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	Office	AGMs must be no more than 18 months of establishment and thereafter within 15 months	In progress
	Minutes	Distribute to trustees and file electronically	Office
8 months	Venue	Ask for proposals for venue	ConfComm		Done
	Date	Make proposal for date Article 3 – states must be within 15 months	Trustees		Done
8 months	Speakers for AGM and the whole outline of the agenda. Work out the plan for the Sunday 9th June event.	Choose possibilities	ConfCom, submit for Board for approval
6 months	Venue/Date	Agree	Trustees		Done
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 & CE
6 months	M and A	Amendments of M and A need to be discussed	Trustees and CE
	Venue/Date	Book venue	DC as soon as details sent by KTC
	Publicity	All members to get warning	Stevie Benton, Katherine Bavage. ConfComm contribution if wanted	On Wikis, Facebook, Twitter and enewsletters
	Workshops	Agree the workshops and arrange speakers etc.	ConfCom, submit for Board for approval
February	Organising meeting	Update meeting to organise details	ConfComm & DC
	Annual report	Start its preparation.	Stevie Benton	Doing...
March	Annual report	Get quotes	Stevie Benton
March	Annual report text written		Trustees, volunteers and staff
March	Text to designer		Stevie Benton
April	First proof received		Stevie Benton
April	Final sign off and send to printers		Stevie Benton
May	Start distributing		Office
April or earlier	Catering		ConfComm/DC
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
April	Organisers' meeting		ConfComm, DC
3rd May 17:00	Written resolutions and nominations for Board	Must be received at office for distribution
April	Organisers' meeting		ConfComm, DC
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	ConfComm, DC
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 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	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.
	Transport	Arrange transport for equipment etc.	Office
8 June	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
On day – 2nd 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)