WikiConference UK 2013/planning: Difference between revisions

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==Todo 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. [[2013 Activity Plan/WikiConference UK 2013|Budget]].


* Accommodation - need to figure out what is needed here.
 
* Speakers??
* Accommodation - organised by Tom Morton.  
* Speakers - some work done by Tom Morton - [[WikiConference UK 2013/Speakers| here]].


{| class="wikitable" style="line-height:200%;"
{| class="wikitable" style="line-height:200%;"
Line 22: Line 26:
| Minutes
| Minutes
| Type up and distribute for correction
| Type up and distribute for correction
| Office
| RS
| AGMs must be no more than 18 months of establishment and thereafter within 15 months
|  
|  
| {{done}}
|-
|-
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | Minutes
| style="background-color:#FBEFF8" | Minutes from 2012 AGM and 2013 EGM
| style="background-color:#FBEFF8" | Distribute to trustees and file electronically
| style="background-color:#FBEFF8" | Distribute to trustees and file electronically
| style="background-color:#FBEFF8" | Office
| style="background-color:#FBEFF8" | RS, Secretary
| style="background-color:#FBEFF8" |
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | {{not done}} - Urgent
|-
|-
| 8 months
| 8 months (November)
| Venue
| Venue
| Ask for proposals for venue
| Ask for proposals for venue
| Office/Trustees
| ConfComm
|
|  
|  
| {{done}}
|-
|-
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
Line 45: Line 49:
| style="background-color:#FBEFF8" | Trustees
| style="background-color:#FBEFF8" | Trustees
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | {{done}}
|-
|-
| 8 months
| January-March
| Speakers for AGM
| Agenda
| Choose possibilities
| Speakers for AGM and the whole outline of the agenda. <br> Work out the plan for the Sunday 9th June event.
| Trustees
| ConfCom, submit for Board for approval
|  
| [[WikiConference_UK_2013#Programme|programme]]
|  
| {{doing}} - draft exists, 12 May deadline for talk submissions.
|-
|-
| style="background-color:#FBEFF8" | 6 months
| style="background-color:#FBEFF8" | 6 months
| style="background-color:#FBEFF8" | Venue/Date
| style="background-color:#FBEFF8" | Venue/Date
| style="background-color:#FBEFF8" | Agree
| style="background-color:#FBEFF8" | Approve
| style="background-color:#FBEFF8" | Trustees
| style="background-color:#FBEFF8" | Trustees
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | {{done}}
|-
|-
| 6 months
| January-March
| New trustees
| New trustees
| Discussion of skills needed by trustees, identification of suitable candidates and approaches to them who of existing trustees due to stand down
| Discussion of skills needed by trustees, identification of suitable candidates and approaches to them who of existing trustees due to stand down
| Trustees
| Trustees & CE
|
|  
|  
| {{done}}
|-
|-
| style="background-color:#FBEFF8" | 6 months
| style="background-color:#FBEFF8" | 6 months
| style="background-color:#FBEFF8" | M and A
| style="background-color:#FBEFF8" | M and A
| style="background-color:#FBEFF8" | Amendments of M and A need to be discussed
| style="background-color:#FBEFF8" | Amendments of M and A need to be discussed
| style="background-color:#FBEFF8" | Trustees and CE
| style="background-color:#FBEFF8" | Trustees & CE
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | being subsumed under the governance review
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | will be done on 11 May
|-
|-
|  
|  
| Venue/Date
| Venue/Date
| Book venue
| Book venue
| Steve Virgin
| DC
|
|  
|  
| {{done}} - details being discussed
|-
|-
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | February & March
| style="background-color:#FBEFF8" | Publicity
| style="background-color:#FBEFF8" | Publicity
| style="background-color:#FBEFF8" | All members to get warning
| style="background-color:#FBEFF8" | All members to get warning
| style="background-color:#FBEFF8" | On Wikis, Facebook, Twitter and enewsletters
| style="background-color:#FBEFF8" | Stevie Benton, Katherine Bavage. ConfComm contribution if wanted
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | On Wikis, Facebook, Twitter and newsletters. <br> A first notice went out on Twitter, Facebook, blog on 25/11/2012.
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | {{done}} - initial promo done
|-
| February
| Registration page set up to accompany publicity
|
| DC
|
| {{done}}
|-
|-
|  
|  
| Workshops
| Agenda - possible workshops
| Agree the workshops and arrange speakers etc.
| Agree the workshops and arrange speakers etc.
| Office and trustees
| ConfCom, submit for Board for approval
|
|  
|  
| {{doing}}
|-
|-
| style="background-color:#FBEFF8" | 4 months
| style="background-color:#FBEFF8" | February
| style="background-color:#FBEFF8" | Organising meeting
| style="background-color:#FBEFF8" | Organisers' meeting
| style="background-color:#FBEFF8" | First meeting to organise details
| style="background-color:#FBEFF8" | Update meeting to organise details
| style="background-color:#FBEFF8" | Board
| style="background-color:#FBEFF8" | ConfComm, DC
| style="background-color:#FBEFF8" |
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | {{done}} - on email list
|-
|-
|  
| February
| Annual report
| Annual report
| Start its preparation. Decide whether it should be glossy etc.
| Start its preparation
| Board with office support
| Stevie Benton
|  
|  
|  
| {{done}}
|-
|-
| style="background-color:#FBEFF8" | 29th February
| style="background-color:#FBEFF8" | March
| style="background-color:#FBEFF8" | Annual report
| style="background-color:#FBEFF8" | Annual report
| style="background-color:#FBEFF8" | Get quotes for glossy printing
| style="background-color:#FBEFF8" | Get quotes  
| style="background-color:#FBEFF8" | Office
| style="background-color:#FBEFF8" | Stevie Benton
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | {{done}}
|-
|-
| 1st March
| End of March
| Annual report text written
| Annual report  
|  
| Text written
| Trustees, volunteers and staff
| SB, trustees, volunteers and staff
|  
| Please see [[2013 Annual Report|here]]
|  
| {{doing}}
|-
|-
| style="background-color:#FBEFF8" | 7th March
| style="background-color:#FBEFF8" | Beginning of April
| style="background-color:#FBEFF8" | Annual report
| style="background-color:#FBEFF8" | Text to designer
| style="background-color:#FBEFF8" | Text to designer
| style="background-color:#FBEFF8" | Jayne Martin-Kaye <jayne@jemkaye.com> May slip a little
| style="background-color:#FBEFF8" | Stevie Benton
| style="background-color:#FBEFF8" | Office
| style="background-color:#FBEFF8" |
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | {{doing}}
|-
|-
| 20th March
| April
| Annual report - Text written
| First proof received
| First proof received
| May slip a little
| Stevie Benton
| Office
|
|  
|  
| {{done}}
|-
|-
| style="background-color:#FBEFF8" | 1st April
| style="background-color:#FBEFF8" | May
| style="background-color:#FBEFF8" | Annual report - Text written 
| style="background-color:#FBEFF8" | Final sign off and send to printers
| style="background-color:#FBEFF8" | Final sign off and send to printers
| style="background-color:#FBEFF8" | Can slip a little
| style="background-color:#FBEFF8" | Stevie Benton
| style="background-color:#FBEFF8" | Office
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
|-
|-
| 1st May
| style="background-color:#FBEFF8" | April or earlier
| Start distributing
| Can slip a little
| Office
|
|
|-
| style="background-color:#FBEFF8" | 16th March
| style="background-color:#FBEFF8" | Catering
| style="background-color:#FBEFF8" | Catering
| style="background-color:#FBEFF8" | Done
| style="background-color:#FBEFF8" | Details agreed
| style="background-color:#FBEFF8" | Steve Virgin handing over office
| style="background-color:#FBEFF8" | ConfComm/DC
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | {{done}}
|-
|-
| 16th March
| April
| First Formal Notice<br/>AGM/EGM
| Enews sent out including  the time, place, nature of business and their right to vote and indicating that this is the Annual General Meeting<br/>Notices appear on Website<br/>Call for nominations to vacancies and motions
| Office, Secretary
|
|
|-
| style="background-color:#FBEFF8" | 16th March
| style="background-color:#FBEFF8" | Trustee contests
| style="background-color:#FBEFF8" | 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
| style="background-color:#FBEFF8" | NC meeting
| style="background-color:#FBEFF8" |
| style="background-color:#FBEFF8" |
|-
| 4th April 11:00
| Organisers' meeting
| Organisers' meeting
|  
|  
| Office, JD, RS, DS, JF and MP by Skype
| ConfComm, DC
|
| Discussion via email list
|
| {{doing}}
|-
| style="background-color:#FBEFF8" | 12th April 17:00
| style="background-color:#FBEFF8" | Written resolutions and nominations for Board
| style="background-color:#FBEFF8" | Must be received at office for distribution
| style="background-color:#FBEFF8" |
| style="background-color:#FBEFF8" |
| style="background-color:#FBEFF8" |
|-
| 13th April 11:00
| Organisers' meeting
|
| Office, JD, RS, DC, JF and MP by Skype
|  
|
|-
| style="background-color:#FBEFF8" | 13th April
| style="background-color:#FBEFF8" | Second Formal Notice AGM/EGM
| style="background-color:#FBEFF8" | Includes list of nominee names (not statements) and list of resolutions.<br/>Article 1.12; 5; 6; 37 (3)
| style="background-color:#FBEFF8" | On Wikis, Facebook, Twitter and enewsletters.<br/>Inform Auditors
| style="background-color:#FBEFF8" | Date, Venue, Agenda
| style="background-color:#FBEFF8" |
|-
|-
|  
|  
| Agenda
| Agenda
| Prepare draft agenda(s) and circulate to all members  
| Prepare draft agenda(s) and circulate to all members  
| Office
| ConfComm, DC
|  
|  
|  
|  
|-
|-
| style="background-color:#FBEFF8" | 13th April
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | Reminders
| style="background-color:#FBEFF8" | Reminders
| style="background-color:#FBEFF8" | Put reminders on lists. Wikis and email lists.
| style="background-color:#FBEFF8" | Put reminders on lists. Wikis and email lists.
| style="background-color:#FBEFF8" | Office
| style="background-color:#FBEFF8" | Office
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" | {{done}}
|-
|-
| 13th April
| April/May
| Recce
| Recce
| Venue visited and requirements noted<br/>Welcome desk<br/>Electricity for laptops etc<br/>Which rooms for what?<br/>How to decorate rooms<br/>Signposting inside and outside venue<br/>Find volunteers for the day<br/>Count staff available for day
| Venue checked and final requirements noted<br/>Welcome desk<br/>Electricity for laptops etc<br/>Which rooms for what?<br/>Find volunteers for the day<br/>Staff available for day
|  
| ConfComm, DC
|
|  
|  
| {{doing}}
|-
| style="background-color:#FBEFF8" | 3 May
| style="background-color:#FBEFF8" | AGM - First Formal Notice
| style="background-color:#FBEFF8" | 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<br/>Notices appear on Website<br/>Call for nominations to vacancies and motions
| style="background-color:#FBEFF8" | Tellers & Secretary
| style="background-color:#FBEFF8" |
| style="background-color:#FBEFF8" | {{done}}
|-
|-
| style="background-color:#FBEFF8" | 19th April
| style="background-color:#FBEFF8" | 16 May 23:59
| style="background-color:#FBEFF8" | Final notice
| style="background-color:#FBEFF8" | AGM - Written resolutions and nominations for Board
| style="background-color:#FBEFF8" | E-voting papers + candidate statements + proxy instructions sent out to members.
| style="background-color:#FBEFF8" | Must be received at office for distribution
| style="background-color:#FBEFF8" | Richard and James Farrar
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
|-
|-
| By 30th April
| 17 May
| Agenda etc.
| Agenda
| Finalise agenda and circulate to trustees and office<br/>Prepare any physical voting papers.
| Last day changes can be made to the AGM agenda
| Office
|
|  
|  
|  
|  
|-
|-
| style="background-color:#FBEFF8" | 11th May 23:00
| style="background-color:#FBEFF8" | By 17 May
| style="background-color:#FBEFF8" | Last date for return of ballots
| style="background-color:#FBEFF8" | Agenda etc.
| style="background-color:#FBEFF8" | To tellers@wikimedia.org.uk
| style="background-color:#FBEFF8" | Finalise agenda and circulate to trustees and office<br/>Prepare any physical voting papers.
| style="background-color:#FBEFF8" | Richard and James Farrer
| style="background-color:#FBEFF8" | Chair, Secretary, Office
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
|-
|-
| 12th May &ndash; by start of AGM voting
| 17 May
| Count Postal Ballots
| AGM - Final notice
| Proxies added to in-person
| Proxy voting papers + resolutions + candidate statements + proxy instructions sent out to members by email.
| Tellers
| Tellers & Secretary
|  
|  
|  
|  
|-
|-
| style="background-color:#FBEFF8" | 10th/11th May
| style="background-color:#FBEFF8" | 31 May
| style="background-color:#FBEFF8" | Register
| style="background-color:#FBEFF8" | Register
| style="background-color:#FBEFF8" | Print register of members<br/>Print badges for attendees<br/>Print name signs for top table<br/>Box up everything that needs to go<br/>Delegate roles to for the day<br/>Make sure laptops up and running.
| style="background-color:#FBEFF8" | Print register of members<br/>Print badges for attendees<br/>Print name signs for top table<br/>Box up everything that needs to go<br/>Delegate roles to for the day<br/>Make sure laptops up and running. <br/> Print agenda, event info and feedback sheet for the attendee delegate packs.  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
|-
|-
| 1 June
| Annual report ready 
| Published in all formats and uploaded to relevant authorities
| Office
|  
|  
|
|-
| June
| Transport
| Transport
| Arrange transport for equipment etc.
| Arrange transport for equipment etc.
| Office
| Office - KC
|
|
|-
| style="background-color:#FBEFF8" | 7 June 23:59
| style="background-color:#FBEFF8" | AGM - Deadline for return of proxy ballots
| style="background-color:#FBEFF8" | To tellers@wikimedia.org.uk
| style="background-color:#FBEFF8" | Tellers
| style="background-color:#FBEFF8" |
| style="background-color:#FBEFF8" |
|-
| 8 June
| AGM - Count Postal/Electronic Ballots
| Count Postal/Electronic Ballots
| Richard and James Farrar
|  
|  
|  
|  
|-
|-
| style="background-color:#FBEFF8" | On day&ndash;12th May
| style="background-color:#FBEFF8" | 8 June
| style="background-color:#FBEFF8" | Quorum
| style="background-color:#FBEFF8" | AGM - Quorum
| style="background-color:#FBEFF8" | The greater of 10 or 10% of membership in person or by proxy. (Approx 35 estimate)
| style="background-color:#FBEFF8" | The greater of 10 or 10% of membership in person or by proxy. (Approx 25 estimate)
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
|-
|-
| On day&ndash;12th May
| 8 June
| Petty cash
| Petty cash
| Make arrangements for change etc
| Make arrangements for change etc
| Office
| DC
|  
|  
|  
|  
|-
|-
| style="background-color:#FBEFF8" | On day&ndash;12th May
| style="background-color:#FBEFF8" | June
| style="background-color:#FBEFF8" | Gifts
| style="background-color:#FBEFF8" | Gifts
| style="background-color:#FBEFF8" | Buy flowers chocs for speakers
| style="background-color:#FBEFF8" | Buy flowers / chocs for speakers
| style="background-color:#FBEFF8" | Available person
| style="background-color:#FBEFF8" | DC
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
| style="background-color:#FBEFF8" |  
|-
|-
|  
|  
| Minutes
| Minutes from the 2013 AGM
| Signed
| Signed
| Chair
| Chair/Secretary
|  
|  
|  
|  
|}
|}
:'''Note: dates in italics are not definitive'''
[[Category:WikiConference UK 2013‎]]


==Volunteers==
==Volunteers==
Line 299: Line 302:
* [[User:ErrantX|ErrantX]]
* [[User:ErrantX|ErrantX]]
* [[User:KTC|KTC]]
* [[User:KTC|KTC]]
* ([[User:Daria Cybulska (WMUK)|Daria Cybulska (WMUK)]] ([[User talk:Daria Cybulska (WMUK)|talk]]) - office support)

Latest revision as of 14:53, 10 May 2013

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. Budget.


  • 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 Yes check.svg Done
Minutes from 2012 AGM and 2013 EGM Distribute to trustees and file electronically RS, Secretary X mark.svg Not done - Urgent
8 months (November) Venue Ask for proposals for venue ConfComm Yes check.svg Done
Date Make proposal for date
Article 3 – states must be within 15 months 		Trustees Yes check.svg 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 Symbol wait.svg Doing... - draft exists, 12 May deadline for talk submissions.
6 months Venue/Date Approve Trustees Yes check.svg 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 Yes check.svg 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 Yes check.svg 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. 		Yes check.svg Done - initial promo done
February Registration page set up to accompany publicity DC Yes check.svg Done
Agenda - possible workshops Agree the workshops and arrange speakers etc. ConfCom, submit for Board for approval Symbol wait.svg Doing...
February Organisers' meeting Update meeting to organise details ConfComm, DC Yes check.svg Done - on email list
February Annual report Start its preparation Stevie Benton Yes check.svg Done
March Annual report Get quotes Stevie Benton Yes check.svg Done
End of March Annual report Text written SB, trustees, volunteers and staff Please see here Symbol wait.svg Doing...
Beginning of April Annual report Text to designer Stevie Benton Symbol wait.svg Doing...
April Annual report - Text written First proof received Stevie Benton Yes check.svg Done
May Annual report - Text written Final sign off and send to printers Stevie Benton
April or earlier Catering Details agreed ConfComm/DC Yes check.svg Done
April Organisers' meeting ConfComm, DC Discussion via email list Symbol wait.svg Doing...
Agenda Prepare draft agenda(s) and circulate to all members ConfComm, DC
Reminders Put reminders on lists. Wikis and email lists. Office Yes check.svg Done
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 Symbol wait.svg 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 Yes check.svg Done
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.
1 June Annual report ready Published in all formats and uploaded to relevant authorities Office
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?

Retrieved from "https://dev.wikimedia.org.uk/w/index.php?title=WikiConference_UK_2013/planning&oldid=39692"