When?
November 21, 2014
$
We have a budget of...$1450
Where?
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.
Webcast
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
Catering
Option 1: Pegasus
- Final numbers needed by Thursday, November 13th
- Special diets - let them know a) type of dietary restriction and b) preferred sandwich type (cost per special diet = $2 per sandwich; $3.50 per fruit cup)
- Quote: CONTRACT-UofT-FriNov21st-UofTLibraries.xls
- Menu: Menu-UofT-FriNov21st-UofTLibraries.docx
Option 2: Sammy’s Student Exchange : (416) 978 - 3325 - http://www.sammysstudentexchange.com/#!menu-2/cdoh - estimated to be $2029 before tax...
- Kelli Babcock reserved the UTL 4th floor Blackburn room and electronic classroom for November 21
- Blackburn room:
- Room info: http://support.icicle.utoronto.ca/labdocs/doku.php
- Room specs: http://support.icicle.utoronto.ca/labdocs/doku.php?id=blackburn:roomfacilities
- Capacity: 60 persons seated around tables
- Can have catering in this room!
- Electronic classroom:
- Room specs: http://onesearch.library.utoronto.ca/electronic-classroom
- Capacity: 40 computers w/ spillover room for 20 people
- No food/drink
What?
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.
Topic | Who to Ask? | Confirmed? |
---|---|---|
Practical Implementation of Digital Preservation Policies - morning lecture (9:30-10:00) | Nick Ruest, re: York preservation policies | Confirmed |
Digitization Work Flows + Digitization Services in Ontario - morning lecture (10:00 - 10:45) | Sara Allain, UTSC Loren Fantin, OurDigitalWorld? | Sara confirmed, will ask Loren |
Break (10:45-11:00) | ||
Linked Data in Digital Curation - morning lecture (11:00-11:30) | Jenny Jing | Confirmed |
Digital forensics/FRED - morning lecture (11:30-12:00) | Karen Suurtaam, UTARMS Tys Klumpenhower, UTARMS | Confirmed with Tys
|
Lunch (12:00-1:30) | ||
Archivematica - afternoon workshop (1:30 - 2:30) | Jeremy Heill, Queens | Confirmed |
Islandora - afternoon workshop (2:30 - 3:30) | Nick Ruest, York Kirsta Stapelfeldt, UTSC | |
Omeka - afternoon workshop (3:30 - 4:30) | Leslie Barnes, UofT Kelli Babcock, UofT (integrating with Islandora) | Confirmed |
Meeting/Event Planning Form
Event Details | Notes | Budget | Cost | Booked |
Meeting / Event Name | OCUL Digital Curation Community Summit at the University of Toronto | $1450 |
| |
Planning Committee | Jenny, Sara, Kelli, Nick, Steve, Laurie | N/A | N/A | |
Date(s) - Times | November 21, 2014 - 9:30-4:30
| N/A | N/A | |
Location | UofT Robarts Library Blackburn Room 130 St George St, Toronto, ON M5S 1A5 http://support.icicle.utoronto.ca/labdocs/doku.php?id=blackburn:roomfacilities | N/A | N/A | |
Number of Attendees | Registration for 60 spots (not including speakers) - tell people to bring laptops | N/A | N/A | |
Speaker/Special Guests | See What? |
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Description (50-100 words) |
| N/A | N/A |
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AV Requirements |
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Catering Required | Morning coffee Morning pastries/muffins Lunch pm coffee refresh pm snack break Kelli Babcock looking into:
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Room setup |
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Preferred/Required Caterer | Required |
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Registration method and process |
Deadline: register by Friday, October 31st Eligibility: OCUL member
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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.
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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
Venue
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?
Catering
- 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)
- 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