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DEEP 2018 Debrief

DEEP 2018 Debrief

Oct 16, 2018

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