Info+for+Hosting+Institutions

Hosting institution checklist (emails should go to LLC open listserv):
Book the room for the meeting (check with chairs to see if breakout rooms will be needed) Schedule welcome from VIP Ask the LLC group about dietary limitations (typically provide a vegetarian option and a gluten-free option; always provide protein.) Check with the caterer on breakfast and lunch options for both days || * Email directions, campus maps
 * **At your site:** || **Emails to the LLC open listserv:** ||
 * Check your campus calendar for events and schedule date ASAP
 * Email parking permits if necessary
 * Email information about lodging (see below)
 * Email information about dinner arrangements ||

Info about Hotel Arrangements
Usually, the hosting institution makes a recommendation for lodging, reserving a block of rooms at the government rate.

Attendance Logistics
Normally the host will create a poll and share this with the LLC in order to determine a) number planning on attending, b) dinner attendees, c) any dietary restrictions needed for on-site refreshments.

Info about Refreshments
Traditionally light refreshments and drinks are provided for both days. We generally have a light lunch the first day and a light breakfast selection for the morning of the second day. This is often catered. LLC reimburses expenses. (Typically assume at least one vegetarian option and one gluten-free option are good.) If in question about the cost, please email Andrew. Always try to have a protein for breakfast; we have some people on diabetic or low carb diets who cannot have bagels or pastries.

Info about Dinner Arrangements
LMDC does not reimburse expenses. Usually, the hosting institution selects a restaurant for us to meet as a group, making reservations for however many say they will attend. See "Attendance Logistics above".

Technical Setup
Ideally, wireless access will be available for LLC members. 4-5 Power strips in the middle of the tables (depending on room set up)

Zoom (online collaboration tool) needs
For best results, the equipment needed includes a system to project Zoom to the group, and a system for the moderator to use to control the session.

Ideally, the host institution would provide the projection system:
 * an internet-connected computer attached to a data projector
 * speakers/amplifier that can be connected to the moderator's laptop

The moderator will bring:
 * a laptop to run the Zoom session
 * a microphone system provided by Andrew Tudor.