-02-17 |
| Hold fourth planning meeting | ||
| Final planning meeting | 2015-03-03 |
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