Versions Compared

Old Version 71

changes.mady.by.user Sarah Shreeves

Saved on

compared with

New Version 72

changes.mady.by.user Sarah Shreeves

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...

Open Repositories Resources

Wiki and Website

The OR SC ORSC maintains a website at http://openrepositories.org/. This website is public facing and contains a current list of SC ORSC members as well as announcements relevant to OR conferences such as a CfP, etc. The OR SC ORSC may also use this to publish policies or statements that they want to make public. This website and domain is supported by CLIR; we pay a nominal amount for technical hosting.

In addition, since 2021, CLIR has provided the conference website (such as https://or2021.openrepositories.org/) using WordPress as the content management system; the OR HOC is given access to this website to manage and maintain.

The ORSC The OR SC also maintains a wiki, hosted by DuraSpaceLYRASIS (for free at this time), at https://wiki.duraspacelyrasis.org/display/or11/OR+Steering+Committee+Home. The wiki has some public information, but in the main is used by the OR SC ORSC and associated Program and Host Chairs as a knowledge-base for base for tracking OR SC ORSC meeting minutes, internal conference planning, distribution lists, etc. While conference planning may take place using other tools such as In the past few years, the ORSC has made heavy use of Google Drive for active collaboration on documents related to the conference. We are still in the process of determining how best to manage this content, but in general, while conference planning may take place on Google Drive, all material that is important for documenting a conference should be moved to the wiki when possible. The list of items that should be transferred is in Appendix D.

Conference Program Management Tool

The OR SC ORSC maintains a license for ConfTool as of 2018 in order to have consistency across conferences and to ensure data is transferred between instances as allowable.

Communication Channels

The OR SC maintains a listserv that is used for regular communication amidst SC members. The OR SC also uses a Slack channel for communications.

The ORSC is responsible for the initial set of ConfTool and transfer of data; the OR PC then is given control of the site. The Program Chairs should be prepared to dedicate some time to familiarizing themselves with ConfTool and its functions. The OR HOC may choose to license a tool such as Sched in order to provide an online and mobile program for attendees.

Communication Channels

The ORSC maintains a listserv that is used for regular communication amidst ORSC members (listserv hosting is managed by CLIR). The ORSC also uses a Slack channel for communications. 

For communication with the OR community we have a Google Group and a spreadsheet of mailing lists to share announcements with as well as social media channels.

Social Media

As of August 2018, there is one twitter Twitter account (https://twitter.com/OpenRepos) that is passed from each Host Organizing Committee OR HOC and OR PC to the next, and can also be used by the Steering Committee ORSC to communicate as needed. The Steering Committee ORSC also maintains a Facebook site (https://www.facebook.com/ORConference/) that is also used by the Host Organizing CommitteeOR HOC and OR PC.

OR

...

Repositories

The ORSC maintains a repository in Zenodo at: https://zenodo.org/communities/openrepos. In addition, there is a YouTube channel where recordings from the conference are kept.

OR Reserve Fund

If there are excess funds at the

...

If there are excess funds at the end of an OR conference, those funds are transferred into a reserve fund that is held by the Council on Library and Information Resources ( CLIR). The fund itself is monitored and managed by the OR Finance Subcommittee. The reserve fund is generally not used to fund or support a host organization except under extraordinary circumstances, but is generally used to fund expenses such as:

  • the provision of fellowships to assist the attendance of individuals (usually from the developing world) who
    • would
  • would not otherwise be able to attend and whose circumstances deserve special attention;
  • administrative costs such as web site hosting and domain management;
  • the provision of prizes or gifts as part of the conference proceedings; and/or
  • assistance in the case of extraordinary circumstances.

Whilst it is the host institution's responsibility to make appropriate insurance arrangements, the Steering Committee ORSC would be willing to consider requests for additional assistance from this fund in the event that, for example, closure of national airspace or a pandemic resulted in the conference having to be cancelledcanceled.

Open Repositories: Past, Present, and Future

The first Open Repositories Conference was held at the University of Sydney in 2006. Since then attendance at the conference has grown steadily as the role repositories play in the landscape of scholarly communication, open source software development, open access, and digital preservation has evolved over the past decade. The conference is known for creating a lively and informal atmosphere where users and developers of open digital repository platforms come together to share formative solutions and best practices.

The inaugural 2006 Open Repositories Conference consisted of a Forum entitled "The Well-integrated Repository" and a Symposium called "Managing Openness". Since then conference programs have featured main conference presentations and panel discussions, poster sessions with an accompanying minute madness session and 24/7 fast-paced presentations. Workshops and meetings are often scheduled around main conference sessions. Tracks focused on specific platforms such as DSpace, Fedora, ePrints, Invenio, and Samvera, are now integrated within the main conference sessions. A developer track - coming out of the one time Developer Challenge - is focused on more technical challenges and solutions. The Ideas Challenge - an evolution of the Developer Challenge - has become a favorite among is an opportunity for conference-goers who are invited to compete to come up with solutions for current repository issues. Social events and informal get-togethers surrounding the conference provide opportunities for new and old colleagues to collaborate on advancing repository community development efforts.

Past Conferences

Sydney, Australia, 2006

In 2020, the global COVID-19 pandemic resulted in the planned conference in Stellenbosch, South Africa, being transformed into a fully online virtual conference. A variety of workshops, panels and presentations were delivered online via video conferencing and webinar platforms. Posters were published as pdf or short slide decks on a webpage which allowed viewers to leave comments and questions, as well as being presented in a scheduled poster session. The 2021 conference was also conducted as a fully virtual conference, with parallel sessions bridging over global time-zones. It added a virtual social platform for networking, sponsor presentations and informal discussion.

Past Conferences

Sydney, Australia, 2006San Antonio, 2007

San Antonio, 2007

...

...

Edinburgh, 2012

...

...

Hamburg, 2019

Online, 2020 (Stellenbosch was postponed because of COVID-19)

  • Conference website: : https://web.archive.org/web/20220901000000*/https://or2020.sun.ac.za/conference-programme/
  • Conference theme: Open for All
  • Twitter feed: @OpenRepo2020 #openrepos2020
  • Program Chairs: Iryna Kuchma, EIFL, Leila Sterman, Montana State University, Lazarus Matizirofa, University of Pretoria, Dr Daisy Selematsela, University of South Africa
  • Attendance: 976  
  • Number of presentations: 3 workshops, 16 presentations, 2 panels (13 presentations), 4 developer track presentations, 21 virtual posters and a virtual poster session, a year long Idea Challenge

(Note: In 2016,  the University of Miami ran a crawl across all Open Repository Conference websites in order to keep this information accessible even if the host institution discontinues support for the website. See https://archive-it.org/collections/7741 )

Preparing a Bid

General expectations

To host the conference potential organizations should expect to meet certain general standards.

Access to high speed wireless Internet is required to enable communications and aspects of the program. OR conference goers are hyper-connected to the Internet and use multiple devices. Many will need Internet connections to present, some have ongoing coding responsibilities during the conference, still others need to track correspondence while attending the conference, and live demonstrations remain an integral part of conference proceedings. In 2012 more than 4,000 tweets spread news of conference-happenings to those around the world who could not attend.

Online, 2021 (Because of COVID-19)

(Note: In 2016,  the University of Miami ran a crawl across all Open Repository Conference websites in order to keep this information accessible even if the host institution discontinues support for the website. See https://archive-it.org/collections/7741 )

Preparing a Bid

Fiscal Responsibility

It is not the intention that hosting OR should be a financial burden on the organizing institution. Theirs should be a contribution in kind - providing staff time, and associated facilities, to organize and manage the event; the conference fees and sponsorship income should cover all other expenditures. That said, the ORSC recognizes that many organizations may have to put significant funds towards reserving a venue, for example, well prior to recouping the costs. The bidder should be cognizant that they will be bearing the financial risk of putting these funds forward and potentially of bearing a loss if the conference does not meet targets of sponsorship and registration. Please note that it is part of the host’s agreement with the ORSC that any such surplus be passed back to the OR reserve fund for the benefit of future events; It is not the intention that this fund be used to subsidize an unprofitable conference unless extraordinary circumstances can be cited. If providing the surplus back to OR is not possible due to organizational circumstances, we request that we are notified of that in the bid. 

Ultimately, since there is no legal OR organization, the hosts are putting on a conference and using the OR branding. It follows that the hosts must take fiscal responsibility for any contracts that they enter into during the course of conference organization and must ensure that they are covered by any appropriate insurances (including liability insurance).

General expectations

To host the conference potential organizations should expect to meet certain general standards.

  1. Accommodations: Providing access and information for a range of types of accommodations is expected. Depending on whether the main conference will be held on a campus or at a hotel conference center there are often blocks of rooms available at a discounted price (though hosts should be careful about committing to large room blocks given the prevalence of AirBnB and other similar alternatives). Because OR is held in summer months some host organizations have made low-cost dormitory accommodations available to attendees. These considerations along with access to local listings for other types of accommodations for those traveling with family members are appreciated. Organizers should try to ensure that negotiated hotel rates extend from the Saturday before the conference to the Saturday after inclusive due to the number of international attendees and follow-on meetings.
  2. Meals: Providing some combination of meals (lunch), snacks and receptions during the conference as part of the cost of registration is an OR tradition. Meals present key networking opportunities and attendees look forward to connecting with new and old colleagues while enjoying local food specialties. Some OR participants are on limited travel budgets so in-house food and beverages help to make it possible for them to attend. Some hosts have chosen to require payment for attendance at the conference dinner; this will depend on costs and venues. We expect meals and snacks to meet a range of dietary needs (vegetarian, vegan, and gluten-free) and that there will be non-alcoholic options at receptions.

...

  1. See https://www.diglib.org/dlf-events/dlf

...

  1. -social-event-checklist/ for an excellent checklist.

  2. Accessibility: The venue should be accessible. Providing

...

Providing access and information for a range of types of accommodations is expected. Depending on the whether the main conference will be held on a campus or at a hotel conference center there are often blocks of rooms available at a discounted price. Because OR is held in summer months some host organizations have made low-cost dormitory accommodations available to attendees. These considerations along with access to local listings for other types of accommodations for those traveling with family members are appreciated.

...

  1. information about accessibility of the venue is expected. Please see https://www.sigaccess.

...

  1. org/welcome-to-sigaccess/resources/accessible-conference-guide/ for a useful guide on preparing for an accessible conference.

  2. Internet access and technology: Access to high speed wireless Internet is required to enable communications and aspects of the program. OR conference goers are hyper-connected to the Internet and use multiple devices. Many will need Internet connections to present, some have ongoing work responsibilities during the conference, and live demonstrations remain an integral part of conference proceedings.

  3. Recording and live streaming:

Providing access and information about local transportation options is expected. While OR attendees make their own travel plans, guidance and "insider" information is helpful particularly for those traveling from one remote location to another.

Return flights to/from European destinations are generally much cheaper if the stay includes a Saturday night (transatlantic eg $1200 instead of $3000).  Organizers should try to ensure that negotiated hotel rates extend from the Saturday before the conference to the Saturday after inclusive.

  1. Planning for some amount of recording or live streaming of conference sessions is preferred. Because there are eager potential OR attendees who would like to have access to conference content even if they cannot attend, planning to make the conference as accessible as possible for as many people as possible is a key concern.

...



  2. Local transportation: Providing access and information about local transportation options is expected. While OR attendees make their own travel plans, guidance and "insider" information is helpful particularly for those traveling from one remote location to another.

  3. Code of Conduct: The host should expect to work

...

  1. with the OR Subcommittee on the Code of Conduct and Anti-Harassment Policy to respond and manage any reported issues or questions concerning the Code of Conduct and the Anti-Harassment Policy. Please see Appendices A and B for the policies, and Appendix C for the protocol.

  2. Conference dinner/event: Planning a special event - generally a conference dinner - that highlights aspects of local history and culture is a part of the OR tradition. From castles to galleries, museums and aquariums OR attendees look forward to an evening out with friends and colleagues while sampling local cuisine and traditions. Events should be as accessible as possible; again see the Digital Library Federation's Social Event Checklist for a good guide to ensuring events are welcoming to everyone.

  3. Sponsorship: The ORSC does expect that the Host will solicit sponsors to help underwrite the cost of the conference.

Expression of Interest

The current pattern is that the OR Steering Committee ORSC will publish a request for " expressions of interest " (EoI) two years before the conference is due to take place (so, for example, Winter 2018 for the 2020 summer conference).

The EoI itself should be fairly brief (1-2 pages, or email length), and must include:

...

  1.     the name of the institution (or institutions in the case of a joint bid)

...

  1.   an email address as a first point of contact

...

  1.     the proposed location for the conference venue with a brief paragraph describing the local amenities that would be available to

...

  1. attendees, including its proximity to a reasonably well-served airport.

We have provided a template here for the EoI: OpenRepositories Bid EoI template (Google Document that may be downloaded as a word document).

After the closing date the OR Steering Committee ORSC will examine the EoIs and invite one or more institutions to submit a detailed bid.  The The choice of which EoIs are followed up will be influenced by a number of factors, including:

    Where in the world?
  • Location and Proposed Venue:

In recent years the conference has tended to alternate between a location in Europe and a location in North America as these are the areas from which the vast majority of conference

...

attendees come. However, in 2017 OR was held in Brisbane, Australia, and

...

in 2023 it is planned to hold OR in Stellenbosch, South Africa. The ORSC remains interested in a diversity of locations for the conference. Please refer to our Statement on Openness and Inclusion: http://www.openrepositories.org/2018/02/27/open-repositories-statement-on-inclusion-and-openness/

...

  • Likely cost to delegates

...

(also Appendix G).

  • Travel Logistics

...

  • and Amenities

The ORSC will make some assessment of the proposed location in terms of proximity to a reasonably well-served airport and in terms of the likely amenities available to

...

attendees in the area of the conference venue.

...

The EoI should contain a brief paragraph outlining the benefits of the proposed venue in these terms.

  • Host
    • organisation
  • Organization’s Experience

The

...

ORSC will consider the experience of the host institution in participating in past OR conferences and in the repository community more broadly, as well as the host institution's experience in

...

organizing similar large conferences and events.

  • Likely Cost to Attendees

For many OR attendees the cost of attending a conference is significant - especially where transcontinental air travel is involved.  The ORSC must consider the proposed location of a conference in terms of both travel costs and likely accommodation costs (although this latter would become clearer when a detailed bid is submitted).

Preparing a Detailed Bid

Resources

There is a range of resources available to those who are invited to submit a detailed conference bid.  In particular, bidders will be given access to the successful bids submitted in previous years and, where available, financial summaries prepared after each conference showing the actual expenditure. This handbook is also meant to be a resource to help ensure the bid meets the expectations of the OR SC. The OR SC contains a number of individuals who have direct experience of preparing a successful bid for and, subsequently, hosting a past OR conference; they too are a resource that can be called upon if required.

Fiscal Responsibility

It is not the intention that hosting OR  should be a financial burden on the organising institution. Theirs should be a contribution in kind - providing staff time, and associated facilities, to organise and manage the event; the conference fees and sponsorship income should cover all other expenditure. That said, the OR SC recognizes that many organizations may have to put significant funds towards reserving a venue, for example, well prior to recouping the costs. The bidder should be cognizant that they will be bearing the financial risk of putting these funds forward and potentially of bearing a loss if the conference does not meet targets of sponsorship and registration. All but one OR conference (PEI) have had a surplus at the end of the conference. Please note that it is part of the host’s agreement with the OR SC that any such surplus be passed back to the OR reserve fund for the benefit of future events; It is not the intention that this fund be used to subsidise an unprofitable conference unless extraordinary circumstances can be cited. If providing the surplus back to OR is not possible due to organizational circumstances, we request that we are notified of that in the bid. 

...