November 21, 2014


We have a budget of...$1450



Robert H. Blackburn Room, room 4036

4th floor of Robarts Library

University of Toronto

130 St George St, Toronto, ON M5S 1A5

  • Take the P5 elevator or the escalators to the 4th floor
  • Go through the set of doors labelled "Centre for Teaching Support and Innovation" and "Reference and Research Services" in front of the down escalators
  • The Blackburn room is just inside and slightly to the right.



UofT Media Production will record the event at no cost and encode the video for webcast (to be hosted on UofT media server). PPT will be synced to the webcasts and shown in the webcast interface. A URL for the webcast will be provided that can be embedded in a web page or distributed by email.

 Presenters have to sign this: MediaProduction_Consent_R2.pdf


Option 1: Pegasus - $1448.66 (with tax)

Option 2: Sammy’s Student Exchange : (416) 978 - 3325 - http://www.sammysstudentexchange.com/#!menu-2/cdoh - estimated to be $2029 before tax...

Option 3: Presidential Gourmet - $1570 (with tax).


Kelli will set up accounts for outside-UofTers: http://www.utorauth.utoronto.ca/?page=sponsor_utorid



A day packed with practical workshops on various digital curation tools.

Unknown User (saraa), Laurie Morrison, Jenny Jing, Stephen Marks and Kelli Babcock have come up with possible station ideas and community experts to approach about leading workshops (see below). PLEASE ADD TO THIS LIST IF YOU HAVE IDEAS FOR A TOPIC/LOCAL COMMUNITY CONTACT/EXPERT.





9:30 – 10:00

Practical Implementation of Digital Preservation Policies

Steve Marks

Nick Ruest


10:00 – 10:45

Digitization Work Flows + Digitization Services in Ontario

Sara Allain


10:45 – 11:00




11:00 – 11:30

Linked Data in Digital Curation

Jenny Jing


11:30 – 12:00

Digital curation tools 

Gabriela Mircea


12:00 – 1:00




1:00 – 2:00


Jeremy Heill


2:00 – 3:15


Nick Ruest

Kirsta Stapelfeldt


3:15 – 3:30




3:30 – 4:30


Kelli Babcock

Leslie Barnes

Rachelann Pisani


Meeting/Event Planning Form


Event Details





Meeting / Event Name

OCUL Digital Curation Community Summit at the University of Toronto




Planning Committee

Jenny, Sara, Kelli, Nick, Steve, Laurie




Date(s) - Times

November 21, 2014 - 9:30-4:30






UofT Robarts Library

Blackburn Room

130 St George St, Toronto, ON M5S 1A5






Number of Attendees

 Registration for 60 spots (not including speakers) - tell people to bring laptops




Speaker/Special Guests

 See What?




Description (50-100 words)




AV Requirements

  • Extra laptops
  • Speakers/computer audio - an in-ceiling speaker system
  • Projector & Screen - two HD1080 digital video projectors with motorized screens
  • Podium & Microphone for presenters - a wired lectern microphone
  • Extension lead
  • Internet (wired or wireless)
  • Wireless access for attendees - Kelli Babcock to create wireless accounts for external UofT registrants
  • Technician required





Catering Required

Morning coffee

Morning pastries/muffins


pm coffee refresh

pm snack break

Kelli Babcock looking into:





Room setup

  • Lecture Seating
  • Break/Lunch Banquet table
  • Registration Table




Preferred/Required Caterer





Registration method and process

Deadline: register by Friday, October 31st

Eligibility: OCUL member





Promotion and Announcement

Unknown User (saraa) to lead with Anika - has to be advertised as OCUL and UofT event because we're getting free UofT space.

  • OCUL website
  • Special Event website
  • Listservs







Planning Process Considerations


Before the meeting

  • Secure the room before finalizing/publicizing the date
  • Look for on campus or non-cost rooms whenever possible
  • Look for meeting spaces near public transit or close to where attendees will be staying.
  • How will the event be publicized? What OCUL channels are appropriate for publicity?
  • Coordinate registration process at least 1 month in advance of event, if not longer.
  • Provide attendees location maps including directions and nearby parking in advance.
  • Ask attendees if there are any accommodations required re: presentation materials, food, transportation and accessibility




Accessibility:  Are there any barriers to access? (Stairs, long walks, manual doors, non-accessible washrooms)

Size:         Is the room large enough to hold a group, their belongings, and their work needs (laptops/notes)?

Set Up:   What style of room set up will you need?

Are tables/chairs/podiums an extra cost?

AV:           Does the room offer wireless? Are there any deadzones

Are you required to use in-house AV equipment/technicians

Food        (If applicable): Can food be brought into the room?


Do you have a space reserved for the food, is there easy access for the caterers?

Cost          (if applicable): Are there extra costs for meetings running longer than an hour?

Is there a non-profit rate?

Are there added fees (Landmark fees)?

Are you required to use designated caterers or suppliers?

Is there cancellation period or fee?

Location:  Is the location easy to access on public transit?

Is the room location easy to find? If not do you have adequate signage?



  • Does your venue require a specific caterer?
  • Is there a cancellation period or cancellation fee?
  • Can you amend your order (what is the end date? Is there a fee?)
  • Are small wares (tablecloths, glasses, plates etc.) included in the cost?
  • Is tax additional?
  • Is there an additional cost for service staff?
  • Is there a delivery fee?
  • Is there a package option vs. individual platters/items option?


Post Meeting

  • Provide feedback survey to attendees
  • Produce report, summary, outcomes list where required


2014.08.20 Skype Call

  • Pick a day: November 7, 14 or 21
    • November 21st - 9:30-4:30
    • Kelli Babcock booked Media Production at UofT to record the event (no cost)
  • Confirm room capacity - 60 people max
    • How will people register? free + Unknown User (saraa) to set up online registration page (Google Forms or UTSC's registration thing)
  • Pick a name for event - OCUL Digital Curation Community Summit at UofT
    • How to promote/who to promote to - Unknown User (saraa) and Anika will coordinate promoting the event
    • Note: using UofT rooms = have to promote as both OCUL and UofT event.
  • Assign next steps
    • Contacting speakers
    • Catering (Kelli Babcock will look into)
    • Go through meeting/event planning form above

Summit Feedback

Feedback compiled: OCUL Digital Curation Summit 2014 - Feedback - Google Forms copy.pdf

Survey: https://docs.google.com/forms/d/1UKuQ1usFPDxTz-RAfRHaTdC1uF116E93J2YrFEcwkrk/edit#



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