Wikimania 2014/Meeting 7/MOU Summary

Here are the important parts of the MOU as first delivered. Since it's just a reflection of an existing document, you should write notes here: /Corrections and Suggestions, then we can get a new draft back to them. EdSaperia (talk) 10:43, 26 August 2012 (UTC)

London First's Objective

• To assist with the bid to secure Wikimania 2014 takes place in London.
• To deliver Wikimania London 2014, if the above mentioned bid is successful.

Breakdown of work required to deliver Wikimania London 2014

• The scope of the event is a four day conference, whereby the first two days are set aside for a ‘hack day’, and the remaining two days are dedicated to plenaries, up to 7 parallel breakout sessions and networking. The occasion will also include at least two cultural/social visits at the Science Museum, Tate Modern, possibly the Houses of Parliament and a theatre experience.
• London First will seek approval from Wikimania 2014 on all design and production work required to deliver this event and Wikimania 2014 will agree to provide London First with this approval within a reasonable timeframe so as not to impede the delivery of the event.
• Wikimania 2014 will retain all intellectual property rights of the end products of this event.
• The event management fee is £70,000 (+VAT), 25% payable before the bid is won.
• The event management fee will cover the following:

Pre-event management, liaisons and negotiations

• London First will undertake to establish and negotiate with all suppliers required to deliver this event in London. Through association with London First, Wikimania will benefit from our existing local and privilege contacts.
• London First will seek to propose several venues including the Barbican, the Queen Elizabeth II Conference Centre or Canary Wharf Group for the conference and either the House of Lords or House of Commons for the post-conference drinks reception for Wikimania’s VIP guests, sponsors and speakers.
• London First will also arrange for a hotel partner to assist the international delegates of the conference as well as assist with the travel arrangements as required.
• London First will seek to negotiate and assist with the organisation of the cultural events at the Science Museum, Tate Modern and a theatre experience in London.
• London First will have no responsibility for event content, speakers or security.

Online Registration System – Acquisition, Personalisation and Launch

• London First will recommend the software tools required to deliver a fully automated system to deal with the booking of the delegates for the summit. London First will also take charge of the management and updating of this site as well as processing of the delegate registrations.

Wikimania London 2014 Delivery

• The team at London First has extensive events management experience and will undertake the full delivery of the event for the duration of the conference, including:

Pre-conference

• Weekly reporting of uptake of delegates to Wikimania 2014
• Monthly expenses report to Wikimania 2014
• Webpage update and management
• Venue booking and liaison for the pre-conference dinner/events, conference and post-conference drinks reception
• Catering liaison for the pre-conference dinner (including dietary requirements), conference and post-conference drinks reception
• All other suppliers (Photographer debrief…) liaison for the pre-conference dinner, conference and post-conference drinks reception
• AV liaison for the conference
• Production of the conference and post-conference drinks reception registration badges as well as the dinner seating cards and place cards
• Design and production of delegate brochure which will be framed with the understanding that London First does not act without Wikimania’s approval which will be granted on a timely and reasonable basis
• Design and production of all signage required for the conference which will be framed with the understanding that London First does not act without Wikimania’s approval which will be granted on a timely and reasonable basis
• Design, produce and print parliament’s security passes which will be framed with the understanding that London First does not act without Wikimania’s approval which will be granted on a timely and reasonable basis
• Assist and facilitate the seating arrangements for the dinner table plans
• Produce the PowerPoint holding slides required for the conference which will be framed with the understanding that London First does not act without Wikimania’s approval which will be granted on a timely and reasonable basis
• Production of the pre-conference delegate information pack which will be framed with the understanding that London First does not act without Wikimania’s approval which will be granted on a timely and reasonable basis
• Production of the pre-conference speaker information pack which will be framed with the understanding that London First does not act without Wikimania’s approval which will be granted on a timely and reasonable basis
• Production of the pre-conference sponsor information pack which will be framed with the understanding that London First does not act without Wikimania’s approval which will be granted on a timely and reasonable basis
• Production of the pre-conference chair information pack which will be framed with the understanding that London First does not act without Wikimania’s approval which will be granted on a timely and reasonable basis
• Delegate management to include registration and sending of the delegate’s pre-conference information packs for the dinner, conference and post-conference drinks reception
• Speaker Management to include sending of the speaker’s pre-conference information packs, collection of photos and biographies for the delegate brochure, chasing and centralising all the PowerPoint presentations
• Chair Management to include sending of the Chair’s debrief packs and collection of photos and biographies
• Sponsors liaisons to ensure marketing materials are correctly distributed

Delivery of the pre-conference dinner/event

• Ensure pre-dinner set up, including place cards, seating cards and any sponsors materials as required
• Manage and operate the welcome registration desk
• Liaise with all the suppliers
• Seek to ensure the smooth running of the dinner/event from start to end
• Manage the closure of the dinner/event and operate the good-bye desk

Delivery of the conference

• Ensure pre-conference set up including sponsors’ materials
• Manage and operate the welcome registration desk
• Manage and operate the help desk and announcements
• Liaise with the caterers and AV team
• Seek to ensure the smooth running of the plenary sessions, breakout sessions, coffee breaks, lunch and end of day drinks reception on day 1
• Manage and operate the end of conference good-bye desk

Delivery of the post-conference drinks reception at the House of Lords/House of Commons

• Ensure drinks reception set up
• Liaison with parliament’s banqueting team, AV and security
• Manage and operate the welcome desk
• Seek to ensure the smooth running of the evening reception
• Manage and operate the end of conference good-bye desk

Post Conference

• Wash up meeting with Wikimania 2014
• Final and detailed reporting on expenses
• Update the webpage