Life and Literature Communications Plan

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Life and Literature Communications Plan

This page will serve as the note and development space for the communications plan for the Life and Literature Conference. Committee Members include: Connie Rinaldo, Bianca Crowley, Becky Morin, and Grace Costantino

OfficialNotes
	Description/Info	Official notes of the conference; taken by Grace, Bianca, William, and Gilbert Notes will not be published per se, but provided to Tom and others for their official write-up of conference We do not have to take them in a public place, nor is it a requirement to make them public after conference (though Tom says there is no reason we cannot make them public if we want to) At this point, will probably take official notes on internal wiki unless better suggestion provided 1 official note-taker per session
	Plenary	There will be no official note-taking during the plenary sessions
	Panel	There will be one official note taker for each panel session. See schedule for assigned times for note takers.
	Break-Out	There will be official notes taken during the Break-Out sessions; however, it is the responsibility of the break-out leaders to find the official note taker of their choice. Session leaders will get us some sort of copy of some sort of notes taken at the end of the session for us to put on a wiki page created for break-out session notes. See schedule for each session leader and appointed note taker.
Unofficial Notes
	Description/Info	These notes will complement the official notes taken These notes will be taken by our student volunteers These will be live notes, taken via (probably) pirate pad These notes will be shared with conference attendees at all times, and attendees will be allowed to make comments/edits in real time, as they are being taken The link to the unofficial notes will be provided to attendees on paper insert in folders & on housekeeping slide at beginning of conference 1 unofficial note taker per session
	Plenary	There will be no unofficial notes taken during the plenary sessions
	Panel	There will be one unofficial note taker for each panel session. See schedule for assigned times for note takers.
	Break-Out	There will be no unofficial notes taken during the break-out sessions.
Live Tweeting
	Description	Members of this committee will officially tweet for BHL and Life and Literature during the conference. There will be live tweeting during plenary and panel sessions. NO official live tweeting during break-out. encouraging attendees to tweet with hashtag. See schedule for assigned times for tweeters. William will tweet in Spanish from personal account when he can and we will retweet from life and lit and BHL.Becky & Connie will be the life and lit tweeter. Bianca and Grace will be the BHL tweeters.
Video Interviews
	Description	There will be short video interviews taken by student volunteers during conference break times We will provide 2 students at a time with a flip camera from SIL We will provide students with questions to ask attendees; Bianca will draft approx. 4 questions to give to students. They may also ask their own questions; students are encouraged to mix up which questions they ask each person Interviews will be posted on YouTube and then the blog (will be posted on its own tab on the Life and Lit blog & then linked to in synopsis post on BHL blog) Students will keep log of who they interviewed, at what time, and have interviewee sign paper after interview indicating that they are okay with it being posted on YouTube/Blog Interviews will go up post life and lit
Photography
	Description	There will be 1 official photographer provided by the venue One of our student volunteers will also take pictures (Paul - attend conference & take pictures when has time - no other duties) Bianca will coordinate with student for when to take pictures/how to provide us access to them

Organization of Committee, derived from call on 10/12/2011

The communication areas we need to cover include:

• Live Tweeting at the Meeting
  • Bianca and Grace to coordinate
• Official Note takers
  • Bianca, Grace and Becky will serve as official note takers; Connie will serve as management/coordination of note taking; we need 1 additional note taker (perhaps Gilbert?)
• Break-out Session/"Pirate Pad" type note taking
  • For these less formal note taking duties, we'd like to call on the services of the students from Ed Valauskas graduate class entitled "Scholarly Communication in the Sciences," at the Graduate School of Library and Information Science at Dominican University in River Forest, Ill. There will be three, possibly four, students.
  • For more information on "Pirate Pad" type note taking, see:
    • Pirate pad,
      http://piratepad.net/front-page/
      
      WillYouType With me?
      http://willyou.typewith.me/
      
      Here's more:
      http://www.moreofit.com/similar-to/piratepad.net/Top_10_Sites_Like_Piratepad/
      
      
• Short video interviews
  • Bianca had the idea to do short video interviews with attendees, along the lines of "person on the street" (http://www.youtube.com/dweinberger). We will use SIL's flip cameras for this (2, possibly 3, cameras in total). Most likely, these interviews will be presented as blog posts, but we can discuss presentation methods further.
  • We thought that these interviews could again utilize the services of the graduate students.
    
    
• Picture taking
  • We have been informed that at least 1 of the graduate students is an excellent photographer, so we would like to utilize his/her talents in this respect. Possibly more graduate students could also take pictures. We need to coordinate which cameras will be used.
  • Do we need a L&L Flickr page or should we use the BHL or Facebook?

Grace will coordinate a phone call/skype meeting with Connie, Bianca, and Becky sometime next week, either Wednesday, Oct. 19 or Thursday, Oct. 20th, where we can discuss the details of these elements further.

Agenda: 10/19/2011 Call

• What are the sessions that we need notetakers for, and which sessions must have official notetakers and which can have student/live "unofficial" note taking?
  • Would be helpful to go over the schedule for the meeting and assign note takers to each session
• Develop plan for communicating with students
  • Confirm how many/who is going to be at Life and Literature
  • Confirm which tasks and sessions we'd like to assign to students
  • Figure out what equipment is necessary and who will provide it
  • Confirm who will be the main communication point of contact with the students
  • Develop plan for getting in touch with them and explaining what we want (i.e. do we want to try to do a conference call/Skype call with them?)
  • Develop plan for any training that needs to happen with the students (i.e. training for Pirate Pad or equivalent)
• Pirate Pad-type note taking
  • Confirm which platform we'd like to use
  • Confirm which sessions/events we'd like to use this type of note-taking with
  • Confirm how we'd like to present these notes (will they be on website, formal document, blog, etc.)
• Live Interviews
  • Confirm which questions we'd like to be asked at the live interviews
  • Discuss when we'd like the students? to conduct the interviews
  • Discuss how we'd like to present these interviews (i.e. blog, other?)
• Picture Taking
  • Confirm who and how many people will be taking pictures, what kind of pictures we want, and whose equipment will be used
• Twitter
  • Discuss who will be officially tweeting for Life and Literature, and if we want to encourage students/others to tweet as well, just perhaps not from official account
  • Relationship of BHL and Life and Lit twitter accounts during live tweeting?
• Formal Presentation of Official Notes
  • What sort of formal document will be coming out of the meeting? How will the notes be included in this document? How will the official notes ultimately be presented?
  • Confirm who is in charge of getting all notes together, edited, and presented in whatever official capacity is required
  • Confirm that we know exactly what deliverable is expected from the official notes, who needs to get it, and when it will need to be completed.

Notes, Meeting 1, 10/19/2011

• Official Notes:
  • These will be taken during the Panel Sessions, of which there are four in total, with none overlapping (meaning only 1 panel session occurs at any one time)
  • Each of us (Bianca/Grace/Becky/William) will be assigned 1 of these panel sessions and will be the official notetakers for that session.
  • We still need to decide how/where we will be taking these notes. The popular idea at this time is to take the notes on a wiki. Which wiki will be determined by the expectations of the larger Life and Lit group for the deliverables of this committee. Our understanding is that the notes taken by the official notetakers will not in themselves be published, but will serve as documentation for the official write-up from the conference. We will verify this fact on the next Life and Lit call. If this is the case, and there is no need to provide conference attendees with access to these notes at any point (except as they are summarized/presented in the official publication summarizing the event), then we will take the official notes on this wiki.
  • We will not take official notes during the plenary speaker sessions, nor will we take official notes during the break-out sessions (we need to verify that we do not need official notes during the break-out sessions, but that is the understanding/recommendation of this group).
• Unofficial Notes:
  • These are the notes that will be taken live, via Pirate Pad. These notes will be taken by the volunteer students, and will occur both during panel presentations and break-out sessions. There will be 1 student taking unofficial notes during each session (panel & break-out).
  • We recommend that at the beginning of the conference, during the "housekeeping" portion, attendees be pointed to the Pirate Pad site we will set up for the conference, and we will explain that live notes will be added to that site. They can follow and view the notes at any time. Perhaps we can also include this information as a hand-out in the Life and Lit folders.
  • We will not make an effort to edit/combine these unofficial notes with the official notes that these committee members take. The unofficial notes will be their own entity, which can be accessed by anyone at any point, but not managed beyond coordination of note-taking by this committee.
  • We want the students to both document what is said during these sessions in the live notes, and also express their reactions to it?...
• Break-Out Session Notes:
  • There will be unofficial notes taken via Pirate Pad by students during these sessions, but no official notes. If the break-out leaders want to have official notes, they are responsible for finding an official note taker. Furthermore, it is not our responsibility to provide fodder to these sessions. The leaders will have access to the "live" notes that were taken by the students during the panel presentations that they can use as fodder, and if desired they can display hash tag results for additional fodder, but it is not our responsibility to combine or summarize what was said at any session for use in break-out sessions.
• Plenary Sessions:
  • We will not take official notes during the plenary sessions, nor will we have pirate pad unofficial notes. Plenary speakers will provide documentation (probably ppt) of their presentations, and that is the extent of the documentation for these sessions. However, we will live tweet during these sessions.
• Live Tweeting:
  • During any given session, a member of this committee that is not taking official notes will be live tweeting about the session. Students may also tweet via their own accounts and use the Life and Lit hash tag, but this will be encouraged, not required.
• Short Camera Interviews:
  • At any given time during a coffee break or other break, two students at a time will be given flip cameras to perform live interviews.
• Student Liaison:
  • Bianca will act as the official liaison between students and this committee. Before our next call, she will contact them to give an initial introduction and get contact information for students that will be attending.

Questions for Life and Literature Committee

• How will the official notes that are taken ultimately be used/presented? Who are we taking them for and for what exact purpose?Do we need to provide larger access to the official notes to the general public, or will they simply be used as fodder for those writing up official reports on the conference?
  • Correct. These notes are fodder, but they can be made public later. However, we can simply take them on the internal wiki.
• Our recommendation: Unofficial Notes (taken on Pirate Pad) and tweets taken by students will be their own entity and this group will not edit or combine those notes with the official notes. We will explain to the students where to take the notes and what to take notes on, but that will be the extent of our involvement in these notes.
  • Correct, we do not need to combine the notes.
• Question: Will unofficial notes (on pirate pad) be locked so that only our unofficial note takers can take notes, or will they be open so that conference attendees can add their comments live or at a later date to the notes?
  • They will not be locked. They will be open to people at all times to make notes. We will include an insert in the folders with the link and provide link on intro slides at meeting.
• It is our understanding/recommendation that there are no "official" notes during the break-out sessions. Students will take notes via pirate pad during break-out sessions, but we will not take official notes. Furthermore, we will not combine or summarize any content from panel presentations for use by break-out session leaders at the time of the break-out session. Session leaders are responsible for providing this content themselves. Additionally, if they want a notetaker beyond the unofficial pirate pad notes, they must arrange that themselves. Also, we will not do any notetaking during plenary sessions; only live tweeting.
  • Incorrect. There will be official and unofficial notes taken during the panel and break-out sessions. We will assign people to the official notes for panel sessions, but we need to contact the break-out session leaders and tell them they need to assign an official notetaker. We then can get in touch with them and tell them where to take notes. We do not need to provide fodder for the break-out sessions, however, as the leaders will be responsible for this.
  • There will be video during the plenary and panel sessions.
  • Tom wants formal write-up from students after conference.

Call 10/27 Action Items:

Bianca to create Pirate Pad link by 11/2 and send to Grace
Grace to contact break-out session leaders about note takers - DONE
Grace to create Pirate Pad cheat-sheet
Connie and Becky to work out official tweeting schedule for life and literature account