WikiConference UK 2013/planning

WikiConference 2013 will be held in Lincoln. This page is for use in planning the event.

Planning meeting

At the minute a conference call is being arranged for 3 December 2012 to discuss the to-do list

Todo list

In general:

• The Board would like to keep the final approval on the major aspects of this conference, so any decisions made by the Conference Committee should be put for approval to the Board before proceeding.
• We are working on the assumption that the budget for this event is equal to the 2012 one, which was £5,000.

• Accommodation - need to figure out what is needed here.
• Speakers??

Deadlines	Item	What	By whom	Notes	Progress
12 month	Minutes	Type up and distribute for correction	RS		Done
	Minutes from 2012 AGM	Distribute to trustees and file electronically	RS		Done
8 months (November)	Venue	Ask for proposals for venue	ConfComm		Done
	Date	Make proposal for date Article 3 – states must be within 15 months	Trustees		Done
January-March	Agenda	Speakers for AGM and the whole outline of the agenda. Work out the plan for the Sunday 9th June event.	ConfCom, submit for Board for approval		Doing...
6 months	Venue/Date	Approve	Trustees		Done
January-March	New trustees	Discussion of skills needed by trustees, identification of suitable candidates and approaches to them who of existing trustees due to stand down	Trustees & CE	DC chasing	Doing... - JD
6 months	M and A	Amendments of M and A need to be discussed	Trustees & CE	being subsumed under the governance review
	Venue/Date	Book venue	DC as soon as details sent by KTC	Details received - liaising with the venue re details, and with Mike Peel re: whether this should be approved	Doing...
February&March	Publicity	All members to get warning	Stevie Benton, Katherine Bavage. ConfComm contribution if wanted	On Wikis, Facebook, Twitter and newsletters. A first notice went out on Twitter, Facebook, blog on 25/11/2012.
February	Registration page set up to accompany publicity		DC
	Agenda - possible workshops	Agree the workshops and arrange speakers etc.	ConfCom, submit for Board for approval
February	Organisers' meeting	Update meeting to organise details	ConfComm, DC
February	Annual report	Start its preparation	Stevie Benton		Doing...
March	Annual report	Get quotes	Stevie Benton
March	Annual report	Text written	SB, trustees, volunteers and staff
March	Annual report	Text to designer	Stevie Benton
April	Text written	First proof received	Stevie Benton
April	Text written	Final sign off and send to printers	Stevie Benton
May	Text written	Start distributing	Office
April or earlier	Catering	Details agreed	ConfComm/DC		Doing... - KTC&DC
6th April	AGM - First Formal Notice	Enews sent out including the time, place, nature of business and their right to vote and indicating that this is the Annual General Meeting Notices appear on Website Call for nominations to vacancies and motions	Office, Secretary
6th April	Trustee contests	If contested elections, who to recommend, how decided and how announced. Discussion of any potential trustees to approach needs to be quite early, to enable time to seduce anyone for whom that might be needed	NC meeting
April	Organisers' meeting		ConfComm, DC
3rd May 17:00	AGM - Written resolutions and nominations for Board	Must be received at office for distribution	CE
April	Organisers' meeting		ConfComm, DC
4th April	AGM - Second Formal Notice	Includes list of nominee names (not statements) and list of resolutions. Article 1.12; 5; 6; 37 (3). Also Date, Venue, Agenda	On Wikis, Facebook, Twitter and enewsletters. Inform Auditors	RS, SB
	Agenda	Prepare draft agenda(s) and circulate to all members	ConfComm, DC
4th April	Reminders	Put reminders on lists. Wikis and email lists.	Office
April/May	Recce	Venue checked and final requirements noted Welcome desk Electricity for laptops etc Which rooms for what? How to decorate rooms Signposting inside and outside venue Find volunteers for the day Staff available for day	ConfComm, DC
10th May	AGM - Final notice	E-voting papers + candidate statements + proxy instructions sent out to members.	Richard and James Farrar
By 21st May	Agenda etc.	Finalise agenda and circulate to trustees and office Prepare any physical voting papers.	Office
1st June 23:00	AGM - Last date for return of ballots	To tellers@wikimedia.org.uk	Richard and James Farrer
2nd June – by start of AGM voting	AGM - Count Postal Ballots	Proxies added to in-person	Richard and James Farrer
31st May/1st June	Register	Print register of members Print badges for attendees Print name signs for top table Box up everything that needs to go Delegate roles to for the day Make sure laptops up and running.
June	Transport	Arrange transport for equipment etc.	Office
8 June	AGM - Quorum	The greater of 10 or 10% of membership in person or by proxy. (Approx 40 estimate)
8 June	Petty cash	Make arrangements for change etc	DC
June	Gifts	Buy flowers / chocs for speakers	DC
	Minutes from the 2013 AGM	Signed	Chair

Note: dates in italics are not definitive

Volunteers

Who can help with the planning?

• ErrantX
• KTC
• (Daria Cybulska (WMUK) (talk) - office support)