Conference Committee/Planning meeting 7/Minutes

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

• Galvinise local membership - events leading up to the AGM

ACTION: Brainstorm ideas for local collaboration

• 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

ACTION: Katie to work on a rough budget

• Accomodation & Travel options for people
  • Staff
  • Board
  • Speakers??

Some of it might come from other budgets...

ACTION: Tom to look into accomodation

ACTION: Tom, will the Premier Inn be open?

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

ACTION: Katie to discuss with venue and include in budget

• 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

• 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

• 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