Report: VE18 Business Meeting
August 31st, 2011“Visible Evidence 2012 and beyond, organizational and administrative challenges,” was the listed agenda on the VE18 program for the Visible Evidence Business Meeting, held at lunchtime on Friday, August 12th on the 6th floor of the Tisch School of the Arts. “Come with your questions, gripes, suggestions and proposals,” the listing continued. “No experience necessary; all welcome.” Between 25 and 30 attendees with falafel lunches in tow heeded the call, filling all chairs and some floor space around the conference table in room 652 by 1:00pm when VE18 director Jonathan Kahana opened the meeting.
PROCESS
After brief thank yous and remarks about the process of organizing VE18, Kahana expressed concern about the reinvention of the administrative wheel that must occur with each VE conference. He bemoaned the lack of an objective, freestanding, process by which the conference could establish a minimum level of continuity and a more secure flow of financial support (suggesting, for example, that the new and successful—and quite useful— VE website should be either handed off to the next organizing team, or left in charge of the current designers and authors, to be continued through VE19 and beyond). He also indicated that for all the success of its 300+ registration, VE18 had close to 10 percent of participants dropout— some who had already paid registration fees and many in the last two or three weeks before the conference. He implied that this was largely due to travel funding issues at home institutions (particularly in the UK and Australia, which together accounted for a disproportionately high number of withdrawals). Kahana closed his opening points by raising the issue of the dearth of graduate student travel funding, a perennial problem. Alisa Lebow, director of VE17 in Istanbul, expressed her complete agreement with the graduate funding issue.
Brian Winston challenged Kahana’s call for increased organization of the process of conference administration. He stated, ”I have a sort of emotional response to this, ” and joked that such a move would be an imposition of “neoliberal stuff” by “you youngsters.” Winston suggested that the ad hoc nature of these business meetings has worked well thus far and implied that the current informal consensus process was more democratic and more in the spirit of the original Visible Evidence idea. He expressed concern about “the loss of autonomy that comes with a more permanent structure.”
Kahana suggested that even small funding continuities can have an effect, and asked if Josh Malitsky would speak at some point during the meeting about the website and about the funding of design work at VE18.
On the topic of funding continuities, Michael Renov suggested that perhaps certain institutions could pledge continued monies for organizational and “community” labor, like website maintenance. Lebow expressed concern that this arrangement might produce a sense of ownership over the conference by whomever supplies the funding, and Catherine Summerhayes worried that the arrangement couldn’t be sustained over many years.
Winston interjected, suggesting that the issue of how to run the conference and how to run the website were two distinct issues. Kahana disagreed, stating that he felt they are “one in the same.” Winston repeated that the issue of actually running the conference is different, stating “we’ve been here before. If there are enough folks in the room to want to undertake running the conference, then we’ve got it taken care of.” Kahana responded, on the issue of the democratic spirit of such proceedings: “but what is the process?” Summerhayes commented that the idea of the business lunch as a way of organizing seemed to work fine thus far. Kahana replied that the current process feels a bit too insular, implying that it seems to exclude folks who aren’t within the core group of past conference organizers as well as others who can’t make the meeting. Winston stated that he disagreed. Lebow interjected that although she was not against making it more organized, she does think it has worked well thus far and she doesn’t want a committee making decisions. This comment spurred further back and forth, some of it heated (the terms “Stalinist” and “Commissariat” were tossed around, though clearly not without affectionate sarcasm) between those at the meeting who spoke out in support of a degree of increased organization and those who felt changes to the current informal process weren’t necessary.
Summerhayes intervened to suggest that the topic of discussion move on to future conference sites and proposed that VE19 be held in Canberra Australia over three days (instead of the usual 4): Dec 19-21, 2012.
CONFERENCE LOCATIONS FOR 2012, 2013, 2014, 2015
Renov responded by broaching the topic of spacing between winter and summer.
The question of the merits/drawbacks of a one day reduction in the duration of the conference was raised.
Tom Waugh made a pitch for New Delhi in December 2014 on behalf of a broadly-international group, including Shohini Ghosh (India; present), Neepa Majumdar (USA; present) Anuja Jain (USA; present); and several others from the UK and elsewhere.
A lively debate then ensued, largely over the idea of spacing the conference at 6 month intervals, during which Patrik Sjöberg suggested that Stockholm be the site of a future VE.
Kahana interjected, expressing frustration with the random manner in which nominations were being presented, to which Winston responded by defending the current debate, implying that its format displayed a satisfactory level of organization and encouraged the free exchange of ideas.
Anu Koivunen, Kahana and one or two others then continued the Stockholm thread by proposing that the cuisine and fresh ideas for the conference will make a trip north worth the trouble, even if it was scheduled for winter (over the half-serious objections of some that Stockholm in December was not going to win many fans.) Sjöberg clarified that they are proposing Stockholm as the conference site for August 2013, not for the winter.
There was a call for any other institutions having their eye on 2013 to speak up.
Barbara Evans and Brenda Longfellow of York University suggested that they, along with the University of Toronto (represented by Kass Banning) and possibly Ryerson University (represented at VE18 by a number of scholars—none present at the meeting) would like to host the conference in Toronto in 2013. And then noted that 2014 or 2015 would be of interest too. Longfellow added, joking, that “Toronto might be a compromise because Toronto is like New York, if New York was run by the Swedes.” There was talk of York being associated with the HotDocs conference/festival in May.
Waugh then steered the discussion back to the idea of Delhi being the site of VE in August 2014, joking good-naturedly about its warmer latitude. He turned the floor over to Ghosh, who teaches at the proposed host institution, Jamia Millia Islamia University.
Ghosh suggested that they were thinking of hosting a medium sized conference, capped at 150. She mentioned that her university was set up as a counter of sorts to the Film and Television Institute of India in Pune/Mumbai, and suggested that Delhi itself can be thought of as a kind of documentary capital in India, playing host to many documentary distributors as well as an annual 10 day documentary festival held in the city’s Habitat Center. She noted that the venues afforded by her university and the Habitat Center with its Film Club would probably add up to adequate space for hosting VE, but noted that the funding still needed to be worked out. Waugh added that a group of VE attendees has formed a committee to address this. Lebow commented that the administrative and logistical issues that are limiting the conference to 150 are similar to those encountered in her work organizing VE in Istanbul and offered to talk to Ghosh about some strategies for handling such challenges. Kahana asked Summerhayes (who concurred that a smaller conference might be better suited to the means of the Canberra committee) and Ghosh whether they had considered the implications of such a reduction in the size of the conference, after seeing it grow to more than 300 participants in 2011. Both, and a number of others, agreed that some thought would have to be given to this issue.
A discussion of the issue of lack of funding for VE hosting at less-well-endowed universities then ensued. Renov suggested that it might be possible to get institutional support on a voluntary basis, based on the ability to pay. Summerhayes wondered if there could be some kind of sponsorship arrangement, a “badging request” that would partner international organizations. Winston suggested that a modest request for such “badging” funds, as well as funds for the website, could be handled by an announcement on the listserv.

Brian Winston, Catherine Summerhayes and Jonathan Kahana continued the dialogue after the meeting adjourned. (photo: J. Zwarich)
LISTSERV
At mention of the listserv, Josh Malitsky was asked to give an update on his activities with its maintenance. He joked, “I’m running the listserv, does anyone have any complaints?”
Kahana responded, apparently also joking, that many people have complaints because they are not on the listserv. “And of course,” he noted, “those people are not here.” He expressed some concern over the consistency of the listerv over time and the manner that folks join it, suggesting that many who are new to the conference this year didn’t know the listserv existed while others assumed that conference registration already included them on the listserv. He implied that the separation between conference registration and listserv registration also created confusion at the administrative levels about how to contact potential and actual participants in the conference, and he proposed that each conference registration list should be automatically subscribed to the listserv every year. There was general consensus on this latter point. Some discussion then ensued about the confusion over the way the conference website was initially implemented this year, blame landing on beta kinks in the newly organized submissions system.
THE NEAR FUTURE FOR VE
Waugh then interrupted to ask for some consensus in the room on VE moving to Canberra in the Winter, Stockholm in 2013, then Delhi and then Toronto in 2015.
It was suggested that in 6 months individuals at those locales should pass progress reports along. Kahana asked how and to whom such reports would be required and shared. He circulated a sheet on which meeting attendees could list their email address.
Renov suggested that the listerv could perhaps receive these and other reports.
Jennifer Zwarich urged conference organizers to think seriously about the community-building and informational potential of the website, the VE blog and other social media outlets that are a gradually replacing, in the working habits of younger scholars, the wonderfully democratic but soon-to-be-outdated listserv functionality. These other platforms might be very useful, now and down the road.
Malitsky responded by noting that his team is continuing work on moving the listserv into the next century by creating a searchable archive/forum/wiki, so the VE community can look forward to that useful resource as well.
On that note, with time overrun, the meeting concluded.
—Jennifer Zwarich














































