2025 Virtual Member Forum planning team meeting (February 3, 2025)

Date

Feb 3, 2025

Participants

@Jessica Crouch
@Bailey-Grace Harrell
@Joanne Archer
@Ben Bradley
@Alston Cobourn
@Aikaterini Dimitriadou-Shuster
@Emma.Heck
@Jacky Johnson
@Christine Liebson - Notetaker
@Jaime Margalotti
@Melissa Nerino

Goals

Review 2024 Survey Results in person
Figure out next steps

Discussion topics

Time	Item	Presenter	Notes

Time	Item	Presenter	Notes
5 minutes	Welcome	Everyone	Icebreaker: Would you rather be able to fly, breathe underwater, or walk through walls? Any questions on Google drive documentation?
3 minutes	Review 2024 Survey Results Summary https://docs.google.com/spreadsheets/d/1sHEGPHQ0bmo2UbZTrBAqdZporgMlr5gTKX-ipKFSm00/edit?gid=0#gid=0	Christine Liebson	What changes (if any) would we like to implement? Be mindful of various experience levels for our audience Suggest more technical presentations receive guidance to make content accessible, all speakers provide brief organizational context (i.e., size of institution, hosted/non-hosted, etc.), or shared resources/google drive, and or schedule later in a session How do we make more folks respond to the survey for 2025? Push in chat throughout (present the link) / in breaks Note that some people only attend some sessions Jessica/Bailey-Grace: Possibly update survey to include questions for attendees who might only be attending one or two sessions Automatic/manual email to attendees, “thank you for attending…” in a timely manner after session ends. Jessica and Bailey Grace willing to investigate options within Zoom as well, they author/maintain the survey (survey monkey). Welcome to provide suggestions, incentives from ArchivesSpace might possible
15 minutes	New Proposal Review	Everyone	Do we have any proposals yet to review? Not to date. How to communicate as proposals come in?/Should we designate a point person for checking daily and reporting to the group? Emma H. will be point, respond to presenters within 2 days, with 5 approvals being sufficient Presenter Navigators: Review the 2024 Presenter Communication documents (particularly the Proposal Response Template) to be prepared to start discussions with presenters as soon as they are accepted! See action items below
10 minutes	Additional Documentation Work	Aikaterini Dimitriadou-Shuster / Alston Cobourn /Jacky Johnson / Emma Heck	Need the 2025 Registration Announcement by 2/17.
10 minutes	Discuss Timeline & Next Steps	Christine Liebson/Missy Nerino	Everyone check Action Items at the bottom! Next meeting is February 17!

Action items

Communications Authors to review survey questions from last year, present initial ideas at next meeting, but we can also take into account we can shape this as topics/presenters come in

@Bailey-Grace Harrell Can look into adding questions for individuals who might only be attending one or two sessions

@Emma Heck willing to check daily proposals coming in, inform group, tally and communicate approvals to Presenter Navigators

Create the Confluence Page for the February 17 meeting. @Melissa Nerino @Christine Liebson

Second call for Proposals for February 10. @Bailey-Grace Harrell

Draft the Registration Announcement by February 17 (next meeting) submit to Bailey Grace . @Aikaterini Dimitriadou-Shuster @Alston Cobourn @Jacky Johnson@Emma.Heck

Edit the VMF Proposal Response by February 7, @Ben Bradley @Joanne Archer /Presenter Navigators will do asynchronously.

ArchivesSpace