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 - organised by Tom Morton.
• Speakers - some work done by Tom Morton - here.

Deadlines	Item	What	By whom	Notes	Progress
12 month	Minutes	Type up and distribute for correction	RS		Done
	Minutes from 2012 AGM and 2013 EGM	Distribute to trustees and file electronically	RS, Secretary		Not done - Urgent
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	programme	Doing... - draft exists, 12 May deadline for talk submissions.
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		done
6 months	M and A	Amendments of M and A need to be discussed	Trustees & CE	being subsumed under the governance review	will be done on 11 May
	Venue/Date	Book venue	DC		Done - details being discussed
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.	Done - initial promo done
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		Doing...
February	Organisers' meeting	Update meeting to organise details	ConfComm, DC		Done - on email list
February	Annual report	Start its preparation	Stevie Benton		Done
March	Annual report	Get quotes	Stevie Benton		Done
End of March	Annual report	Text written	SB, trustees, volunteers and staff	Please see here	Doing...
Beginning of April	Annual report	Text to designer	Stevie Benton		Doing...
April	Annual report - Text written	First proof received	Stevie Benton
April	Annual report - Text written	Final sign off and send to printers	Stevie Benton
1 May	Annual report ready	Published in all formats and uploaded to relevant authorities	Office
April or earlier	Catering	Details agreed	ConfComm/DC		Done
April	Organisers' meeting		ConfComm, DC	Discussion via email list
	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? Find volunteers for the day Staff available for day	ConfComm, DC		Doing...
3 May	AGM - First Formal Notice	E-news 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	Tellers & Secretary
16 May 23:59	AGM - Written resolutions and nominations for Board	Must be received at office for distribution
17 May	Agenda	Last day changes can be made to the AGM agenda
By 17 May	Agenda etc.	Finalise agenda and circulate to trustees and office Prepare any physical voting papers.	Chair, Secretary, Office
17 May	AGM - Final notice	Proxy voting papers + resolutions + candidate statements + proxy instructions sent out to members by email.	Tellers & Secretary
31 May	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. Print agenda, event info and feedback sheet for the attendee delegate packs.
June	Transport	Arrange transport for equipment etc.	Office - KC
7 June 23:59	AGM - Deadline for return of proxy ballots	To tellers@wikimedia.org.uk	Tellers
8 June	AGM - Count Postal/Electronic Ballots	Count Postal/Electronic Ballots	Richard and James Farrar
8 June	AGM - Quorum	The greater of 10 or 10% of membership in person or by proxy. (Approx 25 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/Secretary

Note: dates in italics are not definitive

Volunteers

Who can help with the planning?

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