Meeting October 10, 2020, 22:00 UTC

Facilitator: Jenna
Notes: Matthew
Present: André, April, Jenna, Lauren, Lilith, Matthew, Milo, Ziba (I think we’re missing someone?)

Icebreaker: free chit chat on mundane topics

Timeline & to do check-ins

• merch
  • Pay someone for us or put the logo up on a website?
  • Jenna thought we’d go to our favourite button maker or similar
  • People feel they want stuff but don’t have the energy to make anything right now
  • Was this a fundraising idea or just people wanting cool stuff?
  • Fulfilment? How do you order? Who do you order from? International shipping?
  • Save it for the November debrief?
• web presence
  • Do we want something other than the wiki?
  • Is this technology’s job or outreach and promotion’s job?
  • We’re already using the wiki for previous zlucs, so it makes sense to leave it there
  • Only a few weeks until event, so is it worth our effort to create a new thing?
• publish schedule
  • Is anyone an expert in putting tables into WordPress?
• feedback survey
  • Does anyone want to work on adapting or cloning the form?
  • When do we want to do this? Immediately?  A week after?
    • As soon as possible is suggested
  • Ensure facilitators share any assessment things during wrap up of sessions
  • It can be shorter since we’re not planning another event asap
  • Really simple (one question?)  assessment form
    • Who is responsible for it?
  • Is it worth doing it if we’re not going  to actually “do” anything with the assessment?
  • Knowing what works/what doesn’t work is useful
  • Getting some feedback is still useful even if we don’t “do” anything with it
  • Have people read it and report back in some form (make a zine?)
  • Do something in person during last session of last day of each zone?
  • Why not both?
  • Feedback forms might allow accessibility concerns to be raised
  • Ensure assessment forms are multilingual
  • Nobody specifically wants to do it, so coordinating is going  to work on on it more (hurray!)
• sign-up/Event Brite issues?
  • Last time people didn’t find links
    • That always happens during events
  • Can systems be set up to autosend links?
    • Do we want to do this?
    • Waiting until the day before allows for better security (zoombombing is not fun)
    • Sessions can provide info for a google doc or discord server that provide info for future sessions
  • What do we do for people that want to register late?
    • People monitoring email to see if people are trying
    • Funneling people to specific communication places (e.g. don’t message us on instagram, etc.)
  • When folks sign up are we asking about accommodations?
  • Do we want to have separate links/rooms for each session?
    • Last time we kept them separate because of potential confusion with programmed sessions running long
    • Technology will deal with this
• live-tweeting schedule
  • What do we want this to look like?
    • Screenshots, quoting sessions, promoting events, responding to questions, live note taking
    • retweeting others (hashtags)
  • Which accounts are being used?
    • @ZineLUC > password had to be distributed
  • Sign up sheet for slots
    • April/Ziba
  • Have documentation capture info from tweets and put it…somewhere
    • Linked to other notes taken during sessions

DEI check-ins

• Captioning
  • ai vs person
• Sign language interpretation
• Alt text on images
• Best practices for different parts of conference
  • Request for best practices for twitter
  • Best practices for presenters in regards to how to work with captioning info
• what do we need to pay for?
• Registration form asking for accommodations/accessibility needs​​​​​​

Anything else from

• technology
  • Discord
    • Should we get one?  What should we do with it?
    • Used by others as community building spaces or for specific events
    • Technology will explore this
• programming
  • Technology will set up registration thing (just register for entire unconference and get all emails)
  • Does programming have people for each day/slot?
  • Jenna will ask programming to put spreadsheet in chronological order or ask if they mind if someone else does this
• outreach & promotion
  • Setting up promo images for twitter/instagram/etc.
  • Does anyone other than Milo want to do this? Milo will ask for help if necessary
• documentation
  • will set up the the notes links on the website
• DEI
• coordinating