Context
The VIVO Implementation Fest (I-Fest) serves to engage community members who have recently implemented VIVO or are considering to install VIVO. Similar to annual VIVO Conferences and Hackathons, the I-Fest provides a forum to learn, share information and network with peers. The I-Fest is designed to engage new users as well as seasoned users in current topics that are important to the community. I-Fests have been held every year since 2011 and support the growth and development of the community and promotes the value of VIVO.
Objectives
- Form a planning team, identify a lead, identify a facilitator
- Identify dates to hold the I-Fest
- Select a venue, provide travel details, identify local lodging choices and restaurants, identify local travel options and other services and logistics.
- Solicit participation from the community
- Identify timely topics and themes of interest to the community
- Identify facilitators for topics and themes
- Develop a meeting format that is substantive in content and provides an informal atmosphere that is conducive to knowledge sharing, networking, and hands on learning.
- Provide a mechanism for registration and tracking.
- Develop timely communications for prospective attendees and registrants.
Deliverables:
- Make local arrangements and reserve adequate space.
- Identify current topics and I-Fest themes and facilitators.
- Develop a program
- Develop a series of communications to announce the I-Fest, solicit participation from the community and distribute program details.
Suggested schedule:
Identify core planning team and leader | 2014-12 | |
Schedule and hold first planning meeting | 2014-12-12 | |
Hold second planning meeting | 2015-01-16 | |
Send out announcement of 2015 VIVO I-Fest | 2015-01-21 | |
Solicit members from the community | 1 week | 2015-01-29 |
Hold third planning meeting |
| 2015-02-03 |
Develop charter and open for review | 1 week | 2015-02-02 |
Develop action items, assign to team members. | 12 weeks | ongoing |
Hold fourth planning meeting | 2015-02-17 | |
Accomplish deliverables, preliminary review | 4 weeks | ongoing, content deliverables 2015-02-03 through 2015-02-19 |
Revise deliverables, final review | 1 week | 2015-02-20 - 2015-02-27 |
Hold final planning meeting | 2015-03-03 |
Members
Name and Affiliation - task force lead
Name and Affiliation - facilitator
Name and Affiliation - member
Name and Affiliation - member
others to be solicited from the VIVO Community
Meeting Times
TBD
Communication Channels
Distribute proposed charter and solicit participation from community via appropriate mailing list
Announce task force creation and progress on relevant Working Group calls.
Create a page in the VIVO wiki (wiki.duraspace.org), with child pages for agenda, notes, and additional information
Agendas and Notes
Solicit agenda items from task force members 3 days before meeting
Prepare agenda and distribute no less than 24 hours before meeting
Use standard meeting agenda and notes format (see VIVO wiki Task Force Agenda Template (click --> here for example).