Digital Repositories Annual Meeting Planning Document
Having an annual meeting for institutional repository, digital library, and scholarly communication practitioners and community in the CSU is an excellent way for us to share workflows, processes, and research topics. Prior to 2020, the meeting planning has been done on an ad hoc basis – which is not sustainable. With this documentation, we are providing structure for future digital repositories meetings. The meeting should happen during the summer, and may (or may not) coincide with other CSU-wide meetings.
Presentations at the annual meeting should be on topics related to digital repositories. Some examples of topics are: rights management, digitization workflows, metadata guidelines, areas for collaboration, scholarly communication topics, and authors rights.
Planning committee:
Digital Repository Steering Committee Chair
DAWG Chair
IRWG Chair
Representative from the Scholarly Communication Committee
Chancellor’s Office representative
Chair of the Local Planning Committee for the Host Campus
1. Call for a host campus.
The host campus coordinates the meeting spaces, scheduling the catering, providing local logistical information, and making arrangements for streaming/recording the meeting. The host campus will be in a different location each year.
The call for a host campus should happen in September/October in the year prior to the meeting. If more than one campus is interested in hosting the meeting, the repository project managers will vote on the location.
2. Call for presentations/proposals.
Once the host campus has been selected, the meeting planning committee should put out a call for presentations. It is up to the planning committee to structure the meeting, with a variety of speakers. While most of the presentations will come from within the CSU, outside speakers/presenters can be nominated. The call for proposals should occur in late December/early January. The planning committee will rank the proposals and send out acceptance notices by March.
3. Finalize the Agenda.
When all of the speakers have been notified, the agenda can be finalized. Organizers need to remember to set aside time for the Working Groups to meet, for networking, and for breaks. While having social activities outside of the meeting are great opportunities for community building, they are not required. For those planning social activities, please consider options that are welcoming for all types of people.
4. Host the Meeting.
The meeting should take place in June or July. The host campus may need to charge a nominal fee to cover catering and room rental.
Call for a host campus | September/October |
|---|---|
Announce host campus/”Save the date” for the meeting | November |
Call for presentations/proposal for speakers | December/January |
With COLD: request funding for the meeting | January |
Committee reviews proposals/ranks presentations | February |
Send out acceptance notices to speakers | March |
Finalize agenda | April |
Announce meeting date/open the registration process | May |
Meeting takes place | June/July |
Survey participants | August |