Conference Committee/Planning meeting 7/Minutes: Difference between revisions

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* Payment terms etc.
* Payment terms etc.


{{Action}} Katie to look into this & liase with Daria to organise/sign off
{{Action}} Katie to look into this & liase with Daria to organise/sign off. {{doing}} <br> Katie to choose the catering. <br> Daria to send Katie some documents to look at and compare when working with the venue. ({{done}})


* Galvinise local membership - events leading up to the AGM
* Galvinise local membership - events leading up to the AGM


{{Action}} Brainstorm ideas for local collaboration
{{Action}} Brainstorm ideas for local collaboration - Tom happy to lead on organising an event in Lincoln. Katherine Bavage may want to be involved. We need ideas for the format of the event, and possible venue. {{doing}} - there is a meeting on 19/12/12 about this


* Budget of £5K
* Budget of £5K
* With catering  ~£1500 for venue
* With catering  ~£1500 for venue
* How many breakout rooms do we need?
* How many breakout rooms do we need?
* Last year we had ~50 people,need rooms from 8am to 7-8pm
* Last year we had ~50 people,need rooms from 8am to 7-8pm on the Saturday (assumption that there is no need for a venue if there is a Sunday event?)


{{Action}} Katie to work on a rough budget
{{Action}} Katie to work on a rough budget. {{done}} [http://uk.wikimedia.org/wiki/2013_Activity_Plan/WikiConference_UK_2013]


* Accomodation & Travel options for people
* Accomodation & Travel options for people
** Staff
** Staff
** Board
** Board
** Speakers??
** Speakers - when it's being organised they could be send a gentle email to ask if they require accommodation.
** Volunteer organisers for the event
** Staff, board and volunteer organisers may need to claim per diems too.


Some of it might come from other budgets...
Some of it might come from other budgets (board costs, but that normally is very stretched), but the assumption is to cover it from the AGM budget.  


{{Action}} Tom to look into accomodation
{{Action}} Tom to look into accommodation - ideally various options if we are not covering everyone's accommodation cost. Still to be done.


{{Action}} Tom, will the Premier Inn be open?
{{Action}} Tom, will the Premier Inn be open? {{done}}


* Catering, decide on the options
* Catering, decide on the options
** Basic lunch seems OK
** Basic lunch seems OK
** Plus tea/coffee breaks (with biccies!!)
** Plus tea/coffee breaks (with biccies!!)
* Check with venue what lunch drinks options are available
* Check with venue what lunch drinks options are available, and what are the minimum numbers.


{{Action}} Katie to discuss with venue and include in budget
{{Action}} Katie to discuss with venue and include in budget {{doing}}


* Agenda...
* Agenda...
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* Speakers? Keynotes? Suggested 2 keynotes, AGM after lunch, fill the rest of the time with community and external speakers
* Speakers? Keynotes? Suggested 2 keynotes, AGM after lunch, fill the rest of the time with community and external speakers


{{Action}} Committee to discuss agenda & speakers via Email
{{Action}} Committee to discuss agenda & speakers via Email. Harry to pitch to get speakers booked.


* Booking... what to use? CiviCRM, Daria is having problems getting it work.
* Booking... what to use? CiviCRM, Daria is having problems getting it work.
* Harry: can we have access to booking data to help with planning. Daria says she will be able to provide reports
* Harry: can we have access to booking data to help with planning. Daria says she will be able to provide reports


{{Action}} Daria to contact tech mailing list with issues relating to CiviCRM events
{{Action}} Daria to contact tech mailing list with issues relating to CiviCRM events. {{done}}


* GLAMWiki - do they need support from the committee?
* GLAMWiki - do they need support from the committee?
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* Mike mentioned conference charter, to make us aware of it
* Mike mentioned conference charter, to make us aware of it
* Next meeting Wednesday 12 December at 12pm.
[[Category:Conference Committee meetings]]

Latest revision as of 20:44, 10 January 2013

Attendees:

  • Harry
  • Katie
  • Daria
  • Tom
  • Mike

Minutes

  • We need a contract with the venue...
  • Payment terms etc.

ACTION: Katie to look into this & liase with Daria to organise/sign off. Symbol wait.svg Doing...
Katie to choose the catering.
Daria to send Katie some documents to look at and compare when working with the venue. (Yes check.svg Done)

  • Galvinise local membership - events leading up to the AGM

ACTION: Brainstorm ideas for local collaboration - Tom happy to lead on organising an event in Lincoln. Katherine Bavage may want to be involved. We need ideas for the format of the event, and possible venue. Symbol wait.svg Doing... - there is a meeting on 19/12/12 about this

  • Budget of £5K
  • With catering ~£1500 for venue
  • How many breakout rooms do we need?
  • Last year we had ~50 people,need rooms from 8am to 7-8pm on the Saturday (assumption that there is no need for a venue if there is a Sunday event?)

ACTION: Katie to work on a rough budget. Yes check.svg Done [1]

  • Accomodation & Travel options for people
    • Staff
    • Board
    • Speakers - when it's being organised they could be send a gentle email to ask if they require accommodation.
    • Volunteer organisers for the event
    • Staff, board and volunteer organisers may need to claim per diems too.

Some of it might come from other budgets (board costs, but that normally is very stretched), but the assumption is to cover it from the AGM budget.

ACTION: Tom to look into accommodation - ideally various options if we are not covering everyone's accommodation cost. Still to be done.

ACTION: Tom, will the Premier Inn be open? Yes check.svg Done

  • Catering, decide on the options
    • Basic lunch seems OK
    • Plus tea/coffee breaks (with biccies!!)
  • Check with venue what lunch drinks options are available, and what are the minimum numbers.

ACTION: Katie to discuss with venue and include in budget Symbol wait.svg Doing...

  • Agenda...
  • Needed to know how long the AGM needs. Mike said 2 hours.
  • Speakers? Keynotes? Suggested 2 keynotes, AGM after lunch, fill the rest of the time with community and external speakers

ACTION: Committee to discuss agenda & speakers via Email. Harry to pitch to get speakers booked.

  • Booking... what to use? CiviCRM, Daria is having problems getting it work.
  • Harry: can we have access to booking data to help with planning. Daria says she will be able to provide reports

ACTION: Daria to contact tech mailing list with issues relating to CiviCRM events. Yes check.svg Done

  • GLAMWiki - do they need support from the committee?
  • They might do, but there seems to be miscommunication :)

ACTION: Follow up with GLAM organisers to see if help is desired

  • Mike mentioned conference charter, to make us aware of it


  • Next meeting Wednesday 12 December at 12pm.
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