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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) or to occasionally hold joint meetings on topics of shared interest.
If at all possible try and avoid attendees having to make long flights between meeting locations if/when they have to attend two meetings that cannot be co-located.
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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 |
| ~You will need to consult the chair/steering committee and the local host. You may decide to also poll the mailing list where several dates are possible, to ensure maximum attendance. 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, coffee-break refreshments and room costs but if it is difficult, ask Activity Leader. |
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. | ||
| Presentation laptop? | Can the host provide a dedicated laptop from which all presentations can be beamed? If so, this can save time during the meeting. | |
| Do you have maximum number of possible attendees or a registration deadline? Request answers about any dietary requirements. |
Add relevant tags to eventr. Each event should have
added. This is important for making reports. Each event should also refer people to the GÉANT privacy policy, which mentions photography and videos of participants during our events, for use in news and promotional activities. |
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. Request inputs from the whole group regarding volunteers to give presentations, ideas for suitable topics etc. |
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 how to get to the venue from the airport / city centre and add it to your meeting info on wiki and Eventr. It is useful if this information includes indications of journey times and costs. | |
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, whether GDPR issues surrounding photography and videos is properly covered, plus social media and news outcomes. |
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Comms will want to include this in their forward planning |
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Pre-Event
Task | Completed | Comments |
|---|---|---|
Send reminders to the attendees or relevant mailing lists |
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Stickers/Name Tags required? |
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Printed Agenda required? |
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Collect any materials from Comms |
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Confirm Venue, Catering, Payment with Local Organiser |
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| Finalise the agenda and collect presentation slides in advance if possible to upload to the agenda. | ||
Prepare an online survey to gather feedback about the meeting from participants |
During the Event
Task | Completed | Comments |
|---|---|---|
Run |
on-site registration if required by local host. |
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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 - consider live posting on social media in liaison with GÉANT marcomms. | ||
Collect Presentation Slides if outstanding |
| In PDF, PPT, ODP formats as appropriate* Don't forget to ask permission (SIG-Marcomms usually gets slides in advance and uploads them to the agenda page so anyone on VC can access them) |
Upload Presentations to Event Page + Link into Agenda |
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Schedule the next event |
| Call for hosts + future dates |
| Consult the Chair / Steering committee about the key outcomes of the meeting to be reported in a community news blog | ||
| Remind participants to give meeting feedback - possibly build time into the agenda for them to complete the online survey. |
| Panel |
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* 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 |
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blog.geant.org - (notify Marcomms if you upload the full content directly into the back-end of the blog platform so they can perform quality control, publication and further dissemination.) | ||
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! |
| Complete Meeting Notes for EC funding requirements on Box. |
| https://geant.app.box.com/folder/50159350743 |
Remove Registration Links from Webpage |
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Update Webpage (change to the past tense) and add links to blog, slides etc. |
| will -> was for example |
Analyse meeting feedback and share with Chair / Steering committee |
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| Start the long term planning for the next event |
| Update information in the next quarterly report overview of SIGs and TFs | (LINK NEEDED) | |
| Ensure annual review of KPIs etc. is reported to the GCC |
Best Practices
Agenda Topics
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