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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 this link needs updating and moving to the website / wiki |
| 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? Consider the potential difficulties in managing the VC, engaging in room and online participants, potential bandwidth issues at the venue (particularly in hotel venues), kit required etc. This can be a problem area so think carefully. |
| Do you have maximum attendees or a registration deadline? Request dietary requirements. Add relevant tags to eventr. Each event should have
added. This is important for making reports. | |
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 |
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