This is just a collection of checklist items for Task Force / SIG Planning. The list isn't exhaustive yet but hopefully we can improve it over time.
Task force meeting Planning
Notes:
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).
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.
If the meeting location proposed is offered by an organizer other than the local NREN, it is a good idea to check with the local NREN that they are also happy with the arrangement. There have been instances where it can trigger local conflict which we want to avoid.
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 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 |
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) |
| Don't forget to get permission |
Collect Presentation Slides |
| 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 |
* By preference, PPTs should be converted to PDF before uploading. 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
- evaluation mechanisms (paper, web, audience response)
- planning checklist