(Draft 2015-02-02)
Context
The VIVO Implementation Fest (I-Fest) serves to engage community members who have recently implemented VIVO or are considering to install VIVO. Similar to annual VIVO Conferences and Hackathons, the I-Fest provides a forum to learn, share information and network with peers. The I-Fest is designed to engage new users as well as seasoned users in current topics that are important to the community. I-Fests have been held every year since 2011 and support the growth and development of the community and promotes the value of VIVO.
Objectives
- Form a planning team, identify a lead, identify a facilitator
- Identify dates to hold the I-Fest
- Select a venue, provide travel details, identify local lodging choices and restaurants, identify local travel options and other services and logistics.
- Solicit participation from the community
- Identify timely topics and themes of interest to the community
- Identify facilitators for topics and themes
- Develop a meeting format that is substantive in content and provides an informal atmosphere that is conducive to knowledge sharing, networking, and hands on learning.
- Provide a mechanism for registration and tracking.
- Develop timely communications for prospective attendees and registrants.
Deliverables:
- Make local arrangements and reserve adequate space.
- Identify current topics and I-Fest themes and facilitators.
- Develop a program
- Develop a series of communications to announce the I-Fest, solicit participation from the community and distribute program details.
Suggested schedule:
| Identify core planning team and leader | 2014-12 | |
| Schedule and hold first planning meeting | 2014-12-12 | |
| Hold second planning meeting | 2015-01-16 | |
| Send out announcement of 2015 VIVO I-Fest | 2015-01-21 | |
| Solicit members from the community | 1 week | 2015-01-29 |
Hold third planning meeting |
| 2015-02-03 |
| Develop charter and open for review | 1 week | 2015-02-02 |
Develop action items, assign to team members. | 12 weeks | ongoing |
| Hold fourth planning meeting | 2015-02-17 | |
Accomplish deliverables, preliminary review | 4 weeks | ongoing, content deliverables 2015-02-03 through 2015-02-19 |
Revise deliverables, final review | 1 week | 2015-02-20 - 2015-02-27 |
| Hold final planning meeting | 2015-03-03 |
Members
Melissa Haendel, OHSU - task force lead
Nicole Vasilevsky, OHSU - facilitator
Jon Corson-Rikert, Cornell - member
Don Elsborg, University of Colorado, Boulder - member
Eric Garbin, University of New Mexico - member
Layne Johnson, DuraSpace & VIVO - member
Paul Thompson, Dartmouth - member
Julia Trimmer, Duke - member
Alex Viggio, Symplectic - member
Meeting Times
Listed above in suggested schedule. 3:00-4:00 pm, Eastern.
Toll-Free Access Number:
1.800.977.8002
Participant Code:
553345#
Communication Channels
Distribute proposed charter and solicit participation from community via appropriate mailing list
Announce task force creation and progress on relevant Working Group calls.
Create a page in the VIVO wiki (wiki.duraspace.org), with child pages for agenda, notes, and additional information
Use vivo-2015i-fest at vivoweb.org mailing lists
Agendas and Notes
Solicit agenda items from task force members 3 days before meeting
Prepare agenda and distribute no less than 24 hours before meeting
Use standard meeting agenda and notes format (see VIVO wiki Task Force Agenda Template (click --> here for example).
