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BEFORE confirming a date and location for a taskforce meeting make sure you check for any conflicting meetings on or around the chosen date (e.g. via https://eventr.geant.org/).
Look for possibilities for co-locating meeting with other related meetings (TF-MOBILITY/EMC2/REFEDS has been successfully doing this for years).
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We can only do our best to maximize benefits to our community. Sometimes we will not be able to keep 100% of the people happy 100% of the time, that's life, but we can try 
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Task | Completed | Comments |
|---|---|---|
Pre Meeting Checks |
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Confirm Date |
| Add any event which may be of interest to the community to |
eventr.geant.org | ||
Find a local organiser (this info needs moving from terena website) |
| Send them the local host arrangement details. |
| Please read the guide linked on where and how budget can be allocated. | |
Payment arrangements |
| Check where / how / who for invoices and payments. Typically we CANNOT pay for dinners, lunches and room costs but if it is difficult, ask Nicole. |
Internet Infrastructure |
| eduroam or other connectivity requirements. |
Remote Participation? |
| Is Video Conferencing, MCU |
required? | ||
Event registration created? |
| Do you have maximum attendees or a registration deadline? Request dietary requirements. |
TF-*/event |
wiki page updated? |
| if you are unsure about how to structure a wiki page for a meeting just copy one of the existing TFs or SIGS. We all mostly have the same layout now. |
Contact Chair/PC regarding the Agenda/Programme |
| This may take multiple iterations |
Event catering - tea/coffee/lunch |
| Who's paying + how? |
Event dinner? |
| Who's paying + how? Vegetarian or other dietary requirements. No host dinners are the norm. |
| Logistics info | Ask the hosts for a pdf / webpage of info about hot to get to the venue from the airport / city centre and add it to your meeting info on wiki and Eventr. | |
Travel booked? |
| Retain for your expenses! |
Accommodation booked? |
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Promote event via Mailing lists + News and plan for news after the event |
| Talk to Comms/PR for more information. |
Talk to Comms/PR regarding materials to take / send |
| Comms will want to include this in their forward planning, especially if updates are required to e.g. infosheets |
Pre-Event
Task | Completed | Comments |
|---|---|---|
Send reminders to the attendees or relevant mailing lists |
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Stickers/Name Tags? |
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Printed Agenda? |
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Collect any materials from Comms |
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Confirm Venue, Catering, Payment with Local Organiser |
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During the Event
Task | Completed | Comments |
|---|---|---|
Run Registration |
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| Slack? |
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Attend the Event |
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Take |
Notes |
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Take Photos (many) |
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Don't forget to get permission | ||
Collect Presentation Slides |
| In PDF, PPT, ODP formats as appropriate* Don't forget to ask permission |
Upload Presentations to Event Page + Link into Agenda |
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Schedule the next event |
| Call for hosts + future dates |
| Panel |
|---|
* By preference, PPTs should be converted to PDF before uploading to a webserver. Occasionally this is not possible due to embedded video or text animations, but as a rule PDF is best. Check with speakers if any sensitive information should be left out. |
Post Event
Task | Completed | Comments |
|---|---|---|
ASAP Provide photos, info etc. to Comms for news item &/or Annual Report |
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| Chairman to thank local hosts |
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Write-up Minutes/Notes and publish blog |
|
blog.geant.org | ||
Collate Evaluations and Assess |
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Close Registration (if not automatic) |
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Copy Existing Meeting Page to New Meeting Page |
| Just easier to copy it now! |
Remove Registration Links from Webpage |
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Update Webpage (change to the past tense) |
| will -> was for example |
Start the long term planning for the next event |
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Best Practices
Agenda Topics
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