Forum Planning Committee – December 2019 Report

The group met 2-3 times this quarter.

Recent Activities

First Activity
11/4/19 Meeting (Entire Forum Planning Committee):
* Finalized Theme
* Discussed Planning Timeline
* Discussed general ideas for Forum
* Discussed using the 2020 Forum Slack Channel for ideas for invited keynote speakers ideas/leads (Please note, there's a possibility, we will open up both the opening and closing keynote speakers as an option in the forthcoming call for proposals, due to few leads generated from the committee)
Meets LITA’s strategic goals for Member Engagement, Organizational Stability and Sustainability

Second Activity
12/4/19 Web/PR Subcommittee (via email)
* Worked on language for the 'Save the Date' Communication about 2020 Forum
*Requested Forum site access for Web/PR Subcommittee members
Meets LITA’s strategic goals for Member Engagement

Third Activity
12/6/19 Sponsorship Subcommittee, 12-1pm Central
* Finalized prospectus for potential sponsors:
* Developed a list of potential sponsors to reach out to
* Discussed a communications plan for reaching up and following up with sponsors
Meets LITA’s strategic goals for Organizational Stability and Sustainability

Fourth Activity
12/10/19 Programming Subcommittee, 12-1pm Central
* Reviewed LITA Forum Assessment Task Force Report from 2017 for Track ideas that could also be of interest to ALCTS/LLAMA
*Discussed Proposed Tracks
*Discussed Theme and Additional Ideas to tie to Call for Proposal Language
Meets LITA’s strategic goals for Education and Professional Development, Member Engagement

Fifth Activity
Scheduled SubCommittee Meetings for January and February:
* Web/PR Subcommittee – Jan 15, 1-2pm Central
*UX/Sustainability Subcommittee -Feb 5, 2-3 Central
*Accessibility/Streaming Subcommittee – Feb 12, 1-2 Central
Meets LITA’s strategic goals for Organizational Stability and Sustainability

What will your group be working on for the next three months?
*Reaching out to potential sponsors (Forum Planning – Sponsorship subcommittee)
*Work on Call for Proposals (Forum Planning – Programming subcommittee) (incl. sessions, possibly keynotes, preconferences) and opening it up sometimes in January
*Confirming Opening and Closing Keynote Speakers and preconferences
*Call for local Baltimore LITA/ALCTS/LLAMA members to join new local arrangements subcommittee

Is there anything LITA could have provided during this time that would have helped your group with its work?
N/A — Am grateful and appreciative of Jenny's and Chrishelle's support, feedback and patience. Makes the experience of planning Forum so much easier!

Please provide suggestions for future education topics, initiatives, publications, resources, or other activities that could be developed based on your group’s work.
*Would like to connect with Carli Spina on providing a webinar for accepted speakers on 'Making their Presentations/Talks Accessible'. Depending on sponsorship response, hoping it will enable support for this webinar to be free and compensating Carli for the time and effort.
*Would like to develop a free pre-recorded 'Git for Presenters' talk as a value-added talk for LITA/ALCTS/LLAMA members and accepted speakers. Depending on sponsorship response, hoping it will support the costs of getting previous LITA eLearning Git instructors to do this to allow it to be free to members/speakers.
*Would like to ask current D&I chair for a partnership to provide Allyship training at Forum (2 Forum Planning committee members attended the train the trainer session, and I believe 1 D&I committee member)
*Would also like to partner with D&I and ask for permission to use Drupal's diversity speaker webinar by developing a pre-recorded webinar and adapting to Forum during the call for proposals period. I attended the train-the-trainers session for this, as well. I can spearhead this effort w/o any additional cost…just need to ask permission first. Example of Drupal Diversity speaker content:

Additional comments or concerns:
I have suggestions for documenting a generic timeline for the next Joint-Forum (in whatever form that may be) based on lessons learned this year. There needs to be a partnership with this year's Appointment Committee to ensure next Forum Planning Committee has a leadership team consisting of leaders from each Forum Planning subgroup, as well as an overall chair, but I feel at this point, I'm delicately balancing not losing any additional members to ask current members so late in the term. So, I'm managing the best I can. Would like to work with Evviva and Appointments Committee on identifying a Chair-Elect for next joint-Forum Planning committee term to groom/prepare.

Submitted by Berika Williams on 12/18/2019