Life and Literature To Do List

Things to accomplish for Life and Literature:

• Is there going to be a registration desk? YES If so, who's going to be manning it? SARAH KIM Are we having name tags? YES, name tags will be printed Nov 11-12. Grace will supply color coded stickers for breakout group assignments on Nov 12.
  • There are lanyards, so we should get name tags of some kind - dukeg1 Aug 25, 2010
  • Audrey to email around compiled list (google doc and website registrations) ASAP. Kris Urie to confirm email request for additional registration details.
• Audrey to email group room details ASAP. MRK will assign the rooms. COMPLETE
• Have we provided transportation & parking information on the L&L website? AUDREY TO PROVIDE TO MARTIN FOR WEBSITE AND GRACE (FOR PACKETS). Audrey will get this information to MRK asap.
• Recording or webcasting of the meeting sessions AUDREY STILL WAITING TO HEAR BACK FROM VENDORS ON COSTS. Costs came in at a minimum of $11,000. Those on the call feel we should not do this. COMPLETE
• AV SUPPORT FOR PLENARY SESSIONS? TWO IT/AV PEOPLE WILL BE THERE TO ASSIST - Audrey will coordinate with Chris and Martin on separate call. AA says that people will be there to assist. There will be 4 mics for the panels and a podium mic; COMPLETE
• MARTIN IS PUTTING TOGETHER SLIDE SHOWS TO HAVE ON SCREEN BETWEEN SESSIONS; WORKING WITH CHRIS. COMPLETE.

• Make sure we announce new BHL members at the conference at some point (Tom or Martin) WILL ANNOUNCE ALL WHO JOINED AFTER ORIGINAL GROUP: CORNELL AND ANSP; ALSO CAL ACADEMY AND USGS (DISCUSSIONS WITH)
• Clarify and finalize roles and necessary speechifying by those in MC roles CONTEXTUALIZATION WOULD BE HELPFUL FOR PANELS -- MAX OF 2 MINUTES
• Each panel coordinator (Connie, Martin, Tom, Marie) should finalize all plans for their panel session
• Final instructions to poster session presenters;
• [COMPLETE] assign BHL staff person to work with poster session presenters.
  • Martin reports that a Field Museum staffer, Erin Sackett-Hermann, will be coordinating the poster session and working with the submitters.
• [COMPLETE]. Poster session abstracts for handout packet
• Clean up the list of attendees so that we know who is in what category (BHL staffers, Speakers, comped registration) AUDREY HANDLING THAT
• Those of us who invited comped registrants, please CONFIRM with those invitees that that are attending; get this information to Audrey so she can update the list (to either confirm name/title/institution or strike them from the list) THOSE NOT ON REGISTRATION LIST ARE ON GOOGLE DOCS LIST; FILES WILL BE MERGED TO GENERATE NAME BADGES; HAS RECEIVED ADDITIONAL EMAILS WITH MORE COMPED FOLKS;
• ARE WE FIRM WITH QUESTIONS FOR BREAK-OUT SESSIONS? CHRIS REVIEWED QUESTIONS. 4TH QUESTION ABOUT GOVERNANCE SEEMS LESS PRODUCTIVE. CHRIS WILL CHANGE TO A QUESTION CONCERNING EDUCATION AND OUTREACH AND WILL WORK WITH MARIE. COMPLETE
• HOW TO FORM BREAK-OUT GROUPS? WILL DO IT RANDOMLY BASED ON AN ALPHABETICAL LIST. CHRIS/MARTIN WILL PRODUCE STICKERS TO PUT ON NAME TAGS TO IDENTIFY GROUPS. STICKERS WILL BE APPLIED ON SUNDAY TO BADGES. COMPLETE

• Communications (Communications Plan Committee is putting together the notes/communication plan here)
• Make sure the wireless password is included everywhere we can put it AUDREY WILL SEND WIRELESS PASSWORD TO GRACE
• Test Flip cameras and make sure they're good to go for attendee interviews, i.e. don't forget batteries & memory cards (Bianca) BIANCA TAKING CARE OF EQUIPMENT NEEDS
• Should we bring an iPad(s) for official conference tweeters, chargers too
• Packet Stuffers (Grace C. working on this) WHAT ABOUT THE DETAILS OF LOGISTICS -- ROOM NUMBERS, ETC. DRAFT SCHEDULE IS SKETCHY. WE NEED A PROGRAM WITH ALL INFO ON IT TO HAND OUT. AUDREY TO SEND ROOM INFO TO GRACE AND BHL STAFF WILL MAKE PROVISIONAL ROOM ASSIGNMENTS
• We need to include Twitter hashtag and link to Pirate Pad site in this WILL USE THE ONE ON THE WEB SITE-- #LIFELIT
• Swag (All swag delivered)

• Organize group dinner sponsors and restaurants; make sure we have the sign-up sheets ready / place to post them (Martin) CHRISTINE IS TAKING CARE OF THIS. NO OFFICIAL, ORGANIZED DINNERS. MARTIN IS WORKING WITH CHRISTINE GIANNONI ON LOGISTICS

• Second-Global-BHL-Planning-Meeting (William Ulate has been updating)

• JRS+African+Meeting (William Ulate has been updating)

• Identify what supplies are needed for the BHL Staff meeting and contact Audrey (Bianca, Martin)
• Talk to Audrey about the space for the BHL Staff meeting - how is the seating going to be set-up? (Bianca, Martin)

• Pat each other on the back; help keep each other positive and sane. It's going to be a great conference!
• Who's bringing the champagne?!