WikiConference UK 2013/planning
WikiConference 2013 will be held in Lincoln. This page is for use in planning the event.
Planning meeting[edit | edit source]
At the minute a conference call is being arranged for 3 December 2012 to discuss the to-do list
Todo list[edit | edit source]
- The Board would like to keep the final approval on the major aspects of this conference, so any decisions made by the Conference Committee should be put for approval to the Board before proceeding.
- We are working on the assumption that the budget for this event is equal to the 2012 one, which was £5,000. Budget.
- Accommodation - organised by Tom Morton.
- Speakers - some work done by Tom Morton - here.
|12 month||Minutes||Type up and distribute for correction||RS||Done|
|Minutes from 2012 AGM and 2013 EGM||Distribute to trustees and file electronically||RS, Secretary||Not done - Urgent|
|8 months (November)||Venue||Ask for proposals for venue||ConfComm||Done|
|Date||Make proposal for date
Article 3 – states must be within 15 months
|January-March||Agenda||Speakers for AGM and the whole outline of the agenda.
Work out the plan for the Sunday 9th June event.
|ConfCom, submit for Board for approval||programme||Doing... - draft exists, 12 May deadline for talk submissions.|
|January-March||New trustees||Discussion of skills needed by trustees, identification of suitable candidates and approaches to them who of existing trustees due to stand down||Trustees & CE||Done|
|6 months||M and A||Amendments of M and A need to be discussed||Trustees & CE||being subsumed under the governance review||will be done on 11 May|
|Venue/Date||Book venue||DC||Done - details being discussed|
|February & March||Publicity||All members to get warning||Stevie Benton, Katherine Bavage. ConfComm contribution if wanted||On Wikis, Facebook, Twitter and newsletters.
A first notice went out on Twitter, Facebook, blog on 25/11/2012.
|Done - initial promo done|
|February||Registration page set up to accompany publicity||DC||Done|
|Agenda - possible workshops||Agree the workshops and arrange speakers etc.||ConfCom, submit for Board for approval||Doing...|
|February||Organisers' meeting||Update meeting to organise details||ConfComm, DC||Done - on email list|
|February||Annual report||Start its preparation||Stevie Benton||Done|
|March||Annual report||Get quotes||Stevie Benton||Done|
|End of March||Annual report||Text written||SB, trustees, volunteers and staff||Please see here||Doing...|
|Beginning of April||Annual report||Text to designer||Stevie Benton||Doing...|
|April||Annual report - Text written||First proof received||Stevie Benton||Done|
|May||Annual report - Text written||Final sign off and send to printers||Stevie Benton|
|April or earlier||Catering||Details agreed||ConfComm/DC||Done|
|April||Organisers' meeting||ConfComm, DC||Discussion via email list||Doing...|
|Agenda||Prepare draft agenda(s) and circulate to all members||ConfComm, DC|
|Reminders||Put reminders on lists. Wikis and email lists.||Office||Done|
|April/May||Recce||Venue checked and final requirements noted
Electricity for laptops etc
Which rooms for what?
Find volunteers for the day
Staff available for day
|3 May||AGM - First Formal Notice||E-news sent out including the time, place, nature of business and their right to vote and indicating that this is the Annual General Meeting
Notices appear on Website
Call for nominations to vacancies and motions
|Tellers & Secretary||Done|
|16 May 23:59||AGM - Written resolutions and nominations for Board||Must be received at office for distribution|
|17 May||Agenda||Last day changes can be made to the AGM agenda|
|By 17 May||Agenda etc.||Finalise agenda and circulate to trustees and office
Prepare any physical voting papers.
|Chair, Secretary, Office|
|17 May||AGM - Final notice||Proxy voting papers + resolutions + candidate statements + proxy instructions sent out to members by email.||Tellers & Secretary|
|31 May||Register||Print register of members
Print badges for attendees
Print name signs for top table
Box up everything that needs to go
Delegate roles to for the day
Make sure laptops up and running.
Print agenda, event info and feedback sheet for the attendee delegate packs.
|1 June||Annual report ready||Published in all formats and uploaded to relevant authorities||Office|
|June||Transport||Arrange transport for equipment etc.||Office - KC|
|7 June 23:59||AGM - Deadline for return of proxy ballots||To email@example.com||Tellers|
|8 June||AGM - Count Postal/Electronic Ballots||Count Postal/Electronic Ballots||Richard and James Farrar|
|8 June||AGM - Quorum||The greater of 10 or 10% of membership in person or by proxy. (Approx 25 estimate)|
|8 June||Petty cash||Make arrangements for change etc||DC|
|June||Gifts||Buy flowers / chocs for speakers||DC|
|Minutes from the 2013 AGM||Signed||Chair/Secretary|
- Note: dates in italics are not definitive
Volunteers[edit | edit source]
Who can help with the planning?