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

• 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
29th February	Annual report	Get quotes for glossy printing	Office
1st March	Annual report text written		Trustees, volunteers and staff
7th March	Text to designer	Jayne Martin-Kaye <jayne@jemkaye.com> May slip a little	Office
20th March	First proof received	May slip a little	Office
1st April	Final sign off and send to printers	Can slip a little	Office
1st May	Start distributing	Can slip a little	Office
16th March	Catering	Done	Steve Virgin handing over office
16th March	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
16th March	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
4th April 11:00	Organisers' meeting		Office, JD, RS, DS, JF and MP by Skype
12th April 17:00	Written resolutions and nominations for Board	Must be received at office for distribution
13th April 11:00	Organisers' meeting		Office, JD, RS, DC, JF and MP by Skype
13th 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
13th April	Reminders	Put reminders on lists. Wikis and email lists.	Office
13th 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
19th April	Final notice	E-voting papers + candidate statements + proxy instructions sent out to members.	Richard and James Farrar
By 30th April	Agenda etc.	Finalise agenda and circulate to trustees and office Prepare any physical voting papers.	Office
11th May 23:00	Last date for return of ballots	To tellers@wikimedia.org.uk	Richard and James Farrer
12th May – by start of AGM voting	Count Postal Ballots	Proxies added to in-person	Tellers
10th/11th 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.
	Transport	Arrange transport for equipment etc.	Office
On day–12th May	Quorum	The greater of 10 or 10% of membership in person or by proxy. (Approx 35 estimate)
On day–12th May	Petty cash	Make arrangements for change etc	Office
On day–12th May	Gifts	Buy flowers chocs for speakers	Available person
	Minutes	Signed	Chair

Volunteers

Who can help with the planning?

• ErrantX
• KTC