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Issues:

  • problems with securing space
    • Reading Week is good, but facilities 
  • dates keep changing
  • facilities can be a challenge (air conditioning, power issues, turning off WiFi etc)
  • DEEP is not funding
  • Getting JT's time

Planning

  • biggest issue is planning
  • in most years planning doesn't happen until the month before the conference
    • don't get feedback from Jutta until last minute
    • can plan without Jutta but really can't do much without her input
    • JT is the main energizer
  • We're all busy and working on unpaid project (i.e. DEEP) doesn't make sense sometimes
  • Only a handful of people working on putting it together
  • No fee system or structure
    • Some pay, and some do not.
  • What is the scale?
  • What is the value to participants?

What went well

  • the wall was nice
  • the collaborative activity was good

What didn't go well

  • doesn't need to be 2 days, 1 day is enough
  • Issues
    • selecting dates
      • usually we host it during reading week,
        •  the university uses this time for maintenance and have shut down HVAC, wifi, done construction and etc.
        • however, this is the only time we are able to book rooms
  • Things that went well
    • everyone pulled together to get the anniversary together
    • DEEP being 1 day
    • Panel was good
    • have been wanting to do something concrete and we were able do that this year
  • Things that are challenges
    • hard to get feedback from the top until September, so only have about a month to prep most years
      • on occasions the planning starts earlier and gets changed
  • Not enough time to prepare
    • we weren't told of activities until a couple weeks beforehand
  • Less attendance year-over-year
    • short lead time affects their timing and travel times
  • Cost
    • pay to fill roles (shopping, bar tending etc.)
    • pay to have IDRC staff to help (good use of our resources?)
  • Do we have appetite for DEEP?
  • Do we want to invite people to the committee?
  • Predictable, repeatable structure, predictable date

What is the goal of DEEP?

  • Outreach event
  • Goal and vision: it is unclear
  • Have JT hand over vision to others so others can own it and move it forward
    • Maybe put together a committee to help organize
  • What is the format?
  • More representation
  • Breakout groups are good as it gives people input who don't normally have a voice


  • DEEP is a good opportunity to get out and meet new people and network
    • but it's been the same people every year
  • Are we getting our money's worth?
    • catering
    • sponsorships are low
    • ASL
    • Captioning
    • Security
    • maintenance / custodial services
  • DEEP is supposed to be a think-tank
  • JT wants things to be "fresh"
  • Hire an event planner?
  • Conduct multiple streams


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