WikiConference UK 2013/planning: Difference between revisions
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''21st 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 for glossy printing | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | | ||
|- | |- | ||
| | | ''22nd March'' | ||
| Annual report text written | | Annual report text written | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''28th March'' | ||
| 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" | Jayne Martin-Kaye <jayne@jemkaye.com> May slip a little | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | | ||
|- | |- | ||
| | | ''10th April'' | ||
| First proof received | | First proof received | ||
| May slip a little | | May slip a little | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''22nd April'' | ||
| 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" | Can slip a little | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | | ||
|- | |- | ||
| | | ''22nd May'' | ||
| Start distributing | | Start distributing | ||
| Can slip a little | | Can slip a little | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''6th April'' | ||
| style="background-color:#FBEFF8" | Catering | | style="background-color:#FBEFF8" | Catering | ||
| style="background-color:#FBEFF8" | Done | | style="background-color:#FBEFF8" | Done | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | | ||
|- | |- | ||
| | | ''6th April'' | ||
| First Formal Notice<br/>AGM/EGM | | 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 | | 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 | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''6th April'' | ||
| style="background-color:#FBEFF8" | Trustee contests | | 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" | 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 | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | | ||
|- | |- | ||
| | | ''25th April 11:00'' | ||
| Organisers' meeting | | Organisers' meeting | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''3rd May 17:00'' | ||
| style="background-color:#FBEFF8" | Written resolutions and nominations for Board | | 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" | Must be received at office for distribution | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | | ||
|- | |- | ||
| | | ''4th April 11:00'' | ||
| Organisers' meeting | | Organisers' meeting | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''4th April'' | ||
| style="background-color:#FBEFF8" | Second Formal Notice AGM/EGM | | 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" | Includes list of nominee names (not statements) and list of resolutions.<br/>Article 1.12; 5; 6; 37 (3) | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''4th April'' | ||
| 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. | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | | ||
|- | |- | ||
| | | ''4th April'' | ||
| 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 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 | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''10th May'' | ||
| style="background-color:#FBEFF8" | Final notice | | style="background-color:#FBEFF8" | Final notice | ||
| style="background-color:#FBEFF8" | E-voting papers + candidate statements + proxy instructions sent out to members. | | style="background-color:#FBEFF8" | E-voting papers + candidate statements + proxy instructions sent out to members. | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | | ||
|- | |- | ||
| By | | ''By 21st May'' | ||
| Agenda etc. | | Agenda etc. | ||
| Finalise agenda and circulate to trustees and office<br/>Prepare any physical voting papers. | | Finalise agenda and circulate to trustees and office<br/>Prepare any physical voting papers. | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''1st June 23:00'' | ||
| style="background-color:#FBEFF8" | Last date for return of ballots | | style="background-color:#FBEFF8" | Last date for return of ballots | ||
| style="background-color:#FBEFF8" | To tellers@wikimedia.org.uk | | style="background-color:#FBEFF8" | To tellers@wikimedia.org.uk | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | | ||
|- | |- | ||
| | | ''2nd June – by start of AGM voting'' | ||
| Count Postal Ballots | | Count Postal Ballots | ||
| Proxies added to in-person | | Proxies added to in-person | ||
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|- | |- | ||
| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | ''31st May/1st June'' | ||
| 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. | ||
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| style="background-color:#FBEFF8" | On day– | | style="background-color:#FBEFF8" | ''On day – 2nd June'' | ||
| style="background-color:#FBEFF8" | Quorum | | style="background-color:#FBEFF8" | 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 35 estimate) | ||
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| style="background-color:#FBEFF8" | | | style="background-color:#FBEFF8" | | ||
|- | |- | ||
| On day– | | ''On day – 2nd June'' | ||
| Petty cash | | Petty cash | ||
| Make arrangements for change etc | | Make arrangements for change etc | ||
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| style="background-color:#FBEFF8" | On day– | | style="background-color:#FBEFF8" | ''On day – 2nd 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 | ||
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|} | |} | ||
:Note: dates in italics are not definitive | |||
==Volunteers== | ==Volunteers== | ||
Revision as of 14:29, 26 November 2012
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
- 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 | Office | AGMs must be no more than 18 months of establishment and thereafter within 15 months | |
| Minutes | Distribute to trustees and file electronically | Office | |||
| 8 months | Venue | Ask for proposals for venue | Office/Trustees | ||
| Date | Make proposal for date Article 3 – states must be within 15 months |
Trustees | |||
| 8 months | Speakers for AGM | Choose possibilities | Trustees | ||
| 6 months | Venue/Date | Agree | Trustees | ||
| 6 months | 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 | ||
| 6 months | M and A | Amendments of M and A need to be discussed | Trustees and CE | ||
| Venue/Date | Book venue | Steve Virgin | |||
| Publicity | All members to get warning | On Wikis, Facebook, Twitter and enewsletters | |||
| Workshops | Agree the workshops and arrange speakers etc. | Office and trustees | |||
| 4 months | Organising meeting | First meeting to organise details | Board | ||
| Annual report | Start its preparation. Decide whether it should be glossy etc. | Board with office support | |||
| 21st March | Annual report | Get quotes for glossy printing | Office | ||
| 22nd March | Annual report text written | Trustees, volunteers and staff | |||
| 28th March | Text to designer | Jayne Martin-Kaye <jayne@jemkaye.com> May slip a little | Office | ||
| 10th April | First proof received | May slip a little | Office | ||
| 22nd April | Final sign off and send to printers | Can slip a little | Office | ||
| 22nd May | Start distributing | Can slip a little | Office | ||
| 6th April | Catering | Done | Steve Virgin handing over office | ||
| 6th April | First Formal Notice 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 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 | ||
| 25th April 11:00 | Organisers' meeting | Office, JD, RS, DS, JF and MP by Skype | |||
| 3rd May 17:00 | Written resolutions and nominations for Board | Must be received at office for distribution | |||
| 4th April 11:00 | Organisers' meeting | Office, JD, RS, DC, JF and MP by Skype | |||
| 4th April | Second Formal Notice AGM/EGM | Includes list of nominee names (not statements) and list of resolutions. Article 1.12; 5; 6; 37 (3) |
On Wikis, Facebook, Twitter and enewsletters. Inform Auditors |
Date, Venue, Agenda | |
| Agenda | Prepare draft agenda(s) and circulate to all members | Office | |||
| 4th April | Reminders | Put reminders on lists. Wikis and email lists. | Office | ||
| 4th April | Recce | Venue visited and 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 Count staff available for day |
|||
| 10th May | 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 | Last date for return of ballots | To tellers@wikimedia.org.uk | Richard and James Farrer | ||
| 2nd June – by start of AGM voting | Count Postal Ballots | Proxies added to in-person | Tellers | ||
| 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. |
|||
| Transport | Arrange transport for equipment etc. | Office | |||
| On day – 2nd June | Quorum | The greater of 10 or 10% of membership in person or by proxy. (Approx 35 estimate) | |||
| On day – 2nd June | Petty cash | Make arrangements for change etc | Office | ||
| On day – 2nd June | Gifts | Buy flowers chocs for speakers | Available person | ||
| Minutes | Signed | Chair |
- Note: dates in italics are not definitive
Volunteers
Who can help with the planning?